New Tariff implementation plan - for the 2017 admissions cycle

New Tariff implementation plan -for the 2017 admissions cycle

September 2014

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Contents

1. Introduction

2. Implementation timeline – high level overview

3. Activity plans:

• UCAS• higher education providers (HEPs)• teachers and advisers• other stakeholders

4. Scope of implementation – products and services in and out of scope

5. New Tariff milestones – visual version of the implementation plan (same content as activity plans)

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1. Introduction

This plan is aimed at admissions staff involved in the transition to the new Tariff.

The purpose of this plan is to provide a view of the key milestones and activities involved in implementing the new UCAS Tariff, from the perspective of UCAS and higher education providers (HEPs).

This plan will be subject to further development at key stages, to ensure it remains relevant to the changing environment the new Tariff will operate in throughout the implementation period.

The new Tariff implementation plan will be updated each year and notification will be sent to HEPs whenever the plan is revised.

It will be discussed at key UCAS events and forums to get HEP views on progress and feedback on additional activities, information, training and other support that may need to be added to the plan.

Providing support

• UCAS will provide supporting material throughout the new Tariff implementation period.

• UCAS will draw on customer feedback to refine tools, information and guidance regarding the new Tariff.

• UCAS teams will be available to support and guide all customers as required – designated regional Relationship Managers and the UCAS Professional Development Team are available to provide advice and training on the new Tariff implementation process.

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1.2 Key implementation activities

The main objective of the plan is to support HEPs implement the new Tariff for courses starting from September 2017.

To support this objective, the following key implementation activities are important:

• all change required is completed in advance of

the new Tariff switchover and all parties have

access to the support or training they need and

are well prepared

• the switchover takes place successfully, in time

for the 2017 admissions cycle

• post switchover, operation of the New Tariff is

successful

• the new Tariff points are published and effectively

communicated from September 2014

• HEPs are supported in ensuring their key

stakeholders understand the impact of the switch

over to the New Tariff

• all stakeholders like HEPs, HESA and third party IT

suppliers have plans in place to make the required

changes for the switchover, as appropriate to their

function

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June – Aug 2014 Sep 14 – Aug 15 Sep 15 – Aug 16 Sep 16 – Aug 17 Sep 17 – Aug 18

Jun 2014 Jul 2014 Aug 2014 Sep–Nov2014

Dec–Feb2014/15

Mar–May2015

Jun–Aug2015

Sep–Nov2015

Dec–Feb2015/16

Mar–May2016

Jun–Aug2016

Sep–Nov2016

Dec–Feb2016/17

Mar–May2017

Jun–Aug2017

Sep–Nov2017

Dec–Feb2017/18

Mar–May2018

Jun–Aug2018

Admission

Cycles

Key Decisio

n Milestones

Operational

Milestones

Engagement

IT Change

s

2. New Tariff implementation plan – high level overview

Continual communications and engagement

Initial support and communications on the new Tariff from August 2014

UCAS Boardapproved

new Tariff & planJun 14

2014 entry cycle

2015 entry cycle 2016 entry cycle

2017 entry cycle

New Tariff published Sep 2014

New Tariff Calculator

rolled out to HEPs

Dec 2014

UCAS IT developmentJul 2015– Mar 2016

Schools and colleges advise level 3/SCQF level 6 students from Sep 2014

Course Collect (entry 2017) opensOct 2015

IT test environment opens

IT suppliers commence development and testing Nov 2015

UCAS search

tool opens (entry 2017)

Tariff switchover

UCAS begins to process 2017 applications

HEPs make decisions /offers using new Tariff from Sep 2016

UCAS Boardpreparedness review

April 2016

IT sign-off for implementation Mar 2016

Link products rolled outOct 2016

C&C reporting (new Tariff)

Jul/Aug 2017

End of Cycle Reportpublished with new Tariff Jan 2018

HESA publish Performance Indicators (new Tariff) Dec 2018-Mar 2019

Regional Training for schools and colleges commences Oct 2014

Regional training for HEPs commences Jan 2015

Apply Opens (entry 2017)

Feedback Survey published Jul 14

UCAS HE conventions for applicants Mar 2016

HEPs publish prospectuses for 2017Jan-Feb 2016

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Text here

3. Activity plan - UCAS

Jul 14 – Aug 14 Sep 14 – Aug 15 Sep 15 – Aug 16 Sep 16 - Aug 17 Sep 17 onwards

Findings of feedback survey published (Jul 14)

New Tariff tables produced for publication (Sep 14)

Ongoing communication with stakeholders on implementation detail and communications planned for key points throughout the year.

New Tariff points published on ucas.com (Sep 14)

Initial guidance/information on the new Tariff published for HEPs, schools and stakeholders (Sep 14)

Fact sheets produced for parents/carers learners and staff on new Tariff for teachers/advisers and/or HEPs to use (Sep 14)

UCAS Progress add new Tariff link into their product (Sep 14)

Joint UCAS and HESA communications to HEPs on impact on statutory data returns for qualifications held on entry (Oct/Nov 14)

Training rolled out to relevant internal staff at UCAS (Sep 14)

External regional Tariff training rolled out to schools, colleges and HEPs (Jan 15 onwards)

Annual Review meeting – update on Tariff implementation (Nov 14)

New Tariff calculator rolled out for HEPs (Jan 15)

Video for applicants launched on new Tariff (Jan 15)

Teacher and Adviser Conference (Feb 15)

Admissions Conference (Apr 15)

Course Collect development / rollover commences: actions needed and guidance for HEPs will be provided through bulletins and ucas.com (Jul 15)

Data Collection, DQA team trained in new Tariff points for Entry Profiles (Aug 15)

UCAS website content updated again for HEPs , schools and colleges, advisers, Parents, Applicants on latest developments (Autumn 15)

‘Course Collect’ opens for 2017 Entry. (Oct 15)

Annual UCAS publications updated : Parents Guide, Little Guide, qualifications guides, international guides, admissions guides. (Nov 15 – Aug 16)

Annual Review meeting – update on Tariff (Nov 15)

Test environment rolled out with new Tariff points for IT suppliers and HEPs (Nov 15)



Search opens with new Tariff points for Entry 2017 (May/Jun 16)

Apply goes live enabled to handle new Tariff (Jun 16)

Web content updated for HEPs , schools and colleges, advisers, Parents, Applicants (Autumn 16)

Tariff events and stakeholder engagements scheduled throughout the year.

Communications scheduled at key points throughout the year

UCAS processes applications for Entry 2017 (Sep 16)

Topaz reference data tables (including ABL) updated with new Tariff points (Oct 16)




C&C reporting uses new Tariff points (Jul 17)



Evaluation and review of the impact of the new Tariff following first admissions (Sep 17 onwards)

‘End of Cycle’ datasets and reports updated with new Tariff (Oct 17 and Jan 18)



Admissions Conference (April 18)



New Tariff goes ‘live’ for courses starting

from September 2017

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Text here

3.1 Activity plan - HEPs

Sep 14 – Aug 15 Sep 15 – Aug 16 Sep 16 – Aug 17 Sep 17 onwards

Planning for Tariff switchover commences i.e. HEPs start internal discussions and consider the impact of the new Tariff on their university and college entry requirements - if Tariff using (Sep 14 onwards)

HEP staff (Admissions, Planning, Outreach) are trained /informed about the new Tariff (Sep 14 onwards)

Student Record teams start to consider updates required to their systems and appropriate timelines (Sep 14 onwards)

Prospectuses start to get updated with new Tariff points if used, for 2017 Entry (Oct 14 to Mar 15)

Conversion currency work begins on course details before Course Collect opens (Jan 15)

Start planning new web content and other marketing material for 2017 Entry (Mar 15)

Course information updated in Course Collect with new Tariff for courses starting from September 2017 (Oct 15)

Admission policies updated for 2017 Entry if Tariff using (Dec 15)

‘Offer’ codes updated for 2017 Entry using new Tariff if appropriate (please note that UCAS does not anticipate any offer code changes to UCAS systems) (Feb 16)

Recruitment activities, e.g. open days, school visits, UCAS conventions (Feb/Mar 16 onwards)

HEPs start to receive applications with new Tariff (from Sep 16)

HEPs make offers using new Tariff where applicable (Sep 16)

Evaluation and review of internal systems and processes following first admissions with new Tariff (Sep 17 onwards)

Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards)

Submit HESA student returns (Oct/Nov 18)

New Tariff goes ‘live’ for courses starting

from September 2017

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Text here

3.2 Activity plan – teachers and advisersJuly 14 – Aug 14 Sep 14 – Aug 15 Sep 15 – Aug 16 Sep 16 – Aug 17 Sep 17 onwards

Curriculum planning starts for 2017 Entry (Jul 14)

Planning IAG content for applicants, parents/carers starts for learners likely to apply to HE 2017 Entry (Jul 14)

Planning new web content on qualifications, live from September 2015 (Jul 14)

Receive UCAS Comms aimed at schools/advisers to ensure understanding of new Tariff and its impact on Level 3 choices for Year 10/ 11 students (Sep 14)

Advise students on Level 3 qualification choices in light of new Tariff(from Sep 14)

Advisers can access UCAS training on new Tariff (Oct 14 onwards)

Support student Level 3 qualification choices (Sep – July 15)

2017 Entry applicants choose their Level 3 qualifications (Jan – Aug 15)

UCAS Teacher and Adviser conferences provide another opportunity for new Tariff information raising and discussion (Feb 15)

2017 Entry applicants receive their results (Aug 15)

2017 Entry Applicants start their Level 3 qualifications such as A Levels (Sep 15)

Teachers and advisers discuss progression to HE, need for research and UCAS process for students (Jun – Jul 16)

2017 Entry applicants can begin their applications in ‘Apply’ (Jun 16)

2017 Entry applicants receive their AS results if taken (Aug 16)

2017 Entry applicants continue their application to UCAS(Sep 16)

Teachers and advisers support students with application choices to meet the different application deadlines (from Sep 16 – Jun 17)

2017 Entry Applicants receive their results (Jul/Aug 17 )

Teachers and advisers support students receiving their results and through Clearing (Jul/Aug 17)


2017 Entry Applicants begin their university course (from Sep/Oct 17)

New Tariff goes ‘live’ Entry 2017

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Sep 13 – Aug 14 Sep 14 – Aug 15 Sep 15 – Aug 16 Sep 16 – Aug 17 Sep 17 onwards

UCAS and HESA hold meetings with Planning and Student Record Team representatives to discuss key messages on handling of student record returns and HESA support on qualifications held on entry – (Sep 13/Oct 14)

HESA/UCAS communications to HEP Planning and Student Record Teams as and when appropriate/useful

Engagement with third party software suppliers and HEPs with in-house IT systems to plan change

HEP IT suppliers commence system testing using UCAS test environment (Nov 15)

HEP IT suppliers update relevant systems (SITs/Vision, SAP, ODBC refresh, Curriculum system, CAS and CUKAS Decision Forms)(Feb – Aug 16)


HESA tariff specification created (Jan 18 – Feb 18)

HESA tariff specification communication to HEPs (via operational documentation) (Jun 18 – Nov 18)

HESA Data Supply to HEPs (average tariff points and Unistats preview) (Aug 18 – Nov 18)

Performance indicator analysis and specification by HESA, UKPITG/UKPISG (Dec 18 – Mar 19)

HESA production of ad-hoc data enquiries for league table producers and other Tariff related publications (Jan 19 - Sep 19)

Performance indicators (excluding research and employment) published (Mar 19)

League tables published by third party producers with new Tariff points (Apr 19 - Sep 19)

Performance indicators (research and employment) published (Jul 19)

Output file for KIS-Unistats created (Aug 19 – Aug 20)

Other stakeholders include key bodies that UCAS has consulted throughout the development of the new Tariff, such as awarding organisations, funding councils, qualification regulators, teacher and student representative bodies.

The aim is to ensure all parties are clear about the move to the new Tariff and can help support the transition if appropriate, so that all opportunities to support effective communication on the new Tariff are maximised.

UCAS will continue to engage with these stakeholders in the implementation of the new Tariff. This activity page currently focuses on key activities associated with HESA and IT suppliers, whose activities are likely to be of most interest to HEPs at this stage.

New Tariff goes ‘live’ for courses

starting from September 2017

3.3 Activity plan - other stakeholders

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Text here

4. Scope of new Tariff implementation – UCAS products & services

In scope Out of scopeSystem Updates•Topaz reference data tables (including ABL reference table)•Course Collect•Course Collect Reporting Database (snapshot of Course Collect live each day)•UCAS test environment to be set up for HEPs and 3rd party IT providers

IT Engagement Team•To communicate with Software Vendors (Tribal, Capita, CampusIT, Ellucian etc.) and HEP IT contacts

Marcomms• Communications (weekly and monthly channels, ad hoc, operational)• Web content updated for HEPs, schools, colleges, advisers, parents, applicants• Social media (Facebook, Twitter, blogs)• Video clips (update or create new)• Engagement via groups and forums (new Tariff on meeting agendas, obtain provider feedback)• External meetings and training with HEPs, schools, colleges, advisers (via RM and PD teams)• UCAS events i.e. Provider events, Teacher and Adviser events, International events (promotional material and speaker

opportunities)• UCAS publications which refer to the Tariff (Little guide, Parents guide, Admissions guide, Guide to studying in the UK, International

Guide etc)

Internal training and communication• Internal communication• Staff awareness training for all staff• Specific training for key staff (Data Collection, Data Quality Assurance, Professional Development, HEP team, Scheme Delivery

Team, Education Team, Relationship Managers, Technical Relationship Managers)

UCAS Media• UCAS Progress – updated link to new Tariff information

P&R• Updates to analytical services and products using the tariff – (End of Year reports, C&C, SNC reports, intra-cycle reporting etc)• UCAS Media product updates - Offers, Competitors, Conversion, Progression products and other bespoke reports• QIP updates• Updates to UCAS UK and International Qualification Guides

These products/services are listed as out of scope because they will be updated to reflect the new Tariff via annual routine system updates and do not need to go through a significant change process:

• Apply• Track• Search• Provider Course Reports• ABL system• XAP• Netupdate• Onyx• *J • Link Products (xml, odbc,

web-link)• Link Manuals• Application Tracker• Decision Tracker• Adviser Track

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Text here

4.1 Scope of new Tariff implementation – stakeholder products and services

Schools /colleges HEPs HEP Vendor Suppliers and HEPs with in-house systems

HESA

TrainingInternal staff and advisers

PlanningCurriculum Planning

WebWeb content updated

PublicationsMaterial produced for students and parents

Training and awarenessInternal admissions/student records staff

Policy Updates• Admission policies

Web content• Online prospectus

Publications• Prospectus• IAG material

System Updates• Student Record System• Data Reference tables

Data / Information• Conversion currency work on

course details/entry profile

• Update Course Collect information

Tribal ProductsSITS VisionCAS

Unit4 Business ProductsData reference tables (offer library)CAS and CUKAS (decision forms)odbc viewsCurriculum system

Capita ProductsAdmissions Application systemodbc link

Ellucian ProductsBanner System

OracleCampus Solution system

Campus IT ProductsTBC

SAPSAP table updates via UCAS XML

HESA Data Outputs/Reports• HESA tariff specification• Data Supply to HEPs • Performance indicator

analysis and specification by HESA, UKPITG/UKPISG

• HESA production of ad-hoc data enquiries for league table producers and other Tariff related publications

• Performance indicators • League Tables• Output file for KIS-Unistats

Communications• Communication to HEPs

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5. New Tariff implementation milestones – Sep 2014 to Aug 2015

Sep - Dec 14UCASNew Tariff points published

Communication and information launched on the new Tariff, including factsheets for parents/carers and applicants for teachers to use as appropriate

UCAS Progress updates link to new Tariff information

Joint UCAS and HESA comms to HEPs on impact on collection of qualifications held on entry

Jan 15HEPsStart to consider admission policies and updates to 2017 Entry prospectuses

HEPs manage staff training/awareness raising on new Tariff across their universities and colleges

Schools/collegesSupport learners likely to apply to HE for 2017 Entry with their Level 3/SCQF Level 6 qualification choices

Jul 15UCASCourse Collect rollover begins

Aug 15UCAS‘Search’ development begins

Tariff training on Entry Profiles commences for externally facing teams

Web content updated for HEPs, schools/colleges, applicants

June 15UCASUCAS website content updated again for HEPs, applicants, parents/ advisers for 2017 Entry

Jan 15UCASTariff video clip launched for students to explain new Tariff points

New Tariff calculator rolled out to HEPs

External regional Tariff training rolled out to HEPs

Sep 14HEPsPlanning for Tariff switchover commences

Student Record systems updated with new Tariff points for Entry 2017

Dec 14UCASRefresher training for HEP team, Data Collection Team

Oct 14UCASExternal training rolled out to schools and advisers

Oct 14Schools/collegesAccess UCAS training on new Tariff

Feb 15UCASTeachers and advisers Conference

Nov 14UCASAnnual Review Conference

April 15UCASAdmissions Conference

Sep 14 Schools/collegesCurriculum planning for the cohort of learners applying to HE for 2017 Entry

Sep 14UCAS publishes new Tariff Jan 15

2017 Entry applicants choose their A Levels

Jul 15Decision to allocate points to Access to HE qualifications

Aug 152017 Entry applicants receive their GCSE results

2015 Entry Cycle (Sep 14 – Aug 15)

5.1 Tariff milestones - September 2015 to August 2016

Sep 15 2017 Entry applicants start their A Levels

Entry Cycle 2016 (Sep 15 – Aug 16)

Dec 15UCASLittle Guide updated with new Tariff information for 2017 Entry

Jan 16UCASUCAS Guide for UK, Intl Quals starts to be updated with new Tariff information for 2017 Entry (published Sep 2016)

Feb 16HEPsUpdate offer codes with new Tariff data for Entry 2017

Nov 15 3rd Party ProvidersTesting of updated systems commences using UCAS test environment and Tariff data

Mar 163rd Party ProvidersDevelopment commences on Generic Offer Setup, Curriculum system and ODBC refresh

Apr 163rd Party ProvidersCapita commences development on Admissions applications, ODBC

Aug 16 2017 Entry applicants receive their AS results

Dec 15HEPsBegin to prepare their prospectus for Entry 2017

Admission policies updated for Entry 2017

Apr 16Preparedness review by UCAS Board

Oct 15UCAS‘Course Collect’ opens for 2017 Entry

May 16UCASUCAS search tool opens with new Course data

Annual UCAS publications updated with new Tariff information for Entry 2017

Nov 15UCASParent Guide updated with new Tariff information for Entry 2017

Annual Review Meeting

New test environment and Tariff data made available to IT suppliers and HEPs

Jun 16HEPs start to publish their prospectus for Entry 2017

Feb 16UCASTeachers and advisers Conference

Apr 16UCASAdmissions Conference

Jun 16UCASApply goes live for 2017 Entry

Aug 16UCASUCAS web content updated again for HEPs, schools/college, applicants

Sep 15HEPsPlanning of new web content for Entry 2017

Jun 16Teachers and advisers discuss progression to HE, need for research and UCAS progress for students

Oct 15HEPs amend their course data in Course Collect using new Tariff points


Jul 17UCASC&C reporting for Entry 2017

Jul/Aug 172017 Entry

Students receive their Level 3/SCQF Level 6 qualification results

Sep 16UCAS Applications start to be processed for 2017 Entry

Sep 16HEPs start to make offers using new Tariff, if applicable

Oct 16UCASTopaz reference data tables updated including ABL

May 17UCASSAS reference tables and coding updated with new Tariff points for 2017 Entry

Nov 16UCASAnnual Review Meeting

Feb 17UCASTeacher and Advisers Conference

Apr 17UCASAdmissions Conference

Schools and collegesteachers/advisers Support learners with application choices (Sep – Jun 17)

Aug 17Schools and collegesSupport students receiving their results

Sep 16New Tariff becomes operational



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Oct 17UCASEnd of cycle datasets and reports updated with new Tariff points for Entry 2017

Jan 18UCASEnd of cycle reports published for Entry 2017

Aug – Nov 18HEPsSubmit their HESA student returns

Jan - Feb 18HESAHESA Tariff specification created

Jun - Nov 18HESATariff spec communicated to HEPs via operational documentation Aug – Nov 18

HESAData supply to HEPs (average Tariff points and Unistats preview)

Nov 17UCASAnnual Review Meeting

Feb 18UCASTeacher and Advisers Conference

April 18UCASAdmissions Conference

Sep/Oct 17Applicants begin their university course


5.4 Tariff milestones - September 2018 to September 2019

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Dec 18 – Mar 19HESAPerformance Indicator analysis and specification by HESA/UKPITG/UKPISG

Jan 19 – Sep 19HESAManage ad-hoc data enquiries for league table producers and other Tariff related publications

Mar 19HESAPerformance Indicators (excluding research and employment)

Apr 19 – Sep 19HESALeague tables published by producers with new Tariff points

Jul 19HESAPerformance Indicators (research and employment) published with new Tariff points

Aug 19 – Aug 20HESAOutput file for KIS-Unistats created

Entry Cycle 2019 ( Sep 18 to Sep 19)

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Further information

Margaret FarragherHead of Policy and Qualifications01242 223 [email protected]

Documents

New Tariff implementation plan - for the 2017 admissions cycle