New Tariff implementation plan for the 2017 admissions cycle September 2014 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) 2 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 UCAS will will provide provide supporting supporting material material throughout throughout the the new new Tariff Tariff implementation implementation period. period. UCAS UCAS will will draw draw on on customer customer feedback feedback to to refine refine tools, tools, information information and and guidance guidance regarding regarding the the new new Tariff. Tariff. UCAS UCAS teams teams will will be be available available to to support support and and guide guide all all customers customers as as required required designated designated regional regional Relationship Relationship Managers Managers and and the the UCAS UCAS Professional Professional Development Development Team Team are are available available to
to provide provide advice advice and and training training on on the the new new Tariff Tariff implementation implementation process. process. 3 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: the the new new Tariff Tariff points points are are published published and and effectively effectively the the new new Tariff Tariff switchover switchover and and all all parties parties have have communicated communicated from from September September 2014 2014 access access to to the the support support or or training training they they need need and and HEPs HEPs are are supported supported in in ensuring ensuring their their key key are are well well prepared prepared stakeholders stakeholders understand understand the the impact impact of of the the switch switch over over to to the the New New Tariff Tariff changes changes for for the the switchover, switchover, as as appropriate appropriate to to their their
the the switchover switchover takes takes place place successfully, successfully, in in time time for for the the 2017 2017 admissions admissions cycle cycle all all stakeholders stakeholders like like HEPs, HEPs, HESA HESA and and third third party party IT IT suppliers suppliers have have plans plans in in place place to to make make the the required required all all change change required required isis completed completed in in advance advance of of post post switchover, switchover, operation operation of of the the New New Tariff Tariff isis successful successful function function 4 2. New Tariff implementation plan high level overview June Aug 2014 IT Changes Engagement Operational Milestones Key Decision Milestones Admission Cycles Jun 2014 Jul 2014 Aug 2014 Sep 14 Aug 15 SepNov 2014 DecFeb 2014/15 MarMay 2015 Sep 15 Aug 16 JunAug 2015 SepNov 2015 DecFeb 2015/16 MarMay 2016 Sep 16 Aug 17 JunAug 2016 SepNov 2016 DecFeb
2016/17 MarMay 2017 Sep 17 Aug 18 JunAug 2017 SepNov 2017 DecFeb 2017/18 MarMay 2018 JunAug 2018 2014 2014 entry entry cycle cycle 2015 2015 entry entry cycle cycle 2016 2016 entry entry cycle cycle 2017 2017 entry entry cycle cycle UCAS UCAS Board Board approved approved new new Tariff Tariff && plan plan Jun Jun 14 14 Feedback Feedback Survey Survey published publishedJul Jul 14 14 Initial support and communications on the new Tariff from August 2014 Schools and colleges advise level 3/SCQF level 6 students from Sep 2014 UCAS UCAS Board Board preparedness preparedness review review April April 2016 2016 New New Tariff Tariff Calculator Calculator rolled rolled out out to to HEPs HEPs New New Tariff Tariff Dec 2014 Dec 2014 published published Sep Sep 2014 2014 Course Course Collect Collect (entry (entry 2017) 2017)
opens HEPs opens HEPs publish publish Oct prospectuses Oct 2015 2015 prospectuses for for 2017 2017 Jan-Feb Jan-Feb 2016 2016 UCAS UCAS search search tool tool opens opens (entry (entry 2017) Apply Apply 2017) Opens Opens (entry (entry 2017 2017)) UCAS UCAS begins begins to to process process 2017 2017 applications applications HEPs HEPs make make decisions decisions /offers /offers using new using new Tariff Tariff from from Sep Sep 2016 2016 UCAS UCAS HE HE conventions conventions for for applicants applicants Mar Mar 2016 2016 Regional Regional Training Training for for schools schools and and colleges commences Oct 2014 colleges commences Oct 2014 Regional Regional training training for for HEPs HEPs commences Jan 2015 commences Jan 2015 C&C C&C reporting reporting (new (new Tariff) Tariff) Jul/Aug Jul/Aug 2017 2017 End
Endof of Cycle Cycle Report Report published published with with new new Tariff Tariff Jan Jan 2018 2018 HESA HESA publish publish Performance Performance Indicators Indicators (new Tariff) Dec (new Tariff) Dec 20182018Mar Mar 2019 2019 Tariff Tariff switchover switchover Continual Continual communications communications and and engagement engagement UCAS UCAS IT IT development development Jul Jul 2015 2015 Mar Mar 2016 2016 IT test environment opens IT suppliers commence development and testing Nov 2015 IT sign-off for implementation Mar 2016 Link products rolled out Oct 2016 5 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 points published on ucas.com (Sep 14) Course Collect opens for 2017 Entry. (Oct 15) UCAS processes applications for Entry 2017 (Sep 16) Fact sheets produced for parents/carers learners and staff on new Tariff for teachers/advisers and/or HEPs to use (Sep 14) Annual UCAS publications updated : Parents Guide, Little Guide, qualifications guides, international guides, admissions guides. (Nov 15 Aug 16) Topaz reference data tables (including ABL) updated with new Tariff points (Oct 16) Evaluation and review of the impact of the new Tariff following first admissions (Sep 17 onwards) UCAS Progress add new Tariff link into their product (Sep 14) Annual Review meeting update on Tariff (Nov 15) Joint UCAS and HESA communications to HEPs on
impact on statutory data returns for qualifications held on entry (Oct/Nov 14) Test environment rolled out with new Tariff points for IT suppliers and HEPs (Nov 15) Training rolled out to relevant internal staff at UCAS (Sep 14) Teacher and Adviser Conference (Feb 16) C&C reporting uses new Tariff points (Jul 17) External regional Tariff training rolled out to schools, colleges and HEPs (Jan 15 onwards) Admissions Conference (Apr 16) Tariff events and stakeholder engagements scheduled throughout the year. New Tariff tables produced for publication (Sep 14) Ongoing communication with stakeholders on implementation detail and communications planned for key points throughout the year. Initial guidance/information on the new Tariff published for HEPs, schools and stakeholders (Sep 14) Annual Review meeting update on Tariff implementation (Nov 14) Search opens with new Tariff points for Entry 2017 (May/Jun 16) New Tariff calculator rolled out for HEPs (Jan 15) Apply goes live enabled to handle new Tariff (Jun 16) 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) Annual Review meeting update on Tariff (Nov 16) Teacher and Adviser Conference (Feb 17) Admissions Conference (Apr 17) Text here Communications scheduled at key points throughout the year End of Cycle datasets and reports updated with new Tariff (Oct 17 and Jan 18) Annual Review meeting update on Tariff (Nov 17) Teacher and Adviser Conference (Feb 18) Admissions Conference (April 18) Tariff events and stakeholder engagements scheduled throughout the year. Communications scheduled at key points throughout the year 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 New Tariff goes live for courses starting from September 2017 6
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) Course information updated in Course Collect with new Tariff for courses starting from September 2017 (Oct 15) HEPs start to receive applications with new Tariff (from Sep 16) Evaluation and review of internal systems and processes following first admissions with new Tariff (Sep 17 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) Admission policies updated for 2017 Entry if Tariff using (Dec 15) HEPs make offers using new Tariff where applicable (Sep 16) 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) Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards) Submit HESA student returns (Oct/Nov 18) Recruitment activities, e.g. open days, school visits, UCAS conventions (Feb/Mar 16 onwards) Text here 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) New Tariff goes live for courses starting from September 2017 7 3.2 Activity plan teachers and advisers July 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) 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) 2017 Entry Applicants start their Level 3 qualifications such as A Levels (Sep 15) 2017 Entry applicants continue their application to UCAS (Sep 16) Advise students on Level 3 qualification choices in light of new Tariff (from Sep 14) Teachers and advisers discuss progression to HE, need for research and UCAS process for students (Jun Jul 16)
Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards) 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) 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) 2017 Entry applicants can begin their applications in Apply (Jun 16) 2017 Entry applicants receive their AS results if taken (Aug 16) Teachers and advisers support students with application choices to meet the different application deadlines (from Sep 16 Jun 17) 2017 Entry Applicants begin their university course (from Sep/Oct 17) 2017 Entry Applicants receive their results (Jul/Aug 17 ) Text here Teachers and advisers support students receiving their results and through Clearing (Jul/Aug 17) 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) New Tariff goes live Entry 2017 8 3.3 Activity plan - other stakeholders Sep 13 Aug 14 Sep 14 Aug 15 Sep 15 Aug 16 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 HEP IT suppliers commence system testing using UCAS test environment (Nov 15) Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards) HEP IT suppliers update relevant systems (SITs/Vision, SAP, ODBC refresh, Curriculum system, CAS and CUKAS
Decision Forms) (Feb Aug 16) HESA tariff specification communication to HEPs (via operational documentation) (Jun 18 Nov 18) Engagement with third party software suppliers and HEPs with in-house IT systems to plan change Sep 16 Aug 17 Sep 17 onwards HESA tariff specification created (Jan 18 Feb 18) HESA Data Supply to HEPs (average tariff points and Unistats preview) (Aug 18 Nov 18) New Tariff goes live for courses starting from September 2017 Other Other stakeholders stakeholders include include key key bodies bodies that that UCAS UCAS has has consulted consulted throughout throughout the the development development of of the the new new Tariff, Tariff, such such as as awarding awarding organisations, organisations, funding funding councils, councils, qualification qualification regulators, regulators, teacher teacher and and student student representative representative bodies. bodies. The The aim aim isis to to ensure ensure all all parties parties are are clear clear about about the the move move to to the the new new Tariff Tariff and and can can help help support support the the transition transition ifif appropriate, appropriate, so so that that all all opportunities opportunities to to support support effective effective communication communication on on the the new new Tariff Tariff are are maximised. maximised. 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) UCAS UCAS will will continue continue to to engage engage with with these these stakeholders stakeholders in in the the implementation implementation of of the the new new Tariff. Tariff. This This activity activity page page currently currently focuses focuses on on key key activities activities associated associated with with HESA HESA and and IT IT suppliers, suppliers, whose whose activities activities are are likely likely to to be be of of most most interest interest to to HEPs HEPs at at this this stage. stage. 9 4. Scope of new Tariff implementation UCAS products & services In scope Out of scope System 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 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: 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)
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 Text here 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 10 4.1 Scope of new Tariff implementation stakeholder products and services Schools /colleges HEPs HEP Vendor Suppliers and HEPs with inhouse systems HESA Training Internal staff and advisers Training and awareness Internal admissions/student records staff Tribal Products SITS Vision CAS Policy Updates Admission policies Unit4 Business Products Data reference tables (offer library) CAS and CUKAS (decision forms) odbc views Curriculum system 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 Planning Curriculum Planning Web Web content updated Web content Online prospectus Publications Material produced for students and Publications parents Prospectus IAG material Capita Products Admissions Application system odbc link System Updates Student Record System
Data Reference tables Ellucian Products Banner System Data / Information Conversion currency work on course details/entry profile Oracle Campus Solution system Update Course Collect information Text here Communications Communication to HEPs Campus IT Products TBC SAP SAP table updates via UCAS XML 11 5. New Tariff implementation milestones Sep 2014 to Aug 2015 Sep - Dec 14 UCAS New 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 Sep 14 UCAS publishes new Tariff Oct 14 UCAS External training rolled out to schools and advisers Nov 14 UCAS Annual Review Conference Dec 14 UCAS Refresher training for HEP team, Data Collection Team Jul 15 Decision to allocate points to Access to HE qualifications Jan 15 2017 Entry applicants choose their A Levels Jan 15 UCAS Tariff video clip launched for students to explain new Tariff points New Tariff calculator rolled out to HEPs Jul 15 UCAS Course Collect rollover begins Feb 15 UCAS Teachers and advisers Conference External regional Tariff training rolled out to HEPs April 15 UCAS Admissions
Conference June 15 UCAS UCAS website content updated again for HEPs, applicants, parents/ advisers for 2017 Entry Aug 15 UCAS Search development begins Tariff training on Entry Profiles commences for externally facing teams Web content updated for HEPs, schools/colleges, applicants 2015 Entry Cycle (Sep 14 Aug 15) Sep 14 HEPs Planning for Tariff switchover commences Student Record systems updated with new Tariff points for Entry 2017 Sep 14 Schools/colleges Curriculum planning for the cohort of learners applying to HE for 2017 Entry Oct 14 Schools/colleges Access UCAS training on new Tariff Jan 15 HEPs Start to consider admission policies and updates to 2017 Entry prospectuses HEPs manage staff training/awareness raising on new Tariff across their universities and colleges Aug 15 2017 Entry applicants receive their GCSE results Schools/colleges Support learners likely to apply to HE for 2017 Entry with their Level 3/SCQF Level 6 qualification choices 12 5.1 Tariff milestones - September 2015 to August 2016 Nov 15 UCAS Parent Guide updated with new Tariff information for Entry 2017 Annual Review Meeting Oct 15 UCAS Course Collect opens for 2017 Entry New test environment and Tariff data made available to IT suppliers and HEPs Dec 15 UCAS Little Guide updated with new Tariff information for 2017 Entry Jan 16 UCAS UCAS Guide for UK, Intl Quals starts to be updated with new Tariff information for 2017 Entry (published Sep 2016)
Apr 16 Preparedness review by UCAS Board Feb 16 UCAS Teachers and advisers Conference May 16 UCAS UCAS search tool opens with new Course data Annual UCAS publications updated with new Tariff information for Entry 2017 Apr 16 UCAS Admissions Conference Jun 16 UCAS Apply goes live for 2017 Entry Aug 16 UCAS UCAS web content updated again for HEPs, schools/college, applicants Entry Cycle 2016 (Sep 15 Aug 16) Sep 15 HEPs Planning of new web content for Entry 2017 Sep 15 2017 Entry applicants start their A Levels Oct 15 HEPs amend their course data in Course Collect using new Tariff points Nov 15 3rd Party Providers Testing of updated systems commences using UCAS test environment and Tariff data Dec 15 HEPs Begin to prepare their prospectus for Entry 2017 Admission policies updated for Entry 2017 Feb 16 HEPs Update offer codes with new Tariff data for Entry 2017 Jun 16 HEPs start to publish their prospectus for Entry 2017 Apr 16 3rd Party Providers Capita commences development on Admissions applications, ODBC Mar 16 3rd Party Providers Development commences on Generic Offer Setup, Curriculum system and ODBC refresh Jun 16 Teachers and advisers discuss
progression to HE, need for research and UCAS progress for students Aug 16 2017 Entry applicants receive their AS results 5.2 Tariff milestones - September 2016 to August 2017 Sep 16 New Tariff becomes operational Jul/Aug 17 2017 Entry Students receive their Level 3/SCQF Level 6 qualification results Sep 16 UCAS Applications start to be processed for 2017 Entry Oct 16 UCAS Topaz reference data tables updated including ABL Feb 17 UCAS Teacher and Advisers Conference May 17 UCAS SAS reference tables and coding updated with new Tariff points for 2017 Entry Jul 17 UCAS C&C reporting for Entry 2017 Entry Cycle 2017 (Sep 16 Aug 17) Schools and colleges teachers/advisers Support learners with application choices (Sep Jun 17) Nov 16 UCAS Annual Review Meeting Sep 16 HEPs start to make offers using new Tariff, if applicable Apr 17 UCAS Admissions Conference Aug 17 Schools and colleges Support students receiving their results 5.3 Tariff milestones - September 2017 to August 2018 Oct 17 UCAS End of cycle datasets and reports updated with new Tariff points for Entry 2017 Jan 18 UCAS End of cycle reports published for Entry 2017 Feb 18 UCAS Teacher and Advisers Conference April 18
UCAS Admissions Conference Entry Cycle 2018 (Sep 17 Aug 18) Sep/Oct 17 Applicants begin their university course Nov 17 UCAS Annual Review Meeting Jan - Feb 18 HESA HESA Tariff specification created Jun - Nov 18 HESA Tariff spec communicated to HEPs via operational documentation Aug Nov 18 HEPs Submit their HESA student returns Aug Nov 18 HESA Data supply to HEPs (average Tariff points and Unistats preview) 15 5.4 Tariff milestones - September 2018 to September 2019 Jan 19 Sep 19 HESA Manage ad-hoc data enquiries for league table producers and other Tariff related publications Jul 19 HESA Performance Indicators (research and employment) published with new Tariff points Entry Cycle 2019 ( Sep 18 to Sep 19) Dec 18 Mar 19 HESA Performance Indicator analysis and specification by HESA/ UKPITG/UKPISG Mar 19 HESA Performance Indicators (excluding research and employment) Apr 19 Sep 19 HESA League tables published by producers with new Tariff points Aug 19 Aug 20 HESA Output file for KIS-Unistats created 16 Further information Margaret Farragher Head of Policy and Qualifications 01242 223 765 [email protected] 17
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