(GBR) Managing UCAS and GTTR Applications

This chapter provides an overview of Universities and Colleges Admissions Service (UCAS) and Graduate Teacher Training Registry (GTTR) data processing, and discusses how to:

• Prepare for UCAS and GTTR data processing.

• Process UCAS and GTTR reference data.

• Import UCAS and GTTR applications and applicant data.

• Review imported UCAS and GTTR applications and applicant data.

• Process imported UCAS and GTTR applications and applicant data.

Understanding UCAS and GTTR Data Processing

UCAS is the UK central body that receives and processes admission applications. Applicants apply to UCAS. UCAS then distributes the applications to the institutions. Institutions communicate the admission decision to UCAS rather than directly to the applicant.

UCAS provides an Open Database Connectivity (ODBC) link to which participating institutions can connect to import applications and send back admission decision details to UCAS. UCAS then communicates the decision details to the applicants. PeopleSoft Campus Solutions enables you to connect to the UCAS database to import full-time undergraduate (FTUG) and GTTR applications, process the imported applications, and send back the admission decision details to UCAS.

UCAS provides database views through which institutions import data. For example, the ivStarA database view contains the applicant's contact details, including address and phone number. Refer to the ODBC-link Technical Manual for information about the database views, its field descriptions, and the transactions that are exchanged between UCAS and the academic institution. This manual is available to UCAS subscribers from the UCAS website.

See http://www.ucas.ac.uk.

To import and process UCAS and GTTR applications:

1. Set up options, including the database link to UCAS.

2. Import reference data, such as ethnic codes, country codes, and application statuses, from UCAS.

3. Review the imported reference data.

   In some cases, you must map the reference data to the Campus Solutions data, for example, UCAS country codes to Campus Solutions country codes.

4. Import applications and applicant data from UCAS.

5. Review and correct errors in the imported applications.

6. Enter admission decisions for the imported applications.

7. Communicate the decisions back to UCAS as transactions.

8. Import any changes to the applicant or applications data maintained by UCAS.

   Data changes that you import from UCAS could be offer responses.

Each combination of an institution and a UCAS course is referred to as a choice. This diagram provides an overview of the process:

Process flow of importing and processing UCAS applications

When the applicant responds to an offer and when his or her exam results are available, the institution confirms or rejects the conditional offer by comparing the applicant's exam results with the conditions. Campus Solutions enables you to import the exam results, match the results with the offer conditions and process Confirmation decisions.

An applicant who does not have an admission offer becomes eligible for Clearing. Also, an applicant can register with UCAS for Adjustment if he or she wants to apply for another course. Campus Solutions supports Confirmation, Clearing, and Adjustment processing for 2009 admissions cycle onwards.

The UCAS Admissions Guide and Decision Processing Manual provide more information about Confirmation, Clearing, and Extra. This guide and manual are available to subscribers from the UCAS website.

Common Elements Used in This Chapter

Preparing for UCAS and GTTR Data Processing

Before you can import and process UCAS and GTTR data, you must set up your system as follows:

• Enable the UK fields for all institutions.

• Enable the UK fields for a specific institution.

• Set up script text for UCAS Confirmation and Clearing enquiries.

• Set up phone numbers for UCAS Confirmation and Clearing enquiries.

• Set up UCAS and GTTR options.

• Set up UCAS and GTTR application import defaults.

• Set up UCAS and GTTR decision approval options.

• Set up UCAS and GTTR program action reasons.

• Set up UCAS and GTTR program action reasons for Confirmation, Clearing, and Adjustment.

• Set up outcomes for enquiries and notes.

• Map UCAS attendance types.

• Map UCAS and GTTR entry years and months.

• Map UCAS entry points.

• Map UCAS housing interest.

• Define external systems.

• Set up UCAS and GTTR user defaults.

• Set up National ID Types for country code GBR.

Note. If you are implementing separate instances of your PeopleSoft Campus Solutions and PeopleSoft HCM systems, you should read the additional documentation describing those integrations. Setting up National ID Types as detailed in this PeopleBook chapter may vary depending on how you configure your systems. The CS-HCM Integration Information Knowledge Document details the additional documents that describe the setup, functional, and technical implementation considerations.

See Also

CS-HCM Integration Information posted to My Oracle Support (https://support.oracle.com)

Pages Used to Prepare for UCAS and GTTR Data Processing

Enabling the UK Fields for All Institutions

Access the SA Features page (Set Up SACR, Install, Student Admin Installation, SA Features).

Select the HESA, UCAS check box to enable the HESA and UCAS specific fields in the system for all academic institutions.

Enabling the UK Fields for a Specific Institution

Access the Academic Institution 6 page (Set Up SACR, Foundation Tables, Academic Structure, Academic Institution Table, Academic Institution 6).

Select the HESA, UCAS check box to enable the HESA and UCAS specific fields in the system for a specific institution.

Setting Up Script Text for UCAS Confirmation and Clearing Enquiries

Access the Program Action Reason Table page (Set Up SACR, Product Related, Recruiting and Admissions, Applicants, Program Action Reason Table).

Long Description	Enter the description that should appear on the UCAS Confirmation Enquiries page.
Script Text	Enter the description that should appear as script text on the UCAS Confirmation Enquiries page.

The following is an example of how the script text appears on the Confirmation Enquiries page:

1. Enter the script text and long description for a program action reason of CONF. CONF is mapped to program action of ADMT (Admit).

2. For Accept Firm decision, select program action of ADMT and action reason of CONF on the UCAS Confirmation page of the UCAS Configuration component.

3. For an applicant, to whom your institution gave a conditional offer, enter a decision of Accept on the Confirmation Entry page (and if required, approve it).

4. Because ADMT and CONF are mapped to the Accept Firm decision, the system automatically enters CONF as the action reason for the corresponding Campus Solutions application record.

5. The CONF script text and long description appear for this applicant on the Confirmation Enquiries page.

See Also

PeopleSoft Recruiting and Admissions 9.0 PeopleBook, Setting Up Admissions Program Actions and Program Action Reasons

Setting Up Phone Numbers for UCAS Confirmation and Clearing Enquiries

Access the Application Center Table page (Set Up SACR, Product Related, Recruiting and Admissions, Applicants, Application Center Table).

These two fields appear on the Application Center Table, regardless of whether you have selected the UCAS, HESA check box on the Academic Institution 6 and SA Features pages.

See Also

PeopleSoft Recruiting and Admissions 9.0 PeopleBook, Building Your Recruiting Structure, Setting Up Application Processing Centers

Setting Up UCAS and GTTR Options

Access the UCAS Configuration page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, UCAS Configuration).

UCAS Institution Code

Enter the institution code that UCAS supplied to your institution.

UCAS Cycle

Enter the admission cycle for which you want to import data from UCAS. The system uses this value to determine the effective term for creating new person residency records for applicants. You must enter the new cycle value when UCAS makes updated views for the new cycle available through the ODBC-link. The system uses this value to determine which new fields must be imported. For example, the system imports the new ivStarK fields added by UCAS for 2010 only if the UCAS cycle is 2010 or greater.

Application Import

System Setup

Address Usage

The system uses these values when it imports applicant address data from ivStarA and ivgStarA views.

For information about defining address types, see PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Personal Information Foundation Tables."

Confirmation Enquiry

After exam results are published, applicants may want to confirm with an institution whether or not they have been accepted. Also, during this Confirmation processing period, an institution will also handle enquiries from rejected applicants who may want to be considered through Clearing. Use the Confirmation Enquiry group box to configure how to handle such applicant enquiries related to Confirmation and Clearing.

Setting Up UCAS Application Import Defaults

Access the UCAS Application Import page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, UCAS Application Import).

When you import ivStarC application data for the first time, the system creates Campus Solutions application records for the imported data. You can use the Maintain Applications component to access the Campus Solutions application records. The import process uses the values you set up on the UCAS Application Import page to create the Campus Solutions application records for the imported ivStarC application data.

Note. The import process assigns the academic load of Full time and the notification plan of Regular to the Campus Solutions application records related to the imported ivStarC application data. The values Full time, Part time, and Regular are delivered with your system as translate values.

Setting Up GTTR Application Import Defaults

Access the GTTR Application Import page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, GTTR Application Import).

When you import ivgStarG application data for the first time, the system creates Campus Solutions application records for the imported data. You can use the Maintain Applications component to access the Campus Solutions application records. The import process uses the values you set up on the GTTR Application Import page to create the Campus Solutions application records for the imported ivgStarG application data.

Note. The import process assigns the notification plan of Regular to the Campus Solutions application records related to the imported ivgStarG application data. Additionally, the import process assigns the academic load of Full time or Part Time based on the value of the PartTime field in the imported ivgStarG record. The values Full time, Part time, and Regular are delivered with your system as translate values.

Setting Up UCAS Decision Approval Options

Access the UCAS Decision Approval page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, UCAS Decision Approval).

Select the Interview, Unconditional Offer, Conditional Offer, Rejection, and Withdrawal check boxes to indicate that a user must use one of the UCAS Decision Approval processing pages to review and approve the decisions before the institution communicates the decisions to UCAS.

See "Approving or Rejecting a UCAS Decision" and "Approving or Rejecting Multiple UCAS Decisions" sections in this chapter.

Select the Confirmation Acceptance and Confirmation Rejection check boxes to indicate that a user must use the UCAS Confirmation Approval page or the Quick Confirmation Approval page to review and approve the UCAS Confirmation decision before the institution communicates the decisions to UCAS.

See "Approving or Rejecting a Confirmation Decision" and "Approving or Rejecting Multiple Confirmation Decisions" sections in this chapter.

Select the Release to Clearing check box to indicate that a user must use the UCAS Release Approval page to review and approve the release before the institution communicates the decisions to UCAS.

See "Approving or Rejecting the Release into Clearing Decision" section in this chapter.

Setting Up GTTR Decision Approval Options

Access the GTTR Decision Approval page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, GTTR Decision Approval).

Select the Interview, Unconditional Offer, Conditional Offer, Rejection, and Withdrawal check boxes to indicate that a user must use the GTTR Decision Approval processing page to review and approve the decisions before the institution communicates the decisions to GTTR. To navigate to the GTTR Decision Approval processing page, select Student Admissions, UCAS Processing, GTTR Decision Approval, Decision Approval.

See "Approving or Rejecting a GTTR Decision" section in this chapter.

The Confirmation Acceptance and Confirmation Rejection check boxes do not have any impact on the system.

Setting Up UCAS Program Action Reasons

Access the UCAS Program Actions page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, UCAS Program Actions).

Institution Decisions

When you generate decision transactions to send to UCAS, the system uses the Institution Decisions group box values to update the Campus Solution application records (related to the imported application data). The following table describes when the system uses the program action and reason values for the institution decisions:

Applicant Replies

The system uses the Applicant Replies group box values when the Reply values you imported change. The following table describes when the system uses the program action and reason values for the applicant reply decisions:

UCAS Amendments

The system uses the UCAS Amendments group box values when UCAS initiates changes and you import these changes from ivStarC and ivStarK. The following table describes when the system uses the program action and reason values for the UCAS amendments:

The following scenario shows how Campus Solutions uses the values set up on the UCAS Program Actions page:

1. On the UCAS Program Actions page, for the Rejection decision enter a program action of DENY and an action reason of R.

2. Enter a decision of Rejection for a UCAS application on the Initial Decision Entry page. If approval is required, use the UCAS Decision Approval page to approve the Rejection decision.

3. Select the Generate Transaction check box on the Transaction Processing page and run the Transaction Processing Application Engine (SAD_UC_TRAN) process to generate a transaction for the Rejection decision.

4. The system sets the program action to DENY and the action reason to R in the Campus Solutions application record of the corresponding UCAS application number.

Setting Up GTTR Program Action Reasons

Access the GTTR Program Actions page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, GTTR Program Actions).

Institution Decisions

When you generate GTTR decision transactions, the system uses the Institution Decisions group box values to update the Campus Solution application records (related to the imported GTTR application data). The following table describes when the system uses the program action and the reason values for the institution decisions:

The UF Withdrawal - Institution field values are not required until RW processing functionality for GTTR is added in a future release.

Applicant Replies

The system uses the Applicant Replies group box values when the Reply values you imported change. The following table describes when the system uses the program action and the reason values for the applicant replies:

GTTR Amendments

The system uses the GTTR Amendments group box values when GTTR initiates changes and you import these changes from ivgStarG and ivgStarK. The following table describes when the system uses the program action and the reason values for the GTTR amendments:

Setting Up UCAS Program Action Reasons for Confirmation, Clearing, and Adjustment

Access the UCAS Confirmation page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, UCAS Confirmation).

UCAS Confirmation Decisions

When the system generates UCAS confirmation transactions (RD transactions), it uses the UCAS Confirmation Decisions group box values to update the Campus Solutions application records (related to the imported UCAS application data). The following table describes when the system uses the program action and reason values for the UCAS Confirmation decisions:

For an applicant, you can enter the institution decision and view the applicant reply on the Initial Decision Entry page and the Decision Processing page.

See "Entering an Initial Admission Decision for a UCAS Application Choice", "Entering or Updating an Admission Decision for a UCAS Application Choice", and "Entering a Decision for Multiple UCAS Application Choices" sections in this chapter.

UCAS Confirmation Amendments

When you receive Confirmation amendments from UCAS, the system uses the UCAS Confirmation Amendments group box values to update the Campus Solution application records (related to the imported UCAS application data). The following table describes when the system uses the program action and the reason values for the UCAS Confirmation amendments:

UCAS Enquiry

During the Clearing and Adjustment processes, the system uses the UCAS Enquiry group box values to create or update the Campus Solutions application records. The following table describes when the system uses the program action and the reason values for the UCAS Clearing and Adjustment decisions:

Scenarios

The following scenarios show how Campus Solutions uses the values set up on the Confirmation page:

Scenario 1: Importing new Clearing applications (that is, application choice number 9 does not exist in the database)

1. For Clearing Application, enter the program action APPL (Application) and action reason CAP. For Clearing Acceptance, enter the program action ADMT and action reason CAC. For Clearing rejection, enter the program action DENY and action reason CR.

2. The Import Applicant Data Application Engine (SAD_UC_IMPAP) process imports UCAS Clearing application records from ivStarZ1. The imported UCAS Clearing application records have a choice number of 9.

3. If the Result value in ivStarZ1 is null for the Clearing application, the system creates a corresponding Campus Solutions application record with a program action of APPL and action reason of CAP.

4. If the Result value in ivStarZ1 is A for the Clearing application, the system creates a corresponding Campus Solutions application record with a program action of ADMT and action reason of CAC.

5. If the Result value in ivStarZ1 is R for the Clearing application, the system creates a corresponding Campus Solutions application record with a program action of DENY and action reason of CR.

6. For the new Clearing Campus Solutions application record that has a program action of APPL, you enter a decision A. After entering the decision you generate the RX transaction. In this case, the system updates the Campus Solutions application record with the program action of ADMT and action reason CAC.

Scenario 2: Confirming offers

1. For the Accept Firm decision enter a program action of ADMT and action reason of COF.

2. Click Accept on the UCAS Confirmation page for a UCAS application that has a conditional offer. If required, approve the acceptance of the admission offer.

3. Select the Generate Transaction check box on the Transaction Processing page and run the Transaction Processing process to generate a transaction for the Confirmation decision.

4. The system assigns the program action ADMT and action reason COF to the Campus Solutions application record for the corresponding UCAS application.

Scenario 3: Importing Adjustment Applications

1. For the Adjustment Acceptance decision, enter a program action of ADMT and action reason of ADA.

2. The Import Applicant Data process imports UCAS adjustment (choice number 6 ) records from ivStarC. For applications, which the institution has already sent AD transactions to UCAS, the incoming decision value is U and reply value is F.

3. If the incoming decision value is not U, the system creates a corresponding Campus Solutions application record with a program action of APPL and the action reason that you had set up on the UCAS Application Import page.

4. If the incoming decision value is U and reply is F, the system updates the corresponding Campus Solutions application record with a program action of ADMT and action reason of ADA.

5. If the incoming decision value is U, reply is D, and Adjustment is not D, the system updates the corresponding Campus Solutions application record with the program action and action reason values that you had set up for Unconditional Decline on the UCAS Program Actions page.

6. For the new Adjustment Campus Solutions application record that has a program action of APPL, the institution generates an AD transaction. In this case, the system updates the Campus Solutions application record with the program action of ADMT and action reason of ADA.

Scenario 4: An applicant has been accepted by another institution through Adjustment. Your institution previously sent an unconditional offer or a confirmation acceptance to UCAS that the applicant has firmly accepted (the applicant has an application choice with a decision reply value of UF).

1. For the Adjustment Decline decision, enter a program action of DENY and action reason of ADD.

2. The Import Applicant Data process imports UCAS choice records from ivStarC.

3. If the incoming Adjustment value is D for an application choice that exists in your database, the process updates the decision-reply value from UF to UD. Also, the system updates the corresponding Campus Solutions application record with a program action of DENY and action reason of ADD.

Setting Up GTTR Program Action Reasons for Confirmation and Clearing Elsewhere

Access the GTTR Confirmation page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, UCAS Configuration, GTTR Confirmation).

GTTR Confirmation Decisions

When the system generates GTTR Confirmation transactions, it uses the GTTR Confirmation Decisions group box values to update the Campus Solution application records (related to the imported GTTR application data). The following table describes when the system uses the program action and the reason values for the GTTR Confirmation decisions:

GTTR Confirmation Amendments

When you receive GTTR Confirmation amendments, the system uses the GTTR Confirmation Amendments group box values to update the Campus Solution application records (related to the imported GTTR application data). The following table describes when the system uses the program action and the reason values for the GTTR Confirmation amendments:

GTTR Enquiry

When the system generates GTTR Enquiry transactions, it uses the GTTR Enquiry group box values to create or update the Campus Solution application records (related to the imported GTTR application data). The following table describes when the system uses the program action and the reason values for the GTTR Enquiry decisions:

Setting Up Outcomes for Enquiries and Notes

Access the Outcome Codes page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Outcome Codes).

Action Required	Select a value that allows you to filter the outcome codes on the UCAS Confirmation Enquiries page, and UCAS and GTTR Application Notes pages. Values are Applicant, Institution, and None.
UCAS	Select to have the outcome code available for selection on the UCAS Application Notes and UCAS Confirmation Enquiries pages.
GTTR	Select to have the outcome code available for selection on the GTTR Application Notes page.
Confirmation	Select to have the outcome code available for selection on the UCAS Confirmation Enquiries page.

Mapping UCAS Attendance Types

Access the Attendance Type page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Attendance Type).

Map the UCAS attendance types to Campus Solutions academic load values.

Note. When you import UCAS application data, the system uses the mapped academic load to create the related Campus Solutions application records.

Mapping UCAS and GTTR Entry Years and Months

Access the Entry Year page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Entry Year).

Entry Year	Enter the UCAS entry year in the format YYYY.
Entry Month	Enter a number between 1 and 12 to indicate the UCAS entry month. For example, if the month is January, enter 1. For non-modular GTTR applications, enter 0. GTTR does not deliver an entry month value for non-modular GTTR applications. If any incoming application does not have an entry month, the import process uses the mapping with 0 as the default.
Default for Term	If you have mapped multiple combinations of entry year and month to a single admit term, select a default admit term for transactions that you send to UCAS.

Note. When you import the UCAS application data, the system uses the mapped admit term to create or update the related Campus Solutions application records.

Note. It is recommended that you define entry year mappings for a single career for each combination of institution and UCAS system.

Mapping UCAS Entry Points

Access the Entry Point page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Entry Point).

Note. When you import UCAS application data, the system uses the mapped academic level to create the related Campus Solutions application records.

UCAS admission entry points range from 0 for foundation year and 1 through 5 for first through fifth year entry. Entry point is not used in GTTR admissions. Therefore, for GTTR you need not map entry points with academic levels and careers. The system uses the default academic level that you defined on the GTTR Application Import page for GTTR applications.

Mapping UCAS Housing Interest

Access the Home page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Home).

Values for the Housing Interest field are delivered with your system as translate values. Values are Commuter, Off Campus Housing, and On Campus Housing.

Note. When you import UCAS application data, the system populates the mapped Campus Solutions Housing Interest into the related Campus Solutions application records.

Defining External Systems

Access the External System page (Setup SACR, Product Related, Campus Community, Define Campus Community, Set Up, Define External Systems).

Define the following external systems codes listed in the following table.

You must define the codes as shown in the table but you can modify the description.

The system uses this setup to track applicant IDs imported from UCAS. To view the imported IDs for an applicant, use the External System page (Campus Community, Personal Information, Identification, External System ID).

Setting Up UCAS and GTTR User Defaults

Access the UCAS, GTTR Defaults page (Set Up SACR, User Defaults, UCAS, GTTR Defaults).

The system uses the defaults that you set up here to populate data in the UCAS pages. The default values that you set up here can be overridden on any page in the system.

Although setting user defaults can save time and minimize data entry errors, doing so is optional.

To set up user defaults for the Academic Institution, Term, Career, and Academic Program fields, select Set Up SACR, User Defaults, User Defaults 1. To set up user defaults for the Application Center field, select Set Up SACR, User Defaults, User Defaults 2.

If your institution does not have HRMS installed, the Decision Maker and Approver lookups do not have access to the database table that differentiates staff members from the other person records (such as students). Therefore, if HRMS is not installed, the lookups will display all person records. The same logic applies to other pages where Decision Maker or Approver lookups exist (for instance, the UCAS Decision Processing page).

Setting Up National ID Types for Country Code GBR

Access the National ID Type Table page (Set Up HRMS, Foundation Tables, Personal, National ID Type).

You must define GTTRID and UCASID as National ID types as described in the following table:

The Import Applicant process uses the UCASID and GTTRID NID types to import GTTR and UCAS applications.

Processing UCAS and GTTR Reference Data

This section provides an overview of reference data processing and discusses how to:

• Import reference data.

• Review and map UCAS courses.

• Review and map GTTR courses.

• Review and map area of permanent residence.

• Review and map disability data.

• Review and map ethnicity data.

• Review and map residential category data.

• Review and map country data.

• Review and map nationality data.

• Review and map exam level data.

Understanding UCAS and GTTR Reference Data Processing

You must process reference data before importing applications. To process reference data, first run the Import Reference Data Application Engine (SAD_UC_IMREF) process to import the reference data. Then, use the Reference Data pages to view the imported reference data in the Campus Solutions tables.

If you selected the Import Live check box on the UCAS Configuration page, the system loads the data from UCAS into the staging tables and then into the Campus Solutions tables.

If you did not select the Import Live check box, the system loads the data from the staging tables into the Campus Solutions tables. The following table lists the staging tables that store the reference data:

If you selected both the GTTR and UCAS check boxes on the UCAS Configuration page, the system loads both the UCAS and GTTR reference data.

The system imports cvRefSchoolContextualData data only if you have selected the Contextual Data check box and the UCAS Cycle is 2012 or greater on the UCAS Configuration page.

After loading the reference data, you need to use the Reference Data pages to map the UCAS values to the Campus Solutions values. For example, you must map the UCAS courses to the Campus Solutions careers, programs, and plans. Additionally, you can use the Reference Data pages to review whether the Import Reference Data process imported all the required data.

For information about the fields on the Reference Data pages that display the imported data, refer to the ODBC-link Technical Manual.

All the Reference Data pages have Active and Imported check boxes. Clear the Active check box to deactivate a manually added reference data record.

The system enables the Active check box for records that you entered manually through the Reference Data pages. However, the system disables the Active check box for imported records.

The Imported check box indicates whether you imported or manually added the reference data. If you manually add the data on a Reference Data page, then the system clears the Imported check box.

For cvName/cvNameU and cvgName/cvgNameU, the system does not import the data into Campus Solutions. Therefore, staging tables do not exist for these views. The Personal ID look up icon directly queries these views to display the applicant values on the UCAS and GTTR Enquiry Entry pages. If the Unicode check box is selected on the UCAS Configuration page, then the lookup queries the NameU version of the view.

Pages Used to Process UCAS and GTTR Reference Data

Importing Reference Data

Access the Import Reference Data page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Import Reference Data).

The Import Reference Data process imports reference data based on UCAS timestamps. After the process runs, you can view the latest timestamp information on the Internal Timestamp page. Refer to the Defining a Timestamp for Re-importing Data topic in this document for more information about the Internal Timestamp page.

Reviewing and Mapping UCAS Courses

Access the UCAS Course page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, UCAS Course).

Note. If the UCAS Campus value in cvCourse is null (that is, the institution does not have separate UCAS campus codes), then the Import Reference Data process imports the value as *. If you are adding course records manually, you need to add either a valid UCAS campus value or *.

Mapping

You must map a Campus Solutions academic career, program, and plan for each combination of UCAS course code, entry year and entry month that may exist in an imported application choice. The remaining fields in the Mapping group box are optional. The system uses the mapped values when creating or updating the Campus Solutions application record related to the UCAS application choice.

If you do not map the Application Center and Campus values on this page, then the system uses the default values defined in the UCAS Application Import page.

Reviewing and Mapping GTTR Courses

Access the GTTR Course page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, GTTR Course).

Note. If the GTTR Campus value in cvgCourse is null (that is, the institution does not have separate GTTR campus codes), then the Import Reference Data process imports the value as *. If you are adding course records manually, you need to add either a valid GTTR campus value or *.

Mapping

You must map a Campus Solutions academic career, program, and plan for each combination of GTTR course code, entry year and entry month that may exist in an imported application choice. The remaining fields in the Mapping group box are optional. The system uses the mapped values when creating or updating the Campus Solutions application record related to the GTTR application choice.

If you do not map the Application Center and Campus values on this page, then the system uses the default values defined in the GTTR Application Import page.

Reviewing and Mapping Area of Permanent Residence

Access the Area of Permanent Residence page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Area of Permanent Residence).

Mapping

In the Country and the State fields, enter the Campus Solutions country and state codes to map to the UCAS domicile code.

Reviewing and Mapping Disability Data

Access the Disability page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Disability).

Mapping

In the Disability and Type of Impairment fields, enter the Campus Solutions disability and type of impairment codes to map to the UCAS disability code.

Reviewing and Mapping Ethnicity Data

Access the Ethnic page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Ethnic).

Mapping

In the SetID field, enter the setID of your institution. In the Regulatory Region field, enter the Campus Solutions regulatory region code. In the Ethnic Group field, enter the Campus Solutions ethnic code to map to the UCAS ethnic code.

Reviewing and Mapping Residential Category Data

Access the Residential Category page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Residential Category).

Mapping

In the Residency field, enter the Campus Solutions residency code to map to the UCAS residential category code.

Reviewing and Mapping Country Data

Access the Country page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Country).

Mapping

In the Country field, enter the Campus Solutions country code to map to the UCAS country code.

Reviewing and Mapping Nationality Data

Access the Nationality page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Nationality).

Mapping

In the Country and Citizenship Status fields, enter the Campus Solutions country and citizenship status codes to map to the UCAS nationality code.

Reviewing and Mapping Exam Level Data

Access the Import Examination Results page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Mappings, Exam Levels).

Mapping

In the Qualification Type field, enter the Campus Solutions qualification type code to map to the UCAS exam level.

Importing UCAS and GTTR Applications and Applicant Data

This section provides an overview of importing applications and applicant data into your database, and discusses how to:

• View the transaction setup.

• Define the search/match criteria.

• Enter the applicant import parameters.

• Review and edit the suspense data.

• View, update, and delete application staging data.

• Define a timestamp for re-importing data.

Understanding Importing UCAS and GTTR Applications and Applicant Data

When you import applicant data from UCAS, the system creates new person records in your database or updates details about existing person records. First, you must ensure that you are not going to create any duplicate data by setting up the search/match parameters. Then, you run the Import Applicant Data process to load the application and applicant data into your database. The search/match process determines if the person might already exist in your database. The purpose of the search/match is to prevent duplicate records. You can specify what you want the post process to do when search/match finds a match or multiple matches. It is recommended that you set the status as Suspend when you set up the search/match criteria for multiple matches. Based on the results of the search/match process, the import process can update the record in your database that matches the UCAS data if you are sure that the person in your database is the same person to whom the UCAS data relates.

If you selected the UCAS check box on the UCAS Configuration page, the Import Applicant Data process imports data from the UCAS iv views. If you selected the GTTR check box on the UCAS Configuration page, the Import Applicant Data process imports data from the GTTR iv views. If you selected both the UCAS and GTTR check boxes, the Import Applicant Data process imports data from both the UCAS and GTTR iv views.

If you selected the Import Live check box on the UCAS configuration page, the system loads the data from UCAS into the Campus Solutions tables through the staging tables.

If you did not select the Import Live check box because you have data in the staging tables, the system loads the data from the staging tables into the Campus Solutions tables. You can then use the Campus Solutions pages to review the data in the Campus Solutions tables.

The Import Applicant Data process imports data from the ivContextual view only if the Contextual check box is selected and the UCAS Cycle is 2012 or greater on the UCAS Configuration page. Also, the process imports data from the Unicode version of views, only if the Unicode check box is selected on the UCAS Configuration page. For example, if you have selected the Unicode check box, the process imports data from the Unicode views, such as ivStarAU and ivStarJU. Conversely, if you have not selected the Unicode check box, the process imports data from the standard views, such as ivStarA and ivStarJ.

You can view, update, or delete the suspended UCAS and GTTR application data in the staging tables using the Staging Data pages. You can search for the suspended data based on various search parameters including import status, application code and personal ID.

The import process creates a corresponding Campus Solutions application record for each imported application choice. If an applicant has more than one ChoiceNo for an AppCode at your institution, the import process creates a separate Campus Solutions application record for each AppCode and ChoiceNo combination. You can use the Maintain Applications component to access the Campus Solutions application record. Each application record will have an effective date that indicates the date when you imported the application. If you import updates to the same application on different days, the system creates new application records with the different effective dates. If you import updates to the same application multiple times on a particular day, the system updates the Campus Solutions application record for that particular date.

The import process also creates an application choice record in Campus Solutions for the imported UCAS application choice. You can use the UCAS Applications and GTTR Applications components to view the imported application choice. Refer to the Reviewing Imported UCAS and GTTR Applications and Applicant Data section for more information about these two components.

Suppose you are importing a UCAS or GTTR choice and its decision value already exists in ivStarC or ivgStarG. For such a choice, when you run the import process for the first time, the process creates the Campus Solutions application and populates the Program Action and Action Reason of the Application Program Data record based on the following mappings set up on the program action page of the UCAS Configuration component:

UCAS processing - ivStarC:

• If Decision = I, use action/reason for Interview

• If Decision = F, use action/reason for Course Full

• If Decision = R, use action/reason for Rejection

• If Decision = W, use action/reason for Withdrawal

• If Decision = C or D and Reply = F, use action/reason for Conditional Firm

• If Decision = C or D and Reply = I, use action/reason for Conditional Insurance

• If Decision = C or D and Reply = D, use action/reason for Conditional Decline

• If Decision = C or D and Reply = blank, use action/reason for Conditional Offer

• If Decision = U and Reply = F, use action/reason for Unconditional Firm

• If Decision = U and Reply = I, use action/reason for Unconditional Insurance

• If Decision = U and Reply = D, use action/reason for Unconditional Decline

• If Decision = U and Reply = blank, use action/reason for Unconditional Offer

• Else set program action = APPL and reason = default value (if defined) from the UCAS Application Import page of the UCAS Configuration component.

GTTR processing - ivgStarG:

• If Decision = I, use action/reason for Interview

• If Decision = G, use action/reason for Course Closed

• If Decision = R, E, M, or S, use action/reasons for Rejection, Rejection - English, Rejection - Maths, Rejection - Science

• If Decision = W, use action/reason for Withdrawal

• If Decision = C or D and Reply = F, use action/reason for Conditional Firm

• If Decision = C or D and Reply = D, use action/reason for Conditional Decline

• If Decision = C or D and Reply = blank, use action/reason for Conditional Offer

• If Decision = U and Reply = F, use action/reason for Unconditional Firm

• If Decision = U and Reply = D, use action/reason for Unconditional Decline

• If Decision = U and Reply = blank, use action/reason for Unconditional Offer

• Else set program action = APPL, reason = default value (if defined) from the GTTR Application Import page of the UCAS Configuration component.

The Import Applicant Data process uses the Nationality page mapping to import the passport field values from StarK and create the citizenship and passport records. If the nationality value in an imported record does not have a corresponding country code mapping, then the process does not create a citizenship and passport record. The process logs an error message and the record is retained in the staging tables.

Suppose, you have mapped a nationality with a country code but did not map the same nationality with a citizenship status. In this case, if a citizenship record does not exist in Campus Solutions for the imported record, the process creates a new blank citizenship record. That is, the process enters only the Country value and leaves the Citizenship Status value as blank on the Citizenship Detail page (Add/Update a Person component).

Suppose, you have mapped a nationality 610 with a country code CHN and citizenship status 1 (Citizen). The citizenship record for a person named Eric with the same nationality exists in Campus Solutions with a different citizenship status 2 (Naturalized). In this case, when the process again imports Eric's record that has a nationality of 610, it updates Eric's citizenship record in Campus Solutions with the mapped citizenship status 1.

The Import Applicant Data process processes an incoming passport record if you have mapped the Nationality and Country values and if UCAS has provided a passport number. The process creates or updates a passport record for the applicant in the following ways:

• If the applicant's passport record with the Country and Passport Number combination exists in Campus Solutions, then the process updates that record with the incoming passport issue date, expiry date and place issued values.

• If the applicant's passport record with the Country and Passport Number combination does not exist in Campus Solutions, then the process creates a new record using the incoming values.

The import process uses the Forenames and Surname values from StarN to create or update a Primary and Preferred Name record in Campus Solutions. However, if Preferred First Name value from StarK exists, then the import process uses this StarK value to create or update the Preferred Name record for the applicant.

If the LastEducation value exists in the ivStarK view and the school code is mapped to a Campus Solutions External Org in the imported School reference data, the process populates this mapped External Org value in the Application School/Recruiting page for the Campus Solutions application record. If the LastEducation value does not exist, but the School value exists in the ivStarK view and the school code is mapped to a Campus Solutions External Org in the imported School reference data, the process populates this mapped External Org value in the Application School/Recruiting page.

Pages Used to Import UCAS and GTTR Applications and Applicant Data

Viewing the Transaction Setup

Access the Transaction Setup page (Student Admissions, UCAS Processing, Import Applicants, Transaction Setup).

The system uses this delivered UCAS transaction to process the incoming UCAS and GTTR data. Do not change any values for this transaction.

Defining the Search/Match Criteria

Access the Search/Match Setup page (Student Admissions, UCAS Processing, Import Applicants, Transaction Setup, Search/Match Setup).

The system uses this delivered UCAS transaction to process the incoming UCAS and GTTR data. Therefore, you will need to define search match parameters for the UCAS transaction.

Use the Search Parameter field to select the group of predefined search parameters that you want to use for the Import Applicant Data process.

Use the Search Result Field field to select a search result value that you defined in the Search Result page.

It is recommended that you change the Number of Characters of FirstNameSrchRule and LastNameSrchRule to 7 for PSCS_10, PSCS_30, PSCS_40 and PSCS_50 in the Search/Match Rules page. Select Set Up SACR, System Administration, Utilities, Search/Match, Search/Match Rules to navigate to the Search/Match Rules page.

See PeopleSoft Campus Community Fundamentals 9.0 PeopleBook, "Setting Up Search/Match" for information about setting up search/match rules, search parameters, and results.

Note. You must define at least one Suffix value in the Name Suffix table (Set Up HRMS, Foundation Tables, Personal, Name Suffix)

Match(es) Found

This group box contains one row for each search/match criteria order defined by your institution. Define search/match orders on the Search/Match Criteria page.

No Match Found

Select one of the following options to specify what the search/match/post process should do when it does not find a matching record in your database:

Add: Add the unmatched record, including personal data, to your database.

Suspend: Keep the unmatched record in the staging tables to be looked at manually.

Ignore: Ignore the unmatched record completely. The process marks the record to be purged.

Entering the Applicant Import Parameters

Access the Import Applicant Data page (Student Admissions, UCAS Processing, Import Applicants, Import Applicant Data).

Academic Institution	Enter the academic institution for which you want to import data.
Import Live	Select if you want the import process to load the data into the staging tables and then into the Campus Solutions tables. If you do not select this check box, the import process loads the data from the staging tables into the Campus Solutions tables. By default, the system selects this check box if the Import Live check box on the UCAS Configuration page is selected.
Import Applicants	Indicates whether the process imports applicant data from UCAS, GTTR, or both. You cannot select or clear these check boxes. The system selects the check boxes if you have selected the UCAS and GTTR check boxes on the UCAS Configuration page. If the system selects the GTTR check box, the process imports applicant data from GTTR ivgStarN, ivgStarA, and ivgStarK views. If the system selects the UCAS check box, the process imports applicant data from UCAS ivStarN, ivStarA, and ivStarK views. Note. Either the UCAS check box or the GTTR check box for Import Applicants must appear as selected for the Import Applicant Data process to run successfully.
Import Biographical Data	Select the UCAS check box if you want to import application biographical data from the following UCAS views: ivStarX ivStarH ivFormQuals ivQualification ivEducation ivEmployment ivPrepActivities ivContextual Select the GTTR check box if you want to import application biographical data from the following GTTR views: ivgStarX ivgStarH ivgFormQuals ivgEducation ivgWorkExperience ivgOtherLanguages ivgFirstDegree ivgDegreeContents Select both check boxes if you want to import application biographical data from the GTTR and UCAS views.
Import Examination Results	Select the UCAS check box if you want to import data from ivStarPQR and ivUnitResults views.
Import Application Choices	Select the UCAS check box if you want to import application choices from these UCAS views: ivStarC ivStarW ivReference ivStatement ivOffer ivStarZ1 Select the GTTR check box if you want to import application choices from the following GTTR views: ivgStarG ivgStarW ivgReference ivgStatement ivgOffer Select both check boxes if you want to import application choices from GTTR and UCAS.
Import HESA Data	Select the UCAS check box if you want to import ivStarj data. Select the GTTR check box if you want to import ivgStarj data.

If you have installed CRM for Higher Education, you can run an EIP batch replay process following the main Import Applicant Data process. The following example shows the options available on the Process Scheduler Request page when CRM for HE is installed.

If you select the Batch Replay UCAS option, the Import Applicant Data process (SAD_UC_IMPAP) runs first and then the EIP Batch Replay (SCC_BAT_RPLY) runs. If you select the SAD_UC_IMPAP option, only the Import Applicant Data process runs.

For more information about the EIP Batch Replay process see CRM for Higher Education Developer's Guide.

Reviewing and Editing the Suspense Data

Access the Transaction Data page (Student Admissions, UCAS Processing, Import Applicants, Transaction Data).

Personal ID	Displays the value imported from the StarN staging record for suspended records and from PS_SAD_UC_APPLREC for updated or added records.
First Name, Middle Name, and Last Name	Displays the values from the primary (PRI) name type record in the constituent names staging record.
Previous Surname	Displays the value from the StarN staging record for suspended records. This field does not display a Previous Surname value for updated or added records.

Possible values for the Status field include:

• New ID Created: The import process added a record with a new ID to your database when the post process was run. Or the system added a record with a new ID to your database when you clicked the Add button.

• ID Updated: The import process updated an existing ID record with the data from the UCAS record. Or the system updated an existing ID record with the data from the UCAS record when you selected the existing ID in the Results region and then clicked the Update button.

• Suspended: The import process has completed running the search/match process and indicated that the record should be held for later processing.

• Ignore: The import process has completed running the search/match process and indicated that the record should be ignored for any processing.

Other staging statuses that you can see on the Transaction Data search page are not currently used in UCAS.

You define the logic to determine the status values in the Search/Match Setup page. For example, to give the ID Updated status to a record, you may have specified that if the import process does not find a matching record, then add the imported record to the tables.

The Select a Duplicate region displays the single or multiple matching records. The system disables the Add and Update buttons and hides the Select a Duplicate region if the data has been posted. Also, all the fields appear as read-only when the status is New ID Created or ID Updated.

Select a duplicate

Displays a single or multiple matching records for the imported UCAS record.

This region does not appear if no single or multiple matching record exists.

Click the Detail link to navigate to the Add/Update a Person component.

Viewing, Updating and Deleting Application Staging Data

Use the Staging Data pages to view, update, or delete the suspense data in the staging tables. The following is an example of a Staging Data page.

The Import Status field displays any one of the following values:

• Error: If the Import Applicant Data process cannot load the record into the Campus Solutions tables.

• Imported: If the Import Applicant Data process has loaded the record into the Campus Solutions tables.

• New: If the Import Applicant Data process has not loaded the record into the Campus Solutions tables.

• Pending: If the Import Applicant Data process load is waiting for the creation of a new person ID for the applicant.

In the UCAS and GTTR StarA Staging Data search pages, the Country Code search field searches both the Correspondence Country and the Home Country values loaded from the StarA views. The search results therefore display records that have a matched search value in either the Correspondence Country field or Home Country field or both fields. For example, if you enter NLD in the Country Code search field, the system displays records that have NLD as either the Home Country or Correspondence Country or both. It is recommended that you use the Contains option when searching using this field.

The staging data pages can display data from either the Unicode views or the standard views. For example, if you have selected the Unicode check box on the UCAS Configuration page, the StarA Staging Data page displays the ivStarAU data. Conversely, if you have not selected the Unicode check box on the UCAS Configuration page, the StarA Staging Data page displays the ivStarA data.

Defining a Timestamp for Re-importing Data

Access the Internal Timestamp page (Set Up SACR, Product Related, Recruiting and Admissions, UCAS, Timestamps).

Timestamp	Displays the highest UCAS timestamp for the view when it was last imported.
Override	Specify an override date if you want to reload a particular view. After specifying the override date, run the import process. The import process then imports the UCAS view records that have a timestamp of on and after the specified override date. The default system time for the specified override date is 00:00:00. After the import process finishes, the system sets the Override field value to blank.
Last Run Timestamp	Displays the latest timestamp used by the import process when it was last run.
Records Added	Displays the number of records that the import process added when the process last ran.
Records Amended	Displays the number of records that the import process modified when the process last ran.
Records Deleted	Displays the number of records that the import process deleted when the process last ran.

The following scenario describes how the Internal Timestamp page displays its field values:

1. You have already imported records for a view that has UCAS timestamps up to and including July 31, 2008. Therefore, the Timestamp field on the Internal Timestamp page displays the date July 31, 2008.

2. You now want to re-import data for the view that UCAS has modified and added on or after May 31, 2008, 12 AM.

3. On August 4, 2008 enter an override date of May 31, 2008 in the Internal Timestamp page and run the Import Applicant Data process.

4. After the Import Applicant Data process completes importing the data, the system sets the Override date field as blank and sets the Last Run Timestamp field as May 31, 2008 because May 31,2008 was the override timestamp date that the system used when the process was run.

5. The Internal Timestamp page displays the number of records that the import process added, amended, and deleted on August 4, 2008.

6. The Timestamp field on the Internal Timestamp page still displays the date July 31, 2008 if no records were found in the UCAS view with timestamps greater than July 31. If the import process imported records in the UCAS view that had a timestamp of August 1, 2008, then the Timestamp field displays the date August 1, 2008.

Reviewing Imported UCAS and GTTR Applications and Applicant Data

This section provides an overview of reviewing the imported admissions data and discusses how to review the imported admissions data.

Understanding Reviewing Imported UCAS and GTTR Applications and Applicant Data

After you load the UCAS applicant data into the Campus Solutions tables, use the UCAS Applications and GTTR Applications components to review the imported applications and applicant data. Refer to the ODBC-link Technical Manual for information about the fields displayed on the UCAS Applications and GTTR Applications components.

These components also enable you to view and maintain the Campus Solutions admission application record for the imported UCAS or GTTR application. For example, you can click the admission application number link on the Choices grid of the UCAS Applicant Summary to navigate to the Maintain Applications component. Use the Maintain Applications component to maintain the Campus Solutions admission application record for the imported UCAS application.

See PeopleSoft Recruiting and Admissions 9.0 PeopleBook, "Adding and Updating Applications", Updating Applications, for more information about the Maintain Applications component.

The UCAS Applications and GTTR Applications components also enable you to view and maintain the person records that the import process creates for the applicants. For example, you can click the Personal Information link on any page of the UCAS Applications component to navigate to Campus Community's Add/Update a Person component. Note that the import process creates various other personal information records, such as Citizenship and Passport Data records, Impairment records, and Residency records, that you can review using the Campus Community menus.

See PeopleSoft Campus Community Fundamentals 9.0 PeopleBook

The applicant summary pages of both these components displays a decision entry link that enables you to navigate to a decision entry/update page where you can enter or update a decision for the imported application. When you click this link, the system displays the Initial Decision Entry page if a decision record does not exist for the UCAS or GTTR application. If a decision record does exist for the UCAS or GTTR application, the system displays the Decision Processing page.

See "Processing Imported UCAS and GTTR Applications and Applicant Data" section in this chapter, for more information about the initial decision entry and decision processing pages for UCAS and GTTR.

When a service indicator is assigned to a person ID, the corresponding negative or positive service indicator button appears on all the pages of the UCAS Applications component or GTTR Applications component for that person ID.

See PeopleSoft Campus Community 9.0 Fundamentals PeopleBook, Managing Service Indicators

Note that UCAS and GTTR application search pages enforce application center security. The system restricts the search results on the UCAS and GTTR decision pages based on the application centers defined for the user (Set Up SACR, Security, Secure Student Administration, User ID, Application Center Security). You can view the UCAS or GTTR application only if your User ID has access to the application center of the related Campus Solutions application. For example, suppose that user ID SATRN11 does not have access to the UGRD application center. In such a case, the UCAS Applications page does not allow SATRN11 to access an application associated with the UGRD application center.

See PeopleSoft Campus Solutions 9.0 Application Fundamentals PeopleBook, "Securing Recruiting and Admissions", for more information about application center security.

The system applies the same application center security to UCAS and GTTR application pages and the Maintain Applications component.

Pages Used to Review Imported UCAS and GTTR Applications and Applicant Data

Reviewing the Imported UCAS Applications and Applicant Data

Access the UCAS Applicant Summary page (Student Admissions, UCAS Processing, UCAS Applications, UCAS Applicant Summary).

The values in the Application Status and the Biographical Details group boxes come from ivStarK.

The system selects the Criminal Record Declared check box if any of the choice records associated with the applicant has a declared criminal record.

Processing Imported UCAS and GTTR Applications and Applicant Data

This section provides an overview of processing the imported admissions data, and discusses how to:

• Define conditions for an offer.

• Review key UCAS application information.

• Add attachments and review 3C information for UCAS application.

• Delete incorrect UCAS applicant records.

• Enter an initial admission decision for a UCAS application choice.

• Enter or update an admission decision for a UCAS application choice.

• Enter a decision for multiple UCAS application choices.

• Approve or reject a UCAS decision.

• Approve or reject multiple UCAS decisions.

• Determine whether applicants satisfy the offer conditions.

• Enter or update a UCAS Confirmation decision.

• Enter multiple UCAS Confirmation decisions.

• Approve or reject a UCAS Confirmation decision.

• Approve or reject multiple UCAS Confirmation decisions.

• Enter a decision to release an applicant into Clearing.

• Approve or reject the Release into Clearing decision.

• Enter UCAS Clearing and Adjustment details.

• Review and update UCAS qualifications.

• Generate, export, and update UCAS and GTTR transactions

• Review UCAS transactions.

• Review UCAS Clearing and Adjustment transactions.

• Handle UCAS applicant enquiries.

• Review key GTTR application information.

• Add attachments and review 3C information for GTTR application.

• Delete incorrect GTTR applicant records.

• Enter an initial admission decision for a GTTR application choice.

• Enter or update an admission decision for a GTTR application choice.

• Enter a decision for multiple GTTR application choices.

• Approve or reject a GTTR decision.

• Approve or reject multiple GTTR decisions.

• Enter or update a GTTR Confirmation decision.

• Enter multiple GTTR Confirmation decisions.

• Approve or reject a GTTR Confirmation decision.

• Approve or reject multiple GTTR Confirmation decisions.

• Enter GTTR Clearing details.

• Review and update GTTR qualifications.

• Review GTTR transactions.

• Review GTTR Clearing transactions.

Understanding Processing Imported UCAS and GTTR Applications and Applicant Data

After you import and review the applicants and their applications, delete any applicant records that UCAS has sent in error or UCAS has cancelled. The UCAS ivStarW view and the GTTR ivgStarW view contain the data related to applicants and application choices that have been sent to UCAS by mistake or subsequently cancelled at UCAS. When you use the Import Applicant Data process to import the applications and applicant data, the import process also imports the data from these two views. Use the Remove Wrong Applicants components to review the ivStarW and ivgStarW data and delete them from your database.

After reviewing and removing incorrect applicant records, use the Decision Processing or Initial Decision Entry pages to enter admission decisions for the remaining applications. The UCAS and GTTR Initial Decision Entry pages require less data entry as compared to the Decision Processing pages for making an admission decision. You can use the Initial Decision Entry pages for the quick entry of standard decisions. If decision approval is set up, use the Decision Approval pages to approve the decision.

Next, your institution communicates the admission decisions and approvals to UCAS. The following steps describe how the Campus Solutions system communicates this data to UCAS:

1. After entering or updating a decision, run the Transaction Processing process to generate a transaction . If decision approval is set up, use the Decision Approval page to approve the decision before you generate a transaction.

2. Use the Transaction Processing process to export transactions to the TRANIN view at UCAS and to import error codes once UCAS has processed the transactions. Transactions that the system loads into TRANIN include the transaction ID generated by UCAS and an error code of -1 to indicate that UCAS has not yet processed the transaction. Once UCAS fully processes the transaction, the error code is either 0 (success) or is a code that UCAS defines in the cvRefError reference data view.

UCAS runs a batch process approximately every five minutes to process incoming transactions. As a result, the Campus Solutions system may delay in reading the error codes and return1 value from TRANIN and updating its transaction records.

The following (1 and 2) describes how the system processes standards decisions which are not related to Confirmation or Clearing:

1.) When you run the Transaction Processing process for UCAS applications, the process selects each UCAS decision record where the system code equals U, transaction flag equals Y, and the approval status is either Approved or Not Required. For each decision record:

• If the latest transaction for an application has a transaction type other than LD, LA, LC, RA, or RD, the process does not generate a transaction. In these cases, you should use the UCAS Transactions page to manually create a transaction.

• If there is no previous transaction for an application and you had entered C (Conditional Offer), U (Unconditional Offer), W (Withdrawal) or R (Rejection), the process generates a LD (initial decision) transaction.

• If the most recent transaction is LD or LA (amended decision):

  • If the application is not UF and either the new decision value is different from the decision value of the existing transaction or the course details have changed, the process generates a new LA transaction.

  • If the application is UF and the new decision is equal to withdrawal, the process generates a RW transaction.

  • If the application is UF and any of the course details of the decision have changed, the process generates a RA transaction.

• If the most recent transaction is LC and there is no previous transaction, the process generates an LD transaction. If there is a previous transaction then the process generates a LA transaction.

• When the process completes processing the decisions, it sets the transaction flag for the decision record to N to indicate that transaction processing has completed.

2.) When you run the Transaction Processing process for GTTR applications, the process selects each GTTR decision record where the system code equals G, transaction flag equals Y, and the approval status is either Approved or Not Required. For each decision record:

• If the latest transaction for an application has a transaction type other than LD, LA or RA, the process does not generate a transaction. In these cases, you should use the GTTR Transactions page to manually create a transaction.

• If there is no transaction for an application and you enter I, C, U, W, R, E, M, S, or G decision, the system generates a LD (initial decision) transaction.

• If the most recent transaction is LD or LA (amended decision), then processing is same as UCAS applications and the process generates a LA, RW or RA transaction.

• When the system completes processing the decisions, it sets the transaction flag for the decision record to N to indicate that transaction processing has completed.

When the Transaction Processing process generates a new transaction record, it automatically updates the Campus Solutions application (linked to the UCAS application choice) with the program action and action reason values. For example, if transaction type equals LD and decision is I for a GTTR application, the system looks at the program action reason mapping for the decision Interview you have set up in the GTTR Program Actions page. The system then attaches the program action and action reason to the application.

Use the Standard Offers page to define conditions for an offer to send to UCAS. For example, you can define a condition three A Levels at Grade B that can be used for multiple application decisions. Subsequently, you can enter this condition in the Decision Processing pages when making a conditional offer. When you generate transactions for the conditional offers, the system includes this condition in the transactions to send to UCAS.

The following example is a scenario for UCAS application processing.

Enter a decision and generate a transaction:

1. Use the Initial Decision Entry pages to enter a decision. For example, enter a decision of unconditional offer.

2. Run the Transaction Processing process to generate the transaction for the unconditional offer decision. (Select the Generate Transactions check box on the Transaction Processing page.)

3. Use the UCAS Transactions page to review the transaction. For example, because you entered a decision of Unconditional Offer, the Transaction Details section of the page displays the Transaction Type LD and Decision of U.

Now you want to export this decision to UCAS and also want to know that UCAS has received this transaction.

It is recommended that you first generate transactions, review the sent transactions, and then request UCAS for acknowledgement. Normally, a time delay occurs between Campus Solutions writing the transaction to UCAS and UCAS updating the transaction with an error code. Therefore, we recommend that you do not run the transaction processing process with both the Export Transactions and Update Transactions from UCAS check boxes selected. Run the transaction processing process with the Generate Transaction check box selected first and review the sent transactions. Then, run the transaction processing process with the Update Transactions from UCAS check box selected and review the transaction for acknowledgement.

1. Run the Transaction Processing process to export the applicant's LD transaction to UCAS (select the Export Transactions check box on the Transaction Processing page.)

2. In the UCAS Transactions page, review the exported transaction (the Sent check box appears as selected).

3. Run the Transaction Processing process to receive the acknowledgment from UCAS for the exported transaction (select the Update Transactions from UCAS check box on the Transaction Processing page).

4. Use the UCAS Transactions page to review the error code for the applicant's LD transaction sent to UCAS. The error code is 0 (success) in the UCAS Transactions page, which indicates that UCAS received the institution's decision.

Finally, to know the UCAS applicant's response, complete these steps:

1. Run the Import Applicant Data process. If the applicant has responded to the offer, the offer response will be in ivStarC.

2. On import, Campus Solutions sets the Reply as F (for a Firm response) or I (for an Insurance response) on the UCAS Decision Processing page of the applicant if the applicant has accepted the offer. If the applicant has declined the offer, Campus Solutions sets the Reply as D.

When exam results are available, your institution will confirm conditional offers for GTTR and UCAS applications:

1. For UCAS applications, make sure you have imported cvRefTariff data (by running the Import Reference Data process) if you want to use the Results/Offer Matching process to evaluate tariff offers. This step is not applicable for GTTR applications.

2. Run the Import Applicant Data process to import the exam results.

3. Compare the applicant exam results with the offer conditions. You can do the comparison manually or run the Results/Offer Matching process. This process is not available for GTTR applications.

4. Use the Quick Confirmation page or the Confirmation Entry page to accept or reject the conditional offer.

5. Run the Transaction Processing process to generate and export the RD transaction.

The following diagram illustrates the Confirmation process flow:

The following is an example of processing the Delayed Conditional decisions:

1. Use the Decision Processing page to enter the Delayed Conditional decision for a CF application.

2. If you have selected the Conditional Offer check box on the UCAS Configuration component, use the Decision Approval page to approve this decision.

3. Run the Transaction Processing process to generate and export the RD transaction with the decision code of D.

4. A decision code of D is only valid in an RD transaction during September or October for a CF applicant. Once the results are known, use the Confirmation Entry page to confirm the DF application.

5. If you have selected the Confirmation Acceptance check box on the UCAS Configuration component, use the Confirmation Approval page to approve this decision.

6. Run the Transaction Processing process to generate and export another RD transaction for the application.

An applicant who may not have got admission in any institution is eligible for Clearing. To process Clearing applications for UCAS applicants:

1. Use the Import Applicant Data to import the Clearing application choices.

2. Use the UCAS Initial Decision Entry or the UCAS Decision Processing page to enter an admission decision for the Clearing application. To search for the Clearing applications, enter 9 in the UCAS Choice Number field of the decision search page. Note that the decision search pages do not display accepted Clearing applications (that is UCAS applications with choice number = 9 and the decision value = A).

3. Use the UCAS Enquiry Entry page to create enquiry records and record RQ Clearing transactions to request the details of a Clearing applicant. If your institution wants to offer admission to the Clearing applicant, use the UCAS Enquiry Entry page to record the RX transaction.

4. Run the Transaction Processing process to generate and export the RQ or RX transaction to UCAS. The RX transaction must have a decision value.

5. Use the Import Applicant Data process to import the application choices for Clearing if you have sent a RQ transaction.

To process Clearing applications for GTTR applicants:

1. Use the GTTR Enquiry Entry page to collect student contact address and exam results while the institution is negotiating with the student. The personal ID and application code values can be looked up from the cvgName UCAS view.

2. If the institution decides to accept or make a conditional offer to the student, enter the course, campus, entry year, entry month, transaction type (RX), decision (U or C) and decision maker.

3. Run the Transaction Processing process to generate and export the RX transaction to UCAS. The RX transaction must have a decision value.

4. Run the Import Applicant Data process to import the applicant data and application choices for the students you have sent RX transactions for.

The following diagram illustrates an example of the Clearing process flow:

Clearing Processing Flow Example

For processing Adjustment records (not applicable for GTTR applications):

1. Use the UCAS Enquiry Entry page to create Adjustment records and record RQ or PE transactions. Use this page to record the AD transaction.

2. Run the Transaction Processing process to generate and export the RQ, PE, or AD transaction to UCAS.

3. Run the Import Applicant Data process. The process imports the Adjustment application choice if you have sent an AD transaction. If you have sent a RQ or PE transaction, the process imports only Adjustment applicant data such as biographical data, and ivStarN, ivStarA and ivStarK data.

Use the UCAS Release to Clearing page to release an applicant into Clearing.

After your institution has accepted an applicant through Adjustment (that is, your institution has sent an AD transaction), the system updates the application choice to UF. If the applicant subsequently withdraws the applicant, then the institution may either release the application to clearing (RR transaction) or withdraw the applicant (RW transaction). Use the UCAS Release to Clearing page to record the RR transaction or use the UCAS Transactions page to record the RW transaction.

The following diagram illustrates an example of the Adjustment process flow:

Adjustment Processing Flow Example

When a service indicator is assigned to a person ID, the corresponding negative or positive service indicator button appears on the UCAS or GTTR decision processing pages for that person ID.

See PeopleSoft Campus Community 9.0 Fundamentals PeopleBook, Managing Service Indicators

Note that the UCAS and GTTR processing pages discussed in this section (except the Wrong Applicant, Standard Offer, and Result/Offer Matching Process pages) enforce application center security. The system restricts the search results on the UCAS and GTTR processing pages based on the application centers defined for the user (Set Up SACR, Security, Secure Student Administration, User ID, Application Center Security). You can view the UCAS or GTTR application only if your User ID has access to the application center of the related Campus Solutions application. For example, suppose that user ID SATRN11 does not have access to the UGRD application center. In such a case, the UCAS Decision Processing page does not allow SATRN11 to access an application associated with the UGRD application center.

The system applies the same application center security to UCAS and GTTR processing pages and the Maintain Applications component.

See Also

PeopleSoft Campus Solutions 9.0 Application Fundamentals PeopleBook, "Securing Recruiting and Admissions"

Pages Used to Process the Imported UCAS and GTTR Applications and Applicant Data

Defining Conditions for an Offer

Access the Standard Offers page (Student Admissions, UCAS Processing, Standard Offers).

For GTTR, you should enter only the interview date element in the Free Format field and not the interview time. For UCAS, you can enter both the interview date and time in the Free Format field.

You can use the Decision Code field in the Decision Processing, Initial Decision and Quick Decision pages to select a standard offer. On selecting a standard offer, the system populates the decision record with the values that you defined on the Standard Offers page.

Free Format field and the Interview decision

For Interview decisions, the value you enter in the Free Format field need not start with DDMMYY. You can define interview standard offers with or without date and time elements. Note that the generated Transaction Code should not be blank for Interview decisions. You must enter text in either the Comment field or the Free Format field to generate transaction code.

If the Free Format field on the Standard Offers page starts with a date in the format DDMMYY, then the system populates the Interview Date field in the UCAS and GTTR Decision Processing and Initial Decision pages with this date. For example, suppose you have an INT01 offer with a free format text that starts with 010100 on the Standard Offers page. In such a case, when you select INT01 as a decision code on the UCAS Decision Processing page, the page automatically populates the Interview Date field as 01/01/2000.

If the Free Format field on the Standard Offers page includes a time in the format HHMM from position 8 to 11 (that is, after a hyphen - as character 7), then the system populates the Interview Time field in the UCAS Decision Processing and UCAS Initial Decision pages with this time. For example, suppose you have an INT01 offer with a free format text that starts with 010100-1300. In such a case, when you select INT01 as a decision code on the UCAS Decision Processing page, the page automatically populates the Interview Date field as 01/01/2000 and Interview Time as 13:00. GTTR does not use Interview Time.

The system populates the Free Format field on the UCAS and GTTR Decision Processing pages with the Free Format value from the Standard Offers page without the interview date and time elements for UCAS and without the interview date for GTTR. For example, suppose you have an INT01 offer with a free format text 010100-1300 Is your interview date and time. In such a case, when you select INT01 as a decision code on the UCAS Decision Processing page, the page automatically populates the Interview Date field with 01/01/2000, Interview Time field with 13:00, and the Free Format field with Is your interview date and time. The Free Format field does not appear on the Initial Decision pages but the system applies similar logic in the background to populate the Free Format field of the decision record with the free format text from the standard offer minus any interview date and time elements.

You can change the interview date and time, comment, and the free format text values on the decision pages, if required.

Reviewing Key UCAS Application Information

Access the UCAS Application Notes page (Student Admissions, UCAS Processing, UCAS Application Notes).

The fields on the Notes region are similar to those on the UCAS Confirmation Enquiries page. The Automatic Save and Outcome Required settings on the UCAS Configuration page affects only the UCAS Confirmation Enquiries page and does not affect the UCAS Application Notes page.

Adding Attachments and Reviewing 3C Information for UCAS Application

Access the 3C/Attachments (Student Admissions, UCAS Processing, UCAS Application Notes, 3C/Attachments).

File Attachments

Use this group box to add, delete and view attachments for the Campus Solutions application.

The Audit tab displays all updates to attachments, including user name and date/time.

Note that you can also use the File Attachments group box on the Application Data page of the Maintain Applications component to maintain and access the attachment data.

The 3C Group Boxes (Checklists, Comments, and Communications)

The fields on these group boxes are similar to the fields that appear on the Campus Community's checklist, comment, and communication pages. The group boxes display the records in a similar way to the Campus Community's checklist, comment, and communication summary pages.

See PeopleSoft Campus Community Fundamentals 9.0 PeopleBook, Managing Checklists

See PeopleSoft Campus Community Fundamentals 9.0 PeopleBook, Managing Comments

See PeopleSoft Campus Community Fundamentals 9.0 PeopleBook, Managing Communications

Note that the group boxes display a person ID's records for only the ADMA and ADMP administrative functions. Also, these records that the group boxes display are not restricted to records associated with the particular choice in context, all 3C records of the person for ADMA and ADMP are displayed.

When you create a checklist, comment, or communication record by clicking the create button on any one of these group boxes, the system by default:

• Enters the administrative function as ADMA.

• Enters the variable data based on the application choice (that is, academic career, student career Nbr, application number, and application center).

Deleting Incorrect UCAS Applicant Records

Access the UCAS Wrong Applicants page (Student Admissions, UCAS Processing, Remove Wrong Applicants, UCAS Wrong Applicants).

Remove Applicant

Click to delete the UCAS applicant record, UCAS applications of the applicant, and any corresponding non-matriculated Campus Solutions application records. The system enables this button if the status is Pending, Partially Removed, or No Action. When you click the button for a UCAS applicant for whom only specific choices are lost, the system removes the specific lost choices but retains the overall applicant record.

No Action

Click to change the record status from Pending to No Action. The No Action status indicates that the record need not be removed.

After clicking the Remove Applicant button, navigate to Campus Community, Personal Information, ID Management, ID Delete to remove the person record of the UCAS wrong applicant.

Entering an Initial Admission Decision for a UCAS Application Choice

Access the UCAS Initial Decision Entry page (Student Admissions, UCAS Processing, UCAS Decision Processing, Initial Decision Entry).

If you have not selected the Interview Applicants option on the UCAS Initial Decision Entry search page, the UCAS Initial Decision Entry page displays a record, only if the record does not have an institution decision and does not have a UCAS decision. In such a case, the UCAS Initial Decision Entry page does not allow you to modify an institution decision. If you want to modify an institution decision, use the UCAS Decision Processing page.

If you select the Interview Applicants option on the UCAS Initial Decision Entry search page, the UCAS Initial Decision Entry page displays a record, only if the record has an institution decision of Interview that is either approved or does not require approval and the UCAS decision value of the choice (imported from StarC/StarG) is not W. You can then use the UCAS Initial Decision Entry to modify the Interview decision to a post-interview decision (that is, Offer, Conditional offer, or Reject).

The UCAS Initial Decision Entry page does not allow you to access an application withdrawn at UCAS.

Entering or Updating an Admission Decision for a UCAS Application Choice

Access the UCAS Decision Processing page (Student Admissions, UCAS Processing, UCAS Decision Processing, Decision Processing).

Institution Decision	Select an admission decision. After you enter or update a decision, if required, use the UCAS Decision Approval page to approve the decision. Then use the Transaction Processing process to generate the decision transaction to send to UCAS. The validations of this field are similar to that of the Institution Decision field on the UCAS Initial Decision Entry page. However, you can enter the Delayed Conditional (D) decision only from this page. Decision D is valid only for non-clearing CF application choices (CF means decision is Conditional Offer and reply is Firm).
Confirmation Decision	The system automatically selects this check box when you enter a Confirmation decision in the UCAS Confirmation Entry page or the UCAS Quick Confirmation page.
Release to Clearing	The system automatically selects this check box when you enter a Release into Clearing decision in the UCAS Release to Clearing page.
Decision Code	Optionally, add a standard offer to the decision.
Comment	The usage of this field is similar to that of the Comment field on the UCAS Initial Decision Entry page. The only difference is that on this page you can use this field for transaction code. For example, if Interview Date is May 26, 2009 and Interview Time is 9:15 and Comment is Bring your portfolio and you click Letter Text, then the following transaction code appears 260509-0915,'Bring your portfolio'

The offer details fields are similar to the fields on the Standard Offers page.

Entering a Decision for Multiple UCAS Application Choices

Access the UCAS Quick Decision Entry page (Student Admissions, UCAS Processing, UCAS Decision Processing, Quick Decision Entry).

If you have not selected the Interview Applicants option on the UCAS Quick Decision Entry page, the search results can only display records that do not have a decision. In such a case, the page does not allow you to modify an admission decision. If you want to modify an admission decision, use the UCAS Decision Processing page.

If you select the Interview Applicants option on this page, the search results only display records that have a decision of Interview. You can then use this page to modify the Interview decision to a post-interview decision (that is, Offer, Conditional offer, or Reject).

You can search for records of a particular institution, course, campus, entry year and application center or combination of those. The decision, decision code, decision maker and comment field values are used for all the records that have a decision applied and are saved.

You cannot enter the Delayed Conditional decision code (D) in this page or the GTTR Quick Decision Entry page. This decision can be entered only in the Decision Processing page.

Approving or Rejecting a UCAS Decision

Access the UCAS Decision Approval page (Student Admissions, UCAS Processing, UCAS Decision Approval, Decision Approval).

Click Approve or Deny button to indicate whether the admission decision entered in the UCAS Decision Processing or UCAS Initial Decision Entry page is approved or denied.

Approving or Rejecting Multiple UCAS Decisions

Access the UCAS Quick Decision Approval page (Student Admissions, UCAS Processing, UCAS Decision Approval, Quick Decision Approval).

You can search for records of a particular institution, course, campus, entry year and application center or combination of those. The Approver value is used for all the records that are approved and saved.

Determining Whether Applicants Satisfy the Offer Conditions

Access the Result/Offer Matching Process page (Student Admissions, UCAS Processing, UCAS Decision Processing, Result/Offer Matching Process).

Student Override

Select if you want to run the process for one or more IDs selected in the EmplID field. If you select the Student Override check box, the process ignores any values entered in the UCAS Course Code field.

For a student, the process can compare the conditions you generated (Transaction Code) on the UCAS Decision Processing page with the exam results, and determine whether the student has satisfied the conditions. The process considers the following abbreviations when comparing conditional offer details with exam results:

• TO - Tariff offers

• GC - GCE A Level

• AS - GCE AS Level

• IH - Irish Leaving Certificate (Higher Level)

• SH - SQA Highers

• AH - SQA Advanced Highers

• EG - Excluding General Studies

• AC - Alternate conditions

Any other abbreviations need to be manually reviewed before the offer is confirmed.

After running this process, navigate to the UCAS Confirmation Entry page to check whether the applicant has satisfied the conditions. If the process determines that the applicant has satisfied all the conditions, the Results Matching field displays Satisfied on the UCAS Confirmation Entry page. If the process determines that at least one condition has not been met, the Results Matching field displays Not Satisfied. If the process determines that at least one condition has not been evaluated, the Results Matching field displays Partially Evaluated. If the process determines that none of the conditions have been evaluated, the Results Matching field displays Not Evaluated.

The following example shows how the Result/Offer Matching process works for a tariff offer:

1. Use the UCAS Decision Processing page to enter a conditional offer for a student.

   Enter abbreviation = TO (Tariff Score) and Grade Mark = 200. This condition is generated: The student must obtain a minimum of 200 UCAS tariff points.

2. Import the exam results from ivStarPQR.

   The student has grade C for GCE A Levels in Maths, General Studies, and English.

3. Run the Results/Offer Matching process for the student.

   The system uses the imported cvRefTariff data to translate the total tariff score to 240 (grade C is equivalent to 80 tariff points).

4. The UCAS Confirmation Entry page for the student shows that the condition is satisfied.

Note. The Result/Offer Matching process considers only records that have a current decision of C or D, for which the Manual Matching Required check box is cleared on the UCAS Decision Processing page.

Entering or Updating a UCAS Confirmation Decision

Access the UCAS Confirmation Entry page (Student Admissions, UCAS Processing, UCAS Decision Processing, Confirmation Entry).

Click the Accept or Reject button to indicate the Confirmation decision.

To add any changes to the course details, first enter the changes, then click the Accept button, and finally save the record. For example, enter a Campus Change value, click the Accept button, and then save the record.

Note that if you decide to save the record without clicking either the Accept button or Reject button, then the system removes any course change details in the existing non-confirmation decision record.

All application records that are CF or CI (decision is conditional offer, and reply is firm or insurance) appear on the UCAS Confirmation Entry page regardless of whether a confirmation decision is pending or has been entered. Additionally, any application records that are DF (decision is delayed conditional and reply is firm) appear on the UCAS Confirmation Entry page regardless of whether a confirmation decision is pending or has been entered. You can enter or amend a confirmation decision using this page.

The system automatically selects the Confirmation Decision check box on the UCAS Decision Processing page when you click Accept or Reject.

After you enter a Confirmation decision, if required, use the Confirmation Approval page to approve the decision. Then run the Transaction Processing process to generate the RD transaction to send to UCAS.

If you amend an existing confirmation decision using this page, in most cases, the Transaction Processing process generates another RD transaction with the new Accept or Reject decision. However, in cases where you have already sent an accept decision and a course change is being made, then the process generates a RA transaction.

If the Entry Point is being changed to a foundation year with Entry Point of zero, you must enter 9 in the Entry Point Change field of this page. The system will send this value to UCAS in the confirmation transaction as zero when you run the Transaction Processing process.

Entering Multiple UCAS Confirmation Decisions

Access the UCAS Quick Confirmation page (Student Admissions, UCAS Processing, UCAS Decision Processing, Quick Confirmation).

The same rules discussed in the Entering a Confirmation Decision topic in this chapter apply to the UCAS Quick Confirmation page. However, there are two exceptions:

• The Quick Confirmation page does not display a DF application choice.

• The Quick Confirmation page does not display an application choice for which you already have entered a confirmation decision.

You can search for records of a particular course. Also, you can use the same Decision Maker value for all the records that appear in the search results.

When you click Accept or Reject, the system automatically updates the Decision value to A or R, respectively.

Approving or Rejecting a UCAS Confirmation Decision

Access the UCAS Confirmation Approval page (Student Admissions, UCAS Processing, UCAS Decision Approval, Confirmation Approval).

Approving or Rejecting Multiple UCAS Confirmation Decisions

Access the UCAS Quick Confirmation Approval page (Student Admissions, UCAS Processing, UCAS Decision Approval, Quick Confirmation Approval).

You can search for records of a particular institution, course, campus, entry year and application center or combination of those. The Approver value is used for all the records that are approved and saved.

Entering a Decision to Release an Applicant into Clearing

Access the UCAS Release to Clearing page (Student Admissions, UCAS Processing, UCAS Decision Processing, Release to Clearing).

The page displays:

• Application choices that have a Institution Decision of U (Unconditional), Reply of F (Firm), and the Release to Clearing check box cleared on the Decision Processing page.

• All accepted Clearing and Adjustment application choices (that is, application choice number is 6 or 9, decision is A or U, and Reply is not equal to D (declined).

The system automatically selects the Released to Clearing check box on the UCAS Decision Processing page when you click Release to Clearing.

After you enter a decision to release an applicant into Clearing, if required, use the Release to Clearing Approval page to approve the decision. Then run the Transaction Processing process to generate the RR transaction to send to UCAS.

Note. The system displays a warning message if the applicant is not eligible for release to Clearing. That is, when you click the Release to Clearing button, a warning message appears if the application is for deferred entry, if the application is for a future or previous cycle, if the application is RPA (Record of Prior Acceptance), or if the application Fee Level is single fee.

Approving or Rejecting the Release into Clearing Decision

Access the UCAS Release Approval page (Student Admissions, UCAS Processing, UCAS Decision Approval, Release to Clearing Approval).

Entering UCAS Clearing or Adjustment Details

To search for only adjustment records, select the Adjustment check box on the search page. To search for only Clearing records, clear the Adjustment check box on the search page.

Access the UCAS Enquiry Entry page (Student Admissions, UCAS Processing, UCAS Decision Processing, Enquiry Entry).

Use the Transaction Type field to record an RQ, PE, or RX transaction for a Clearing enquiry or the RQ, PE, or AD transaction for an Adjustment enquiry. Use the Decision field to enter A (Accept) or R (Reject). After you record the Clearing or Adjustment details, run the Transaction Processing process to generate the Adjustment or Clearing transactions to send to UCAS.

If you want to record a PE transaction, the UCAS Personal ID and UCAS Application Code fields are required (UCAS Course Code is optional).

If you want to record a AD transaction, the UCAS Personal ID, UCAS Application Code, UCAS Course Code, Entry Year, and Entry Month fields are required.

The UCAS Course Code field is required for RQ and RX transactions. Also, the Decision field is required for RX transaction.

Reviewing and Updating UCAS Qualifications

Access the UCAS Qualifications page (Student Admissions, UCAS Processing, UCAS Decision Processing, Qualifications)

Generating, Exporting, and Updating UCAS and GTTR Transactions

Access the Transaction Processing page (Student Admissions, UCAS Processing, Transaction Processing, Transaction Processing).

Use the check boxes in the UCAS and GTTR regions to generate, export, and update UCAS and GTTR transactions.

The system disables the GTTR check boxes on the Transaction Processing page if you clear the GTTR check box on the UCAS Configuration page.

Reviewing UCAS Transactions

Access the UCAS Transactions page (Student Admissions, UCAS Processing, Transaction Processing, UCAS Transactions).

You cannot update transactions that the system has already sent to UCAS. The transaction appears in read-only mode if the system has already sent the transaction to UCAS. If the system has not sent the transaction, you can use this page to update, delete, or hold the transaction.

The following table lists the field values that are mandatory when you create a transaction manually. If you create a transaction manually, you will need to manually update the related Campus Solutions application record.

Use the UCAS Enquiry Transactions page to manually create an RX or RQ transaction.

Reviewing UCAS Clearing and Adjustment Transactions

To search for only adjustment transactions, select the Adjustment check box on the search page. To search for only Clearing transactions, clear the Adjustment check box on the search page.

Access the UCAS Enquiry Transactions page (Student Admissions, UCAS Processing, Transaction Processing, UCAS Enquiry Transactions).

Most of the fields on the UCAS Enquiry Transactions page are similar to those on the UCAS Transactions page.

Handling UCAS Applicant Enquiries

Access the UCAS Confirmation Enquiries page (Student Admissions, UCAS Processing, UCAS Confirmation Enquiries).

The page displays all UCAS application choices (similar to the UCAS Applications component). There is no restriction to just Confirmation and Clearing application choices. You can add multiple notes records for an effective date.

Note. If you have configured Automatic Save, the system automatically saves a new record when you enter the mandatory values. The Notes field is always mandatory. The Action Required and Outcome Code fields become mandatory, if Outcome Required is configured as mandatory.

You configure Automatic Save and Outcome Required on the UCAS Configuration page.

Reviewing Key GTTR Application Information

Access the GTTR Application Notes page (Student Admissions, UCAS Processing, GTTR Application Notes).

Most of the fields on this page are similar to those on the UCAS Application Notes page. The GTTR Application Notes page has a Degree Details region that is not applicable to UCAS.

Adding Attachments and Reviewing 3C Information for GTTR Application

Access the 3C/Attachments (Student Admissions, UCAS Processing, GTTR Application Notes, 3C/Attachments).

The fields on this page are similar to those on the 3C/Attachments page for UCAS.

Deleting Incorrect GTTR Applicant Records

Access the GTTR Wrong Applicants page (Student Admissions, UCAS Processing, Remove Wrong Applicants, GTTR Wrong Applicants).

The fields on this page are similar to those on the UCAS Wrong Applicants page.

Entering an Initial Admission Decision for a GTTR Application Choice

Access the GTTR Initial Decision Entry page (Student Admissions, UCAS Processing, GTTR Decision Processing, Initial Decision Entry).

The fields on this page are similar to those on the UCAS Initial Decision Entry page. Note that the GTTR Initial Decision Entry page does not display Accepted clearing choices that have a Choice Number of 99 and Decision of U.

Entering or Updating an Admission Decision for a GTTR Application Choice

Access the GTTR Decision Processing page (Student Admissions, UCAS Processing, GTTR Decision Processing, Decision Processing).

Most of the fields on this page are similar to the UCAS Decision Processing page. However, this page has a Clearing check box that does not appear on the UCAS Decision Processing page. The system selects the Clearing check box if ClearingStatus from ivgStarK is 2 (under consideration by institution) or 3 (accepted in clearing) and the ivgStarG Round Number is equal to or greater than the ivgStarK Round Number.

Entering a Decision for Multiple GTTR Application Choices

Access the GTTR Quick Decision Entry page (Student Admissions, UCAS Processing, GTTR Decision Processing, Quick Decision Entry).

The fields on this page are similar to those on the UCAS Quick Decision Entry page.

Approving or Rejecting a GTTR Decision

Access the GTTR Decision Approval page (Student Admissions, UCAS Processing, GTTR Decision Approval, Decision Approval).

Click Approve or Deny button to indicate whether the admission decision entered in the GTTR Decision Processing or GTTR Initial Decision Entry page is approved or denied.

Approving or Rejecting Multiple GTTR Decisions

Access the GTTR Quick Decision Approval page (Student Admissions, UCAS Processing, GTTR Decision Approval, Quick Decision Approval).

Entering or Updating a GTTR Confirmation Decision

Access the GTTR Confirmation Entry page (Student Admissions, UCAS Processing, GTTR Decision Processing, Confirmation Entry).

The fields on this page are similar to those on the UCAS Confirmation Entry page. Note that only application records that are CF (decision is conditional offer, and reply is firm) or DF appear on the GTTR Confirmation Entry page regardless of whether a confirmation decision is pending or has been entered. Also, application records for which a conditional offer has been made during Clearing appear on this page.

Entering Multiple GTTR Confirmation Decisions

Access the GTTR Quick Confirmation page (Student Admissions, UCAS Processing, GTTR Decision Processing, Quick Confirmation).

The fields on this page are similar to those on the UCAS Quick Confirmation page.

Approving or Rejecting a GTTR Confirmation Decision

Access the GTTR Confirmation Approval page (Student Admissions, UCAS Processing, GTTR Decision Approval, Confirmation Approval).

Approving or Rejecting Multiple GTTR Confirmation Decisions

Access the GTTR Quick Confirmation Approval page (Student Admissions, UCAS Processing, GTTR Decision Approval, Quick Confirmation Approval).

Entering GTTR Clearing Details

Access the GTTR Enquiry Entry page (Student Admissions, UCAS Processing, GTTR Decision Processing, GTTR Enquiry Entry).

The Personal ID and Application Code fields look up values directly from the UCAS cvgName view.

Use the Transaction Type field to create a RX transaction for a Clearing enquiry. Use the Decision field to enter U (Unconditional) or C (Conditional). After you record the Clearing details, run the Transaction Processing process to generate the Clearing transactions to send to UCAS.

If you want to record a RX transaction, the UCAS Personal ID, UCAS Application Code, GTTR Course Code, Entry Year, Entry Month, Modular, Part Time, and Decision fields are required.

Reviewing and Updating GTTR Qualifications

Access the GTTR Qualifications page (Student Admissions, GTTR Processing, GTTR Decision Processing, Qualifications)

Reviewing GTTR Transactions

Access the GTTR Transactions page (Student Admissions, UCAS Processing, Transaction Processing, GTTR Transactions).

The functionality of the GTTR transactions page is similar to that of the UCAS Transactions page. Additionally, most of the fields on the GTTR Transactions page are similar to those on the UCAS Transactions page.

When the decision is Interview, ensure that the interview date entered in the Transaction Code area contains only the date without the time element.

Reviewing GTTR Clearing Transactions

Access the GTTR Enquiry Transactions page (Student Admissions, UCAS Processing, Transaction Processing, GTTR Clearing Transactions).

Most of the fields on the GTTR Enquiry Transactions page are similar to those on the GTTR Transactions page.