New Tariff implementation plan for the 2017 admissions cycle
September 2014
Contents
1.
Introduction
2.
Implementation timeline – high level overview
3.
Activity plans:
•
•
•
•
UCAS
higher education providers (HEPs)
teachers and advisers
other stakeholders
4.
Scope of implementation – products and services in and out of scope
5.
New Tariff milestones – visual version of the implementation plan (same
content as activity plans)
2
1. Introduction
This plan is aimed at admissions staff involved in the transition to the new Tariff.
The purpose of this plan is to provide a view of the key milestones and activities involved in implementing the new
UCAS Tariff, from the perspective of UCAS and higher education providers (HEPs).
This plan will be subject to further development at key stages, to ensure it remains relevant to the changing
environment the new Tariff will operate in throughout the implementation period.
The new Tariff implementation plan will be updated each year and notification will be sent to HEPs whenever the plan
is revised.
It will be discussed at key UCAS events and forums to get HEP views on progress and feedback on additional activities,
information, training and other support that may need to be added to the plan.
Providing support
• UCAS will provide supporting material throughout the new Tariff implementation period.
• UCAS will draw on customer feedback to refine tools, information and guidance regarding the new Tariff.
• UCAS teams will be available to support and guide all customers as required – designated regional Relationship
Managers and the UCAS Professional Development Team are available to provide advice and training on the new
Tariff implementation process.
3
1.2 Key implementation activities
The main objective of the plan is to support HEPs implement the new Tariff for courses starting from September 2017.
To support this objective, the following key implementation activities are important:
•
the new Tariff points are published and effectively
•
the new Tariff switchover and all parties have
communicated from September 2014
•
access to the support or training they need and
HEPs are supported in ensuring their key
are well prepared
stakeholders understand the impact of the switch
over to the New Tariff
•
•
changes for the switchover, as appropriate to their
the switchover takes place successfully, in time
for the 2017 admissions cycle
all stakeholders like HEPs, HESA and third party IT
suppliers have plans in place to make the required
all change required is completed in advance of
•
post switchover, operation of the New Tariff is
successful
function
4
2. New Tariff implementation plan – high level overview
June – Aug 2014
Engagement
Operational
Milestones
Key Decision
Milestones
Admission
Cycles
Jun 2014
Jul 2014
Aug 2014
Sep 14 – Aug 15
Sep–Nov
2014
Dec–Feb
2014/15
Mar–May
2015
Sep 15 – Aug 16
Jun–Aug
2015
Sep–Nov
2015
Dec–Feb
2015/16
Mar–May
2016
Sep 16 – Aug 17
Jun–Aug
2016
Sep–Nov
2016
Dec–Feb
2016/17
Mar–May
2017
Sep 17 – Aug 18
Jun–Aug
2017
Sep–Nov
2017
Dec–Feb
2017/18
Mar–May
2018
Jun–Aug
2018
2014 entry cycle
2015 entry cycle
2016 entry cycle
2017 entry cycle
UCAS Board
approved
new Tariff & plan
Jun 14
Feedback Survey
published Jul 14
Initial support and
communications on
the new Tariff from
August 2014
Schools and colleges
advise level 3/SCQF
level 6 students from
Sep 2014
UCAS Board
preparedness review
April 2016
New Tariff
Calculator
rolled out to
HEPs
New Tariff
Dec 2014
published
Sep 2014
Course
Collect
(entry 2017)
opens
HEPs publish
Oct 2015
prospectuses
for 2017
Jan-Feb 2016
UCAS
search
tool opens
(entry
2017)
Apply
Opens
(entry
2017)
UCAS begins to
process 2017
applications
HEPs make decisions
/offers using new
Tariff from Sep 2016
C&C reporting
(new Tariff)
Jul/Aug 2017
End of Cycle Report
published with new
Tariff Jan 2018
HESA publish
Performance Indicators
(new Tariff) Dec 2018Mar 2019
UCAS HE
conventions
for applicants
Mar 2016
Regional Training for schools and
colleges commences Oct 2014
Regional training for HEPs
commences Jan 2015
Tariff switchover
IT Changes
Continual communications and engagement
UCAS IT development
Jul 2015– Mar 2016
IT test environment opens
IT suppliers commence
development and testing
Nov 2015
IT sign-off for
implementation
Mar 2016
Link products rolled out
Oct 2016
5
3. Activity plan - UCAS
Jul 14 – Aug 14
Sep 14 – Aug 15
Sep 15 – Aug 16
Sep 16 - Aug 17
Sep 17 onwards
Findings of feedback survey
published (Jul 14)
New Tariff points published on ucas.com (Sep 14)
‘Course Collect’ opens for 2017
Entry. (Oct 15)
UCAS processes applications
for Entry 2017 (Sep 16)
Fact sheets produced for parents/carers learners and
staff on new Tariff for teachers/advisers and/or HEPs
to use (Sep 14)
Annual UCAS publications
updated : Parents Guide, Little
Guide, qualifications guides,
international guides, admissions
guides. (Nov 15 – Aug 16)
Topaz reference data tables
(including ABL) updated with
new Tariff points (Oct 16)
Evaluation and review of the
impact of the new Tariff
following first admissions (Sep
17 onwards)
UCAS Progress add new Tariff link into their product
(Sep 14)
Annual Review meeting –
update on Tariff (Nov 15)
Joint UCAS and HESA communications to HEPs on
impact on statutory data returns for qualifications held
on entry (Oct/Nov 14)
Test environment rolled out
with new Tariff points for IT
suppliers and HEPs (Nov 15)
Admissions Conference (Apr
17)
Training rolled out to relevant internal staff at UCAS
(Sep 14)
Teacher and Adviser Conference
(Feb 16)
C&C reporting uses new Tariff
points (Jul 17)
External regional Tariff training rolled out to schools,
colleges and HEPs (Jan 15 onwards)
Admissions Conference (Apr 16)
Tariff events and stakeholder
engagements scheduled
throughout the year.
New Tariff tables produced for
publication (Sep 14)
Ongoing communication with
stakeholders on
implementation detail and
communications planned for
key points throughout the
year.
Initial guidance/information on the new Tariff
published for HEPs, schools and stakeholders (Sep 14)
Annual Review meeting – update on Tariff
implementation (Nov 14)
New Tariff calculator rolled out for HEPs (Jan 15)
Search opens with new Tariff
points for Entry 2017 (May/Jun
16)
Apply goes live enabled to
handle new Tariff (Jun 16)
Annual Review meeting –
update on Tariff (Nov 16)
Teacher and Adviser
Conference (Feb 17)
Text here
Communications scheduled at
key points throughout the
year
‘End of Cycle’ datasets and
reports updated with new
Tariff (Oct 17 and Jan 18)
Annual Review meeting –
update on Tariff (Nov 17)
Teacher and Adviser
Conference (Feb 18)
Admissions Conference (April
18)
Tariff events and stakeholder
engagements scheduled
throughout the year.
Communications scheduled at
key points throughout the
year
Video for applicants launched on new Tariff (Jan 15)
Teacher and Adviser Conference (Feb 15)
Web content updated for HEPs ,
schools and colleges, advisers,
Parents, Applicants (Autumn 16)
Admissions Conference (Apr 15)
Course Collect development / rollover commences:
actions needed and guidance for HEPs will be provided
through bulletins and ucas.com (Jul 15)
Data Collection, DQA team trained in new Tariff points
for Entry Profiles (Aug 15)
Tariff events and stakeholder
engagements scheduled
throughout the year.
New Tariff goes ‘live’
for courses starting
from September 2017
Communications scheduled at
key points throughout the year
UCAS website content updated again for HEPs , schools
and colleges, advisers, Parents, Applicants on latest
developments (Autumn 15)
6
3.1 Activity plan - HEPs
Sep 14 – Aug 15
Sep 15 – Aug 16
Sep 16 – Aug 17
Sep 17 onwards
Planning for Tariff switchover commences i.e.
HEPs start internal discussions and consider the
impact of the new Tariff on their university and
college entry requirements - if Tariff using (Sep
14 onwards)
Course information updated in Course Collect
with new Tariff for courses starting from
September 2017 (Oct 15)
HEPs start to receive applications with new Tariff
(from Sep 16)
Evaluation and review of internal systems and
processes following first admissions with new
Tariff (Sep 17 onwards)
HEP staff (Admissions, Planning, Outreach) are
trained /informed about the new Tariff (Sep 14
onwards)
Student Record teams start to consider updates
required to their systems and appropriate
timelines (Sep 14 onwards)
Admission policies updated for 2017 Entry if
Tariff using (Dec 15)
HEPs make offers using new Tariff where
applicable (Sep 16)
‘Offer’ codes updated for 2017 Entry using new
Tariff if appropriate (please note that UCAS does
not anticipate any offer code changes to UCAS
systems) (Feb 16)
Provide feedback on improvements to enable
UCAS to provide further support if needed (Sep
17 onwards)
Submit HESA student returns (Oct/Nov 18)
Recruitment activities, e.g. open days, school
visits, UCAS conventions (Feb/Mar 16 onwards)
Text here
Prospectuses start to get updated with new Tariff
points if used, for 2017 Entry (Oct 14 to Mar 15)
Conversion currency work begins on course
details before Course Collect opens (Jan 15)
Start planning new web content and other
marketing material for 2017 Entry (Mar 15)
New Tariff goes ‘live’
for courses starting
from September 2017
7
3.2 Activity plan – teachers and advisers
July 14 – Aug 14
Sep 14 – Aug 15
Sep 15 – Aug 16
Sep 16 – Aug 17
Sep 17 onwards
Curriculum planning
starts for 2017 Entry
(Jul 14)
Receive UCAS Comms aimed at
schools/advisers to ensure
understanding of new Tariff and its
impact on Level 3 choices for Year 10/ 11
students (Sep 14)
2017 Entry Applicants start
their Level 3 qualifications
such as A Levels (Sep 15)
2017 Entry applicants
continue their
application to UCAS
(Sep 16)
Provide feedback on
improvements to enable
UCAS to provide further
support if needed (Sep
17 onwards)
Planning IAG content
for applicants,
parents/carers starts for
learners likely to apply
to HE 2017 Entry
(Jul 14)
Planning new web
content on
qualifications, live from
September 2015
(Jul 14)
Advise students on Level 3 qualification
choices in light of new Tariff
(from Sep 14)
Advisers can access UCAS training on
new Tariff (Oct 14 onwards)
Support student Level 3 qualification
choices (Sep – July 15)
Teachers and advisers discuss
progression to HE, need for
research and UCAS process
for students (Jun – Jul 16)
2017 Entry applicants can
begin their applications in
‘Apply’ (Jun 16)
2017 Entry applicants receive
their AS results if taken (Aug
16)
2017 Entry applicants choose their Level
3 qualifications (Jan – Aug 15)
2017 Entry Applicants
begin their university
course (from Sep/Oct 17)
Text here
2017 Entry Applicants
receive their results
(Jul/Aug 17 )
Teachers and advisers
support students
receiving their results
and through Clearing
(Jul/Aug 17)
UCAS Teacher and Adviser conferences
provide another opportunity for new
Tariff information raising and discussion
(Feb 15)
2017 Entry applicants receive their
results (Aug 15)
Teachers and advisers
support students with
application choices to
meet the different
application deadlines
(from Sep 16 – Jun 17)
New Tariff goes ‘live’
Entry 2017
8
3.3 Activity plan - other stakeholders
Sep 13 – Aug 14
Sep 14 – Aug 15
Sep 15 – Aug 16
UCAS and HESA hold
meetings with Planning
and Student Record
Team representatives to
discuss key messages on
handling of student
record returns and HESA
support on
qualifications held on
entry – (Sep 13/Oct 14)
HESA/UCAS
communications to HEP
Planning and Student
Record Teams as and
when appropriate/useful
HEP IT suppliers
commence system testing
using UCAS test
environment (Nov 15)
Engagement with third
party software suppliers
and HEPs with in-house
IT systems to plan
change
Sep 16 – Aug 17
Provide feedback on improvements to enable
UCAS to provide further support if needed
(Sep 17 onwards)
HESA tariff specification created (Jan 18 – Feb
18)
HEP IT suppliers update
relevant systems
(SITs/Vision, SAP, ODBC
refresh, Curriculum
system, CAS and CUKAS
Decision Forms)
(Feb – Aug 16)
HESA tariff specification communication to
HEPs (via operational documentation) (Jun 18
– Nov 18)
New Tariff goes
‘live’ for courses
starting from
September 2017
Other stakeholders include key bodies that UCAS has consulted throughout
the development of the new Tariff, such as awarding organisations, funding
councils, qualification regulators, teacher and student representative
bodies.
The aim is to ensure all parties are clear about the move to the new Tariff
and can help support the transition if appropriate, so that all opportunities
to support effective communication on the new Tariff are maximised.
UCAS will continue to engage with these stakeholders in the
implementation of the new Tariff. This activity page currently focuses on
key activities associated with HESA and IT suppliers, whose activities are
likely to be of most interest to HEPs at this stage.
Sep 17 onwards
HESA Data Supply to HEPs (average tariff
points and Unistats preview) (Aug 18 – Nov
18)
Performance indicator analysis and
specification by HESA, UKPITG/UKPISG (Dec
18 – Mar 19)
HESA production of ad-hoc data enquiries for
league table producers and other Tariff
related publications (Jan 19 - Sep 19)
Performance indicators (excluding research
and employment) published (Mar 19)
League tables published by third party
producers with new Tariff points (Apr 19 - Sep
19)
Performance indicators (research and
employment) published (Jul 19)
Output file for KIS-Unistats created (Aug 19 –
Aug 20)
9
4. Scope of new Tariff implementation – UCAS products & services
In scope
Out of scope
System Updates
• Topaz reference data tables (including ABL reference table)
• Course Collect
• Course Collect Reporting Database (snapshot of Course Collect live each day)
• UCAS test environment to be set up for HEPs and 3rd party IT providers
These products/services are
listed as out of scope because
they will be updated to
reflect the new Tariff via
annual routine system
updates and do not need to
go through a significant
change process:
IT Engagement Team
• To communicate with Software Vendors (Tribal, Capita, CampusIT, Ellucian etc.) and HEP IT contacts
Marcomms
• Communications (weekly and monthly channels, ad hoc, operational)
• Web content updated for HEPs, schools, colleges, advisers, parents, applicants
• Social media (Facebook, Twitter, blogs)
• Video clips (update or create new)
• Engagement via groups and forums (new Tariff on meeting agendas, obtain provider feedback)
• External meetings and training with HEPs, schools, colleges, advisers (via RM and PD teams)
• UCAS events i.e. Provider events, Teacher and Adviser events, International events (promotional material and speaker
opportunities)
• UCAS publications which refer to the Tariff (Little guide, Parents guide, Admissions guide, Guide to studying in the UK,
International Guide etc)
•
•
•
•
•
•
•
•
•
•
Apply
Track
Search
Provider Course Reports
ABL system
XAP
Netupdate
Onyx
*J
Link Products (xml, odbc,
web-link)
Link Manuals
Application Tracker
Decision Tracker
Adviser Track
Text here
Internal training and communication
• Internal communication
• Staff awareness training for all staff
• Specific training for key staff (Data Collection, Data Quality Assurance, Professional Development, HEP team, Scheme Delivery
Team, Education Team, Relationship Managers, Technical Relationship Managers)
•
•
•
•
UCAS Media
• UCAS Progress – updated link to new Tariff information
P&R
• Updates to analytical services and products using the tariff – (End of Year reports, C&C, SNC reports, intra-cycle reporting etc)
• UCAS Media product updates - Offers, Competitors, Conversion, Progression products and other bespoke reports
• QIP updates
• Updates to UCAS UK and International Qualification Guides
10
4.1 Scope of new Tariff implementation – stakeholder products
and services
Schools /colleges
HEPs
HEP Vendor Suppliers
and HEPs with inhouse systems
HESA
Training
Internal staff and advisers
Training and awareness
Internal admissions/student
records staff
Tribal Products
SITS Vision
CAS
Policy Updates
• Admission policies
Unit4 Business Products
Data reference tables (offer
library)
CAS and CUKAS (decision forms)
odbc views
Curriculum system
HESA Data Outputs/Reports
• HESA tariff specification
• Data Supply to HEPs
• Performance indicator
analysis and specification by
HESA, UKPITG/UKPISG
• HESA production of ad-hoc
data enquiries for league
table producers and other
Tariff related publications
• Performance indicators
• League Tables
• Output file for KIS-Unistats
Planning
Curriculum Planning
Web
Web content updated
Web content
• Online prospectus
Publications
Material produced for students and Publications
parents
• Prospectus
• IAG material
System Updates
• Student Record System
• Data Reference tables
Data / Information
• Conversion currency work on
course details/entry profile
• Update Course Collect
information
Capita Products
Admissions Application system
odbc link
Ellucian Products
Banner System
Text here
Communications
• Communication to HEPs
Oracle
Campus Solution system
Campus IT Products
TBC
SAP
SAP table updates via UCAS XML
11
5. New Tariff implementation milestones – Sep 2014 to Aug 2015
Sep - Dec 14
UCAS
New Tariff points
published
Communication and
information launched
on the new Tariff,
including factsheets
for parents/carers
and applicants for
teachers to use as
appropriate
UCAS Progress
updates link to new
Tariff information
Joint UCAS and HESA
comms to HEPs on
impact on collection
of qualifications held
on entry
Sep 14
UCAS
publishes
new Tariff
Oct 14
UCAS
External training
rolled out to schools
and advisers
Nov 14
UCAS
Annual Review
Conference
Dec 14
UCAS
Refresher training for
HEP team, Data
Collection Team
Jul 15
Decision to
allocate points
to Access to HE
qualifications
Jan 15
2017 Entry
applicants
choose their
A Levels
Jan 15
UCAS
Tariff video clip launched for
students to explain new
Tariff points
New Tariff calculator rolled
out to HEPs
Jul 15
UCAS
Course Collect
rollover begins
Feb 15
UCAS
Teachers and
advisers
Conference
External regional Tariff
training rolled out to HEPs
April 15
UCAS
Admissions
Conference
June 15
UCAS
UCAS website content
updated again for
HEPs, applicants,
parents/ advisers for
2017 Entry
Aug 15
UCAS
‘Search’ development
begins
Tariff training on
Entry Profiles
commences for
externally facing
teams
Web content updated
for HEPs,
schools/colleges,
applicants
2015 Entry Cycle (Sep 14 – Aug 15)
Sep 14
HEPs
Planning for Tariff
switchover commences
Student Record systems
updated with new Tariff
points for Entry 2017
Sep 14
Schools/colleges
Curriculum planning for the
cohort of learners applying to
HE for 2017 Entry
Oct 14
Schools/colleges
Access UCAS
training on new
Tariff
Jan 15
HEPs
Start to consider admission policies
and updates to 2017 Entry
prospectuses
HEPs manage staff
training/awareness raising on new
Tariff across their universities and
colleges
Aug 15
2017 Entry
applicants
receive their
GCSE results
Schools/colleges
Support learners likely to apply to HE
for 2017 Entry with their Level
3/SCQF Level 6 qualification choices
12
5.1 Tariff milestones - September 2015 to August 2016
Nov 15
UCAS
Parent Guide updated
with new Tariff
information for Entry
2017
Annual Review
Meeting
Oct 15
UCAS
‘Course Collect’
opens for 2017 Entry
New test environment
and Tariff data made
available to IT
suppliers and HEPs
Dec 15
UCAS
Little Guide
updated with new
Tariff information
for 2017 Entry
Jan 16
UCAS
UCAS Guide for UK,
Intl Quals starts to be
updated with new
Tariff information for
2017 Entry
(published Sep 2016)
Apr 16
Preparedness
review by
UCAS Board
Feb 16
UCAS
Teachers and advisers
Conference
May 16
UCAS
UCAS search tool
opens with new
Course data
Annual UCAS
publications updated
with new Tariff
information for Entry
2017
Apr 16
UCAS
Admissions
Conference
Jun 16
UCAS
Apply goes
live for 2017
Entry
Aug 16
UCAS
UCAS web
content updated
again for HEPs,
schools/college,
applicants
Entry Cycle 2016 (Sep 15 – Aug 16)
Sep 15
HEPs
Planning of new web
content for Entry
2017
Sep 15
2017 Entry
applicants
start their
A Levels
Oct 15
HEPs amend their
course data in
Course Collect
using new Tariff
points
Nov 15
3rd Party Providers
Testing of updated
systems commences
using UCAS test
environment and
Tariff data
Dec 15
HEPs
Begin to prepare their
prospectus for Entry
2017
Admission policies
updated for Entry
2017
Feb 16
HEPs
Update offer codes
with new Tariff data
for Entry 2017
Jun 16
HEPs start to
publish their
prospectus for
Entry 2017
Apr 16
3rd Party Providers
Capita commences
development on
Admissions
applications, ODBC
Mar 16
3rd Party Providers
Development
commences on
Generic Offer Setup,
Curriculum system
and ODBC refresh
Jun 16
Teachers and
advisers discuss
progression to HE,
need for research and
UCAS progress for
students
Aug 16
2017 Entry
applicants
receive
their AS
results
5.2 Tariff milestones - September 2016 to August 2017
Sep 16
New Tariff
becomes
operational
Jul/Aug 17
2017 Entry
Students receive
their Level
3/SCQF Level 6
qualification
results
Sep 16
UCAS Applications
start to be
processed for 2017
Entry
Oct 16
UCAS
Topaz reference
data tables
updated including
ABL
Feb 17
UCAS
Teacher and
Advisers Conference
May 17
UCAS
SAS reference tables
and coding updated
with new Tariff points
for 2017 Entry
Jul 17
UCAS
C&C reporting for
Entry 2017
Entry Cycle 2017 (Sep 16 – Aug 17)
Schools and colleges
teachers/advisers
Support learners with
application choices
(Sep – Jun 17)
Nov 16
UCAS
Annual Review
Meeting
Sep 16
HEPs start to
make offers
using new
Tariff, if
applicable
Apr 17
UCAS
Admissions Conference
Aug 17
Schools and colleges
Support students
receiving their results
5.3 Tariff milestones - September 2017 to August 2018
Oct 17
UCAS
End of cycle datasets
and reports updated
with new Tariff points
for Entry 2017
Jan 18
UCAS
End of cycle reports
published for Entry
2017
Feb 18
UCAS
Teacher and
Advisers
Conference
April 18
UCAS
Admissions Conference
Entry Cycle 2018 (Sep 17 – Aug 18)
Sep/Oct 17
Applicants
begin their
university
course
Nov 17
UCAS
Annual Review
Meeting
Jan - Feb 18
HESA
HESA Tariff
specification
created
Jun - Nov 18
HESA
Tariff spec
communicated to
HEPs via operational
documentation
Aug – Nov 18
HEPs
Submit their HESA
student returns
Aug – Nov 18
HESA
Data supply to HEPs
(average Tariff points
and Unistats preview)
15
5.4 Tariff milestones - September 2018 to September 2019
Jan 19 – Sep 19
HESA
Manage ad-hoc data
enquiries for league
table producers and
other Tariff related
publications
Jul 19
HESA
Performance Indicators
(research and
employment) published
with new Tariff points
Entry Cycle 2019 ( Sep 18 to Sep 19)
Dec 18 – Mar 19
HESA
Performance Indicator
analysis and
specification by
HESA/UKPITG/UKPISG
Mar 19
HESA
Performance
Indicators
(excluding
research and
employment)
Apr 19 – Sep 19
HESA
League tables
published by
producers with
new Tariff points
Aug 19 – Aug 20
HESA
Output file for
KIS-Unistats
created
16
Further information
Margaret Farragher
Head of Policy and Qualifications
01242 223 765
m.farragher@ucas.ac.uk
17