Oracle Student System
(OSS)
UAB Graduate
Admissions
Version 4.6
Student Systems Training Team
IT Services
Table of Contents
Table of Contents
1
2
Introduction to this Manual .............................................................................. 1
1.1
OSS Course Objectives – University Admitting Bodies IT Training.............. 1
1.2
Prerequisites for Training ............................................................................. 1
1.3
Conventions Used in this Manual ................................................................. 2
Finding Information in OSS .............................................................................. 4
2.1
Objectives .................................................................................................... 4
2.2
Locating Applicant Records and Applications .............................................. 4
2.3
Updating Contact Addresses ....................................................................... 7
2.4
Viewing Additional Information ................................................................... 10
2.5
Viewing Admission Test Information .......................................................... 14
2.5.1
2.6
Viewing Higher Education Qualification Details ......................................... 19
2.6.1
2.7
3
4
5
Adding Admission Test Results .......................................................... 16
Adding the Approved Qualification Details .......................................... 20
Viewing Attachments / Supporting Materials .............................................. 23
Working with Contact Information ................................................................. 25
3.1
Objectives .................................................................................................. 25
3.2
Adding a New Address .............................................................................. 25
3.3
Amending an existing address ................................................................... 27
3.4
Amending phone / email details ................................................................. 28
Entering Candidacy Details for Research Applications .............................. 30
4.1
Objectives .................................................................................................. 30
4.2
Entering Research Candidacy Details ....................................................... 30
4.3
Entering Supervision Details ...................................................................... 32
4.4
Replacing a “to be allocated” Supervisor Entry or Changing Supervisor ... 37
4.5
Adding Research Codes ............................................................................ 40
4.6
Adding Default Milestones ......................................................................... 42
Entering Decisions and Conditions of Entry ................................................ 45
5.1
Objectives .................................................................................................. 45
5.2
UAB Offer – No Conditions ........................................................................ 45
5.3
UAB Offer – Conditions Apply .................................................................... 50
5.4
UAB Offer – Non-Matriculated Programmes .............................................. 53
5.5
UAB Rejects Applicant ............................................................................... 54
5.6
Reversing a Decision to Reject an Applicant ............................................. 56
5.7
Re-Evaluating an Applicant ........................................................................ 57
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5.8
6
College Selection ............................................................................................ 61
6.1
Objectives .................................................................................................. 61
6.2
The Graduate Open College Application Tool Process (GOCAT).............. 61
6.2.1
Viewing An Open application prior to being processed by GOCAT .... 63
6.2.2
Applying a HOLD to prevent GOCAT from processing an application 64
6.2.3
Removing a HOLD from an application when college place found ..... 66
6.2.4
Re-assigning original college or OPEN if no college place is found .... 68
6.2.5
An Open application after it has been processed by GOCAT ............. 70
6.2.6
An application which has been rejected by the first choice college ..... 71
6.2.7
Opting Out of the GOCAT Process ..................................................... 72
6.3
7
8
9
Process Wait List Decision......................................................................... 59
College Selection Process ......................................................................... 73
Entering / Viewing General Funding Details ................................................. 75
7.1
Objectives .................................................................................................. 75
7.2
Viewing or Maintaining Funding Details ..................................................... 75
7.3
Add a Scholarship Flag to an Application Record ...................................... 78
Understanding Application Statuses ............................................................ 81
8.1
Objectives .................................................................................................. 81
8.2
Application Processing Status.................................................................... 82
8.3
Outcome Status ......................................................................................... 83
8.4
Response Status........................................................................................ 84
8.5
Application Instance Status ........................................................................ 85
Recording Receipt of Conditions Documents .............................................. 86
9.1
Objectives .................................................................................................. 86
9.2
Entering the Receipt of a Condition Document .......................................... 87
9.3
Updating the Condition Status – Condition Fulfilled ................................... 87
9.4
Updating the Condition Status – Outstanding CRB Check ........................ 90
9.5
Updating the Condition Status – Condition Failed...................................... 93
9.6
Updating the Condition Status – Final Cut-Off Date Passed ...................... 98
10 Withdrawing Applicants ............................................................................... 100
10.1
Objectives ................................................................................................ 100
10.2
Recording an Applicant’s Withdrawal Before an Offer is made ................ 100
10.3
Recording an Applicant’s Withdrawal After an Offer Has Been Made ...... 102
11 Recording Applicant Responses ................................................................. 106
11.1
Objectives ................................................................................................ 106
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11.2
Recording an Applicant’s Intent to Accept ............................................... 106
11.3
Recording that you have sent out the Contract ........................................ 109
12 Deferrals ........................................................................................................ 110
12.1
Objectives ................................................................................................ 110
12.2
Checking the Status of Conditions ........................................................... 110
12.3
Recording the Deferral Request............................................................... 112
13 Reporting and Requests ............................................................................... 113
13.1
Objectives ................................................................................................ 113
13.2
Running OSS Reports ............................................................................. 113
13.3
Understanding the Concurrent Manager .................................................. 113
13.3.1
Concurrent Manager ......................................................................... 113
13.3.2
Concurrent Processes ...................................................................... 113
13.4
Running an OSS Report .......................................................................... 114
13.5
Types of Requests ................................................................................... 114
13.5.1
Phases .............................................................................................. 118
13.5.2
Statuses ............................................................................................ 119
13.6
Running or Viewing Previously Used Reports.......................................... 123
13.7
Scheduling Reports.................................................................................. 127
13.8
Scheduling Options .................................................................................. 131
13.8.1
As Soon as Possible ......................................................................... 131
13.8.2
Once ................................................................................................. 131
13.8.3
Periodically ....................................................................................... 133
13.8.4
On Specific Days .............................................................................. 135
14 Appendix A - Keyboard Shortcuts ............................................................... 139
15 Appendix B: Reports and Requests ............................................................ 130
15.1
GRAD2: Process Application ................................................................... 130
15.1.1
Graduate Incomplete Applications Report (XXIGS) .......................... 130
15.1.2
Complete Applications – UAB Notification Report (XXIGSR0041) .... 131
15.1.3
Graduate Cover Sheets Report (XXIGSR0053)................................ 132
15.2
GRAD2b: Process International Office Bursary Applications ................... 133
15.2.1
15.3
List Applicants For Scholarship Report (XXIGSR0049) .................... 133
GRAD3: UAB Evaluates Applicant ........................................................... 134
15.3.1
Graduate Targets Management Matrix Report (XXIGSR0043)......... 134
15.3.2
UAB Reminder - Decision Required Report (XXIGSR0042) ............. 134
15.3.3
Applicants for Re-evaluation Process Report (XXIGSR0056)........... 136
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15.3.4
Inconsistent Re-evaluation Status Report (XXIGSR0059) ................ 136
15.3.5
Waitlisted Applications Report (XXIGSR0052) ................................. 137
15.4
GRAD4: Agree College Place .................................................................. 138
15.4.1
College Decision Reminder Report (XXIGSR0050) .......................... 138
15.4.2 Applicants Without College Placement – College selection process
(XXIGSR0047) ................................................................................................ 138
15.4.3 Applicants Without College Placement – Allocation Report
(XXIGSR0048) ................................................................................................ 139
15.4.4
15.5
College Availability Report (XXIGSR0046) ....................................... 139
GRAD5: Coordinate Receipt of Conditions Fulfilment .............................. 140
15.5.1
GADM Outstanding Conditions Report (XXIGSR0057) .................... 140
15.5.2
Confirmed Offer Response Status (XXIGSR0062) ........................... 140
15.6
GRAD6: Manage Deferrals ...................................................................... 141
15.6.1
Students With Approved Deferment - Landscape Report ................. 141
16 OSS Training Notes ...................................................................................... 142
17 OSS Useful Numbers .................................................................................... 143
18 Glossary of Terms ......................................................................................... 144
Document Information - This document is only valid on the day it was printed
146
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Introduction to this Manual
1 Introduction to this Manual
This document was written to accompany the Oracle Student System (OSS) Training
sessions run for University Admitting Bodies.
It is designed primarily as a reference guide to allow new users of the Oracle Student
System (OSS) to understand all Information Technology (IT) related to the graduate
admissions process.
Note: Section 2, Finding Information on OSS, covers information which can be
retrieved from OSS relating to an applicant. Much of this information can also be
found in the Submitted Graduate Applications Data View. For the latest Data View
manual and Quick Reference Guide go to:
http://www.admin.ox.ac.uk/studentsystems/oxonly/training/docs.shtml
1.1 OSS Course Objectives – University Admitting Bodies IT Training
Upon completion of this course, you will be able to:
 View data relating to applications
 Update UAB decisions and conditions
 Update qualification details
 Update college allocations after the college selection process
 View and understand various processing statuses
 Run reports
 Update applicant responses
 Update deferral information
1.2 Prerequisites for Training
All individuals attending this course should have previously attended navigation
training.
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Introduction to this Manual
1.3 Conventions Used in this Manual
Indicates there are step-by-step instructions to follow to perform the given
task. For example:
 Choose a Different Responsibility
 Click on File / Switch Responsibility
OR

Click on
 Select a new responsibility from the Responsibilities window
 Click on
Note: indicates additional useful information, perhaps a good tip, or a shortcut,
for example:
 Note: Any changes that you make in the Oracle Student System (OSS) will be
time stamped and recorded in your name
Important:
When text is in a box like this, it is important that the contents are read carefully, it
may contain critical information about the data being entered.
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Introduction to this Manual

Menu Names and Window Titles
Menu names and window titles are indicated in bold. For example:
 Open the Navigator window
Pictures of the buttons appear in the instructions and keys on your keyboard are
indicated in bold text enclosed in square brackets. For example:
 Press [F4]
 Click on

Navigation Paths
Menu navigation paths are in bold and options indicated using a forward slash. For
example:

Click on Edit / Preferences / Change Password
This translates to: from the Edit menu, select Preferences, then Change Password.
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Finding Information in OSS
2 Finding Information in OSS
2.1 Objectives
The objectives of this section are to enable you to:

Locate applicant records and applications

View additional information, e.g. interview availability

View an applicant’s admission test information

View an applicant’s qualification details

View supporting material information
 Note: Much of this information can also be found in the Submitted Graduate
Applications Data View. For the latest Data View manual and Quick Reference
Guide go to:
http://www.admin.ox.ac.uk/studentsystems/oxonly/training/docs.shtml
2.2 Locating Applicant Records and Applications
 Note: All users have at least two responsibilities: A specific one for their role that
restricts access to certain part of the system and one that grants “read only”
access to the whole system. Depending on what information you need to find out
and what you want to do with it, you should think about which of these roles to
use.
Locating an applicant record is one of the most frequently performed actions in OSS;
you should add the Direct Admissions form in the Navigator menu to your Top
Ten List.
Important: Any duplicate records found in OSS by the GAO when keying in the
application forms will have “zz” in front of the first and last names of the obsolete
record. If the GAO idendify any duplicate records, the duplicate will be marked with a
“zz” in front of the last name to indicate it should not be used.
 To Locate an Applicant Record

Double Click on the Direct Admission
sub-menu from Navigator
OR

Click on the Direct Admission submenu from Navigator and
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Finding Information in OSS

Click on
The Direct Admission form appears:
 Note: The fields of this form will be blank if it is the first time you have accessed
it that day, after this the form will populate with the details of the last person you
viewed

Press [F11]

Type in details to search for, e.g. surname and first name

Press [Ctrl]+[F11] to start the search

If there is more than one person returned by the search, use the up and down
arrow keys on your keyboard until the correct applicant is displayed
 Note: For further details on searching for individuals please see the Navigation
course documentation
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Finding Information in OSS
 To Open an Application Record

With the relevant applicant details displayed, select the application you wish to
view by clicking on the relevant line in the Admissions Application Summary
section:
Click on
Important:
Notice the blue record indicator (highlighted above): this indicates the record you
have selected. It is important to ensure you have the correct record selected before
choosing Open Application.
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Finding Information in OSS
2.3 Updating Contact Addresses
 To change an address or to enter another address:

From the Direct Admissions screen, click on
the Person Details form.

Check the existing addresses

Click in one of the address fields

Use down arrow on keyboard to scroll through addresses

End date any previous addresses with the same usage
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Finding Information in OSS
 Add a New Address

Click on

In the Address tab of the Person Details form, enter details in the
corresponding fields:
to display a new blank address form
Country: e.g. ‘United Kingdom’ or use the List of Values
Address, first line: e.g. ‘32 Low Lane’
Address, second line: e.g. ‘Shaw’
City/ Town: e.g. ‘London’
State/ Province: Complete as required
Postcode: postcode is required e.g. LW2 XQT
Usage: ‘Home’, ‘Correspondence’ or ‘Termly Residence’
Tick the Primary box if this is to be the Home address,

Click on
to save
 Note: Ensure that each address only has one usage type assigned to it.
Important:
OSS will ALWAYS use the correspondence address, unless the end date has
passed. If there is no correspondence address with a current date then OSS will
choose the address that has the Primary box ticked. If the applicant gives two
addresses, one should appear as Home with the Primary box ticked and the other as
Correspondence without the Primary box ticked.
 Edit Lines of the Address

Click in the relevant field

Make the changes

Click on
to save
 Change the Effective Dates of Correspondence Address

Select the correct address
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Finding Information in OSS

Select Effective date end date from List of Values or enter date in the
following format: dd-mmm-yy, e.g. 12-JAN-05

Click on
to save
 Change Usage of an Existing Current Address
 Note: You must not change the usage type, and no address should have more
than one usage type assigned to it.

End date the current address and re-enter as a new address with the new
usage type: see Updating Contact Addresses
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Finding Information in OSS
2.4 Viewing Additional Information
 To View Source of Application Details

From the Direct Admission form, select the active application

Click on

The Application opens in a new window.
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Finding Information in OSS

The Application Source field will contain one of the following values:
PAPER: Application submitted on a paper application form
SSAPPLIC: Online application
SSSTAFF: Staff submission through web
UCAS: UCAS Application
READMISSN: Current taught course students applying for a research
programme without any break in study (eg: from MSt to Dphil)
READMIS-ON: Readmission Online application
BUSAPPLIC: Said Business School on-line applications
SWEAPPLIC: Software Engineering on-line applications

The Entry Status field will contain one of the following values:
Early Start: Applicants who were accepted to start earlier than their
original application
Re-Route: Applicant is advised by the department to apply for a different
Program of Study. If Reroute is used the original application will be
WITHDRAWN and a new application created by GAO
Re-Route/Early Start: Combination of the above

The School Applying To field will contain one of the following values:
Studentship: Used for applicants who have indicated on their application
that they wish to apply for a studentship or AHRC award
Rhodes Trust: Used for applications submitted by applicants awarded a
Rhodes Trust studentship
 To View Interview / Source of Information Details

Click on the flex field
(highlighted) next to the
Application Source field:
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Finding Information in OSS
The Programme Application Instance window is displayed:

View the following information as required:
Dates of availability for an interview
Where the applicant found out about the course
Intention to apply for a research degree
Interest in college accommodation
Number of any accompanying adults for accommodation
Gender and date of birth of any accompanying children
Research applicants: Thesis title
Research applicants: Proposed research supervisor, if known
Studentship details: No longer used
Override college choice for funding

Click on

Click on
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or
when finished viewing
to close the form
12
Finding Information in OSS
 To View Information Regarding Applications to Other Institutions

In the Applications form, click on
The Application Details form is displayed:

View the following information as required:
Name(s) of other institution(s) applied to

Click on

Click on
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or
when finished viewing
to close the form
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Finding Information in OSS
2.5 Viewing Admission Test Information
This section provides information about how to view details of any admission tests,
such as the CPE or GRE that the applicant may have taken.
 To View Admission Test Results

Open the Direct Admission form from Navigator:
 Click on
twice
 Note: You will notice that each time you click the button, additional buttons are
displayed

Click on
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Finding Information in OSS
The Admission Test Summary form appears:

View the information as required in the following fields:
Test Type
Test Date
Score Type
Test Segment
Segment Score
Combined Score

Click on
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Finding Information in OSS
2.5.1 ADDING ADMISSION TEST RESULTS
 To Add Admission Test Results

Open the Direct Admission form from Navigator:
 Click on
twice
 Note: You will notice that each time you click the button, additional buttons are
displayed

Click on
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Finding Information in OSS
The Admission Test Summary form appears:
 Click on
The Admission Test Results form is displayed:
Enter the following details in the corresponding fields:

Test Type: select the appropriate entry from the LOV or type in the name of
the test (e.g. ‘GRE’ or ‘GMAT’)

Test Date: enter the date the test was taken by using the LOV (calendar) or
enter the date in the following format: dd-mmm-yy, e.g. 15-JUL-03

Grade: CPE ONLY - this field is used to enter an alphabetic grade for the CPE
- this information will come from the ‘Overall Result’ section of the application

Score Received Date: populated automatically with the current date once the
test date is entered, but can also be updated manually if required

Score Type: populated automatically once test type is selected
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Finding Information in OSS
Ensure that the Test Segments tab is selected:
Enter the following details in the corresponding fields:

Test Segment Name: select the relevant constituent score name from the
LOV
Important:
Overall results are also entered in this way; their Test Segment Name is ‘Total’ with
the exceptions of IELTS, which is ‘Overall Band Score’ and CPE which will populate
with the default ‘mandatory segment’ when the LOV is clicked. This must be
selected even though CPE tests do not have segments, as it is a mandatory field.

Test Score: enter the numeric value as appropriate
Repeat as appropriate
When complete:

Click on
to save

Click on
to close any open forms
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Finding Information in OSS
2.6 Viewing Higher Education Qualification Details
 To View Qualification Details

Open the Direct Admission form from Navigator:
 Click on
until the Qualification Details button appears
 Click on
The Qualification Details form appears:
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Finding Information in OSS
 Note: The two Subject fields at the bottom of the form are used when an
applicant has a combined honours degree and is recorded in conjunction with a
Qualification line.

View the information as required in the following fields:
Qualification
Description
Approved Result
Claimed Result
Score
Awarding Body
 Note: To see the Approved Result
field and other fields, use the scroll
bar at the bottom of the form

Click on
to close the form
2.6.1 ADDING THE APPROVED QUALIFICATION DETAILS
Once qualification details have been submitted, i.e. when receiving proof of
conditions from an applicant, the Qualification Details form must be updated, as
this information is required for HESA reports. In addition, any supporting
documentation which has been received should be forwarded to the Graduate
Admissions Office where it will be scanned and attached electronically to the
application.
 To Add Qualification Details

Open the Qualification Details form, navigation: Direct Admission /
Qualification Details
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Finding Information in OSS

Click into the Qualification field, and select the appropriate value from the
List of Values

Click into the Subject field and select the required subject from the List of
Values
 Note: To see the Approved Result
field and other fields, use the scroll
bar at the bottom of the form

Click into the Approved Result field and select the appropriate value from the
List of Values, e.g. ‘1’, 2.1’, 2.2’, etc.

Enter the Year and Sitting the qualification was achieved

Click into the Awarding Body field select the appropriate value from the List
of Values
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Finding Information in OSS

Click on
to save

Click on
to close the form
 Note: If an applicant has indicated on their application form that they expect to
achieve a specific qualification, this will have already been entered into the
Qualification form, showing as either a predicted or claimed result. If this is
the case, on receipt of documentary evidence, you will only need to update the
predicted or claimed result to approved result.
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Finding Information in OSS
2.7 Viewing Attachments / Supporting Materials
All electronic documents relating to the application can be viewed from within OSS
(as well as running the Submitted Graduate Applications Dataview).
 To View Attachments and Supporting Materials

Open the Direct Admission form from the Navigator:

Click anywhere in the upper half of the form

Click on the
appear
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toolbar button and the Application Details form will
23
Finding Information in OSS

Click on the
button next to the required document. The pdf file will
then open in a new window and can be printed or saved as required.
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Entering Decisions and Conditions of Entry
3 Working with Contact Information
Contact information is held in the Person Details area of OSS.
3.1 Objectives
The objectives of this section are to enable you to:

Add/amend addresses

Amend email addresses

Amend telephone details
3.2 Adding a New Address
 To Add a New Address
 Note: OSS uses the Correspondence address for normal contact with students,
unless the end date has passed. In this case, or if no correspondence address is
available, then OSS will use the address with the Primary box ticked. Only one
home address should be ticked as Primary.
 From the Navigator window, open the Person Details form: navigation
Person Reference / Person Details:
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Entering Decisions and Conditions of Entry
 Locate the relevant student using the [F11] function to turn the fields blue,
enter search parameters (e.g. Person Number), then press [CTRL]+[F11] to
start the search
 Ensure that the Address tab is selected and that the cursor is showing within
one of the address fields
 Select the Add Record button
 Enter the following details in the corresponding fields:
Country: Select as appropriate from LOV
Address, City/Town, State/Province, Postcode & County: Complete
as appropriate
Usages Description: Assign either Home or Correspondence from
LOV
From Date: Insert effective date
End Date: Insert an end date where appropriate. If current address is
ongoing, leave this blank
 Click on
to Save
 Click on
to close the form
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Entering Decisions and Conditions of Entry
3.3 Amending an existing address
 To Amend a Student’s Existing Address
 From the Navigator window, open the Person Details form: navigation
Person Reference / Person Details:
 Locate the relevant student using the [F11] function to turn the fields blue,
enter search parameters (e.g. Person Number), then press [CTRL]+[F11] to
start the search
 Ensure that the Address tab is selected and that the cursor is showing
within one of the address fields
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Entering Decisions and Conditions of Entry
The status bar at the bottom of the screen will summarise the number of addresses
contained in the record

Use the Up and Down arrow keys on the keyboard to move between
addresses

Having located the relevant address, make the required changes to fields as
appropriate e.g. County, Effective Date
 Click on
to save
 Click on
to close the form
3.4 Amending phone / email details
 To Amend a Student’s Phone/Email Details
 Click on the Phone / Email Tab:
 Update the following details in the corresponding fields:
Type: select from LOV
Country Code: type in appropriate value e.g. 44 for UK
Area Code: type in appropriate value e.g. 01865 for Oxford
Phone Number: complete as appropriate
Extension: complete as appropriate
Email Purpose: complete as appropriate
Email Format: complete as appropriate
Email Address: complete as appropriate
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Entering Decisions and Conditions of Entry
 Click on
to Save
 Click on
to close the form
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Entering Decisions and Conditions of Entry
4 Entering Candidacy Details for Research Applications
4.1 Objectives
The objectives of this section are to enable you to:

Enter research candidacy details (for PGR students only)

Entering Supervision details
Important:
It is essential to enter the Final Unit Set, Candidacy details AND the Supervisor
BEFORE the UAB offer is entered for all research applicants. The system will not
save any work unless this sequence is followed.
4.2 Entering Research Candidacy Details
When accepting a research applicant, additional information has to be entered
before the decision outcome can be entered. For all applicants being made an offer,
the year of entry will also need to be filled in.
 To Enter Candidacy Details

Open the relevant application record, navigation: Direct Admission / Open
Application
The Applications form appears:
 Note: The applicant’s Person Number, their name and the UAB to which they
are applying appear in the title bar of the form

Enter the following detail in the corresponding field:
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Entering Decisions and Conditions of Entry
Final Unit Set (highlighted above): select the appropriate year of entry from the List
of Values, e.g. Year One

Click on
to save
Important:
The year of entry in the Final Unit Set field will nearly always be YEAR ONE.
However, there may be occasions where a UAB wishes to admit an applicant onto
the second year of the course.

Click on
The options at the bottom of the form change:

Click on
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Entering Decisions and Conditions of Entry
The Research Candidacy Details form appears:

Enter the following details in the corresponding fields:
o Start Date: automatically populates. To change, use the List of Values
(calendar) or enter the date in the following format: dd-mmm-yy, e.g. 12JAN-05
o Min Submission Date: automatically populates. To change, use the
List of Values (calendar) or enter the date in the following format: ddmmm-yy, e.g. 12-JAN-05
o Max Submission Date: automatically populates. To change, use the
List of Values (calendar) or enter the date in the following format: ddmmm-yy, e.g. 12-JAN-05
o Research Topic: enter the research topic
 Note: This does not have to be the final topic name and can be changed at a
later date

Click on
to save
4.3 Entering Supervision Details

From the Research Candidacy Details form, click on
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The Research Supervisors form appears:

Enter the following details in the corresponding fields:
Person Number: either enter the person number (if known) or click
on the adjacent Find Person button
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If you have clicked the Find Person button, the Find Person form appears:

Press [F11] to put the form in query mode (the fields turn blue)

Enter the following information in the corresponding field:
Last Name: enter the person’s last name

Click on
OR

Press [Ctrl] + [F11]
If there is more than one staff member with the same or similar name, the list will
display at the top of the form:
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 Note: If the supervisor you wish to enter is not in the database, please contact
your GSA with the full name, address and email address of the supervisor to be
added. A full list of GSAs can be found at:
http://www.admin.ox.ac.uk/gso/staff.shtml

Use the scroll bar in the top right part of the form to see all staff members or
use the up and down arrow keys with the cursor in the Last Name field

Click in the relevant field to select the correct person

Click on
The Find Person form closes to show the Research Supervisors form. Notice that
the field from which the Find Person button was clicked has been filled in with the
appropriate person number and name:
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Important:
If a supervisor cannot yet be allocated at this point in the process, a placeholder
value of ‘to be allocated’ can be entered in the Name field, with 9999 as the person
number.

Enter the remaining details in the corresponding fields:
o Start Date: use the List of Values (calendar) or enter the date in the
following format: dd-mmm-yy, e.g. 07-OCT-05 (ensure at least one
supervisor start date is the course start date)
o Supervised %: type the percentage of supervision this person will
undertake, e.g. 50
o Supervisor Type: click on the List of Values, this automatically populates
the field with ‘Supervisor’. The adjacent description field also populates with
‘Supervisor’
o Funding %: The funding percentage must add up to 100%. Enter
100% for the first supervisor, and enter 0 for any subsequent
supervisors. For external supervisors, ie: non staff, leave blank.
o Organisational Unit: only required when the supervisor is a staff member.
Select the relevant organisational unit using the List of Values, e.g. Clinical
Pharmacology. If you know the relevant code, e.g. 2B16 for Clinical
Pharmacology, you can type this in and press [Enter]
o Description: this populates automatically once the code is selected

Click on
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
Click on
to close the form
Important:
Supervision must equal 100% before the record can be saved. If you try to save the
details with less than 100% of supervision identified, an error message will appear.
Click OK and repeat the steps listed to add any subsequent supervisors required.
These do not have to be the final supervisor details; they can be changed at a later
date.
4.4 Replacing a “to be allocated” Supervisor Entry or Changing
Supervisor
Once the actual supervisor is known, the “to be allocated” value must be replaced
with the correct information in the Research Supervisors form. The procedure for
replacing the “to be allocated” Supervisor is similar to the procedure for changing a
supervisor.
 Note: If the current Supervisor has been added in error, you can use the delete
button

to delete the record and then save the changes as normal.
Open the Research Supervisors form, navigation: Direct Admission / Open
Application / Candidacy / Supervision:
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
Firstly, you MUST end date the current Supervisor (TBA also). Ensure that this
end date is one day before the date that the new Supervisor begins
supervising. Leave the Supervised % at 100%

On the next available line, enter the following information in the corresponding
fields:
o Person Number: enter the supervisor’s person number if known. If this
number is not known, please use the Person Finder function
o Start Date: use the List of Values (calendar) or enter the date in the
following format: dd-mmm-yy, e.g. 01-OCT-05. This date MUST be the day
after the end date of the previous supervisor.
o Supervised %: enter 100% if adding one single supervisor. Enter 50% to
each if adding 2 supervisors etc.
o Supervisor Type: click on the List of Values, this automatically populates
the field with ‘Supervisor’. The adjacent description field also populates with
‘Supervisor’
o Organisational Unit: only required when the supervisor is a staff member.
Select the relevant organisational unit using the List of Values, e.g.
Clinical Pharmacology. If you know the relevant code, e.g. 2B16 for Clinical
Pharmacology, you can type this in and press [Enter]
o Description: this populates automatically once the code is selected
o Funding %: The funding percentage must add up to 100%. Enter
100% for the first supervisor, and enter 0 for any subsequent
supervisors. For external supervisors, ie: non staff, leave blank.
When you make the amendments to the funding percentages you may see the
following message:
This is simply informing you that the funding percentage is not the same as the
supervised percentage

Click on
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
Click on
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4.5 Adding Research Codes
Research codes are a HESA requirement. If a code needs to be added or changed,
then the pre-defined list of codes (created by PRAS) relating to the student’s
program needs to be checked to ensure the correct code is entered. The complete
list can be found at http://www.admin.ox.ac.uk/gso/forms.
 To Add or Update a Research Code

From the Research Candidacy Details form, click on
The lower part of the form updates to show the following:

Enter the following information in the corresponding fields:
o Research Fields,
Classification:
Programs
&
Disciplines
/
Field
of
study
Type: Enter Others
Code: Either use the LOV to select the appropriate Research Code e.g.
B120 Physiology, or type it in directly
Description: Populates automatically
%: enter 100%
o Socio-Economic Objective Classification:
Code: Either use the LOV to select the appropriate Socio-Economic
Code e.g. 99 Not Applicable or type it in directly
Description: automatically populates
%: enter 100%
o Government Type of Activity Classification:
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Code: Either use the LOV to select the appropriate Government Activity
Code e.g.13 Psychology or type it in directly
Description: automatically populates

Click on
Click on
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Entering Decisions and Conditions of Entry
4.6 Adding Default Milestones
 To Add Default Milestones
In the Research Candidacy Details form click on
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The Research Milestones form appears:

Click on
The Default Milestones appear:

Check the following information in the corresponding field:

Due Date: check dates and update, i.e. if the Program changes from FT to PT.
Use the LOV (calendar) to enter the date in the following format: dd-mmm-yy,
e.g. 12-JAN-06

Click on
to save

Click on
to close each open form
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 Note: If the following note appears when
is
clicked, contact the OSS Support Centre with the program code in order to get
the program set-up updated
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5 Entering Decisions and Conditions of Entry
5.1 Objectives
The objectives of this section are to enable you to:

Offer a place with no conditions

Offer a place with conditions

Rejecting applicants

Re-evaluating applicants

Wait listing applicants

Updating funding details
5.2 UAB Offer – No Conditions
The following steps are to be taken when the UAB wishes to make an offer with NO
conditions attached. Please be aware that even if no conditions are to be set, you
must still enter this information in the conditions field, otherwise the college will not
be able to enter their conditions.
 To Update the Outcome Status

Open the relevant application record, navigation: Direct Admission / Open
Application

Enter the following detail in the corresponding field:
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Final Unit Set: (highlighted above) select the appropriate year of entry from the List
of Values, e.g. Year One

Click on
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Important:
The year of entry in the Final Unit Set field will nearly always be YEAR ONE.
However, there may be occasions where a UAB wishes to admit an applicant onto
the second year of the course. For example, if a new supervisor wishes to bring
their students with them to Oxford and the Education Committee approves the
transfer.
 Note: for readmission applications, the Final Unit Set should always be YEAR1.

Click on
The Application Outcome form appears:

Enter the following details in the corresponding fields:
Outcome Status: select the appropriate status from the List of Values:
GRAD_OFFER
Decision Date: use the List of Values (calendar) or enter the date in the following
format: dd-mmm-yy, e.g. 07-DEC-04
Decision Maker: select the appropriate decision maker from the List of Values
 Note: Unless you have the decision maker’s number, you will need to search by
name. In order to do this click on the LOV, type % in the Find box, then click
[Find]. This will bring up the FULL list, type %surname and click [Find]
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Decision Reason: select the appropriate decision from the List of Values:
QUALIFIED

Click on
to save
 To Update UAB Offer Conditions – No Conditions Apply
Important:
Even if there are no conditions to enter, you MUST enter “no conditions apply” in the
Conditions fields

With the Application Outcome window open, click on
bar
from the menu
 Note: If this icon is greyed out, click into any field in the top part of the
Application Outcome form and the icon should become available. If it is still
greyed out, close the Application Outcome form and open it again by clicking
on
The Offer Management form displays:

Enter the following details in the corresponding fields:
Condition: select the appropriate status from the List of Values: ‘No_Cond’
Status: click the List of Values, this automatically populates the field with ‘Not
Applicable’
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Update Date: defaults to today’s date. To change, use the List of Values (calendar)
or enter the date in the following format: dd-mmm-yy, e.g. 12-JAN-05

Click on
to save

Click on
to close the form
On exiting the form you will receive the following message which asks you to save
the changes a second time

Click
to close the message
Important:
It is essential that the record be saved for the second time. If it is not saved in this
manner the conditions just entered will not be saved.

Click on
to save

Click on
to close the form
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5.3 UAB Offer – Conditions Apply
The following steps deal with the when a UAB wishes to make an offer with one or
more conditions attached.
 To Update the Outcome Status

Open the relevant application record, navigation: Direct Admission / Open
Application

Enter the following detail in the corresponding field:
Final Unit Set: (highlighted above) select the appropriate year of entry from the List
of Values, e.g. Year One

Click on
to save
Important:
The year of entry in the Final Unit Set field will nearly always be YEAR ONE.
However, there may be occasions where a UAB wishes to admit an applicant onto
the second year of the course. For example, if a new supervisor wishes to bring
their students with them to Oxford and the Education Committee approves the
transfer.
 Note: for readmission applications, the Final Unit Set should always be YEAR1.

Click on
The Application Outcome form appears:
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
Enter the following details in the corresponding fields:
Outcome Status: select the appropriate status from the List of Values:
GRAD_OFFER
Decision Date: use the List of Values (calendar) or enter the date in the following
format: dd-mmm-yy, e.g. 12-JAN-05
Decision Maker: select the appropriate decision maker from the List of Values
 Note: Unless you have the decision maker’s number, you will need to search by
name. In order to do this click on the LOV, type % in the Find box, then click
[Find]. This will bring up the FULL list, type %surname and click [Find]
Decision Reason: select the appropriate decision from the List of Values:
QUALIFIED

Click on
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 To Update UAB Offer Conditions – Conditions Apply

With the Application Outcome form open, click on
from the menu bar
 Note: If this icon is greyed out, click into any field in the top part of the
Application Outcome form and the icon should become available. If it is still
greyed out, close the Application Outcome form and open it again by clicking
on
The Offer Management form displays:

Enter the following details in the corresponding fields:
Condition: select the appropriate academic condition from the List of Values, e.g.
BACH_90 – Pass bachelor’s degree with 90% or above
OR, if the required condition is not included in the List of Values:

Select OTHER from the List of Values (or type ‘other’ and press [Enter])

Click on

Type the wording of the condition in the text box exactly as it should appear in
the offer letter

Continue entering the following details in the corresponding fields:
Status: automatically defaults to ‘Outstanding’, to update the status, click the List of
Values and select as appropriate
Update Date: defaults to today’s date. To change, use the List of Values (calendar)
or enter the date in the following format: dd-mmm-yy, e.g. 12-JAN-05

Repeat as necessary if there is more than one condition to add
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Important:
UAB conditions should NOT include financial conditions. This is because the
applicant will receive financial conditions from the college and could result in the
applicant being asked to provide the same information twice. This could also result in
one body accepting the condition and the other rejecting it.

Click on
to save

Click on
to close the form
On exiting the form you will receive the following message which asks you to save
the changes a second time.

Click
to close the message
Important:
It is essential that the record be saved for the second time. If it is not saved in this
manner the conditions just entered will not be saved.

Click on
to save

Click on
to close the form
5.4 UAB Offer – Non-Matriculated Programmes
In the case of non-matriculated programmes of study, the system will automatically
update the college conditions as not applicable.
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5.5 UAB Rejects Applicant
This step deals with the case where a UAB is not able to make an offer.
 To Update an Applicant’s Status to ‘Reject’

Open the relevant application record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Enter the following details in the corresponding fields:
Outcome Status: select the appropriate status from the List of Values:
GR_REJECT
Decision Date: use the List of Values (calendar) or enter the date in the following
format: dd-mmm-yy, e.g. 12-JAN-05
Decision Maker: select the appropriate decision maker from the List of Values
 Note: Unless you have the decision maker’s number, you will need to search by
name. In order to do this click on the LOV, type % in the Find box, then click
[Find]. This will bring up the FULL list, type %surname and click [Find]
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Decision Reason: select the appropriate decision from the List of Values: NOT
QUALIFIED

Click on
to save

Click on
to close the form
The following message appears:

Click on

Click on
to close the form
 NOTE: if a rejected applicant’s documents have been printed or saved
electronically, they will need to be shredded or deleted.
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5.6 Reversing a Decision to Reject an Applicant
If an applicant has been rejected in error, or a decision maker subsequently
changes their mind, the decision can be reversed.
 To reverse a Reject decision if required

Open the relevant application record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Tick the Request for Reconsideration check box

Click on

The Outcome Status field will revert to PENDING and all other data will be
removed.

Re-enter the appropriate decision in the usual way and save.
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5.7 Re-Evaluating an Applicant
If an applicant is acceptable to the UAB, but either the total number of offers for the
programme have already been made, or will be made if the offers from the current
application deadline are taken into consideration, then an applicant can be reevaluated in the next application deadline, if one is available.
 To Update an Applicant’s Status to ‘Re-Evaluate’

Open the relevant application record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Enter the following details in the corresponding fields:
Outcome Status: select the appropriate status from the List of Values: GR_REEVAL
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Important:
If the applicant is being given a re-evaluation status for the first time, the Outcome
Status, upon entering this form, will be PENDING. But if the applicant has already
been given a re-evaluation status for a previous Application Deadline, the status will
already be correct (i.e. GR_RE-EVAL) and just the date will need to be updated, as
well as the decision maker if this is different.
Decision Date: use the List of Values (calendar) or enter the date in the following
format: dd-mmm-yy, e.g. 12-JAN-05
Decision Maker: select the appropriate decision maker from the List of Values
 Note: Unless you have the decision maker’s number, you will need to search by
name. In order to do this click on the LOV, type % in the Find box, then click
[Find]. This will bring up the FULL list, type %surname and click [Find]
Decision Reason: select the appropriate decision from the List of Values:
CAPACITY

Click on
to save

Click on
to close the form
You are returned to the Applications Form:

Enter the following detail in the corresponding field:
Application Deadline: select the next available application deadline for that
applicant’s chosen programme of study from the List of Values

Click on

A new coversheet will automatically be generated and printed out in the GAF
office, and will be forwarded onto you.
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5.8 Process Wait List Decision
If an applicant is acceptable to the UAB, but either the total number of offers for the
programme have already been made, or will be made if the offers from the current
application deadline are taken into consideration, then an applicant can be wait-listed
if no subsequent Application Deadline is available.
 To Update an Applicant’s Status to ‘Wait List’

Open the relevant application record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:
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
Enter the following details in the corresponding fields:
Outcome Status: select the appropriate status from the List of Values:
GR_WAITLIST
Decision Date: use the List of Values (calendar) or enter the date in the following
format: dd-mmm-yy, e.g. 12-JAN-05
Decision Maker: select the appropriate decision maker from the List of Values
 Note: Unless you have the decision maker’s number, you will need to search by
name. In order to do this click on the LOV, type % in the Find box, then click
[Find]. This will bring up the FULL list, type %surname and click [Find]
Decision Reason: select the appropriate decision from the List of Values:
CAPACITY
Waitlist Status: automatically populates as PENDING. If there is a requirement to
rank the waiting list, select ACTIVE from the List of Values
Waitlist Rank: activated when Waitlist Status set to ACTIVE. This field is free text
to allow an appropriate ranking entry

Click on
to save

Click on
to close the form
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6 College Selection
6.1 Objectives
The objective of this section is to enable you to:

Understand the Graduate Open College Application Tool process (GOCAT)

Understand the college selection process

Add new college decision records during the college selection process
6.2 The Graduate Open College Application Tool Process (GOCAT)
From 1 September 2010 the Graduate Open College Application Tool (GOCAT) was
introduced to enable graduate applicants to either specify a college or opt for an
open college application whereby they indicate no college preference. There is no
requirement for applicants to specify a second-choice college.
Successful applicants who have submitted an open college application will have a
college automatically assigned to their record by the GOCAT process depending on
the program of study and availability of places, once an offer has been entered onto
OSS. The allocation process will run overnight from Monday to Friday so the
allocated colleges will appear on OSS the working day after the decision was
recorded. The option of holding up the application to go through allocation process
for funding purposes is available to UABs by entering a HOLD rating in the OSS
location field of the record.
Applicants who are rejected by the first college, whether they have specified a
college or have submitted an open college application, will have a second college
allocated to their record automatically as part of the GOCAT process, unless the
UAB has opted out of the process. All applicants who are rejected by the second
college will automatically be included in the Clearing House process.
Each time the GOCAT process runs a log file is generated. The Graduate
Admissions and Funding Office (GAF) will use this information to notify UABs which
of their applications have had a college assigned to them. The UAB should then
manually amend the relevant coversheets and forward them, along with copies of the
offer letters, onto the colleges.
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The following values may be displayed in the Location field of an application:
OPEN
All applications in which the applicant has indicated no college preference
will have a value of OPEN in the location field. After the UAB has entered
its decision onto OSS the GOCAT process will allocate a college and
update the location field and ratings form accordingly.
HOLD
The GOCAT process will ignore any applications with a value of HOLD in
the location field.
SBS applications will be initially allocated a value of HOLD until the
applicant has paid a deposit, after which SBS will allocate a college to the
application manually.
HOLD may also be used by UABs who wish to prevent the GOCAT
process from allocating a college to an application, for example: where
there are funding issues.
CLEAR
All applicants (except SBS) who have been rejected by two colleges will
automatically be included in the Clearing House process. This includes
applicants who have indicated a college preference on their application as
well as open applications.
Note: Said Business School applicants are excluded from the Clearing
House process. In all cases SBS will allocate a college manually.
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6.2.1 VIEWING AN OPEN APPLICATION PRIOR TO BEING PROCESSED BY GOCAT
Open applications can either be identified by running the Submitted Graduate
Applications Dataview and selecting Open College Application in the college field,
or by logging into OSS and retrieving the record.
 To view an OPEN application in OSS:

Open the required application record, navigation: Direct Admission / Open
Application

The location field will contain the value OPEN

Click on

Select the
tab
The Rating Type will contain the value OPEN
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6.2.2 APPLYING
A HOLD TO PREVENT GOCAT FROM PROCESSING AN APPLICATION
UABs may need, for funding reasons, to put a HOLD on an application either for the
applicant's preferred college or to prevent the allocation of a college to an application
via GOCAT. Most commonly this will be for Clarendon scholars or college-linked
RCUK studentships. If the applicant has indicated a college preference, the college
should be advised when a HOLD is applied to the application.
 To apply a HOLD to an application

Open the application. The location field will initially display OPEN or the
applicant's preferred college

Click on the LOV and select HOLD

Click on

Click on the
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Entering and Viewing General Funding Details

Select the

Enter the current date in the Evaluation Date field

Click into the LOV in the Rating

Select NUC Not under consideration from the LOV

Tick the Closed box

Click on the
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
Click into the next row

Enter 542949 into the Evaluator Number field

Enter HOLD into the Rating Type field

Select DGS_SELECTION from the LOV in the Rating Scale field

Click on
to save

Click on
to close the form.#
6.2.3 REMOVING A HOLD FROM AN APPLICATION WHEN COLLEGE PLACE FOUND
Once a college place has been agreed, the application must be updated
accordingly.
 To remove a hold from an application and assign a college

Click into the Location field and select the college from the LOV.
Note: only colleges accepting for the programme can be selected from the
Location drop down list.
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
Click on

Click on the
button to open the Ratings form

Select the
tab

Enter the current date in the Evaluation Date field

Select N/A in the Rating field

Ticked the Closed box
to save
Note: Ticking the closed box is essential to ensure correct processing by GOCAT.

Click on

Click on the
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Entering and Viewing General Funding Details

Enter the evaluator number of the college in the Evaluator Number field

Enter the rating type for the college in the Rating Type field

Select DGS_SELECTION from the LOV in the Rating Scale field

Click on
to save.
6.2.4 RE-ASSIGNING ORIGINAL COLLEGE OR OPEN IF NO COLLEGE PLACE IS FOUND
If a college place is not secured then the application must be re-assigned to the
applicant's original preference. This may be a college, if the applicant indicated a
college preference, or OPEN, if there was not college preference.
 Re-assigning original college or OPEN college

Open the application and change the Location field to either OPEN or select
the applicant's first choice college from the LOV
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
Click on

Click on the
button to open the Ratings form

Select the
tab

Enter the current date in the Evaluation Date field

Select N/A in the Rating field

Ticked the Closed box

Click on

Click on the

Enter the evaluator number of the college in the Evaluator Number field

Enter the rating type for the college in the Rating Type field

Select DGS_SELECTION from the LOV in the Rating Scale field

Click on

Update the coversheet and forward to the college in the usual way.
to save.
to save.
tab to enter the new college details
to save
In the example shown below, the applicant selected Brasenose College (BNC), so
the application has been re-assigned to BNC.
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In the example below, the applicant indicated no college preference so the
application has been re-assigned to OPEN. GOCAT will assign a college in the
usual way.
6.2.5 AN OPEN APPLICATION AFTER IT HAS BEEN PROCESSED BY GOCAT
After the UAB has entered an offer onto OSS, the GOCAT process will assign a
college to the application. In the example shown, Exeter College has been assigned
to this application, and the Location field and Ratings form have been updated
accordingly.
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Entering and Viewing General Funding Details

Click on

Select the
tab
The OPEN rating will be processed and closed, and a new rating added for the
allocated college
6.2.6 AN APPLICATION WHICH HAS BEEN REJECTED BY THE FIRST CHOICE COLLEGE
This application was rejected by the applicant's first choice college (Keble), and the
GOCAT process has subsequently assigned Christchurch College to the application
with a Rating Scale of OPEN_ALLOCATION.
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6.2.7 OPTING OUT OF THE GOCAT PROCESS
UABs may opt out of the process, either for all their PGT applications, all PGR
applications, or both PGT and PGR. In this case UABs will manage the application
manually by actively choosing a second college and entering the details into the
Ratings form under Assign Evaluators tab, with a rating scale of DGS_SELECTION,
see section 6.3 College Selection Process.
PGCE, Rhodes Trust, Said Business School and the Department for Continuing
Education applications will not be processed by GOCAT. Said Business School
applications are also excluded from the Clearing House process.
Colleges may opt out of GOCAT towards the end of the admissions cycle if they are
full by sending a request to GAF.
Some PPHs (Blackfriars, Campion Hall, Ripon College and St Benet’s Hall) have not
been included in the GOCAT process as they have specific admissions requirements
which GOCAT cannot cater for.
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6.3 College Selection Process
UABs who used the HOLD option to prevent the GOCAT process from allocating a
college, and SBS which has opted out of GOCAT, will need to allocate a college
manually to the application.
 To allocate a college to an application

Open the required application record, navigation: Direct Admission / Open
Application

In the Programme Application Instance section of the form, enter the
following information in the corresponding field:
o Location: select the college to be allocated from the List of Values, eg:
Exeter

Click on

Click on
to save
The Ratings form is displayed:
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Entering and Viewing General Funding Details

Ensure the Assign Evaluators tab is selected

Click in a blank line to add a new record

Enter the following information in the corresponding fields:
o Evaluator Number: select the appropriate college evaluator from the List
of Values. To see the values that are available, type ‘%’ in the Find field of
the List of Values window and press [Enter]
o Rating Type: select the appropriate college name from the List of
ValuesRating Scale: from the List of Values, select ‘DGS_SELECTION’ to
indicate that this college is now evaluating the application as a result of the
College Selection Process
 Note: If the college rejects the Applicant, they will record N/A in the Enter
Evaluation tab, and return the coversheet to the UAB. The application will then
automatically be included in the Clearing House process.

Click on
to save

Click on
to close the form
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7 Entering / Viewing General Funding Details
All applicants are required to provide general funding details. These can be viewed
in the following section of OSS. This part of OSS is also used by UABs and colleges
to add any funding they might be awarding an applicant.
7.1 Objectives
The objectives of this section are to enable you to:

View funding details

Update funding details

Add a scholarship rank to an applicant's record
7.2 Viewing or Maintaining Funding Details
 To View the Maintain Person Funding Details Form
Method one: from the Direct Admission form

Open the Person Details form for the relevant applicant, navigation: Direct
Admission / Person Details

Click on
The Residency/Citizenship Details form appears.

Click on
from the menu bar
The Maintain Person Funding Details form appears with the applicant’s details
displayed.
Method two: from Navigator

In the Navigator window, click on Bursary Award Maintenance, then

Click on
OR

Double click on Bursary Award
Maintenance

Click on the Person Funding
sub-menu, then
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Entering and Viewing General Funding Details

Click on
OR

Double click on the Person Funding Details sub-menu
The Maintain Person Funding Details form appears:

Search for the relevant applicant record
 To Identify the Correct Application Record
A person may have more than one application record in OSS

Check the following fields to ensure the correct record with which to associate
the funding information is selected:
Academic Calendar
Programme Type
Programme Code
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 To See Other Application Records

Click into one of the fields in the Programme of Study section (except the
Person Status field)

Use the down and up arrows on your keyboard to see all existing applications
for that person
 Note: The status bar at the bottom of your screen will show which record you
currently have selected:
 To Enter General Funding Details

In the Maintain Person Funding Details form, ensure the Finance
Information tab is selected:

Enter the following details in the corresponding fields:
Fund Source: select the appropriate funding source from the List of Values, e.g.
‘Departmental Award’, ‘Faculty Award’, etc.
Fund Srce Code: this will populate automatically when the Funding Sources is
selected
Award Status: select the appropriate entry from the List of Values, e.g. ‘Applied to’,
‘Confirmed by responsible body’, or ‘Intention to apply to’
Amount: If the record represents the entire college fee or tuition fee, then the
amount should be left as zero. If the record represents partial cover for tuition fees or
full / partial cover for living expenses, a reasonably accurate indication of value per
year should be given, i.e. £12,500 for 3 years
Period Covered: select from the List of Values, e.g. ‘1 year’, ‘2 years’, etc
Expenses Covered: select from the List of Values, e.g. ‘Course and college fees’,
‘Living expenses’, etc.
Award Notification Date: this field is not mandatory if you have selected ‘Firmly
secured’ in the Award Status field, but if any other award status has been selected,
this field must be entered
Document Received: tick this box if required documentary evidence has been
received
Notes: this free text field can be used to enter any additional comments regarding
the applicant’s funding information
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Important:
Free text fields are available to input notes which may be relevant to the application.
Please note that under the Data Protection Act of 1998, which came into force on 1
March 2000, replacing the Data Protection Act of 1984, individuals are entitled to
request copies of any information the University holds on them, and this includes the
content of free text fields.

Click on
to save

Click on
to close the form
Important:
The Student Funding tab contains information of Scholarships applied for and
awarded by the Student Funding Office, and is for information only.. It should not be
updated by Colleges or Departments.
7.3 Add a Scholarship Flag to an Application Record
Introduction
The scholarship flag aims to provide a universally transparent kitemark of excellence
to enable funding decision-makers at all levels to be confident about the quality of
such applicants. The flag will be of particular use in identifying the very best students
for scholarship schemes where the donated funds cannot be ascribed to divisions for
allocation (e.g. in cases where there are geographical residency restrictions). In
addition, the flag aims to facilitate swift movement of good students through the
system, both at the college level and where scholarships are co-ordinated through
Graduate Admissions and Funding across the whole university for applicants, who
need to be of the highest standard.
Following careful consultation with divisional colleagues, the Graduate Admissions
Committee approved a target proportion of the top 20% of ranked applicants
following the relevant January deadline, which should be flagged for scholarship
purposes. This figure was arrived at by taking into account the average levels of
divisional scholarship funding over the last four years and including a buffer for each
divisional target proportion to allow for any in-year initiatives and consequent
increases in available funding.
 To add a scholarship flag

Open the Direct Admission form from Navigator

Ensure that the Application Summary tab is selected and the correct
application is selected if there is more than one
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Entering and Viewing General Funding Details

Click on

Click on
to open the Outcomes Form
The Outcomes form will be displayed:

Click on the

Enter either Divisional or UAB
ranking? field

Enter a rank percentile. ie: where an applicant has been ranked 4th out of 92
applicants the percentile would be 4 as the applicant falls into the top 4%. An
example is shown below:
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Entering and Viewing General Funding Details

Click on
to save

Click on
to close the form
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Application Processing Statuses
8 Understanding Application Statuses
8.1 Objectives
The objectives of this section are to enable you to:

View the application processing status

View the outcome status

View the response status

View the application instance status
Throughout the admissions process, it will be necessary to check some of the
following statuses: the Application Processing Status, the Outcome Status, the
Response Status and Application Instance Status for a given application. This
allows all parties involved in the admissions process to quickly see at what stage a
given application currently is.
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Application Processing Statuses
8.2 Application Processing Status
 To View the Application Processing Status

Open the Direct Admission form from Navigator

Ensure that the Application Summary tab is selected
Possible values for this field and their meanings are as follows:
Value
Meaning
ACTIVE
The application is open and can be edited in OSS
COMPLETE
The candidate has accepted and returned the contract, withdrawn
or conditions have been failed – no further processing is required
WITHDRAWN
The applicant withdrew after a decision has been made
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8.3 Outcome Status
 To View the Outcome Status

Open the Direct Admission form from Navigator

Ensure that the Application Summary tab is selected
Possible values for this field and their meanings are as follows:
Value
Meaning
COND_FAIL
The conditions were not fulfilled
GRAD_OFFER
An offer has been made
GR_RE-EVAL
The applicant is due to be re-evaluated in the next Application
Deadline
GR_REJECT
The applicant has been rejected by the UAB
GR_WAITLIST
The UAB has decided to waitlist the applicant
PENDING
The application is awaiting UAB evaluation
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8.4 Response Status
 To View the Response Status

Open the Direct Admission form from Navigator
Ensure that the Application Summary tab is selected
Possible values for this field and their meanings are as follows:
Value
Meaning
DEFER
The applicant has requested a deferral and the request is being
considered by the UAB
FINAL_C
The applicant has accepted the final offer and sent back the
signed contract
PENDING
The applicant’s response is outstanding
WITHDRAW
The applicant withdrew after an offer had been made
NOT_REQ
No response is expected from the applicant
CONT_SENT
The UAB has sent the University contract to the applicant
EARLY_ST
Means this application record was closed because the applicant
wanted to start early. Another, correct, application record will
have been created
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8.5 Application Instance Status
 To View the Application Instance Status

Open the Direct Admission form from Navigator

Ensure that the Application Summary tab is selected
The Application Instance Status field is highlighted above
Possible values for this field and their meanings are as follows:
Value
Meaning
INCOMP_TL
All supporting materials had not been received before the last or
only Application Deadline deadline passed
WITHDRAWN
The applicant withdrew before an offer was made
ERROR
The application was entered in error
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Recording Receipt of Conditions Documents
9 Recording Receipt of Conditions Documents
9.1 Objectives
The objectives of this section are to enable you to:
 Enter the receipt of a condition document
 Update the condition status – Condition fulfilled
 Update the condition status – Condition failed
 Update the condition status – Final cut-off date passed
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9.2 Entering the Receipt of a Condition Document
Applicants send evidence to satisfy the conditions set by the college (financial) and
UAB (academic). UABs should record the qualification in the Qualifications form,
and forward a copy of the document to GAF. GAF will then record the document in
the Personal Statements form, barcode and scan the document.
(See section 2.7 Adding the Approved Qualification Details)
9.3 Updating the Condition Status – Condition Fulfilled
Once received, the relevant party evaluates condition documents. If one or more
conditions are fulfilled, this needs to be updated accordingly in OSS.
 To Update the Condition Status – Condition Fulfilled

Open the relevant applicant record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:
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Recording Receipt of Conditions Documents

Click on
from the menu bar
The Offer Management form appears:

Enter the following information in the corresponding fields:
Status: select the appropriate status from the List of Values: ‘FULFILLED’
Update Date: this field automatically populates with the current date but can be
updated manually if required

Click on
to save

Click on
to close the form
 Note: OSS will automatically update the overall Conditional Offer Status based
on the status of each of the conditions and rules associated with the statuses.
This cannot be updated manually.
When the Offer Management form is closed, and
marked as fulfilled, the following message appears:
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Recording Receipt of Conditions Documents

Click on

Click on
to clear the message
to save
Important:
It is essential that the record is saved for the second time whenever this message
appears. If the record is not saved in this manner the conditions just entered will not
be saved and the Conditional Offer status will remain OUTSTANDING. This will
prevent a University Card being issued and a CAS request being submitted to the
UK Border Agency.
 NOTE: If the document is proof of qualification the Qualification Details must
be updated (see Section 2.6), and then forwarded onto the GAO where it will be
scanned and attached electronically to the application.
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9.4 Updating the Condition Status – Outstanding CRB Check
PGCE students must obtain CRB clearance before they can undertake any
classroom placements, but because the CRB clearance may not be received before
a student needs to register on course, a status of PGCE_PROV should be recorded
against the condition in the Offer Management form. Provided all other conditions
have been fulfilled, the record can then be updated to FINAL_C by the Card Office
and the record subsequently pre-enrolled,.
 Note: The Card Office will also apply a hold to the record which will be removed
when the CRB clearance is received.
 To Update the Condition Status – PGCE_PROV

Open the relevant applicant record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Click on
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Recording Receipt of Conditions Documents
The Offer Management form appears:

Enter the following information in the corresponding fields:
Status: select the appropriate status from the List of Values: ‘PGCE_PROV”
Update Date: this field automatically populates with the current date but can be
updated manually if required

Click on
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Recording Receipt of Conditions Documents

Click on
to close the form
 Note: When all other conditions have been fulfilled, OSS will automatically
update the overall Conditional Offer Status to PROV_PGCE.
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9.5 Updating the Condition Status – Condition Failed
Once received, the relevant party evaluates condition documents. If a condition is
failed, this needs to be updated accordingly in OSS.
 To Update the Condition Status – Condition Failed

Open the relevant applicant record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Click on
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Recording Receipt of Conditions Documents
The Offer Management form appears:

Enter the following information in the corresponding fields:
Status: select the appropriate status from the List of Values: ‘FAILED’
Update Date: this field automatically populates with the current date but can be
updated manually if required

Click on
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Recording Receipt of Conditions Documents

Click on
to warning message

Click on
to close the form
 Note: OSS will automatically update the overall conditional offer status based on
the status of each of the conditions and rules associated with the statuses. This
cannot be updated manually
Important:
Upon closing the Offer Management form, you are returned to the Application
Outcome form. This form must now be updated before closing down the application
(see next page).
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The following message appears:

Click on
Important:
Do not save this form until the Outcome Form has been updated
You are returned to the Application Outcome form:

Enter the following information in the corresponding fields:
Outcome Status: select ‘COND_FAIL’ from the List of Values
Decision Date: over-write the date in the following format: dd-mmm-yy, e.g. 12-JAN05 (LOV will not work)
Decision Maker Number: enter the person ID for the relevant decision maker. If you
do not know the person number, first enter ‘%’ in the Find field of the List of Values.
Then search for the person using the wildcard symbol ‘%’, e.g. if searching for
Louise Timoney, type %timoney% and press [Enter]
Decision Reason: select ‘NOT_QUAL’ from the List of Values

Click on
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Recording Receipt of Conditions Documents

Click on
message

Click on
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to close the form
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Recording Receipt of Conditions Documents
9.6 Updating the Condition Status – Final Cut-Off Date Passed
Once the final cut-off date for the fulfilment of all conditions has passed, applicant
records with outstanding conditions must be updated in OSS.
 To Update the Condition Status – Final Cut-Off Date Passed

Open the relevant applicant record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:
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
Enter the following information in the corresponding fields:
Outcome Status: select ‘COND_FAIL’ from the List of Values
Decision Date: over-write the date in the following format: dd-mmm-yy, e.g. 12-JAN05 (LOV will not work)
Decision Maker Number: enter the person ID for the relevant decision maker. If you
do not know the person number, first enter ‘%’ in the Find field of the List of Values.
Then search for the person using the wildcard symbol ‘%’, e.g. if searching for
Louise Timoney, type %timoney% and press [Enter]
Decision Reason: select ‘NOT_QUAL’ from the List of Values

Click on

Click on
message

Click on
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to
to close the form
99
Withdrawing Applicants
10 Withdrawing Applicants
10.1 Objectives
The objectives of this section are to enable you to:
 Record an applicant’s withdrawal before an offer has been made
 Recording an applicant’s withdrawal after an offer has been made
10.2 Recording an Applicant’s Withdrawal Before an Offer is made
An applicant may decide to withdraw before the UAB has made a decision on the
application. This needs to be recorded in OSS. This includes applicants who have
been Wait listed or are to be Re-evaluated.
 To Record an Applicant’s Withdrawal before an offer has been made

Open the relevant application record, navigation: Direct Admission / Open
Application
The Applications form appears

Select the Withdraw Application tab:
The Withdraw Application form appears
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Withdrawing Applicants

Enter the following information in the corresponding field:
Application Instance Status: select ‘WITHDRAWN’ from the LOV
Reason: select appropriate value from LOV.

Click on
to save
 Note: On saving the Resubmission Deadline date will be entered automatically.
This gives a date up-to which the application may be re-opened

Click on
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Withdrawing Applicants
On returning to the Direct Admission Form, the Application Processing Status
will have changed to Withdrawn.
 NOTE: If withdrawn applicants’ documents have been printed or saved they
should be shredded or deleted.
10.3 Recording an Applicant’s Withdrawal After an Offer Has Been Made
 To Record an Applicant’s Withdrawal After an Offer Has Been Made

Open the relevant application record, navigation: Direct Admission / Open
Application

In the lower part of the form, click on
The Application Offer Response form appears:
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Withdrawing Applicants

Enter the following information in the corresponding field:
Offer Response Status: select ‘WITHDRAW’ from the List of Values
Reason: select appropriate value from List of Values
If selecting Other Institution in the Reason field the Intent to attend other
institution will be required
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Intent to attend other institution: select relevant institution the List of Values
Click on

Click on
to save
to close the form
On returning to the Direct Admission Form will now show a Response Status of
Withdrawn.
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Withdrawing Applicants
 NOTE: If a withdrawn applicants’ documents have been printed or saved they
should be shredded or deleted.
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Recording Applicant Responses
11 Recording Applicant Responses
11.1 Objectives
The objectives of this section are to enable you to:
 Record an applicant’s intent to accept

Record an applicant’s phone call

Record acceptance of final offer
11.2 Recording an Applicant’s Intent to Accept
These steps are followed when the applicant has responded positively to a
conditional offer.
 To Record an Applicant’s Intent to Accept

Open the required application record, navigation: Direct Admission / Open
Application

Click on
in the bottom part of the form
The Requirements form appears:

Select the Post Admission tab:
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Recording Applicant Responses
The record against which acceptances are recorded displays. The Tracking Type
field reads ‘ACCEPT’.

To the right of the Description field, click on
The Tracking Items form appears:

In the lower part of the form (the Tracking Steps section), enter the following
information in the corresponding fields:
Step Complete: tick the box for the acknowledgement you are recording
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 Note: For non-matriculated programmes of study, the UAB should also update
the college information by ticking the ‘By-pass’ box on the appropriate line
Completion Date: this field will automatically populate with the current date when
the Step Complete box is ticked. To change, use the List of Values (calendar) or
enter the date in the following format: dd-mmm-yy, e.g. 12-JAN-05

Click on
to save
If you are the last person recording a particular applicant’s intent to accept, the
following message will appear:

Click on

In the top part of the form, enter the following information in the corresponding
field:
Tracking Status: change the value in this field from ACTIVE to COMPLETED by
using the List of Values:

Click on
to save

Click on
to close the form
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11.3 Recording that you have sent out the Contract
When you send out the University Contract, you must record this in OSS
 To Record that you have sent out the Contract

Open the relevant application record, navigation: Direct Admission / Open
Application

In the lower part of the form, click on
The Application Offer Response form appears:

Enter the following information in the corresponding field:
Offer Response Status: select ‘Cont_Sent’ from the List of Values

Click on
to save

Click on
to close the form

Click on
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Deferrals
12 Deferrals
12.1 Objectives
The objectives of this section are to enable you to:
 Check the status of conditions
 Progress a deferral request
12.2 Checking the Status of Conditions
Once a deferral request has been received, the status of the applicant’s conditions
fulfilment must be verified. An applicant is only eligible for deferral if all conditions set
have been fulfilled.
 To Check the Status of Conditions

Open the relevant applicant record, navigation: Direct Admission / Open
Application

Click on
The Application Outcome form appears:

Click on
in the menu bar
The Offer Management form appears:
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
Check the Conditional Offer Status field in the top left portion of the form
 Note: In the example above, conditions are still outstanding, in the example
below, all conditions have been fulfilled (conditional offer status is ‘COMPLETE’).
Only in the situation below will the applicant’s deferral request be considered.
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12.3 Recording the Deferral Request
If the applicant requesting a deferral has satisfied all conditions, including financial
ones, and all parties agree to the deferral, this must be recorded in OSS. If the
request is received before the contract has been returned, and the Offer Response
status has not been updated to FINAL_C, forward the request and any supporting
documentation to the GAO. . They will close the existing application and re-enter a
new one for the following year.
If the applicant has returned their contract, and the Offer Response status has been
updated to FINAL_C the admission record will be closed. In this case the GAO will
not be able to process the deferral, and the UAB should contact the GSA responsible
for that particular subject.
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Reporting and Requests
13 Reporting and Requests
13.1 Objectives
The objectives of this section are to enable you to:

Run OSS reports

Understand the Concurrent Manager

Submit future report requests
13.2 Running OSS Reports
This section documents the basic steps to run a standard report in OSS. All reports
and processes are run from the Concurrent Manager, which requires parameters to
provide accurate results. Refer to page 130 to see a list of required parameters for
reports and processes.
13.3 Understanding the Concurrent Manager
13.3.1 CONCURRENT MANAGER
This is the form within OSS that runs and monitors time-consuming tasks such as
running reports and scheduling processes to run at the same time. All reports and
request sets are run as concurrent requests in OSS. The Concurrent Manager is
used to view the status and output of all requests. Parameters and schedules can be
defined to determine the priority in which reports and processes are run.
13.3.2 CONCURRENT PROCESSES
A request is made each time the system is asked to complete a specific task, such
as running a report or process. After the request has been submitted, the Concurrent
Manager automatically takes over the management of the request, which will
complete without further assistance unless there is an error.
Tasks within OSS running simultaneously to complete, such as reports or request
sets (multiple requests that have been pre-defined) are referred to as concurrent
processes. Each time that a request is submitted, a new process is added to the
queue.
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Reporting and Requests
13.4 Running an OSS Report
 To Run a Report
 From Navigator, open the Submit a New Request form, navigation:
Requests / Concurrent Manager / Requests / Run
 Click on
OR
 Double Click on Run
The Submit a New Request form appears:
13.5 Types of Requests
Single Request
Submits a request for one report or process
Request Set
Submits a request to run multiple reports or processes that
have already been defined to run concurrently and in a certain
order. This function will only be used by the Graduate
Admissions Office
 Ensure Single Request is selected
 Click on
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The Submit Request form appears:
 Enter the following details in the corresponding field:
Name: select the required report from the Reports List of Values
 Note: The options listed in the Reports List of Values will depend on the
assigned responsibility
 Select the required report
 Click on
The Parameters window appears:
 Note: This is the Parameters form for the Applicants Without College
Placement – College Selection Process
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report - the parameters vary
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Reporting and Requests
depending on which report is selected (see Appendix B: Reports and Requests
on page 130 to find out mandatory parameters for each report)

Enter the following details in the corresponding fields:
Admission Calendar: select the relevant entry from the List of Values, e.g.
‘0506ADMS1M’. The codes in this type of List of Values break down into:
0 5 0 6 A D M S 1 M
0506 stands for the start
and end dates of the
admissions year, e.g.
2005-2006
ADMS
stands for
Admissions
Year
1M means the
application is for entry
in the first term Michaelmas term
0 6 0 7 A C Y R 1 M
0607 stands for the start
and end dates of the
academic year, e.g.
2006-2007
ACYR
stands for
Academic
Year
1M means the
application is for entry
in the first term Michaelmas term
Application Deadline: select the next available Application Deadline for that
applicant’s chosen programme of study from the List of Values
UAB: select from the List of Values or leave blank for all available
 Click on
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The Submit Request form will be re-displayed with the report name, parameters,
and scheduled time displayed:

Click on
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The Requests form appears and lists the name and status of the report or process:
The Requests form will show a Phase and Status summary for each request that
has been submitted. Requests go through four phases as they are processing:
pending, running, completed, and inactive. During each phase of processing the
request, the report or process can result in many statuses in between normal and
erred processing.
13.5.1 PHASES
Phase
Purpose
Pending
Request is in the queue waiting to be processed
Running
Request is processing
Completed
Request is completed
Inactive
Programme to run the request is disabled
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13.5.2 STATUSES
Status
Purpose
Normal
Request is running normally
Standby
Request is pending and being held in the queue awaiting
availability within the Concurrent Manager
Scheduled
Request is scheduled to start at a future time or date
Paused
Request is waiting for another request to finish completing
before it starts
Resuming
Request is in the process of restarting as a result of being
put into ‘Waiting’ or ‘Paused’ status
Terminating
Request is in the process of ending
Waiting
Request is waiting for another request to mark it as
complete before it can continue
Error
Request failed to complete successfully
Warning
Request completed with warnings
Terminated
Request failed to complete successfully and system ended
the process
Disabled
Request to run has not been enabled
On Hold
Request placed on hold
 Click on
‘Completed’
until the report phase is shown as
 To View or Print the Report
 Ensure the Phase of the report is ‘Completed’ and the appropriate report is
selected from the results; a blue indicator will appear to the left of the record
 Click on
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The report appears:
 Note: A separate Internet browser window will open to display the report in PDF
format; this is the Applicants Without College Placement – Intelligent
System report
 Review the details of the report
 Click on
to print the report
 Click on
save the report
 Click on
form
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Reporting and Requests
 To View the Log File
To identify the details of a report or process that results in errors, the Log File will
provide specific error messages and information about the print options used and a
listing of the Request IDs and missing parameters.

Click on
The Log file appears:

Scroll down to read the contents of the log
Important:
The log file will not show the total number of pages. The only way to find out the total
number of pages is to go to the last page of the log.
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Button
Purpose
Go To
Displays the Go to Page window; enter a specific page
number and click [OK] to jump to that page
First
Displays the first page of the file
Previous
Displays the previous page
Next
Displays the next page
Last
Displays the last page in the file output

Click on
to close the Log File form

Click on
to close the Requests form
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13.6 Running or Viewing Previously Used Reports
 To Run a Previously Used Report
 Click on
to access the Navigator window (if not visible)
 Select Requests / Concurrent Manager / Requests / Run
The Submit a New Request window displays:
 Click on
The Submit Request form displays:
Click on
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A list of reports that you have run previously appears:
 Select the report you require
 Click on
The Submit Request window will be re-displayed with the selected report name,
parameters, and scheduled time displayed as per the last time it was run.

Modify any details as required (by clicking into the Parameters field) and
submit as before
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 To View a Previously Run Report
You can view reports you have previously run in OSS. These will be frozen in time
and will not re-query updated information from the database.

From the menu options, select View / Requests
The Find Requests form appears:

Click on
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The Requests window appears; listing reports you have previously run:

Click in the line of the report you wish to view (ensure the blue record indicator
is in the correct line)

Click on
time the report was run

Click on
to see information regarding the date and
to see the report
The report will appear in a separate window in PDF format.
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13.7 Scheduling Reports
Reports and processes can be scheduled to run at a date and time in the future.
Schedules can be set up to run automatically for reports and processes that are run
on a regular basis.
 To Select the Report
Submitting requests is one of the most frequently performed actions in OSS. Add the
following Navigator menu option to the Top Ten List.
 From Navigator, open the Submit a New Request form, navigation:
Requests / Concurrent Manager / Requests / Run
 Click on
OR
 Double click on Run
The Submit a New Request form appears:
 Note: See Types of
Requests on page 114 for
definitions of Single
Request and Request Set
 Ensure Single Request is selected
 Click on
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The Submit Request form appears:
 Enter the following details in the corresponding fields:
Name: select the required report from the List of Values
 Note: The options listed in the Reports List of Values will depend on the
assigned responsibility
 Select the required report
 Click on
The Parameters window appears:
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 Note: This is the Parameters form for the Applicants Without College
Placement – College Selection Process report - the parameters vary
depending on which report is selected (see Appendix B: Reports and Requests
on page 130 to find out mandatory parameters for each report)

Enter the following details in the corresponding fields:
Target Year: select the target year using the List of Values
Report Type: select the report type from the List of Values
 Click on
The Submit Request form will be re-displayed with the parameters and report name
displayed.
 To Select the Printer

On the Submit Request form, click on
The Upon Completion form appears:
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
Enter the following information in the corresponding fields:
Printer: select your printer from the List of Values
 Note: If your printer does not appear on the List of Values, please call the
STUDENT SYSTEMS Support Centre on 84848 to have it added to the list
Copies: enter the number of copies you would like to print out

Click on
 To Set up a Report Schedule
Reports can be run As Soon as Possible, or a scheduled time can be selected for
the report to run.
 From the Submit Request form, click on
The Schedule form appears:
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13.8 Scheduling Options
There are four scheduling options to choose from:
 As Soon as Possible: request is
immediately submitted to run
 Once: request is for a specific date
and time
 Periodically: request is for a specific
start and end timeframe to schedule a report
 On Specific Days: request is for one
or more date(s) and time(s)
13.8.1 AS SOON AS POSSIBLE

From the Schedule form, select As Soon as Possible

Click on

Ensure the report name, parameters, and scheduled time displayed are
accurate

Click on

Click on

Click on
until the Phase field reads ‘Completed’
to view the report
13.8.2 ONCE

From the Schedule form, select Once
The Run At field appears:

Enter the following details in the corresponding fields:
Run At: select the relevant start date and time using the List of Values
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The Calendar appears:
Month: click on
to select the last month, or
to select the next month
Year: click on
to select the last year, or
to select the next year
Hour: select the relevant value using the List of
Values
Minute: select the relevant value using the List
of Values
Select AM or PM

Click on
to close the
Calendar

Click on

Ensure the report name, parameters, and scheduled time displayed are
accurate

Click on

Click on

Click on
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to return to the Submit Request form
until the Phase field reads ‘Completed’
to view the report
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Reporting and Requests
13.8.3 PERIODICALLY
This option brings up several new fields that allow entry of specific intervals of
minutes, hours, days, or months that requests should be submitted. This option also
provides the flexibility to count intervals from the requested start time of the request
or from the completion time of the request.

From the Schedule form, select Periodically
The Schedule form changes to show additional scheduling options:

Enter the following details in the corresponding fields:
Start At: enter the relevant start date and time using the List of Values
 Note: The Calendar form appears after the Start At List of Values is selected
Month: click on
Year: click on
to select the previous month, or
to select the previous year, or
to select the next month
to select the next year
Hour: select the relevant value using the List of Values
Minute: select the relevant value using the List of Values
Select AM or PM

Click

Enter the following details in the corresponding fields:
to close the Calendar
End At: enter the relevant start date and time using the List of Values (leave blank
to run indefinitely)
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 Note: The Calendar form appears after the End At List of Values is selected
Re-run every: select Month(s), Week(s), Day(s), Hour(s), or Minute(s) using the List
of Values and type the relevant whole numbers using the following format: X, XX,
XXX, e.g. 1, 12, 60, 120
Apply the Interval: select the interval from the beginning or completion of the
requested periodic run
 Note: For example, if the report is scheduled to run at 7:00 a.m. every 5
minutes, and the process takes 2 hours to complete, then one of two intervals
can be specified:
From the Start of the prior run: results in the report running again at 7:05 am
From the Completion of the prior run: results in the report running again at 9:05
am
Save this schedule: tick this box to add this schedule to the list of Pre-defined
Schedules for future use

Click

Ensure the report name, parameters, and scheduled time displayed are
accurate

Click on

Click on

Click on
to return to the Submit Request form
until the Phase field reads ‘Completed’
to view the report
Important:
If the start time is not specified, the system will use the current time as the default.
Also, if the end time is not specified, the system will automatically repeat the request
indefinitely until an end time or cancellation of the request is selected.
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13.8.4 ON SPECIFIC DAYS
 From the Schedule form, select On Specific Days
The Schedule form changes to show additional scheduling options

Enter the following details in the corresponding fields:
Start At: enter the relevant start date and time using the List of Values
 Note: The Calendar form appears after the Start At List of Values is selected
Month: click on
Year: click on
to select the previous month, or
to select the previous year, or
to select the next month
to select the next year
Hour: select the relevant value using the List of Values
Minute: select the relevant value using the List of Values
Select AM or PM

Click

Enter the following details in the corresponding fields:
to close the Calendar
End At: enter the relevant start date and time using the List of Values (leave blank
to run indefinitely)
 Note: The Calendar form appears after the End At List of Values is selected
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Dates of Every Month: click on the
specific date(s)
Days of Every Week: click on the
specific days of every week, as
appropriate
Save this schedule: to add this to the list of Pre-defined Schedules for future use

Click

Ensure the report name, parameters, and scheduled time displayed are
accurate

Click on

Click on

Click on
to return to the Submit Request form
until the Phase field reads ‘Completed’
to view the report
Important:
If the start time is not specified, the system will use the current time as the default.
Also, if an end time is not specified, the system will automatically repeat the request
indefinitely until an end time or cancellation of the request is specified.
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 To Use a Previously Saved Schedule
 Open the Submit Request form, navigation: Requests / Concurrent
Manager / Requests / Run
 On the Submit a New Request form, click on
 On the Submit Request form, click on
 From the Schedule form, select the appropriate option:
 As Soon as Possible: request is
immediately submitted to run,
 Once: request is for a specific date and
time,
 Periodically: request is for a specific start
and end timeframe to schedule a report,
OR
 On Specific Days: request is for one or
more date(s) and time(s)

Click on

Select a previously saved schedule from the Pre-defined Schedules List of
Values

Click on
to close the Pre-defined Schedules form
The Schedule form
appears:
 Note: The details
of the previously
defined option will
appear

Click on
to
return to the Submit
Request form
 Ensure
report name, parameters, and scheduled time displayed are accurate

the
Click on
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
Click on

Click on
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until the Phase field reads ‘Completed’
to view the report.
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Appendices
14 Appendix A - Keyboard Shortcuts
Function
Key
Function
Key
Clear Block
[F7]
Next Block
[Shift]+[PageDown]
Clear Form
[F8]
Next Field
[Tab]
Clear Record
[F6]
Next Record
[Down]
Commit (Save)
[Ctrl]+[S]
Count Query
[F12]
Next Set
Records
Delete Record
[Ctrl]+[Up]
Down
[Down]
Duplicate Field
[Shift]+[F5]
Duplicate
Record
[Shift]+[F6]
Edit
[Ctrl]+[E]
Enter Query
[F11]
Execute Query
[Ctrl]+[F11]
Exit
[F4]
Help
[Ctrl]+[H]
Insert Record
[Ctrl]+[Down]
List of Values
[Ctrl]+[L]
List Tab Pages
[F2]
of [Shift]+[F8]
Previous Block
[Shift]+[PageUp]
Previous Field
[Shift]+[Tab]
Previous
Record
[Up]
Print
[Ctrl]+[P]
Return (Enter)
[Return]
Scroll Down
[PageDown]
Scroll Up
[PageUp]
Show Keys
[Ctrl]+[K]
Toggle
Mode
Query [Ctrl]+[B]
Up
[Up]
Update Record
[Ctrl]+[U]
 Note: These shortcuts work for PC users only
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15 Appendix B: Reports and Requests
The purpose of this appendix is to list the reports in the order in which they appear
throughout the graduate admissions process. Each section includes the relevant
reports with a brief description of the purpose, notes that pertain to the scheduling
options, and a table reference of the parameters.
 Note: As these reports continue to be available on OSS, the instructions are
included with this manual. However, the information can also be obtained by
running the Submitted Graduate Applications dataview and Discoverer Viewer
reports.
15.1 GRAD2: Process Application
15.1.1 GRADUATE INCOMPLETE APPLICATIONS REPORT (XXIGS)
The purpose of this report is to provide a listing of all applications that are incomplete
or too late at the time the report is run. You can select from the following:

Incomplete_Too Late: applications are those that were not completed (e.g.,
supporting material not sent in before the last Application Deadline deadline
passed and there are no future Application Deadlines

Incomplete_Current: applications are those for which there is at least one
Application Deadline in the future.
When should the report be run?
This report should be run after each Application Deadline (Application Deadline)
closing date to identify “incomplete - too late” and “too late” applications, as these
will need to be closed in OSS. The report can be run at any time to identify
applications that are incomplete at the time the report is run (these applications
might still become complete before the end of the Application Deadline closing date).
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
Division
UAB
M
Relevant admission calendar
M
O
Programme
O
Status
Order by
M
M
Relevant division. It is possible to select All Divisions
Lists the University Admitting Body (UAB) offering the programme
of study to which an applicant is seeking admittance
The programme of study being applied for by an applicant at its
highest level (e.g. BA Hons Modern Languages)
Choose Incomplete or Incomplete_TL
Order by PoS or Applicant Surname
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15.1.2 COMPLETE APPLICATIONS – UAB NOTIFICATION REPORT (XXIGSR0041)
The purpose of this report is to provide a list of applicants to be considered within the
Application Deadline selected, and also identified the applicants that have been reevaluated within the Application Deadline.
When should the report be run?
This report should be run daily in between the Application Deadline closing date and
the Application Deadline UAB decision date to keep the list up-to-date.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
Application
Deadline
M
Relevant admission calendar
M
UAB
M
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
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15.1.3 GRADUATE COVER SHEETS REPORT (XXIGSR0053)
The purpose of this report is to print the cover sheet that should be included when
the coversheet is passed in between offices throughout the graduate admissions
process.
When should the report be run?
The GAO should run the report once the application becomes complete (the
application form and all minimum supporting materials have been received) in
preparation to send the coversheet to the UABs.
The UABs should run the report for all applications that are put forward for reevaluation, which will produce an updated UAB section with the new Application
Deadline allocated accordingly.
 Note: If the coversheet does not print, this means that the coversheet for this
particular Application Deadline, has already been printed by either the GAO,
UAB, or the college. A duplicate can be obtained for one cover sheet at a time by
resubmitting the report and entering ‘Yes’ in the Print Duplicate parameter box.
Parameter
(M)andatory Description
or (O)ptional
Admission
Category
Admission Year
O
Application
Deadline
O
Department/
Faculty
Administrator
Application ID
Report Sections
O
Print Duplicate
O
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O
O
O
M
Allows the report to run for a specific admissions category
(research, taught, non-matriculated)
Shows the admission year in which the application is being
considered
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
Department or faculty submitting the request
Shows the relevant administrator requesting the report
The applicant record number
Provides the ability to print specific sections of the report
(UABs should select ‘UAB’ to print all of the sections excluding
the college and GAO sections)
If the cover sheet has been printed already for a specific
APPLICATION DEADLINE enter yes, otherwise select no.
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15.2 GRAD2b: Process International Office Bursary Applications
15.2.1 LIST APPLICANTS FOR SCHOLARSHIP REPORT (XXIGSR0049)
The purpose of this report is to list applicants by selected scholarships and statuses.
When should the report be run?
The IO should run the report during the processing of bursaries before shortlisting
and ranking applicants.
Parameter
(M)andatory Description
or (O)ptional
Scholarship(s) to
be included within
report
Academic
Calendar
associated with
scholarship(s)
University
Decision
University Division
M
Scholarship that the applicant is being considered for
O
If no value is given, the current admission calendar is
assigned
M
O
Shows the status of the UAB decision for the relevant
applications
Shows the relevant division
Scholarship Award
Status
DEPARTMENT
Application
Deadline
M
Shows the status of the applicant’s scholarship outcome
M
M
Shows the relevant department
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
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15.3 GRAD3: UAB Evaluates Applicant
15.3.1 GRADUATE TARGETS MANAGEMENT MATRIX REPORT (XXIGSR0043)
The purpose of the Graduate Targets Management Matrix Report is to provide UABs
and colleges with information about target numbers for programmes of study when
making offers and waiting list decisions. UABs have identified targets for each taught
and research programme, which are referred to as ‘target places’.
Once the target places are confirmed, a corresponding target percentage of
additional offers is added; the percentage is calculated based on the number of
offers required to achieve the target places whilst allowing for withdrawals and failed
conditions. These numbers are referred to as ‘target offers’.
When should the report be run?
This report should be run before making decisions on applicant coversheets to
identify information about target numbers.
Parameter
(M)andatory Description
or (O)ptional
Report Type
Target Year
Organisational
Unit
Programme
M
M
O
Select college, division, or UAB report
Select the relevant academic / admissions year
UAB, college, or division information
O
Select the relevant POS (only applicable for UAB report)
15.3.2 UAB REMINDER - DECISION REQUIRED REPORT (XXIGSR0042)
The purpose of this report is to provide a list of all applications for a given Application
Deadline with a UAB decision outstanding.
When should the report be run?
This report should be run on the Application Deadline UAB decision date to make
sure a decision has been made on all applicants allocated to the given Application
Deadline.

Note: This report does NOT check to see whether applications from the previous
Application Deadline have been put forward for reconsideration (see Applicants for Reevaluation Process Report (XXIGSR0056) on page 136 to view the relevant information)
Parameter
(M)andatory Description
or (O)ptional
Admission
M
Application
Deadline
M
UAB
O
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Shows the admission year in which the application is being
considered
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
Lists the UAB offering the programme of study to which an
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Appendices
Parameter
(M)andatory Description
or (O)ptional
applicant is seeking admittance
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15.3.3 APPLICANTS FOR RE-EVALUATION PROCESS REPORT (XXIGSR0056)
The purpose of this report is to provide a list of applicants that need to be reconsidered within the APPLICATION DEADLINE selected.
When should the report be run?
This report should be run on the UAB decision date to verify that a decision has been
made on applicants that were to be re-evaluated within the given Application
Deadline.
Parameter
(M)andatory Description
or (O)ptional
Admission Period
M
Division
M
UAB
M
Programme
Study
of
Application
Deadline
M
M
If no value is given, the current admission calendar is
assigned
Relevant division
Lists the UAB offering the programme of study to which an
applicant is seeking admittance (there is an option to select
‘ALL’ UABs)
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages; there is an
option to select ‘ALL’ Programmes of Study)
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
15.3.4 INCONSISTENT RE-EVALUATION STATUS REPORT (XXIGSR0059)
The purpose of this report is to list all applications that have an invalid combination of
re-evaluation status and Application Deadline. This might happen as a result of not
having updated the Application Deadline or the Outcome Status, as required.
 Note: Invalid combinations need to be corrected in the applicant record
When should the report be run?
This report should be run after the Application Deadline UAB decision date to check
that applicants have been put forward to the appropriate Application Deadlines.
Parameter
(M)andatory Description
or (O)ptional
Admission Period
O
Division
O
UAB
O
Programme of
Study
O
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If no value is given, the current admission calendar is
assigned
Shows the division
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages)
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Appendices
15.3.5 WAITLISTED APPLICATIONS REPORT (XXIGSR0052)
The purpose of this report is to list all waitlisted applicants for a specific calendar and
division.
When should the report be run?
This report should be run after the Application Deadline UAB decision date to identify
applicants that have been waitlisted. UABs and colleges can use this report to
identify applicants to fill withdrawn places.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
Division
UAB
M
Programme
O
College
O
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M
M
If no value is given, the current admission calendar is
assigned
Shows the division
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages)
Shows the relevant college
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Appendices
15.4 GRAD4: Agree College Place
15.4.1 COLLEGE DECISION REMINDER REPORT (XXIGSR0050)
The purpose of this report is to list all of the applications for a given Application
Deadline with a college decision outstanding.
When should the report be run?
This report should be run on the Application Deadline college decision date to make
sure a decision has been made on all applicants allocated to the given Application
Deadline.
Parameter
(M)andatory Description
or (O)ptional
Admission
M
Application
Deadline
M
College
O
Shows the admission year in which the application is being
considered
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
Shows the relevant college
15.4.2 APPLICANTS WITHOUT COLLEGE PLACEMENT – COLLEGE SELECTION PROCESS
(XXIGSR0047)
The purpose of this report is to provide a list of applicants rejected by their first
choice college and moving on to the College Selection Process. It also lists
applicants with inconsistent rating records (e.g. rating college created but with a
rating value of “not applicable” or “closed”).
When should the report be run?
This report should be run by the UAB after the first college decision date in
preparation for the college selection process.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
Application
Deadline
M
UAB
O
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M
If no value is given, the current admission calendar is
assigned
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
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Appendices
15.4.3 APPLICANTS WITHOUT COLLEGE PLACEMENT – ALLOCATION REPORT
(XXIGSR0048)
The purpose of this report is to list applicants that have not been found a college
place as a result of the College Selection Process and therefore moving into the
GAO allocation system. The report also lists applicants with inconsistent rating
records (e.g. rating college created but with a rating value of “not applicable” or
“closed”).
When should the report be run?
The GAO should run this report after the second college choice selections have
been completed during the college selection process.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
M
If no value is given, the current admission calendar is
assigned
Application
Deadline
M
Shows the applicable cut-off date assigned to completed
applications so that the applicant can be grouped and ranked
accordingly
UAB
O
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
15.4.4 COLLEGE AVAILABILITY REPORT (XXIGSR0046)
The purpose of this report is to list the best possible college matches for the
applicant entered, based on the programme selection and the college target
numbers.
When should the report be run?
This report should be run during the agreement of the college place.
Parameter
(M)andatory Description
or (O)ptional
Person Number
Target Year
Programme Code
M
M
M
Document1
Select to restrict the report to a single applicant
Applicant’s targeted year to begin their programme of study
System code for the programme of study, e.g. graduate
taught, graduate research, non matriculated
139
Appendices
15.5 GRAD5: Coordinate Receipt of Conditions Fulfilment
15.5.1 GADM OUTSTANDING CONDITIONS REPORT (XXIGSR0057)
The purpose of this report is to provide a list of applicants with outstanding
conditions stating how many college and/or UAB conditions are still outstanding.
When should the report be run?
This report should be run on a regular basis to monitor the conditions to ensure
decisions are being made, as required by the Application Deadline deadlines.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
Division
UAB
M
Programme
O
College
Sort By
Report Type
O
M
M
M
M
If no value is given, the current admission calendar is
assigned
Shows the relevant division
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages)
Shows the relevant college
Choose how you want the report sorted
Colleges choose college, UAB’s choose UAB
15.5.2 CONFIRMED OFFER RESPONSE STATUS (XXIGSR0062)
The purpose of this report is to provide a list of applicants that have met all of the
conditions that have been set by both the UAB and College. The report also lists the
response status for each application.
When should the report be run?
This report should be run to provide the UABs and colleges with information to check
the number of applicants that have met the conditions, and the current offer
response status.
Parameter
(M)andatory Description
or (O)ptional
Admission
Calendar
M
If no value is given, the current admission calendar is
assigned
Division
M
Shows the relevant division
UAB
M
Lists the UAB offering the programme of study to which an
applicant is seeking admittance
Programme
O
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages)
College
O
Shows the relevant college
Offer Response
M
Shows the applicant’s response to the admissions offer
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Appendices
15.6 GRAD6: Manage Deferrals
15.6.1 STUDENTS WITH APPROVED DEFERMENT - LANDSCAPE REPORT
The purpose of this report is to list applicants that have been approved for a deferral.
When should the report be run?
This report can be run at any stage of the admissions year, but ideally as part of the
end of year processing to ensure all applicants are picked up.
Parameter
(M)andatory Description
or (O)ptional
Admission
Process Type
O
The type of process (non-award admission, program
admission, re-admit process, short admission, or transfer of
program)
Admission
Category
O
Allows the report to run for a specific admissions category
(research, taught, non-matriculated)
Program
Organizational
Unit
O
Shows the relevant division or UAB
Program
O
The programme of study being applied for by an applicant at
its highest level (e.g. BA Hons Modern Languages)
Program Type
Group
O
The type of program (postgraduate research, postgraduate
taught)
Location
O
Lists the location
Attendance Mode
O
Allows the report to run for a specific attendance mode
(distance learning, Oxford based study)
Attendance Type
O
Allows the report to run for a specific attendance type (full
time, part time)
Start Period
O
Allows the report to run for a specific period
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OSS Training Notes
16 OSS Training Notes
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OSS Useful Numbers
17 OSS Useful Numbers
OSS Live: https://www.studsys.ox.ac.uk
STUDENT SYSTEMS Support Centre: 84848 or oss@admin.ox.ac.uk
STUDENT SYSTEMS Website: www.admin.ox.ac.uk/StudentSystems
You can use the rest of this section to record frequently used person numbers or
organisational unit codes in OSS:
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Glossary of Terms
18 Glossary of Terms
ATR: Administrative Task Responsibility. A key role in the process, assigned to staff
that will perform administrative tasks. This involves ensuring associated data is
recorded/ stored in the most appropriate place locally and entered into OSS as
required. This responsibility confers the ability to add and/ or modify records in OSS;
data is restricted according to role and organisational unit.
Collegiate University: the entirety of Oxford University, including the central
University, academic divisions, and all of its colleges (c.f. University of Oxford).
Council: is responsible for the administration of the University and for the
management of its finances and property, for overall policy and the University's
relationships with the outside world. Council's main business is strategic, and its four
main committees conduct more detailed business: Education Committee (EdC),
General Purposes (GPC), Personnel, and Planning and Resource Allocation
(PRAC).
Course: the programme of study being undertaken by a student described at its
highest level (e.g. BA Hons Modern Languages).
DGS: Director of Graduate Studies.
DMR: Data Management Responsibility. A key decision-making role in the process,
assigned to staff that will need to perform academic tasks, make decisions, and be
accountable and responsible for the associated data. This responsibility does not
confer the ability to add and/ or modify records in OSS. It only enables staff to view
data, print data, and run reports relevant to their role and organisational unit.
EdC: Educational Committee (formerly EPRC): one of the four main University
committees that report direct to Council. It defines and keeps under review the
educational philosophy, policy, and standards of the collegiate University on access
and admissions; curriculum design and course structure; teaching, learning and
assessment; academic and pastoral support and guidance; and provision and use of
learning resources.
GAF: Graduate Admissions and Funding Office, part of the Central University.
Application Deadline: A method of grouping applications; setting a cut off date
whereby all applicants can be considered as a group and ranked accordingly.
OAR: Other Associated Responsibility. A more peripheral role in the process,
assigned to staff who may be involved with graduate admissions but who are not
ultimately responsible for ensuring that the outcome of any decisions regarding
applicants is recorded/ stored appropriately. In the first phase of the project
(graduate admissions) it is not envisaged that staff allocated a VR will require direct
access to OSS and therefore will not automatically be included in OSS training
invitations. Relevant reports may be accessed via colleagues with a DMR and ATR
responsibility.
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Glossary of Terms
OUCS: Oxford University Computing Services.
PGR: Post Graduate Research
PGT: Post Graduate Taught
PRAC: Planning and Resource Allocation Committee: one of the four main
University committees that report direct to Council. It has the responsibility for
academic planning; recommending an annual budget in the light of this planning (see
RAM); monitoring resource allocation; keeping student numbers and fees under
review; overseeing the research policy; and managing all aspects of the financial
relationships between the University, HEFCE, and other external funding bodies.
PRAS: Planning, Resource Allocation and Budget Setting committee.
Procedures: provide the detail about each process step (i.e. how it happens) with a
suggested method to follow to achieve each step. Different areas of the collegiate
University will be involved in the same step of a process, but each area may choose
a different approach depending on their individual resources and requirements. See
also Process.
Process - describes the top-level steps (i.e. what needs to happen) to fulfil a key
objective, such as managing graduate admissions. See also procedure.
Programme: see Course.
PVC: Pro Vice Chancellor.
UAB: University Admitting Body.
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Document Information
Document Information - This document is only valid on the day it was printed
Version:
UAB Graduate
Admissions v
4.4.docx
Date:
15 March 2016
Author:
Training Team
Owner:
Training Team
Intended
OSS Divisional OSS Document
Audience: Training Participants Location:
P:\PROJECTS\BSP Training
Team\Course Materials\OSS\OSS 210 UAB Graduate Admissions\UAB
Graduate Admissions v 4.4.docx
Revision History
Date of this revision:
10 May 2007
Date of next revision:
Revision date
Version Summary of Changes
Number
26 Jan 2005
1.0
Changed the reporting section with updated report names, additional fields, and parameter
changes.
01 Feb 2005
1.1
Changes to Working with applications in OSS section to reflect decision on sections of
application form to include
02 Feb 2005
1.2
Addition of Appendix D to visually show sections of application form available for view in OSS
03 Feb 2005
1.3
Updated correspondence section
12 Apr 2005
1.4
Made revisions based on various system and procedural changes. For detail see:
P:\Projects\Isidore\Training\Admissions\Materials\IT\User Documentation in Progress\Changes
Made to Manuals.doc or click here:
29 Nov 2005
1.9
Removed Correspondence, updated to College Selection Process. Changed withdrawal section
in Deferrals.
19 Dec 2005
2.0
Reformat to include section numbers and change of titles
15 May 2006
3.0
Post IGSM changes
14 December 2006
3.1
Took out Deferrals steps for UABs’ – will now be done by GAO
4 Jan 2007
3.2
Updated section 8.2 to include the “Important” box
29 Jan 2007
3.4
Inserted information on the new application sources. section 2.3
12 Feb 2007
3.5
Inserted new application instance status of Error
13 Feb 2007
3.6
Amended the non matriculated offer management section because Cont Ed don’t need to enter
N/A anymore.
16 March 2007
3.7
Added Cont_Sent Offer Response
28 March 2007
3.8
Slight change to incomplete applications report
3 April 2007
3.8
Rebranding of ISIDORE to Student Systems
10 May 2007
3.10
Adding new Response Status’s and removing DEFERRED and FINAL_NC and update
Qualification Details
21 Apr. 08
3.11
Added the following items: Adding Default Milestones and Adding Research Codes.
13 Jun 08
3.12
Amended College Selection Process: deleted section on entering NO_COLL rating before
sending coversheet to GAO for college allocation.
6 Oct 08
3.13
Updated to include changes in Admissions process: digitisation and Submitted Graduate
Applications Data View.
8 Jan 09
3.14
Added Screen dumps showing revised Maintain Person Funding Details form
24 Jul 09
3.15
Added PGCE_PROV conditional offer status
31 Mar 10
3.16
Incorporated SVS manual into UAB manual
..\User Documentation in progress\Changes Made to Manuals.doc
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Document Information
Updated values for Source, Entry Status and School Applying To
18 May 2010
3.17
Removed SVS from manual, as to be retained in separate manual
Made amendments as requested by Esther Thomas
21 May 2010
4.0
Approval from ERT
7 July 2010
4.1
Added section on updating contact details
15 July 2010
4.2
Amended section on saving conditions
16 Sept 2010
4.3
Added details on adding admissions test scores
Updated section on College Selection to include Open College Applications
29 Sept 2010
4.4
Further GOCAT amendments
20 Dec. 2012
4.5
Added Scholarship flag functionality
16 Sep 2013
4.6
Added instruction s on applying and removing HOLD for funding decisions
Approvals
This document requires the following approvals.
Name
Job Title
Date
Issue
Sue Bennett
Head of Student Administration
15 May 2006
Michael Sibly
Academic Registrar
15 May 2006
Document1
Signature
of
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