Cycle dates
There are a few important dates coming up which you will need to be aware of:
2014 entry cycle
2 December - Reject by Default: any applicants that have outstanding Delayed Confirmation (DCF) decisions will be rejected by default.
2015 entry cycle
7 January: advisory date for decisions to be made for applications received by 1 October.
15 January: deadline for dance and drama courses, if you have set this as the deadline for your individual courses. Please note, even if an applicant applies before 15 January, they will still be marked as 'late', as they applied after 1 October deadline.
Courses rollover for 2016
We will be completing the rollover for the 2016 intake between 11:00 and 15:00 on Tuesday 2 December. Please note that you will not be able to access Course Collect during this time.
Planned Course Collect maintenance
We are also planning to undertake some essential work on Course Collect in two weeks' time. This will fix some of the issues that are currently impacting providers. We are expecting to commence this work, which will take approximately four hours, on Friday 12 December, but we will confirm via Yammer the actual date and times next week.
HEP Team availability
From 15:00 until 18:00 (UK time) on Thursday 4 December, the HEP Team will be unavailable due to essential staff training.
Release of Star J files
We are pleased to confirm that the UCAS Data for HESA Transaction (Star J files) are now available to download.
If you have requested a flat file - this will be available for collection from our FTP server under the following file name convention:
- UCAS - hesuCCC.xxxxxx
- CUKAS - hescCCC.xxxxxx
(Where CCC is your provider code and xxxxxx is your security key.)
If you have opted to receive your Star J data via odbc-link or xml-link - the timestamps will be set to 09:00 on 21/11/14.
For your information, the PREVINST field is now using the UKPRN as its coding frame. Currently, only schools in England and Wales are required to register for a UKPRN. This may result in low coverage for students who attended schools in Scotland and Northern Ireland. This is a known issue and HESA are working with Scottish Government and DELNI to improve this coverage.
Additional statistical data (Star X files) are available on request - please email hep_team@ucas.ac.uk.
If you have any queries about accessing the Star J files, please email the HEP Team at hep_team@ucas.ac.uk.
Post-incident analysis report - October
As part of our incident management process, we are providing you with analysis of any incidents which have occurred in relation to our systems and services. The
Filename: cukas-post-incident-analysis-oct-14.pdf
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Document link: https://www.ucas.com/system/files?file=cukas-post-incident-analysis-oct-14.pdf
- UCAS and CUKAS search tools
- Application and Decision Tracker reports
- xml-link connection
We appreciate that these incidents will have caused some inconvenience and would like to assure you that the resolutions were implemented in such a way as to maintain applicant data integrity. Full assessments were also carried out to ensure there was no impact on the data integrity for those providers affected.
If you have any queries relating to these incidents, please contact the HEP Team on 01242 545 734.
CUKAS rebrand update
The rebrand from CUKAS to UCAS Conservatoires will start in the new year with the launch of our new website. This is currently planned for January and will incorporate UCAS Conservatoires as an integral part of the new ucas.com, with all information and advice on the website positioned as UCAS Conservatoires.
We are now going to start new projects covering the Search, Apply and Track products for the coming cycles and are currently pulling together a team within UCAS to focus on their planning, development and implementation. Further details will be provided in April about the future look and feel of these products.
Changing course codes
Our HEP Team has recently received a number of requests to change the course code on an application.
Please note, in order for us to change the course code on an application, applicants will first need to pay any additional top-up audition fee that may be required for the new course. Although we are unable to make the change until this fee has been paid, we can make a note on the applicant's record. Please notify applicants of this requirement, as this will help speed up the process and enable us to make any required course changes as quickly as possible.
HEP Team opening times for December 2014 and January 2015
HEP Team - 01242 545 734
Monday 22 December - 08:00-18:00
Tuesday 23 December - 08:00-18:00
Wednesday 24 December - 08:00-18:00
Thursday 25 December - Closed
Friday 26 December - Closed
Saturday 27 December - Closed
Sunday 28 December - Closed
Monday 29 December - 08:30-16:30
Tuesday 30 December - 08:30-16:30
Wednesday 31 December - 08:30-16:00
Thursday 1 January - Closed
Friday 2 January - 08:00-18:00
Saturday 3 January - Closed
Sunday 4 January - Closed
Contact Centre opening times for December 2014 and January 2015
CUKAS - UK 0371 468 0 470 International: +44 330 333 0232
Monday 22 December - 08:30-18:00
Tuesday 23 December - 08:30-18:00
Wednesday 24 December - 08:30-16:00
Thursday 25 December - Closed
Friday 26 December - Closed
Saturday 27 December - Closed
Sunday 28 December - Closed
Monday 29 December - 08:30-16:30
Tuesday 30 December - 08:30-16:30
Wednesday 31 December - 08:30-16:00
Thursday 1 January - Closed
Friday 2 January - 08:30-16:30
New UCAS Tariff
As you are aware, the new UCAS Tariff will be coming into effect for courses starting from September 2017. It will also be used for HESA data returns for the 2017/2018 application cycle.
We have already published a range of supporting material to help you make the transition to the new Tariff. We have just added the following items based on feedback from schools:
- updated FAQs, including a question on how the new Tariff applies to new and 'old' AS and A levels
- a factsheet for those working in international admissions
If you haven't done so already, we would encourage you to start discussions with your colleagues in planning to ensure they are aware that the HESA data returns will be based on the new Tariff for the 2017/18 cycle. If you use the Tariff in admissions, please also inform your colleagues in student records, outreach and marketing. Alternatively, you may be considering moving away from the Tariff. A number of you have told us that you may take this opportunity to move to qualification grade based admissions.
"The implementation of the new Tariff points will provide us with the opportunity to consider whether we will continue to use the Tariff in our entry requirements and offer making. We are having discussions with teams across the university to explore the possibility of moving away from the Tariff to qualification based entry requirements, versus a transition to the new Tariff." Peter Derrick, Head of Admissions at Middlesex University.
If you have any queries regarding the new Tariff, please email newtariff-feedback@ucas.ac.uk.
International Admissions Review Consultation - Findings and Recommendations report
This consultation comes as a result of recommendations from the Admissions Process Review (APR), published in March 2012, when we committed to review the admissions process for international applicants.
Following a period of analysis, research and engagement with the sector, we issued the International Admissions Review consultation in April 2014. It received an excellent response from all stakeholders, including higher education providers, agents, and schools based overseas.
report provides a detailed summary of the responses received and outlines our proposals for change.
We welcome your continued engagement to ensure any proposals are successful for everyone concerned. If you have any questions or comments on the outcome of the review, or any suggestions to support the implementation of any of the proposed recommendations, please email us at international@ucas.ac.uk.
Student profiles
We are looking for a mixture of student profiles from conservatoires to use on our website and in publications. This is to help explain what a conservatoire is and highlight the difference between a conservatoire and a university to pre-applicants, parents and advisers.
If you have any students who are happy for us to use their name and photo, and to complete a short questionnaire, please email us at provider.communications@ucas.ac.uk.