Please ensure you update and publish your courses ahead of the launch, otherwise your courses won't be displayed.
Having your courses ready for publication means they will have maximum exposure to potential applicants. To support you, we’ve updated the short guide on the collection tool, and pulled together step-by-step instructions on how to publish and use bulk management alongside updating individual courses. All mandatory fields must be completed before you can publish a course. We’ve provided a list of all mandatory fields for UCAS Undergraduate and UCAS Conservatoires courses.
In order for your courses to be displayed in the search tool when it goes live, you will need to set your courses to 'Published' and ‘Open for application’.
How to use the bulk management functionality to update the publication status of your courses:
- From ‘My dashboard’, go to the ‘Course management’ section of the collection tool (you will only be able to access this section if you have course management permissions).
- Click into the bulk actions drop-down list in the top left corner of your screen, selecting ‘Publish’.
- Using the tick boxes, select the courses you want to publish, then click the ‘Review’ button in the top left corner of your screen.
- Click ‘Publish', then ‘Next’ to confirm the action.
How to update the publication status of an individual course:
- In the ‘Course management’ section of the collection tool, select the course you want to update by clicking the ‘View’ button beside it.
- Scroll down the page to where the outcome qualifications are listed. (If none are listed, you first need to click the ‘Add outcome qualification’ button, and add a qualification from the drop-down list that will be displayed.)
- Click the red cross symbol beside the relevant qualification outcome to expand its information, and scroll down the page to your listed course options.
- Click into the bulk actions drop-down list displayed on the right-hand side of your screen, select ‘Publication status’, and click the ‘Go’ button.
- Publication status ‘Published / Not published’ buttons will appear for each of your listed course options. Click the ‘Published’ button for each course option you want to publish, and click the ‘Save’ button to confirm.
If you have any queries, please contact the Data Collection Team on 01242 544 864, or at coursesdata@ucas.ac.uk.
We’ve now migrated search subjects (thesaurus terms)
We have now migrated search subjects (thesaurus terms) listed for your courses from our Data Collection System so they appear as search subjects in the collection tool. Search subjects are a mandatory field – please check for subjects that have not been completed, as this field and all other mandatory fields must be complete before you can publish your course options.
Reports to highlight missing mandatory fields
To help identify your courses which have missing mandatory fields, we are creating reports for each provider via MOVEit, which will be refreshed daily for you at 10:00 (UK time). The format of the reports will be: XXX_CollectionTool_MissingMandatoryFields_18_2-5-17 where XXX is the provider code and 2-5-17, is the date which will change daily.
If you have any queries on how to access the report for your provider, please contact the HEP Team on 0344 984 1111. The reports do not yet include qalification requirements, but we are working on including them as soon as possible. Please continue to complete your qualification requirements. Once all mandatory fields are complete for your courses, you will be able to publish them and open them for application.
Admissions contact flags
Next week, we’re going to start assigning admissions contacts to courses. Before we begin this work, please check that:
- you have an admissions contact
- the contact information is accurate
We need you to check these contacts before we start this process. When the search tool goes live, you’ll be able to assign admissions contact flags to courses. If you don’t have an admissions contact set up, you won’t be able to flag the admissions contact on your course information.
You can currently add a contact to a course but you have to update this information a course at a time. This will enable the process to be much quicker
Additional qualification requirements for undergraduate courses
Following feedback, we have included an additional 25 qualifications in the ‘Qualification requirements’ section. These include GCSEs, National 4s and 5s, Scottish HNCs and HNDs, and OCR Cambridge Technical Diplomas and Certifications, along with a range of other qualifications that providers have requested to be added. View the full list of qualifications.
Alongside the new qualification requirements, we have added the ability to include a URL in this section, so you can refer applicants to more information regarding qualification requirements on your own website.
You will be able to use the bulk management features to update your courses with these new qualifications. Our step-by-step guide shows you how to use bulk management and update courses individually.