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Student record Advanced Daniel Kidd

Student record Advanced Daniel Kidd. 12 June 2012. ‘The whiff of change’. Objectives. Provide training on problem fields/areas… …including UCAS session on qualifications and HEFCE on data quality checking Highlight changes to the record for 2011/12

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Student record Advanced Daniel Kidd

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  1. Student record AdvancedDaniel Kidd 12 June 2012

  2. ‘The whiff of change’

  3. Objectives • Provide training on problem fields/areas… • …including UCAS session on qualifications and HEFCE on data quality checking • Highlight changes to the record for 2011/12 • Demonstrate using data supply in pivot tables • Introduce and discuss the changes to the Student record 2012/13 and beyond

  4. Student information

  5. EntryProfile.DOMICILE • Country of domicile is becoming increasingly important with regards to monitoring fee regimes and the impact of changes in HE funding • Use of XK ‘UK, not otherwise specified’ not permissible for NI, and should be limited for rest of UK… • …therefore new exception rules added to capture: • Where >5% of entrants coded XK (error) • Where >2% of entrants coded XK (warning)

  6. Instance.DISALL • Records whether a student is in receipt of disability allowance • Vital for Performance Indicators and ELQ • Previously validation would not allow for students being in receipt where they had not disclosed a disability within Student.DISABLE • Validation relaxed to a warning… • …however new exception will prevent more than 10 students in receipt of allowance where no disability is identified i.e. 00, 97, 98 or 99

  7. Qualifications on entry

  8. QualifcationsOnEntry.QUALSBJ • When calculating tariff scores, identical qualifications are removed by de-duplicating them based on the combination of QUALTYPE and QUALSBJ • QUALSBJ of T33 (Total Score) should be used for International Baccalaureate Diploma (IBac)… • …some institutions are returning more than one IBac qualification for the same student with different subject codes (not using T33)… • …therefore, the second qualification is not being de-duplicated and the tariff score is overstated (potentially quite significantly) • QUALSBJ must be coded T33 where QUALTYPE = IE • QUALSBJ must be coded B29 where QUALTYPE = ID

  9. XTARIFF – total tariff score • Derived field is based on ‘Qualifications on entry’ data provided for each student • A total tariff score is calculated where a tariff-bearing QUALENT3 is returned for a student • Low, high or unknown tariff scores should be investigated • Field is supplied through the Data Supply files

  10. Changes to XTARIFF • The specification has been amended to accommodate the inclusion of a number of additional new qualifications (majority of which are recorded through UCAS and included in ABL) • Addition of an existing qualification to the tariff calculation that previously was excluded… • …namely the (FA) Diploma in Foundation Studies (Art and Design)… • …however will only be included in tariff score where QUALGRADE = D, M or P

  11. Check documentation change • Item 8 now splits out UK and non-UK instances • Split useful to establish ABB+ equivalents • Pay particular attention to UK students

  12. Qualifications on entry checks • Missing qualifications have significant implications for both tariff-league tables and AAB+ policy • Exception rules around qualifications on entry were tightened in C10051… • …ensuring that qualifications on entry information exists where QUALENT3 is a tariff-bearing qualification… • …and where they exist the grade is returned… • …and matches the information contained within the *J • Further checks around ABB+ to be carried out

  13. New qualification checks • New exception rules will be introduced to tighten the relationship between QUALENT3 and qualifications on entry • Error where QUALENT3=P91 (L3 of which some or all are subject to UCAS tariff) but there are no QUALTYPEs which are tariff-bearing reported in Qualifications on entry (and vice-versa) • Error where QUALENT3=P92 (L3 of which none are subject to UCAS tariff) but there are QUALTYPEs which are tariff-bearing reported in qualifications on entry (and vice-versa) • Only looks at data submitted this year - will not use register • Will check QUALTYPE is tariff-bearing in either the UCAS or HESA tariff definitions

  14. Updating qualifications on entry • The QOE register holds the qualifications data for each student an institution has submitted • It is expected in the first year of the student instance and is then stored and reused for all subsequent years • Qualifications sent for continuing students replace ratherupdate the QOE data for the particular student… • …thus institutions should ensure they resend all qualifications when updating the QOE for continuing students

  15. Qualifications on entry register • The QOE register holds the qualifications data for previously submitted students and therefore understanding the calculation of XTARIFF for continuing students is difficult • Qualifications on entry data has never been more important (from ABB+ funding policy to PIs and league tables) • For 2011/12 HESA will provide as part of data supply the QOE register

  16. New data supply table

  17. Using the QoE register • Should be used in conjunction with the core table • A student with more than one qualification on entry will have more than one line of data in this table • Filter on HUSID and NUMHUS for instances with low, high or unknown scores in XTARIFF

  18. Tim Hall Senior Data Steward UCAS UCAS Data for HESA Qualifications

  19. What Qualifications are in the *J?

  20. What Qualifications are in the *J? • The Qualifications • *J includes qualifications from Awarding Bodies only • It includes up to 30 qualifications for each applicant • If the applicant has over 30 qualifications only the latest 30 are shown • Includes Highest Qualification on Entry (QUALENT3)

  21. What Qualifications are in the *J? • Coding Frames • QUALTYPE and QUALSBJ • Based on codes UCAS use for ABL • All codes are designated by UCAS and do not reflect what we get from the Awarding Bodies • We only code up: • Tariffable qualifications • Where we have an agreement with the Awarding Bodies to receive data

  22. What Qualifications are in the *J? • Coding Frames • QUALTYPE and QUALSBJ • Many Apply qualification codes are not compatible with ABL • New Taiffable qualifications are given ABL compliant code just in case we get them through ABL at a later date. • Apply qualifications are not given Subject Codes

  23. What Qualifications are in the *J? • Future Plans • Looking into the possibility of extending the QUALTYPE coding frame • This will include Apply Qualifications • Looking into possibility of creating a stand alone Transaction for Apply Qualifications • Different from ivFormQuals • Would be HESA compliant and include Level 3 qualifications only

  24. Awarding Body Linkage

  25. Awarding Body Linkage • What is ABL Data? • Verified Qualification data received directly from the Awarding Bodies • Where an applicant is not matched to qualifications though ABL they will not get any Qualifications on Entry

  26. Awarding Body Linkage • How is the Data Matched to the Applicant? • Matching happens on the Application record • If an applicant has been matched to qualifications in previous years but has reapplied, you will not see their past results in Qualifications on Entry • Deferred applicants will retain their Qualifications (if matched) as their original application is carried over year on year • Deferred applicants only go through ABL in the year we first receive their application • If an applicant does not apply in the same year as they sat their exams they will not be matched

  27. Awarding Body Linkage Applicant Application ABLQuals *J Received Received 2012/13 Received 2013/14

  28. Awarding Body Linkage • What Information is Received? • We receive information on the following sittings: • A-Level – Pervious Summer, Winter, Current Summer • Scottish Quals – Everything back to 1995 • International Bacc – Winter, Summer • Everything else – Summer only • We only receive SQA and BTEC results where an applicant has entered their Scottish Candidate Number or BTEC Registration Number in Apply • These results have to be requested directly from the Awarding Bodies (unlike the others where we receive everything that year)

  29. BTEC Questions • Why are BTECs not included in the *J? • We do not receive BTECs in the same format as other qualifications • BETCs are received as a text file version of the certificate • Printed off then sent as a hard copy to the HEIs • Within our system we set a flag that tells us if a BTEC qualification has been received

  30. QUALENT3

  31. QUALENT3 • Where does Highest Qualification on Entry come from? • Highest Qualification on Entry is generated during the production of the UCAS Data for HESA table on the UCAS Database • Each applicant’s Highest Qualification on Entry is worked out in turn • The JAVA script used to create the *J generates the field

  32. QUALENT3 • What Information goes into Highest Qualification on Entry? • Applicant qualifications data gathered through Apply • ABL data for all applicants who have been matched • What Takes Priority? • Neither Set of qualifications override the other • Value is based solely on the qualifications themselves

  33. QUALENT3 – 2011/12

  34. QUALENT3 – 2011/12 • The Process: • Apply • Applicant enters their qualifications in the ‘Education’ section • Applicant marks their qualifications as either Pending or Achieved • Achieved quals are given grades • Pending quals are not given grades

  35. QUALENT3 – 2011/12 • The Process: • ONYX (our validation system) • Qualifications in Apply feed through to 2 coded value flags: • HIQE – Highest Qualification Expected • HIQA – Highest Qualification Achieved • ONYX compares the Apply qualifications to a lookup table • It compares each and returns the highest QUALENT3 value • HIQA will have a QUALENT3 from achieved quals only • HIQE will have a QUALENT3 from expected quals only

  36. QUALENT3 – 2011/12 • The Process: • TOPAZ (our main database) • HIQA and HIQE are stored as part of a coded value pair • This is being held in an existing structure. No new fields have been created • Both HIQA and HIQE are output as part of the ivStarK

  37. QUALENT3 – 2011/12 • The Process: • UCAS Data for HESA Transaction (*J) • Initial Calculation • Sets FINAL or PROVISIONAL QUALENT3 value • If the initial calculation returns a Level 3 qualification the “P91 Rule” applies. • QUALENT3 coding frame is taken as a hierarchy

  38. QUALENT3 – 2011/12 • The Process: • UCAS Data for HESA Transaction (*J) • Initial Calculation • IF HIQE is above Level 3 and is better than HIQA • Set HIQE as FINAL QUALENT3 • IF HIQA is better than ABL • Set HIQA as PROVISIONAL QUALENT3 • ELSE • Set ABL as PROVISIONAL QUALENT3

  39. QUALENT3 – 2011/12 • The Process: • UCAS Data for HESA Transaction (*J) • P91 Rule Calculation • Only applies when the PROVISIONAL QUALENT3 is set • The calculation is as follows: • Count the number of distinct Level 3 QUALENT3 values in the applicant’s ABL qualifications (including BTECs) • Add 1 to this count if the applicant’s HIQA value is at Level 3 and different from the ABL values

  40. QUALENT3 – 2011/12 • The Process: • UCAS Data for HESA Transaction (*J) • P91 Rule Calculation • IF the count is greater than 1 • Set P91 as FINAL QUALENT3 • IF the count is equal to or less than 1 • Set previous PROVISIONAL QUALENT3 as FINAL QUALENT3

  41. QUALENT3 – 2011/12 HIQA = Q80 HIQE = P50 • Examples: • Applicant 1 Is HIQE above Lvl3? – No HIQA = Q80 ABL = P50 Is HIQA better than ABL? – No Provisional QUALET3 = ABL (P50) ABL Lvl3 count = 1 Is HIQA Lvl3? – No Final QUALENT3 Lvl3 count =1 QUALENT3 = P50

  42. QUALENT3 – 2011/12 • Examples: • Applicant 2 HIQA = Q80 HIQE = J30 Is HIQE above Lvl3? – Yes Is HIQE better than HIQA? – Yes QUALENT3 = J30

  43. QUALENT3 – 2011/12 HIQA = HUK HIQE = X06 • Examples: • Applicant 3 Is HIQE above Lvl3? – No HIQA = HUK ABL = X06 Is HIQA better than ABL? – Yes Provisional QUALET3 = HIQA (HUK) ABL Lvl3 count = 0 Is HIQA Lvl3? – No QUALENT3 = HUK Final QUALENT3 Lvl3 count = 0

  44. QUALENT3 – 2011/12 HIQA= P41 HIQE = X06 Is HIQE above Lvl3? – No • Examples: • Applicant 4 HIQA= P41 ABL= P41 Is HIQA better than ABL? – No Provisional QUALET3 = ABL (P41) ABL Lvl3 count = 1 Is HIQA Lvl3? – Yes Is HIQA different to ABL? – No Final QUALENT3 Lvl3 count = 1 QUALENT3 = P41

  45. QUALENT3 – 2012/13

  46. QUALENT3 – 2012/13 • Same as 2011/12 with minor adjustments • Now P91 rule also uses Apply qualifications • The calculation is as follows: • Count the number of distinct Level 3 QUALENT3 values in the applicant’s ABL and Apply qualifications (including BTECs) • IF the count is greater than 1 • Set P91 as FINAL QUALENT3 • IF the count is equal to or less than 1 • Set previous PROVISIONAL QUALENT3 • as FINAL QUALENT3

  47. QUALENT3 – 2012/13 HIQA= P41 HIQE = X06 • Examples: • Applicant 4 Is HIQE above Lvl3? – No HIQA= P41 ABL= P41 Is HIQA better than ABL? – No Provisional QUALET3 = ABL (P41) ABL and Apply Lvl3 count = 3 QUALENT3 = P91

  48. QUALENT3 – 2012/13 HIQA = Q80 HIQE = P50 • Examples: • Applicant 1 Is HIQE above Lvl3? – No HIQA = Q80 ABL = P50 Is HIQA better than ABL? – No Provisional QUALET3 = ABL (P50) ABL and Apply Lvl3 count = 1 QUALENT3 = P50

  49. Changes to 2012/13 Transaction

  50. Changes to 2012/13 Transaction • Small number of changes this year • SBJQA1, SBJQA2 and SBJQA3 will now be JACS3 compliant • The ethnicity coding frame has been amended to reflect new ethnicity values introduced in the 2010 Census • Derivation of the QUALENT3 P91 Rule

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