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Table of Contents
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Table of Contents
1 Introduction ................................................................................................................................................................. 6
1.1 Intended Audience .............................................................................................................................................. 6
1.2 Pre-requisites ...................................................................................................................................................... 6
1.3 Conventions......................................................................................................................................................... 6
2 Navigation .................................................................................................................................................................... 7
2.1 The Application Clearance and Decision Entry (ACD) screen .............................................................................. 7
2.1.1 Applicant Details .................................................................................................................................... 7
2.1.2 Applicant Status ..................................................................................................................................... 8
2.1.3 Decision and Response Details ............................................................................................................ 10
2.1.4 Offer Details ......................................................................................................................................... 11
2.1.5 ACD UDF ............................................................................................................................................... 12
2.1.6 ACD - Other Details .............................................................................................................................. 13
2.1.7 Other - Additional Application Data (Qualifications) ........................................................................... 13
2.1.8 Other - Additional Application Data (Degree Details) .......................................................................... 14
2.1.9 Other - Additional Application Data (References) ............................................................................... 14
2.1.10 Other – Application Form .................................................................................................................... 15
2.1.11 Other – Student Details ....................................................................................................................... 16
2.2 Full Student Details ........................................................................................................................................... 18
2.2.1 Student Details UDF ............................................................................................................................. 20
2.2.2 Creating Retrieve Templates ............................................................................................................... 21
2.2.3 Loading Retrieve Templates ................................................................................................................ 22
3 Processing New PGCE Applications ............................................................................................................................ 25
3.1 Maintain Departmental Tutor List (SITS: eVision) ............................................................................................. 25
3.2 Retrieving & Reviewing New PGCE Applications ............................................................................................... 29
3.3 Review Visa Requirements ................................................................................................................................ 31
3.4 View Disability Information ............................................................................................................................... 33
3.5 Record Decision to Reject ................................................................................................................................. 37
3.6 Monitor Withdrawals ........................................................................................................................................ 39
3.7 Review COYMAP & Status Changes ................................................................................................................... 41
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4 Administering Interviews ........................................................................................................................................... 44
4.1 Create Interview/OpenDay (IOD) events .......................................................................................................... 44
4.2 Record Invitations to Interview (IOI) ................................................................................................................. 46
4.3 Re-arrange Interviews ....................................................................................................................................... 47
4.4 Record Invitation to Interview Response .......................................................................................................... 51
4.5 Record Attendance or Non-Attendance at Interview ....................................................................................... 52
4.6 Upload Related Documents .............................................................................................................................. 56
4.7 Record Interview Rejection ............................................................................................................................... 61
4.1 Review COYMAP & Status Changes ................................................................................................................... 63
5 Administering Conditional Offers & College Allocations ............................................................................................ 66
5.1 Record Conditional Offer................................................................................................................................... 66
5.1.1 Assign Offer Conditions ....................................................................................................................... 67
5.1.2 View Conditional Offer text ................................................................................................................. 70
5.2 Verify Fee Status................................................................................................................................................ 71
5.3 Record Bursary Amount .................................................................................................................................... 72
5.4 Review Conditional Offer Responses ................................................................................................................ 75
5.5 Record College Allocation ................................................................................................................................. 77
5.6 Reviewing Allocation Decisions ......................................................................................................................... 80
5.7 Waitlist an Applicant ......................................................................................................................................... 83
5.8 Reject Course Full .............................................................................................................................................. 84
5.9 Review COYMAP & Status Changes ................................................................................................................... 86
6 Administering Unconditional Offers and Transfer to On-Course ............................................................................... 89
6.1 Complete Clearance Checks – Now Qualified ................................................................................................... 89
6.1 Clearance Checks – Now Failed ......................................................................................................................... 90
6.2 Issue Unconditional Offers ................................................................................................................................ 92
6.3 Review Applicant Responses to Unconditional Offers ...................................................................................... 94
6.4 Record Issue of Temporary Student Contract ................................................................................................... 96
6.5 Review Transfers to On-Course Records ........................................................................................................... 98
6.6 Review COYMAP & Status Changes ................................................................................................................. 100
7 Further Help & Information ..................................................................................................................................... 103
7.1 eVision Guidance ............................................................................................................................................. 103
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7.2 Student Systems Programme .......................................................................................................................... 103
7.3 Data Protection and Accessibility .................................................................................................................... 103
Appendix 1 - Glossary of Terms ........................................................................................................................................ 104
Appendix 2 – Disability Codes ........................................................................................................................................... 106
Appendix 3 – Ethnicity Codes ........................................................................................................................................... 106
Appendix 4 – PGCE Batch Processes ................................................................................................................................. 107
Appendix 5 - PGCE Courses ............................................................................................................................................... 107
Appendix 6 – ACD App status (STA) Values ...................................................................................................................... 108
Appendix 7 – ACD Qual status Values ............................................................................................................................... 108
Appendix 8 – ACD Interview Sts Codes ............................................................................................................................. 109
Appendix 9 – ACD Stage 1 & Stage 2 Decision Codes ....................................................................................................... 109
Appendix 10 – ACD Stage 1 & Stage 2 Response Codes ................................................................................................... 109
Appendix 11 – Bursary UDFD Codes ................................................................................................................................. 109
Appendix 12 – Fee Statuses .............................................................................................................................................. 111
Appendix 13 – SITS Offer Codes ........................................................................................................................................ 111
Appendix 14 – CCL Standard & Additional Conditions ..................................................................................................... 112
8 Document Information ............................................................................................................................................ 113
Introduction
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1 Introduction
The purpose of this manual is to provide information and process steps to enable you to manage the Post Graduate Certificate of Education (PGCE) admissions processes including the import of initial applications to the sending of final student contracts and migration to an on course record.
1.1 Intended Audience
This manual is intended for Department of Education PGCE Office staff and anyone else required to use SITS:Vision to support the admissions process.
1.2 Pre-requisites
It is assumed that you have a basic knowledge of using a computer, keyboard and mouse, and basic web browser knowledge.
1.3 Conventions
Indicates additional useful information.
Indicates an important piece of information, take particular care to read this information.
Indicates there is something that you should not do, take particular care to read this information.
Bold Text Indicates menu names.
Italic Text Indicates window, screen or dialogue box titles.
[F4] Keys on your keyboard are indicated in bold text enclosed in square brackets [ ].
File > Open Moves through a navigation path are indicated with a >. In this case you would click on the File menu, then select Open
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2 Navigation
2.1 The Application Clearance and Decision Entry (ACD) screen
PGCE applicant and application details are held in the Application Clearance and Decision Entry (ACD) screen. This screen is used in the admissions cycle to process decision, offers or amendments to individual course applications. The screen is split into four distinct areas:
Applicant Details
Applicant Status, Decision and Response, and Offer Details
User Defined Fields (UDF)
Other information
2.1.1 Applicant Details
The Applicant Details section of the screen provides general information about the applicant including their Personal id (P.id), their method of application (G = GTR) and general course details.
Field Description
Applicant id, Name and Seq This line contains the SITS:Vision STU id assigned to the applicant when their record is imported from UCAS, their name in Surname [space] first initial format e.g. Bloggs J, and the number and version of their application. As there will only be one application for Oxford, this will be in the format 01 / 01. The second part of the number may change if, for example, a candidate withdraws from the process and then reapplies with a replacement application.
D.O.B Date of birth.
P.id This is automatically populated on import from UCAS and is used to uniquely identify the applicant in related systems such as ADSS and ADMIT. It should be used in all communications with applicants.
App.id Unique id for the individual’s application. Typically, this will be UC01, as only one application can be made per cycle. Potentially, if after results have been issued a
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Field Description
candidate decides to change course and / or college, a new UCAS application may be submitted labelled UC02.
Choice This is the choice number on the UCAS application form. It is not necessarily an expression of preference.
Age on entry Age of the applicant when they enrol on the course.
Mature app A tick in the box indicates that the applicant will be over 21 and therefore classed as a mature student.
AES This indicates the type of application. All undergraduate applications will have a ‘U’ in this field for UCAS. Other options include Direct (for graduate applications) and GTTR (for teacher training applications).
Inst The UCAS code for Oxford (033).
MAS Crs The code for the course that the applicant has applied for as offered by a particular college
This relates to the Master Course record (MCR) in SITS:Vision.
UA at the beginning of the code indicates that it is an undergraduate course, the middle set of characters identify the subject, and the final set of characters indicate the admitting college e.g UA_HY2_MER .
Cycle Refers to the admissions cycle the application relates to e.g. 2015.
UCAS Crs This is the UCAS code given to the course.
Campus This is the single digit UCAS code given to the college the application relates to.
UTT Mod? Relates to teacher training. Not used for undergraduate.
Scheme Populated with OX. Used for HESA reporting and funding purposes.
Entry year Academic year of entry e.g. 2015/16.
Month code The month they are due to start the course e.g. 09
Attend mode Full or Part-time attendance. For undergraduate this will typically be Full Time (FT).
SCJ Code Not populated until an offer has been made and the applicant / student has enrolled.
SRS Course The code of the course the applicant has applied for. This is the course run by the department and is not specific to a particular college.
Block/Occ The block and occurrence indicate the year and specific instance of that year the applicant will be enrolled in e.g. 1/1M (Year 1, 1
st occurrence in Michelmas Term)
Prog The code of the programme of study the course relates to.
Route The code of the programme route the course relates to.
Interview Date The Date of the interview populated via the Invite to Interview (IOI)
Interview Time The Time of the interview populated via the Invite to Interview (IOI)
Interview sts The Status of the interview e.g. Invited, Accepted etc
Col alloc type Relates to graduate applications.
Study mode Relates to CUKAS applications only.
2.1.2 Applicant Status
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The Applicant Status, Decision and Response, and Offer Details section of the screen provides details of the applicant’s status and of any offer made to them.
Field Description
App Status Indicates an applicant’s overall status. Example statuses for undergraduate applicants include A_AV for Active or A_WD for Withdrawn applicants. See Appendix A for further details.
Qual Status Indicates where an applicant is in the admissions decision making process. Applicants work through a logical sequence of different states. Examples include: AI (Standard Offer), MV (May Qualify). See Appendix A for further details.
RBD Date This is the Reject By Default date. This is automatically populated by UCAS and is the date by which UCAS will reject applicants if no other action has been taken by Oxford.
Clearing Status Typically, this will be N as Oxford does not technically participate in UCAS clearing. However, some circumstances such as a change in course due to the achievement of better grades, may result in this field having an ‘A’ for adjustment.
Adjustment Status This relates to the field above in the unusual event that an adjustment has been requested, reflecting the status of that adjustment e.g. R (Adjustment Registered), D (Adjustment Declined), C (Adjustment Confirmed).
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2.1.3 Decision and Response Details
Field Description
Stage Numbered stage of the decision making process.
Decision / Date There are 3 Decision Stages 1 (Initial [Offer]), 2 (Confirmation), 3 (Clearing).
The type of decision and the date this was updated in the system is recorded.
Decisions include: C (Conditional Offer), D (Delayed Confirmation Decision) (not currently used by Oxford), R (Reject), U (Unconditional Offer).
These fields are automatically updated as part of a batch job upon transmission to UCAS.
The value will vary according to the status in the Qual Status field e.g. an AI in the Qual Status field would result in a C being populated in the Decision field when transmitted to UCAS.
Response / Date The applicant’s response to the offer and the date this information is received. Responses include: D (Decline offer), F (Firmly accept offer) and I (Insurance).
Reply by Date The date by which Oxford should receive a response from the applicant regarding an offer.
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2.1.4 Offer Details
Field Description
Offer Code of the offer made to the applicant. However, this will not be displayed until the offer has been transmitted to UCAS.
The coding of offers follows a strict naming convention and will indicate the type of qualification and / or grades / subjects they relate to.
Typically, this will be a standard offer from the offer library. In some instances this will be a variant of a standard offer in the library, a non-standard offer or a custom offer built using a template in the library.
Note: The second field is for a secondary offer, which is not applicable to Oxford.
Offer note This may display any non-academic conditions listed in the offer library record associated to the applicant’s record such as the supply of equipment. However, this will not be displayed until after the decision has been submitted to UCAS.
Notes This field can be used by the UAO to record any additional information relating to the status of an applicant.
Non-ac met Populated automatically, this provides s summary of the non-academic conditions required e.g. ELQ (English Language Required). This is referred to as Other UCAS conditions in the Offer Library Entry Form.
Total points The total number of UCAS points achieved will be populated automatically as part of the results matching process.
UCAS batch Provides details on when the last update was sent to UCAS regarding the applicants offer. It will also indicate if an update is pending.
Error Details a UCAS error code to aid trouble shooting of transmission of applicant data.
Dec/Rsp A summary of the current decision and response codes for the applicant.
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2.1.5 ACD UDF
The User Defined Fields (UDF) section provides access to fields specific to University of Oxford admissions processes.
Field Description
UDF_B Pre-Offer Status (ADSS) Indicates the latest status of the applicant’s record in ADSS. A pre-fix of ‘N1’ indicates that this has been updated and has yet to be processed by SITS:Vision. A pre-fix of ‘P1’ indicates that the update has been processed. A pre-fix of ‘E1’ indicates that an error has occurred and the update has not been processed and requires further investigation. A pre-fix of N2, P2 or E2 indicates that the update includes a COYMAP change. See UDFK below.
UDF_G Recommended Offer (ADSS)
Displays the Offer Library Code of the offer selected in ADSS.
UDF_H Standard NAC for Offer (ADSS)
Displays the code of any additional non-standard offer conditions selected in ADSS such as the requirement for an English Language Qualification.
UDF_J PG: BulkRejCode / UG: NSOff Reqts (ADSS)
Details any offer text entered into ADSS Offer Library Entry Form to support the offer.
UDF_K PG:AuthCode / UG: COYMAPChanges (ADSS)
Details of any changes to key application data such as course, college, year of entry, month of entry, mode of attendance and point of entry (COYMAP).
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2.1.6 ACD - Other Details
Additional details regarding an applicant and their application can be accessed via the Other menu heading on the ACD screen. The Other menu provides access to numerous screens containing information related to the application and applicant.
2.1.7 Other - Additional Application Data (Qualifications)
This screen shows the previous qualifications obtained by the applicants which have not been verified by UCAS. The data is taken from the information detailed on the application form, which has been populated by the applicant. These qualifications usually take the form of qualifications such as GCSEs. Information cannot be amended in this screen.
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2.1.8 Other - Additional Application Data (Degree Details)
This screen shows the degree qualifications obtained by the applicant. The data is taken from the information detailed on the application form, which has been populated by the applicant. Information cannot be amended in this screen.
2.1.9 Other - Additional Application Data (References)
This screen shows the reference supplied for the applicant as part of their application. Information cannot be amended in this screen.
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2.1.10 Other – Application Form
This screen displays the full details of a student's application to the institution which are not course specific i.e. remain
the same irrespective of the course since a student may apply for. Information cannot be amended in this screen.
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The More Application Details button provides access to additional information including any criminal convictions held
by the applicant.
2.1.11 Other – Student Details
This screen defines the characteristics and details of a student including basic personal details and contact information. This screen also displays Visa requirement information and can be used to accessed further statutory reporting information including ethnicity, nationality, and disability and information. This record is intended for use throughout a student's career from initial applicant to student and to ex-student. A student should only ever have one STU record.
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Statutory reporting information such as Ethnicity, Nationality, and disability details is accessed and displayed via the Report fields button.
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It is not possible to complete searches for groups of applications/students using this screen e.g.all applications with Visa requirements. The Full Student Details screen should be used for all such searches.
2.2 Full Student Details
This screen defines the characteristics and details of a student including basic personal details and contact information. This screen also displays Visa requirement information and can be used to accessed further statutory reporting information including ethnicity, nationality, and disability and information. This record is intended for use throughout a student's career from initial applicant to student and to ex-student. A student should only ever have one STU record.
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Statutory reporting information such as Ethnicity, Nationality, and disability details is accessed and displayed via the Report fields button.
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2.2.1 Student Details UDF
The User Defined Fields (UDF) section provides access to fields specific to University of Oxford including a deceased flag indicator and a Migrated data flag indicator.
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2.2.2 Creating Retrieve Templates
Retrieval templates are used to store search parameters that are used on a regular basis, for example to retrieve and review new PGCE applications for the current academic year. A Retrieve Template includes the fields and any required Wildcards and/or operators. Retrieve Templates can be created for the majority of SITS:Vision screens but cannot include UDF fields.
In the SITS Menu System screen:
1. In the Option field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where any combination of fields, Wildcards and operators may be entered as your search parameters. These search parameters can then be stored as a retireve template. The Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records. The App status, and Qual status fields are key for tracking the arrival and progress of applications.
1. Enter appropriate search parameters 2. On the menu bar select Misc>Create retrieve template
The Template Creation screen is displayed for entering a name and description for the new retrieval template. Enter names and descriptions for your retrieval templates that are meaningful and include the appropriate screen name so they can be easily identified in the future.
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3. Complete the Short name free text field 4. Complete the Name free text field 5. Complete the Description free text field
6. Click on the Store toolbar button
It is not possible to delete Retrieve Templates that have been created in error, or that are no longer required.
2.2.3 Loading Retrieve Templates
Retrieve Templates can be loaded at any time to quickly enter parameters for commonly used searches. Loading a retrieval template will clear any existing record details held in the screen. Any changes made to the record that have not been stored will be lost when the retrieve template is loaded.
In the SITS Menu System screen:
1. In the Option field enter ACD
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed.
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3. On the menu bar select Misc>Load Retrieve Template
The Template Selection screen is displayed containing any existing retrieve templates. Name and Description details are provided to identify the required retrieval template. The retrieval templates listed can be sorted in ascending or descending order by clicking on the column headings.
4. Double-click on the required template
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You are returned to the ACD screen containing the parameters specified in your retrieval template including any Wildcards and/or operators. Execute the search to retrieve the matching records.
5. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen.
6. Press [Page Up] and/or [Page Down] to navigate through the retrieved records
Processing New PGCE Applications
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3 Processing New PGCE Applications
3.1 Maintain Departmental Tutor List (SITS: eVision)
Each PGCE course has one named Departmental Tutor and their email address stored as the main contact in SITS. The GTR_EDU_TUT. batch process scans daily at 7.15am for new applications. Any matching application records will be distributed to the appropriate Departmental Tutor via email based on the Course contact details maintained by the PGCE office using SITS eVision. Yearly or ad hoc maintenance of this table is required and an eVision page has been built for the PGCE Office to aid this process.
1) Enter the web address www.admin.ox.ac.uk/studentsystems.ms in your preferred internet browser
The Student Systems Support Centre page is displayed containing links to systems including OSS, OxCORT, GSS, and eVision. The page also contains links to related training and support resources.
2) Click on eVision link
The Single Sign-On log in page is displayed.
3) Enter your Single Sign-On Username
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4) Enter your Single Sign-On Password
5) Click on the button
Note: Staff and students are able to access eVision using their University Single Sign-On from any internet connection. For further information on the Oxford University Single-Sign-On system go to http://help.it.ox.ac.uk/webauth/oxfordusername.
The Single Sign-On Confirmation page is displayed from where you may proceed to the SITS:eVision Home page.
6) Click on the button
The eVision Home page is displayed providing access to the links and tools that have been assigned to you, based upon your role. They are grouped by type under headings on the left hand side of the page, e.g. Admissions, Student Records, Examinations, etc.
7) Click on the Admissions heading link
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The Admissions functions for staff page is displayed containing the Admissions tools and functions that have been assigned to you based upon your role. The Tutor Course Mapping link provides the functionality for changing the Tutor assigned to a course.
8) Click on the Tutor Course Mapping functionality link
The PGCE Course Tutors Maintenance page is displayed listing all PGCE courses and their associated course tutors including their contact details. Each PGCE Course record has an Edit button to allow changes to the name and contact details of the course Tutor.
9) Click on the Edit button for the appropriate course
The Amend Course Tutor page is displayed to update the name of the assigned course tutor. Tutors are identified by their Single Sign-on user name.
10) Click in the Tutor field
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11) Enter the required new Tutor details
Once all Tutor details are present and correct you must store the changes made.
12) Click on the Save button
The Amend Course Tutor – Confirmation page is displayed confirming the changes made.
13) Click on the Continue button
You are returned to the PGCE Tutors Maintenance page displaying the changes made to the course tutor. If required further updates can be made to course tutor details.
14) Click on the Return to Admissions button
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You are returned to the Admissions functions for staff page. If no further actions are required you may log-out of eVision
15) Click on the logout link
3.2 Retrieving & Reviewing New PGCE Applications
New SITS PGCE applications are visible after GAF have completed duplicate record checks and de-duplication procedures on application records imported from GTTR. The scheduled GTR_EDU_TUT. batch process will scan daily for new records and distribute them to the appropriate Departmental Tutor based on the Course contact details maintained by using eVision. The PGCE office can retrieve and review applications using the Application Clearance & Decision Entry (ACD) screen in SITS:Vision.
In the SITS Menu System screen:
3. In the Option field enter ‘ACD’
4. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .Any combination of fields, Wildcards and operators may be included as search parameters.
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The following parameters will retrieve all PGCE applications for the current academic year
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A_A* Application Status is active
1. Enter the required search parameters
2. Press [F5] to execute the search
The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. Applications with a null (blank) Qual status field have not yet been processed by the GTR_EDU_TUT. batch process. Applications with a ‘Qual status’ of ‘TU’ have been distributed to the appropriate Department Tutors for their initial decision. The DSC code field is also updated to 1P (Pending).
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3. Press [Page Up] and/or [Page Down] to navigate through the retrieved records
Additional applicant and application information is available via the UDF details and the Other> menu options for each application record.
3.3 Review Visa Requirements
The university’s visa team must be notified of the name and student number of any PGCE applicants requiring a visa. The remainder of the visa process for PGCE Students is completed manually offline. Visa requirement information for an applicant is held as part of the Full Student Details (STU).
In the SITS:Vision Menu Options screen:
1. In the Option field enter ‘STU’
2. Press the [Tab] key
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A blank Full Student Details (STU) screen is displayed to retrieve the appropriate student record. The Student Number (Applicant id)’ and Personal id (P i.d) fields provide unique identifiers to retrieve individual application records.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
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The Full Student Details (STU) screen is displayed containing the retrieved personal details for the student. The Report to UKVI tick box field is automatically populated (ticked) depending on what is entered within the nationality fields.
The visa team must be alerted with the name and student number of any PGCE applicants requiring a visa.
3.4 View Disability Information
Any disability information provided by the applicant is transferred from GTTR into SITS and can be reviewed on the Full Student Details (STU) screen. This should be cross-referenced in case any reasonable adjustments are required during the course (made off system).
In the SITS:Vision Menu Options screen:
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1. In the Option field enter ‘STU’
2. Press the [Tab] key
A blank Full Student Details (STU) screen is displayed to retrieve the appropriate student record. The Student Number (Applicant id)’ and Personal id (P i.d) fields provide unique identifiers to retrieve individual application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
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The Full Student Details (STU) screen is displayed containing the retrieved personal details for the student. The Disability field is accessed via the Report fields button.
5. Click on the Report fields button
The Quick Student Enrolment – Student Report Fields screen is displayed containing the applicant’s disability details as provided by the applicant via GTTR. The Disability field will display a code identifying the type of disability e.g. . Additional disability details are available via the Additional Details button.
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6. Click on the Additional Details button
The Student Additional Details screen is displayed containing any additional disability information as provided by the applicant via GTTR.
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3.5 Record Decision to Reject
Department Tutors will complete an offline review of their decisions with their PGCE Course Leaders. They will then record their rejection decisions against each appropriate application using eVision This will trigger individual emails to the PGCE Office generic mailbox detailing the Department Tutors’ decisions to reject applications. The PGCE Office will record the rejection decisions against the appropriate application records using the Application Clearance & Decision Entry (ACD) screen in SITS:Vision.
In the SITS Menu System screen:
1. In the Option field enter ACD
2. Press the [Tab] key
A blank Application Clearance & Decision Entry (ACD) screen is displayed to retrieve the required application record(s). Search parameters may include any combination of fields and include Wildcards and operators. The Applicant id and P i.d fields provide unique identifiers to retrieve individual application records.
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3. Enter appropriate search parameters
4. Press [F5] to execute the search
Any retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. The total number of matching records is displayed at the top-left of the screen. Rejections without interview are recorded by entering a value of R in the Stage 1 Decision field. The Qual Status field is also updated with a value of U to indicate that the application has not qualified for an interview.
1. In the Stage 1 Decision field enter R
2. In the Qual status field enter U
3. Click on the Store toolbar button
The DSC code field is automatically updated to 1R – REJECT STAGE 1 to indicate the change in status for the rejected
application. The decision is transmitted to GTTR and becomes visible to the applicant via GTTR Track. An ACD screen
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banner message “Pending Acknowledgement” is displayed and the record is locked against any further editing until an
acknowledgement is received from GTTR.
3.6 Monitor Withdrawals
Applicants may withdraw their PGCE application at any point during the Admissions cycle using GTTR Track. The
applicant’s decision to withdraw their application is imported by the SITS GTTR scan/import/export batch process and
be visible as an update to the App status field on the Application Clearance & Decision Entry (ACD) screen.
The App status field is automatically updated to a value of A_WD to indicate the application has been
withdrawn.
In the SITS:Vision Menu Options screen:
1. In the Option field enter ACD
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters.
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The following parameters will retrieve all withdrawn PGCE applications for the current academic year:
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A_W* Application Status is withdrawn
3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If
multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. When
an applicant is withdrawn the applicant’s ‘App status’ is updated to A_WD and is no longer considered an active
application by the system.
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1. Press [Page Up] and/or [Page Down] to navigate through the retrieved records
For more information on the available SITS:Vision App status and Qual status values see Appendix 8 and Apeendix 9of this manual.
3.7 Review COYMAP & Status Changes
The SITS:Vision Decision Record Log Supervisor Access (DRLS) provides historical/audit information for an application record during the admissions process. The Decision Record Log Supervisor Access (DLRS) screen is read-only and cannot be used to update application records recorded against an altered. It tracks decisions recorded for each application, and changes in an application’s status and COYMAP details.
In the SITS:Vision Menu Options screen:
1. In the Option field enter ‘DRLS’
2. Press the [Tab] key
The DRLS screen can also be accessed for an application using the Other>Decision Record Log menu option in the ACD screen.
The Decision Record Log Supervisor Access (DRLS) screen is displayed where any combination of fields, Wildcards, and operators may be used as search parameters to retrieve required records. The Applicant id and P.id fields provide unique identifiers to retrieve records for individual applicants
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3. Enter appropriate search parameters
4. Press [F5] to execute the search
If multiple records are retrieved, the total number is displayed at the top-left of the screen. Each DLRS record displays the date and time of the update to the record and the details of the user that made the change(s). Record 1 of a DLRS is the original version of the application record as received from GTTR. Subsequent records indicate subsequent changes in status, COYMAP and/or decisions made as part of processing the application
A new DRLS record is created every time the value in one of the following fields is changed during the processing of new PGCE applications:
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5. Use [Page Up] and/or [Page Down] to navigate the retrieved DLRS records
Field Examples
App status A_RP - COYMAP change triggered by UCAS
A_RA - Adjustment – Registered
A_WD - Withdrawn applications
A-UE – UCAS Error
A_AD – Possible Duplicate
Qual Status TU – Tutor
U - Unqualified
C Course/ College “Y” Request change to course/college
“N“ No change to course/college
O Offer “Y” Request change to offer
“N“ No change to offer
Y Year of Entry “Y” Request change to year of entry
“N“ No change to year of entry
M Month of Entry “Y” Request change to month of entry
“N“ No change to month of entry
A Mode of Attendance
“Y” Request change to mode of attendance
“N“ No change to mode of attendance
P Point of Entry “Y” Request change to point of entry
“N“ No change to point of entry
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4 Administering Interviews
4.1 Create Interview/OpenDay (IOD) events
Department Tutors will gain offline agreement from their PGCE Course leader for their initial decisions to invite appropriate applicants to interview. The Department Tutors will record their decisions against each appropriate application using eVision. Recording an invite to interview decision in eVision will trigger an email to the PGCE Office generic mailbox detailing the Department Tutor’s decision. The PGCE Office then create an Interview/Open day event in the Interview/Open day (IOD) screen to define the characteristics of the interview.
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘IOD’
2. Press the [Tab] key
A blank Interview/Open Day (IOD) screen is displayed to enter the appropriate detail for the interview event to be held.
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The following interview event details must be recorded as part of the IOD:
Field Entry Value
Interview Code Use the following recommended code structure for entering an Interview Code field e.g. G_HIS270213 (G_<<subject abbreviation>><<date of interview (ddmmyy)>>)
Interview Name Enter PGCE <<Insert Subject Name>>
Type Select ‘Interview’ from the list of values
Method Select ‘In person on site’ from the list of values
Start Time Enter an appropriate start time for the interview e.g. 3pm
End Time Enter an appropriate end time for the interview e.g. 3:30pm
Max Attendees Enter the maximum number of attendees for each IOD event e.g. 5
Applicable to applicants Y (Ticked)
Update interview field on CAP? Y (Ticked)
Department Enter the code for the Education Department ‘3C02EP’
1. Enter the required IOD information
2. Click on the Store toolbar button
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4.2 Record Invitations to Interview (IOI)
After a suitable IOD event has been created, the PGCE Office create an Interview/OpenDay Invitation (IOI) record for each appropriate applicant. The IOI is used to record each applicant’s invitation to an interview event (IOD) and to record their response to the invitation.
The decision status of invite to interview and the proposed date of the interview is not transferred to GTTR and made available to the applicant via GTTR Tracker until the PGCE Office have added an IOI record to the SITS application record.
In the SITS:Vision Menu Options screen:
1. In the Option field enter ‘IOI’
2. Press the [Tab] key
The Interview/OpenDay Invitation (IOI) screen is displayed:
An invitation must be created for each applicant to be invited to interview containing the following details:
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Field Entry Value
Student Code Enter the unique STU code for an appropriate applicant e.g. 719059
Interview/open day code Select the relevant IOD event code in the list of values
Interview Time Enter the interview time
1. Enter the required IOI information
2. Click on the Store toolbar button
The Application Clearance & Decision Entry (ACD) screen will be automatically updated from the associated IOI record. The decision is transmitted to GTTR and becomes visible to the applicant via GTTR Track. An ACD screen banner message “Pending Acknowledgement” is displayed and the record is locked against any further editing until an acknowledgement is received from GTTR.
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
the change in status to invite to interview:
Updated Field New Value
Qual status I - Invited to Interview
Interview date Date of the interview as defined on IOI
Interview time Time of the interview as defined on IOI
Interview sts Y
DSC code ‘1PO –PENDING INTERVIEW’
4.3 Re-arrange Interviews
If there are subsequent changes to the interview IOI event (e.g. applicant unavailable and requests an alternative interview date) this should be recorded in the ACD screen and then the IOI screen. This will result in the change being re-exported to GTTR.
In the SITS:Vision Menu Options screen:
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1. In the Option field enter ACD
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. The
Interview Date and Interview Time fields are updated to show the new re-arranged interview details. The Qual status
field is also updated to IC (Interview Changed) to indicate that the interview details for the application have been
amended.
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The interview date on ACD always shows the furthest calendar dated proposed interview event therefore later dates will still be clearly visible. However an earlier date will not show on this record and therefore a QST of IC should flag this change for the Administrator to view elsewhere.
5. In the Interview Date field enter the appropriate re-arranged date
6. In the Interview Time field enter the appropriate re-arranged time
7. Click on the Store toolbar button
In the SITS:Vision Menu Options screen:
1. In the Option field enter IOI
2. Press the [Tab] key
The Interview/OpenDay Invitation (IOI) screen is displayed for entering the re-arranged Interview date and time.
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1. In the Interview Date field enter the appropriate re-arranged date
2. In the Interview Time field enter the appropriate re-arranged time
3. Click on the Store toolbar button
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4.4 Record Invitation to Interview Response
Applicants will accept or decline their invitation to interview through direct communication with the PGCE Office. The decision is then recorded against the Invite to Interview (IOI) record by the PGCE Office using SITS:Vision.
In the SITS:Vision Menu Options screen:
1. In the Option field enter ‘IOI’
2. Press the [Tab] key
The Interview/Open day Invitation (IOI) screen is displayed containing the Accepted invitation? field. The applicant’s decision to accept or decline the invitation is recorded here as either ‘Y’ (Yes) or ‘N’ (No).
3. In the Accepted invitation? field enter ‘Y’ or ‘N’
4. Click on the Store toolbar button
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The Application Clearance & Decision Entry (ACD) screen will be automatically updated from the associated IOI record.
Accepted Invitation
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
the change in status to invite to interview:
Updated Field New Value
Interview sts C
DSC code 1POC (ATTENDED INTERVIEW)
Declined Invitation
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
the change in status to invite to interview:
Updated Field New Value
Interview sts D (Declined)
DSC code 1POD (DECLINED INTERVIEW)
4.5 Record Attendance or Non-Attendance at Interview
After the interview is complete, the attendance or non-attendance of the applicant is recorded by the PGCE Office on the Interview/Open day Invitation (IOI) screen in SITS:Vision.
In the SITS:Vision Menu Options screen:
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1. In the Option field enter ‘IOI’
2. Press the [Tab] key
The Interview/Open day Invitation (IOI) screen is displayed for locating the appropriate invitation to interview to be updated with the attendance or non-attendance details. Any combination of fields, Wildcards and operators may be included as search parameters. The STU code and P.id fields provide unique identifiers for individual applications.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
The Invite to Interview/Open day IOI screen is populated with the retrieved IOI records. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. Attendance or non-attendance at interview is recorded with a Y/N value in the Attended Interview? field.
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1. In the Attended Interview? field enter Y or N
2. Click on the Store toolbar button
The Application Clearance & Decision Entry (ACD) screen is automatically updated from the changes recorded on the
associated Invite to Interview/Open day record.
Attended Interview
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The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
the change in status:
Updated Field New Value
Interview sts A - Attended
DSC code ‘1POA –Attended INTERVIEW’
Non-Attendance
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
the change in status:
Updated Field New Value
Interview sts F (Failed to Attend)
DSC code ‘1POF –Failed to attend
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4.6 Upload Related Documents
The scanned Interview Notes, College Choice form, and any original evidence e.g. certificates etc, are uploaded and attached to the application by the PGCE Office. The Goto>Related Documents menu option in the Application Clearance & Decision Entry (ACD) screen provides access to adding and viewing attached documents.
In the SITS Menu System screen:
1. In the Option field enter ACD
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .Any combination of fields, Wildcards and operators may be included as search parameters. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records
3. Enter appropriate search parameters
4. Press [F5] to execute the search
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Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. The Goto>Related Documents menu option i provides access to adding and/or viewing attached documents.
5. On the menu bar select Goto>Related Documents>Add Document
The Related Documents screen is displayed containing details of any existing attached documents. Attached documents are displayed as individual records in the Related Documents screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. Any document to be attached must be located on the user’s local machine or a shared location on the Oxford network.
6. Click on the Add Document button
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The Create new Document Related Record and Document screen is displayed. The default option is to attach a new file or document and this should not be changed.
7. Click on the Next button
The Select Category tab is displayed to define the type of document to be attached. A miscellaneous category is provided is none of the exiting categories cover the type of document to be attached.
8. Click on the required category type
9. Click on the Next button
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The Find File tab is displayed to locate the document to be attached. A miscellaneous category is provided is none of the exiting categories cover the type of document to be attached. The file must be on a local drive or in an accessible University of Oxford network location.
10. Click on the Browse button
The Open prompt is displayed to navigate to the required file’s location
11. Double-click on the required file
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The Add Details tab is displayed where any additional comments or notes may be added to describe the file being attached.
12. Enter any required additional Notes
13. Click on the Next button
The Confirm and Save tab is displayed to finally store the attached document with the application record.
14. Click on the Save button
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The Documents tab on ACD can be used to view additional documents which have been attached to the application.
4.7 Record Interview Rejection
The PGCE Office will record the appropriate decision against each application on the ACD screen in SITS:Vision. The decision will be transmitted to GTTR for acknowledgement and becomes visible to the applicant for their information.
In the SITS Menu System screen:
1. In the Option field enter ACD
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .Any combination of fields, Wildcards and operators may be included as search parameters. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records
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3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. The Qual Status and Decision Stage 1 fields are used to record the rejection of an application after interview.
Update the following fields on the Application Clearance & Decision Entry (ACD) screen to record a rejection for an
application after interview:
Updated Field New Value
Qual status IR (Interview Reject)
Stage 1Decision R (Reject)
1. In the Qual status field enter “IR"
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2. In the Stage 1 Decision field enter ‘R’
3. Click on the Store toolbar button
The decision is transmitted to GTTR and becomes visible to the applicant via GTTR Track. An ACD screen banner message “Pending Acknowledgement” is displayed and the record is locked against any further editing until an acknowledgement is received from GTTR.
The following fields on the Application Clearance & Decision Entry (ACD) screen to record a rejection for an application
after interview:
Updated Field New Value
DSC code 1R (Rejected at Stage 1)
4.1 Review COYMAP & Status Changes
The SITS:Vision Decision Record Log Supervisor Access (DRLS) provides historical/audit information for an application record during the administration of PGCE interviews. The Decision Record Log Supervisor Access (DLRS) screen is read-only and cannot be used to update application records recorded against an altered. It tracks decisions recorded for each application, and changes in an application’s status and COYMAP details.
In the SITS:Vision Menu Options screen:
6. In the Option field enter ‘DRLS’
7. Press the [Tab] key
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The DRLS screen can also be accessed for an application using the Other>Decision Record Log menu option in the ACD screen.
The Decision Record Log Supervisor Access (DRLS) screen is displayed where any combination of fields, Wildcards, and operators may be used as search parameters to retrieve required records. The Applicant id and P.id fields provide unique identifiers to retrieve records for individual applicants
8. Enter appropriate search parameters
9. Press [F5] to execute the search
If multiple records are retrieved, the total number is displayed at the top-left of the screen. Each DLRS record displays the date and time of the update to the record and the details of the user that made the change(s). Record 1 of a DLRS is the original version of the application record as received from GTTR. Subsequent records indicate subsequent changes in status, COYMAP and/or decisions made as part of processing the application
A new DRLS record is created every time the value in one of the following fields is changed during the processing of new PGCE applications:
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10. Use [Page Up] and/or [Page Down] to navigate through each retrieved DLRS record
Field Examples
App status A_RP - COYMAP change triggered by UCAS
A_RA - Adjustment – Registered
A_WD - Withdrawn applications
A-UE – UCAS Error
Qual Status I - Interview
IC - Interview Change
IR – Interview Reject
Stage 1 Decision R - Reject
C Course/ College “Y” Request change to course/college
“N“ No change to course/college
O Offer “Y” Request change to offer
“N“ No change to offer
Y Year of Entry “Y” Request change to year of entry
“N“ No change to year of entry
M Month of Entry “Y” Request change to month of entry
“N“ No change to month of entry
A Mode of Attendance
“Y” Request change to mode of attendance
“N“ No change to mode of attendance
P Point of Entry “Y” Request change to point of entry
“N“ No change to point of entry
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5 Administering Conditional Offers & College Allocations
5.1 Record Conditional Offer
The PGCE Office will record the Conditional Offer decision against each relevant application using the ACD screen in SITS:Vision. The decision will be transmitted to GTTR for acknowledgement and becomes visible to the applicant via GTTR Track. In addition the PGCE Office will generate and distribute Conditional Offer letters to appropriate applicants using the .
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where any combination of fields, Wildcards and operators can be used as search parameters. The Applicant id and P.id fields provide unique identifiers to retrieve individual application records.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
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Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen.
Update the following fields on the Application Clearance & Decision Entry (ACD) screen to record a rejection for an
application after interview:
Updated Field New Value
Qual status MV (May Qualify)
Stage 1Decision C (Conditional)
1. In the Qual status field enter MV
2. In the Stage 1 Decision field enter C
3. Click on the Store toolbar button
A Stage 1 Decision of Conditional Offer is only given if the applicant has been previously interviewed. An unconditional offer ‘U’ is also available but is not used as a stage 1 decision
5.1.1 Assign Offer Conditions
The PGCE Office updates each appropriate application record with the offer conditions recording the relevant value from the Offer Library (OLB), e.g. G_ST in the Application Clearance & Decision Entry (ACD) screen . Each bespoke offer is then created by a scheduled batch process assigning the corresponding CCLs appropriate to the entered Offer code.
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In the Application Clearance & Decision Entry (ACD) screen retrieve the appropriate application record.
The Applicant id and P.id fields provide unique identifiers to retrieve individual application records.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. The Offer field is updated with a valid PGCE offer code as defined in the Offer Library (OLB).
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All PGCE Offer codes begin with ‘G_’. For further information on the valid PGCE Offer codes see Appendix 14 of this manual.
Update the following fields on the Application Clearance & Decision Entry (ACD) screen to record a rejection for an
application after interview:
Field New Value
Offer e.g. G_ST (Standard)
Stage 1Decision C (Conditional)
1. In the Offer field enter an appropriate Offer Code e.g. G_ST
2. In the Stage 1 Decision field enter C
3. Click on the Store toolbar button
A scheduled overnight batch job GTR_APPLY_CC will generate the corresponding set of individual Student Clearance Checks ( applied CCLs) to ensure each individual offer condition is represented on the Clearance Checks tab on the ACD screen. These checks are then individually available to be updated as verified by the PGCE Office at a later stage once appropriate evidence has been approved. This batch job is not efficient as it does not have a processed flag i.e. it will run on all Live CF for that academic year until they become CFU but the numbers are relatively small (200 CF in total so maximum of 50 at any one time in this state).
For further information on SITS:Vision batch processes codes see Appendix 2 of this manual.
Conditions can be manually added at the time of making the offer and verified at the same time if appropriate evidence has been presented. However the overnight batch job will add the remaining conditions defined as part of the Offer code to ensure it is in line with the appropriate OLB code and its required matching set of conditions.
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5.1.2 View Conditional Offer text
The Offer Text tab on ACD shows a version of the relevant offer conditions written as prose.
In the Application Clearance & Decision Entry (ACD) screen retrieve the appropriate application record. The Applicant id and P.id fields provide unique identifiers to retrieve individual application records.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. The Offer tab will display the offer conditions written as prose.
3. Click on the Offer tab
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5.2 Verify Fee Status
Fee status information is transferred from GTTR to SITS and is displayed in the Fee Status field on the Other CAP fields tab of the Application Clearance & Decision Entry (ACD) screen. The values available in the Fee Status field and their meanings are described in Appendix 10.
In the SITS:Vision Menu Options screen:
1. In the Option field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters.
1. Enter appropriate search parameters
2. Press [F5] to execute the search
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Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen.
Only the Fees Clerk is able to edit the Fees Status on the ACD screen. Any queries should be raised directly with the Fees Clerk.
5.3 Record Bursary Amount
The bursary amount is recorded in the UDF set of fields for the Application Clearance & Decision Entry (ACD) screen. This will be viewable for College Administrators in eVision.
In the SITS:Vision Menu Options screen:
3. In the Option field enter ‘ACD’
4. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
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3. Enter appropriate search parameters
4. Press [F5] to execute the search
The Application Clearance & Decision Entry (ACD) screen is displayed containing the retrieved details for the applicant. Bursary information is held as part of the UDF (User Defined Fields) set of fields.
1. Click on the button
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The User Defined Fields Screen is displayed containing the PGCE Bursary Amount field. This field contains a pre-defined
list of values of the valid bursary amounts.
1. Click on the PGC Bursary drop-down list arrow
The UDF Profile Popup screen is displayed containing all valid entries for the PGCE Bursary Amount field.
See Appendix 11 for a full description of the available values for the PGCE Bursary Amount field.
2. Double-click on the required bursary value list option
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The User Defined Fields Screen is displayed containing the updated PGCE Bursary Amount field.
3. Click on the Apply button
You are returned to the Application Clearance & Decision Entry (ACD) screen where you must store the changes made.
4. Click on the Store toolbar button
5.4 Review Conditional Offer Responses
The applicant’s decision will be transferred by the SITS GTTR scan/import/export batch process and be visible as an update to the Stage 1 Response field on the Application Clearance & Decision Entry (ACD) screen. The Stage 1 Response field, the DSC code field are updated to reflect the applicant’s response to their conditional offer. If an applicant declines a conditional offer this is recorded as a withdrawl.
For more information on the available SITS:Vision Stage 2 Response values see Appendix 8 of this manual.
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In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records.
The following parameters will retrieve all PGCE applications with a Stage 2 Response for the current academic year:
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A* Application Status is active
Stage 1 Response * Stage 2 Response contains a response
3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. In addition to an update to the Stage 1 Response field, the DSC code field on the Other CAP Fields tab is also updated to reflect the applicant’s response to their conditional offer.
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Firm Acceptance of Conditional Offer
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate a
firmly accepted Conditional Offer:
Updated Field New Value
Stage 1 Response F (Firmly Accepted)
DSC code H1CAF
Declined Conditional Offer
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate a
declined Conditional Offer:
Updated Field New Value
Stage 1 Response D (Declined)
App status A_WD
DSC code H1CD
5.5 Record College Allocation
An application is allocated to a college by populating the College field on the Other CAP fields tab on the Application Clearance & Decision Entry (ACD) screen. By default the College field is pre-populated with a value of NAL (no allocated college) which must be overwritten with a valid college code. Once the College field is populated with a valid college code the application will become visible to the appropriate College Administrator in eVision to record their decision.
A batch process will trigger individual emails to the appropriate College Administrators for each application requiring a decision for their college allocation. The email is an alert notification to the College Administrator informing them of an allocation awaiting their decision. The College Administrator will record their decision in eVision.
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In the SITS:Vision Menu Options screen:
3. In the ‘Option’ field enter ‘ACD’
4. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records. The Applicant id and P i.d. fields provide unique identifiers to retrieve individual application records.
4. Enter appropriate search parameters
5. Press [F5] to execute the search
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The Application Clearance & Decision Entry (ACD) screen is displayed containing the default NAL value in the College field. The NAL value must be cleared before the full college list can be displayed.
1. Click in the College field
2. Press [F7] to clear the field
3. Double-click in the College field
The College Select… list of values is displayed containing all University of Oxford colleges.
The College list contains all of the colleges within the University of Oxford, not just those colleges which offer PGCE courses. Ensure you select an appropriate college for PGCE applications.
4. Double-click on the required college in the list of values
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The Application Clearance & Decision Entry (ACD) screen is displayed containing the updated College value. Once the changes have been stored the application will be visible to the College Administrator(s) of the selected college using eVision.
5. Click on the Store toolbar button
The SRL: GTR_ADM_EMAL batch process will trigger emails to the appropriate College Administrators notifying them of college allocations awaiting their decision. Thee batch process will send an email for each application where the College field is not equal to NAL, and the Tutor 1 field is null.
5.6 Reviewing Allocation Decisions
After reviewing their decisions with the appropriate College Assessor, the College Administrator will record their decision against each application using eVision. The College Administrator decisions are visible via updates will be made to the Tutor 1/2 fields on the SITS:Vision ACD screen. Three decision outcomes are possible
Accept - No financial conditions
Accept - With financial conditions
Decline
In the SITS:Vision Menu Options screen:
5. In the ‘Option’ field enter ‘ACD’
6. Press the [Tab] key
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The Application Clearance & Decision Entry (ACD) screen is displayed where any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records.
The following parameters will retrieve all PGCE applications with a Stage 2 Response for the current academic year:
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A*AV Application Status is active
Tutor 1 * Tutor 1 contains a response
6. Enter appropriate search parameters
7. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. College Administrator decisions are recorded in the Tutor 1/2 fields.
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Accept – No financial conditions
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
an accepted college allocation with no financial conditions:
Updated Field New Value
Tutor 1 PRS code of the College administrator accepting the application
Complete Flag C
GTR_S6 clearance check – Check funding is set to passed
Accept – With financial conditions
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate
an accepted college allocation with financial conditions:
Updated Field New Value
Tutor 1 PRS code of the College administrator accepting the application
Complete Flag null
GTR_S6 clearance check Check funding is set to pending
SCC notes Populated with the financial conditions.
Decline
The following fields on the Application Clearance & Decision Entry (ACD) screen are automatically updated to indicate a
declined allocation:
Updated Field New Value
Tutor 1 C0148026 (the PRS code of Jane Stephenson)
Declined applicants will need to be re-allocated to a different College by the PGCE Office. The allocation steps are repeated by repopulating the College field with the next college choice until a college place is found for the applicant.
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5.7 Waitlist an Applicant
If allocation quotas are full and no more offers can be made, an application is waitlisted to show that the applicant is deserving of a place and could be a reserve for the course if a space is found within the quota (e.g. an applicant later withdraws). The PGCE Office will update the Qual status field of appropriate applications using the SItS:Vision ACD screen.
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
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Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen.
1. In the Qual status field enter WL
2. Click on the Store toolbar button
Overall time limits on applications should be observed carefully to prevent an applicant being timed out and therefore rejected by default.
5.8 Reject Course Full
In unusual cases where allocation quotas are already full and no new applications can be considered, the PGCE Office update the application record to show that the applicant has been received but has not been considered in the current academic cycle. The Qual status field of appropriate applications is updated using the SItS:Vision ACD screen. This will export a final Rejection decision to GTTR, however the applicant can officially be considered again later if a space is becomes available within the quota (e.g. a previously confirmed applicant later withdraws).
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
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The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. The
Qual status field is updated to FC to indicate that an application has been rejected to a full course.
1. In the Qual status field enter FC
2. Click on the Store toolbar button
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5.9 Review COYMAP & Status Changes
The SITS:Vision Decision Record Log Supervisor Access (DRLS) provides historical/audit information for an application record during the administration of conditional offers and college allocations. The Decision Record Log Supervisor Access (DLRS) screen is read-only and cannot be used to update application records recorded against an altered. It tracks decisions recorded for each application, and changes in an application’s status and COYMAP details.
In the SITS:Vision Menu Options screen:
11. In the Option field enter ‘DRLS’
12. Press the [Tab] key
The DRLS screen can also be accessed for an application using the Other>Decision Record Log menu option in the ACD screen.
The Decision Record Log Supervisor Access (DRLS) screen is displayed where any combination of fields, Wildcards, and operators may be used as search parameters to retrieve required records. The Applicant id and P.id fields provide unique identifiers to retrieve records for individual applicants
13. Enter appropriate search parameters
14. Press [F5] to execute the search
If multiple records are retrieved, the total number is displayed at the top-left of the screen. Each DLRS record displays the date and time of the update to the record and the details of the user that made the change(s). Record 1 of a DLRS is the original version of the application record as received from GTTR. Subsequent records indicate subsequent changes in status, COYMAP and/or decisions made as part of processing the application
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A new DRLS record is created every time the value in one of the following fields is changed during the processing of new PGCE applications:
Field Examples
App status A_RP - COYMAP change triggered by UCAS
A_RA - Adjustment – Registered
A_WD - Withdrawn applications
A-UE – UCAS Error
Qual Status MV – May Qualify (Conditions set)
WL – Waitlist
FC – Course Full
Stage 1 Decision C – Conditional Offer
Stage 1 Response F – Firmly Accept
I – Insurance Accept
D - Decline
C Course/ College “Y” Request change to course/college
“N“ No change to course/college
O Offer “Y” Request change to offer
“N“ No change to offer
Y Year of Entry “Y” Request change to year of entry
“N“ No change to year of entry
M Month of Entry “Y” Request change to month of entry
“N“ No change to month of entry
A Mode of “Y” Request change to mode of attendance
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15. Use [Page Up] and/or [Page Down] to navigate through each retrieved DLRS record
Attendance “N“ No change to mode of attendance
P Point of Entry “Y” Request change to point of entry
“N“ No change to point of entry
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6 Administering Unconditional Offers and Transfer to On-Course
6.1 Complete Clearance Checks – Now Qualified
When an application has progressed to holding a Stage 1 Decision of C and a Stage 1 Response of F (Firmly Accept, the GTR_APPLY_CC batch job will create the required type and number of offer Clearance Checks based upon the Offer Library code. As appropriate evidence for each separate condition is verified then the PGCE Office should record Passed Check(s) to confirm that the condition has been met on the ACD screen.
In the SITS:Vision Menu Options screen:
7. In the ‘Option’ field enter ‘ACD’
8. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where any combination of fields, Wildcards and operators can be used as search parameters. The Applicant id and P.id fields provide unique identifiers to retrieve individual application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. Clearance check information is updated on the Clearance Checks tab.
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5. Click on the Clearance Checks tab
The Clearance Check tab will display all conditions that have been assigned to the applicant as part of their Conditional Offer. As appropriate evidence for each separate condition is verified then the PGCE Office should record Passed Check(s) to confirm that the condition has been met on the ACD screen.
6. Click on the Status drop-down list arrow
7. Select Passed Check from the list of values
8. Click on the Store toolbar button
Where appropriate to do so, the GTTR Administrator can waive a condition by unticking the Mandatory flag.
6.1 Clearance Checks – Now Failed
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If any conditions remain not passed without extenuating circumstances at the PGCE course start date, then a QST of NF (Now Failed Conditions) should be used and the conditional offer made will become void.
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
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Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen.
1. In the Qual status field enter NF
2. Click on the Store toolbar button
6.2 Issue Unconditional Offers
Once each individual condition (regardless of standard/additional offer condition composition) has been fulfilled separately then an unconditional offer can be issued (see VDRs). The GTTR Administrator should update the QST to NQ (Now Qualified) and the Stage 2 Confirmation Decision to U, before the decision will be successfully exported to GTTR.
Having Proof of English Language and Maths GCSEs (or equivalent) and Proof of recognised degree (or equivalent) at the time of interview could result in an Academically Unconditional Offer being set, however this is still be subject to the remaining standard conditions of enrolment and may also include the extra additional conditions. The legal wording and the legal implications of making this type of offer must be approved before it can be used.
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
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The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen.
Update the following fields on the Application Clearance & Decision Entry (ACD) screen to record a rejection for an
application after interview:
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Updated Field New Value
Qual status QQ (Confirmed Offer/Contract)
Stage 2 Decision U (Unconditional)
1. In the Qual status field enter QQ
2. In the Stage 2 Decision field enter U
3. Click on the Store toolbar button
The decision is transmitted to GTTR and becomes visible to the applicant via GTTR Track. An ACD screen banner
message “In transit to UCAS” is displayed and the record is locked against any further editing until an
acknowledgement is received from GTTR.
6.3 Review Applicant Responses to Unconditional Offers
The applicant is notified of their unconditional offer via GTTR Track and will respond via GTTR Track with an acknowledgement and a decision. The applicant’s decision will be transferred by the SITS GTTR scan/import/export batch process and be visible as an update to the Stage 2 Response field on the Application Clearance & Decision Entry (ACD) screen. For more information on the available SITS:Vision Stage 2 Response values see Appendix 8 of this manual.
An applicant’s acceptance of an unconditional offer is recorded as F in the Stage 2 Response field to indicate firm acceptance.
If an applicant declines an unconditional offer, the Stage 2 Response field is updated to D.
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In the SITS:Vision Menu Options screen:
5. In the ‘Option’ field enter ‘ACD’
6. Press the [Tab] key
The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records.
The following parameters will retrieve all PGCE applications with a Stage 2 Response for the current academic year:
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A_A* Application Status is active
Stage 2 Response * Stage 2 Response contains a response
7. Enter appropriate search parameters
8. Press [F5] to execute the search
Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen. In addition to updates to the Stage 2 Response field, the DSC code field on the Other CAP Fields tab is also updated to reflect the applicant’s decision for their unconditional offer.
An applicant’s acceptance of an unconditional offer is recorded as 1UAF (1UAF-A).
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If an applicant declines an unconditional offer, the DSC code field is updated to 1UD.
2. Press [Page Up] and/or [Page Down] to navigate through the retrieved records
Applicants with an Unconditional Offer who are yet to respond with a decision will have a blank Stage 2 Response field and a DSC code of 1UN.
6.4 Record Issue of Temporary Student Contract
Student contracts are generated off-system and are sent to the applicant at the time the Stage 2 decision is recorded as Unconditional Offer. Occasionally temporary contracts, which are time limited, are needed for PGCE students. The Qual status field on the ACD screen is used to record that a Temporary Contract has been issued to an applicant
In the SITS:Vision Menu Options screen:
9. In the ‘Option’ field enter ‘ACD’
10. Press the [Tab] key
A blank Application Clearance & Decision Entry (ACD) screen is displayed. Complete a search using the Applicant id or ‘P i.d’ to retrieve individual application records.
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3. Enter appropriate search parameters
4. Press [F5] to execute the search
The Application Clearance & Decision Entry (ACD) screen displays the retrieved details for the required applicant. The Qual status value is TC to indicate that a temporary contract has been issued.
1. In the ‘Qual status’ field enter ‘TC’
2. Click on the Store toolbar button
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More description next process steps.
For more information on the available ‘Qual Status’ values see Appendix 6 of this manual.
6.5 Review Transfers to On-Course Records
ATR transfer all applications that have met all conditions and hold a Firm Unconditional offers to On-course records. As part of this process the ‘Qual status’ field of transferred applications is automatically updated to ‘A_CT’ (Transferred to Enrolment).
The following parameters will retrieve all PGCE applications that have been transferred to On-Course records for the current academic year
Field Value Description
AES G Application Entry System is GTTR
Entry Year *16 Entry Year is 2015/2016
App Status A_C* Application Status is active
In the SITS:Vision Menu Options screen:
1. In the ‘Option’ field enter ‘ACD’
2. Press the [Tab] key
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The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters. Construct a search to retrieve the required application records. The ‘Applicant id’ and ‘P i.d’ fields provide unique identifiers to retrieve individual application records.
3. Enter appropriate search parameters
4. Press [F5] to execute the search
The ‘Application Clearance & Decision Entry (ACD)’ displays the retrieved applications with an ‘App status’ value of ‘A_CT’. If multiple records are retrieved, the total number of matching records is displayed at the top-left of the screen.
1. Press [Page Up] and/or [Page Down] to navigate through the retrieved records
Applications that have been transferred by ATR to On-Course records require no further action by the PGCE Office as part of the admissions process.
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6.6 Review COYMAP & Status Changes
The SITS:Vision Decision Record Log Supervisor Access (DRLS) provides historical/audit information for an application record during the admissions process. The Decision Record Log Supervisor Access (DLRS) screen is read-only and cannot be used to update application records. It tracks decisions recorded for each application, and changes in an application’s status and COYMAP details.
In the SITS:Vision Menu Options screen:
16. In the Option field enter ‘DRLS’
17. Press the [Tab] key
The DRLS screen can also be accessed for an application using the Other>Decision Record Log menu option in the ACD screen.
The Decision Record Log Supervisor Access (DRLS) screen is displayed where any combination of fields, Wildcards, and operators may be used as search parameters to retrieve required records. The Applicant id and P.id fields provide unique identifiers to retrieve records for individual applicants
18. Enter appropriate search parameters
19. Press [F5] to execute the search
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If multiple records are retrieved, the total number is displayed at the top-left of the screen. Each DLRS record displays the date and time of the update to the record and the details of the user that made the change(s). Record 1 of a DLRS is the original version of the application record as received from GTTR. Subsequent records indicate subsequent changes in status, COYMAP and/or decisions made as part of processing the application
A new DRLS record is created every time the value in one of the following fields is changed during the processing of new PGCE applications:
Field Examples
App status A_CT Transferred to Enrolment
A_RP - COYMAP change triggered by UCAS
A_RA - Adjustment – Registered
A-UE – UCAS Error
A_WD - Withdrawn applications
Qual Status NF – Now Failed to Qualify
NQ – Now Qualified
TC – Temporary Contract
Stage 2 Decision U - Unconditional
Stage 2 Response F – Firmly Accept
D - Decline
C Course/ College “Y” Request change to course/college
“N“ No change to course/college
O Offer “Y” Request change to offer
“N“ No change to offer
Y Year of Entry “Y” Request change to year of entry
“N“ No change to year of entry
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20. Use [Page Up] and/or [Page Down] to navigate through each retrieved DLRS record
M Month of Entry “Y” Request change to month of entry
“N“ No change to month of entry
A Mode of Attendance
“Y” Request change to mode of attendance
“N“ No change to mode of attendance
P Point of Entry “Y” Request change to point of entry
“N“ No change to point of entry
Further Help & Information
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7 Further Help & Information
7.1 eVision Guidance
Guidance and further information about eVision can be found on the Student Systems Website:
http://www.admin.ox.ac.uk/studentsystems/
7.2 Student Systems Programme
The Student Systems Programme (SSP) is responsible for delivering the development of Oxford’s IT-based systems used by academic and administrative staff, applicants and students in support of many aspects of teaching and learning. Further information about the programme can be found at:
http://www.admin.ox.ac.uk/ac-div/studentsystems/
7.3 Data Protection and Accessibility
You should familiarise yourself with the University’s policy on Data Protection by reading the information available at:
http://www.admin.ox.ac.uk/councilsec/dp/policy.shtml
Further information about the Data Protection Act can be obtained from the website of the University’s Data Protection Officer:
http://www.admin.ox.ac.uk/councilsec/dp
All university members should adhere to the following regulations when using IT facilities:
http://www.admin.ox.ac.uk/statutes/regulations/196-052.shtml
Full details of the Student Systems Accessibility policy can be viewed at:
http://www.admin.ox.ac.uk/studentsystems/accessibility
Appendices
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Appendix 1 - Glossary of Terms
The following table contains a list of acronyms commonly employed in the Student Systems Programme:
Acronym Description
ADSS Admission Decision Support System
AHRC Arts & Humanities Research Council
APF Application File
ARO Academic Records Office
ATAS Academic Technology Approval Scheme
ATP Application Transfer Process
ATR Application transfer
CAP Course Application
CAS Confirmation of Acceptance for Study
CBK Course Block List
CBO Course Block Occurrence
CPE Certificate in Proficiency in English
CRS Course Details
CUD Core User Directory
DAS Disability Advisory Service
DEC Decision
DGS Director of Graduate Studies
DMD Define Module Diet
DTC Doctoral Training Centre
EMD Edit Module Diet
FMC Screened Module Collection
FME Screened Module Element
GAF Graduate Admissions & Funding Office
GAO Graduate Administration Office
GOCAT Graduate Open College Application Tool
GRE Graduate Record Examination
GSA Graduate Student Administration
GSC Graduate Studies Committee
GSD Generate Student Diets
GSS Graduate Supervision System
GTTR Graduate Teacher Training Register
IELTS International English Language Testing System
MRE Master Related Entity
MRG Master Role Group
MST Master Record
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Acronym Description
OMC OxCORT Management Committee
OSS Oracle Student System
OT Organising Tutor
OxCORT Oxford Colleges On-line Reports for Tutorials system
PGCE Post Graduate Certificate in Education
PPH Permanent Private Hall
PRG Programme
PRS Personnel Record
PRU Programme Route
PT Personal Tutor
QF Quota Full
QST Qualification Status Code
QV Qualified
RDE Research Degree Student
RDS Research degree Student
RDX Research Degree Student Examiner
ROU Route
SAB Student Absences (and Suspensions)
SBS Said Business School
SCE Student Course Enrolment
SCJ Student Course Join Details
SIAS School of Interdisciplinary Area Studies
SOGE School of Geography and the Environment
SPI Student Progress Information
SPR Student Programme Route
SSP Student Systems Process
ST Senior Tutor
STA Status
STU Student
STU Student record
SVS Student Visa System
TOEFL Test of English as a Foreign Language
UAB University Admitting Body
UAS University Administration and Services
UCAS Universities and Colleges Admissions Service
UKBA UK Border Agency
USR User Record
UST User Status Table
Appendices
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Acronym Description
VDR Valid Decision Records
Appendix 2 – Disability Codes
The values available in the Disability field on the STU screen are as follows:
Disability Code Description
0 No Disability
8 Multiple Disabilities
B Social/Communication Impairment
C Blind or Serious Visual Impairment
D Deaf or Serious Hearing Impairment
E Long Standing Illness or health condition
F Mental Health Condition - Depression
G Specific Learning Difficulty - Dyslexia
H Physical impairment or Mobility Issues
I Not Listed Disability, Impairment or Medical Condition
Appendix 3 – Ethnicity Codes
The values available in the Ethnicity field on the STU screen are as follows:
Disability Code Description
10 White
15 Gypsy or Traveller
21 Black or Black British - Caribbean
22 Black or Black British - African
29 Other Black Background
31 Asian or Asian British – Indian
32 Asian or Asian British – Pakistan
33 Asian or Asian British – Bangladeshi
34 Chinese
39 Other Asian Background
41 Mixed – White and Black Caribbean
42 Mixed – White and Black African
43 Mixed – White and Asian
49 Other Mixed Background
50 Arab
80 Other Ethnic Background
90 Not Known
98 Information Refused
Appendices
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Appendix 4 – PGCE Batch Processes
Name Description Schedule
SITS-GTTR ODBC Scan Hourly at 45mins past the hour
SITS-GTTR ODBC import Three times a day at 06:15, 13:15, and 18:15
SITS-GTTR ODBC export Twice a day at 12:15 and 19:15
GTR_TUT_EMAL Tutor notification Daily 07:15
GTR_APREJECT Rejection before interview email to applicantT
Ad-hoc
GTR_INVINT Invitation to Interview letter/email Ad-hoc
GTR_INT_REP Interview Schedule Ad-hoc
GTR_INREJECT Reject after interview letter/email Ad-hoc
GTR_APPLY_CC Apply clearance checks to PGCE applications Overnight/Ad-Hoc
GTR_TUT_LIST GTTR Awaiting Tutor’s decision list
GTR_CAS_LIST GTTR Awaiting processing by assessor list
GTR_COL_LIST GTTR College List
GTR_COL_ACC GTTR College List Acceptance
Appendix 5 - PGCE Courses
UCAS code
MAS Course code
Course code Full name Schools Direct?
23P2 TT_6B_S11_NAL TT_6B_S1 PGCE - Biology (SD) - Ox City - NAL Y
C1X1 TT_6B_X1_NAL TT_6B_X1 PGCE - Biology (Ox) - NAL N
23BB TT_6C_S21_NAL TT_6C_S1 PGCE - Chemistry (SD) - W Oxon Partnership - NAL Y
F1X1 TT_6C_X1_NAL TT_6C_X1 PGCE - Chemistry (Ox) - NAL N
23B5 TT_6E_S21_NAL TT_6E_S1 PGCE - English (SD) - W Oxon Partnership - NAL Y
Q3X1 TT_6E_X1_NAL TT_6E_X1 PGCE - English (Ox) - NAL N
23P3 TT_6G_S11_NAL TT_6G_S1 PGCE - Geography (SD) - Ox City - NAL Y
23BC TT_6G_S21_NAL TT_6G_S1 PGCE - Geography (SD) - W Oxon Partnership - NAL Y
2CDF TT_6G_S31_NAL TT_6G_S1 PGCE - Geography (SD) - Wokingham Fed - NAL Y
F8X1 TT_6G_X1_NAL TT_6G_X1 PGCE - Geography (Ox) - NAL N
V1X1 TT_6H_X1_NAL TT_6H_X1 PGCE - History (Ox) - NAL N
25CX TT_6L_S1GF1_NAL TT_6L_S1 PGCE - Mod Lang (SD) - Ox City (GER w/FRE) - NAL Y
R9X1 TT_6L_X1_NAL TT_6L_X1 PGCE - Mod Lang (Ox) - NAL N
R1X1 TT_6L_XF1_NAL TT_6L_X1 PGCE - Mod Lang (Ox) (FRE) - NAL N
RX11 TT_6L_XFG1_NAL TT_6L_X1 PGCE - Mod Lang (Ox) (FRE w/GER) - NAL N
RXD1 TT_6L_XFS1_NAL TT_6L_X1 PGCE - Mod Lang (Ox) (FRE w/SPA) - NAL N
RX21 TT_6L_XGF1_NAL TT_6L_X1 PGCE - Mod Lang (Ox) (GER w/FRE) - NAL N
23NX TT_6M_S11_NAL TT_6M_S1 PGCE - Maths (SD) - Ox City - NAL Y
Appendices
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 108
23B8 TT_6M_S21_NAL TT_6M_S1 PGCE - Maths (SD) - W Oxon Partnership - NAL Y
G1X1 TT_6M_X1_NAL TT_6M_X1 PGCE - Maths (Ox) - NAL N
23NZ TT_6P_S11_NAL TT_6P_S1 PGCE - Physics (SD) - Ox City - NAL Y
22HC TT_6P_S21_NAL TT_6P_S1 PGCE - Physics (SD) - W Oxon Partnership - NAL Y
25CT TT_6P_S41_NAL TT_6P_S1 PGCE - Physics (SD) - Oxon Training - NAL Y
F3X1 TT_6P_X1_NAL TT_6P_X1 PGCE - Physics (Ox) - NAL N
23HD TT_6T_S11_NAL TT_6T_S1 PGCE - Religious Ed (SD) - Ox City - NAL Y
22YF TT_6T_S31_NAL TT_6T_S1 PGCE - Religious Ed (SD) - Wokingham Fed - NAL Y
V6X1 TT_6T_X1_NAL TT_6T_X1 PGCE - Religious Ed (Ox) - NAL N
Appendix 6 – ACD App status (STA) Values
App status Short Name Decision
A_AD POSS DUPLICATE Possible Duplicate
A_AV APP ACTIVE CAP Application active (CAP Only)
A_CT TRANS_ENROL Transferred to Enrolment
A_RA REPLACED ADJ Adjustment - Registered
A_RP REPLACED COYMAP change triggered by UCAS
A_UE UCAS ERROR UCAS Error
A_WD WITHDRAWN CAP Applicant Withdrawn (CAP)
Appendix 7 – ACD Qual status Values
Qualification Status
Short Name Full Name In Use for PGCE?
FC COURSE FULL Course full Y
FR FRAUDULENT Fraudulent application N
I INTERVIEW Invited to interview Y
IC INTERVIEW CHNGE Change in date of interview Y
IR INTERVIEW REJCT Post Interview Rejection Y
MV MAY QUALIFY May Qualify (Conditions set) Y
NF NOT QUALIFIED Now Failed to Qualify Y
NQ NOW QUALIFIED Now Qualified Y
RE RE-EVALUATE Re-evaluate N
TC TEMP CONTRACT Temporary Contract Y
TL TOO LATE Too late N
TU TUTOR Pending tutor decision Y
U UNQUALIFIED Not qualified for interview stage Y
WL WAITLIST Waitlist Y
Appendices
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 109
Appendix 8 – ACD Interview Sts Codes
Interview sts code Description
N Not invited
Y Invited
D Declined Interview
C Coming to interview
F Failed to attend
A Attended Interview
R Rejected at Interview
P Passed Interview
Appendix 9 – ACD Stage 1 & Stage 2 Decision Codes
Stage 1 & 2 Decision Field Short Name Decision
R Reject Reject
C Conditional Conditional Offer
U Unconditional Unconditional Offer
D Delayed Delayed Confirmation Decision
Appendix 10 – ACD Stage 1 & Stage 2 Response Codes
Stage 1 & 2 Response Field Short Name Decision
I Insurance Accept offer on insurance basis
F Firm Firmly accept offer
D Decline Decline offer
Appendix 11 – Bursary UDFD Codes
The values available in the PGCE Bursary amount field held as part of the UDF fields on the ACD screen are as follows:
Degree Subject to Teach Source Amount Code for SITS Text for SITS Category
First Physics, Maths, Chemistry, Modern Languages
NCTL £20,000 CTL_20 CTL £20,000 Bursary
First Physics IOP £20,000 IOP_20 IOP £20,000 Scholarship
First Chemistry RSC £20,000 RSC_20 RSC £20,000 Scholarship
First Maths IMA £20,000 IMA_20 IMA £20,000 Scholarship
2.1 Physics IOP £20,000 IOP_20_2.1 IOP £20,000 Scholarship
2.1 Chemistry RSC £20,000 RSC_20_2.1 RSC £20,000 Scholarship
2.1 Maths IMA £20,000 IMA_20_2.1 IMA £20,000 Scholarship
2.1
Physics, Maths, Chemistry, Modern Languages NCTL £15,000 CTL_15 CTL £15,000 Bursary
Appendices
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 110
Degree Subject to Teach Source Amount Code for SITS Text for SITS Category
2.2
Physics, Maths, Chemistry, Modern Languages NCTL £12,000 CTL_12 CTL £12,000 Bursary
First
Biology, English, Geography, History NCTL £9,000 CTL_9 CTL £9,000 Bursary
2.1
Biology, English, Geography, History NCTL £4,000 CTL_4 CTL £4,000 Bursary
TBC RE ACCT Any ACCT ACCT Amount Scholarship
Expected First
Physics, Maths, Chemistry, Modern Languages NCTL £20,000 ECT_20 exp CTL £20,000 Bursary
Expected First Physics IOP £20,000 EIP_20 exp IOP £20,000 Scholarship
Expected First Chemistry RSC £20,000 ERC_20 exp RSC £20,000 Scholarship
Expected First Maths IMA £20,000 EIM_20 exp IMA £20,000 Scholarship
Expected 2.1 Physics IOP £20,000 EIP_20_2.1 exp IOP £20,000 Scholarship
Expected 2.1 Chemistry RSC £20,000 ERC_20_2.1 exp RSC £20,000 Scholarship
Expected 2.1 Maths IMA £20,000 EIM_20_2.1 exp IMA £20,000 Scholarship
Expected 2.1
Physics, Maths, Chemistry, Modern Languages NCTL £15,000 ECT_15 exp CTL £15,000 Bursary
Expected 2.2
Physics, Maths, Chemistry, Modern Languages NCTL £12,000 ECT_12 exp CTL £12,000 Bursary
Expected First
Biology, English, Geography, History NCTL £9,000 ECT_9 exp CTL £9,000 Bursary
Expected 2.1
Biology, English, Geography, History NCTL £4,000 ECT_4 exp CTL £4,000 Bursary
TBC RE ACCT Any EAC exp ACCT Amount Scholarship
E in the Code for SITS indicates “expected” which is used for current undergraduates until the amount can be verified after degree result is known. NCTL/IOP/RSC/IMA/ACCT indicate bodies providing funding bursaries/scholarships for courses.
Appendices
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 111
Appendix 12 – Fee Statuses
The values available in the Fee Status field on the ACD screen are as follows:
Fee Status Code Description
E European Union
H Home
I Channel Islands and Isle of Man
O Overseas
Q Query
Appendix 13 – SITS Offer Codes
These Offer values are available in OLB to suit the possible combinations of CCLs (ST meaning Standard Conditional Offer):
OLB Field Relevant CCLs Description
G_ST GTR_S1 to S6 Standard offer 6 conditions - GCSEs Degree Skills tests Health Police Funding
G_STAR GTR_S1 to S6, GTR_AR Standard offer 6 conditions - plus Academic reference
G_STARSK GTR_S1 to S6, GTR_AR, GTR_SK
Standard offer 6 conditions - plus Academic reference and Subject knowledge enhancement
G_STARTS GTR_S1 to S6, GTR_AR, GTR_TS Standard offer 6 conditions - plus Academic reference and Time in school
G_STCV GTR_S1 to S6, GTR_CV Standard offer 6 conditions - plus CV
G_STCVAR GTR_S1 to S6, GTR_CV, GTR_AR Standard offer 6 conditions - plus CV and Academic reference
G_STCVARSK GTR_S1 to S6, GTR_CV, GTR_AR, GTR_SK
Standard offer 6 conditions - plus CV Academic reference and Subject knowledge enhancement
G_STCVARTS GTR_S1 to S6, GTR_CV, GTR_AR, GTR_TS Standard offer 6 conditions - plus CV Academic reference and Time in school
G_STCVSK GTR_S1 to S6, GTR_CV, GTR_SK Standard offer 6 conditions - plus CV and Subject knowledge enhancement
G_STCVSKTS GTR_S1 to S6, GTR_CV, GTR_SK, GTR_TS
Standard offer 6 conditions - plus CV Subject knowledge enhancement and Time in school
G_STCVTS GTR_S1 to S6, GTR_CV, GTR_TS Standard offer 6 conditions - plus CV and Time in school
G_STSK GTR_S1 to S6, GTR_SK Standard offer 6 conditions - plus Subject knowledge enhancement course
G_STSKTS GTR_S1 to S6, GTR_SK, GTR_TS
Standard offer 6 conditions - plus Academic reference Subject knowledge enhancement Time in school
G_STTS GTR_S1 to S6, GTR_TS Standard offer 6 conditions - plus Time in
Appendices
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 112
OLB Field Relevant CCLs Description
school and written report
Appendix 14 – CCL Standard & Additional Conditions
CCL Field Offer Description
GTR_S1 Standard Proof of English Language and Maths GCSEs (or equivalent)
GTR_S2 Standard Proof of recognised degree (or equivalent)
GTR_S3 Standard Professional Skills Tests passed
GTR_S4 Standard Health check passed
GTR_S5 Standard Police check and overseas background checks passed
GTR_S6 Standard Funding approved (college controlled C_002)
GTR_CV Additional CV as required passed
GTR_AR Additional Academic reference passed
GTR_SK Additional Subject Knowledge Enhancement course passed
GTR_TS Additional Extra time in school completed and written report passed
Document Information
ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.1 Page 113
8 Document Information
This document is subject to change, please ensure you have the latest version.
Revision Date Version Summary of Changes Author
17-Jul-2015 0.1 Initial draft creation CG
27-Jul-2016 1.1 Correction on p. 94 AQT