06/09/2007

Overview of the Configurable Elements of the ADSS System

by Linda Limback

Student Systems Programme

To raise awareness of the ADSS configuration options and functionality that can be used to assist with the admissions decision process.

Objective

1. Candidate Score Requirements2. Using Individual Assessment Scores for

Candidate Evaluation3. Ranking and Banding Candidates4. Subject Status Transitions5. Allocation and Reallocation/Redistribution

requirements6. Course Group Capacity within Colleges7. Option Groups and Flag Displays8. Summary

Content - Areas of Configuration

Candidate Score Requirements

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Score Type ADSS Configuration Options1. External test score Configured centrally to meet the external organisation

requirements2. System calculated

UCAS ScoresCalculated on import of UCAS data centrally

3. Interview score Free text alpha, integer or numeric entry (boundaries can be set for numeric entries e.g. 20-80)

Input selection from a drop down list, either alpha or numeric

Input selection from a drop down list with a mapped value. The mapped value is stored in the database and where numeric can then be used in a candidate evaluation

4. Subject/faculty specific tests e.g. written work, UCAS Forms, GCSE Scores

Score Types 3 & 4 – subject specific configuration

Example - Configured Scores

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Free text entry – numeric, integer, with input boundaries

Non free text entrywith drop down list selection mapped to numeric input

Example Group of Configured scores

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Generic Scores list relates to fields on the candidaterecord where the input scores will be displayed

Score Sets representconfigured score calculations

Using Individual Assessment Scores for Candidate Evaluation Calculations

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Assessment scores can be used to• Provide tutor assessment of individual candidates via

ADSS web view• Perform further assessment calculations e.g. averages• Carry out an overall assessment of all candidates using

ranking and banding

Evaluation calculations can comprise• Subject specific assessment components• External test scores• System calculated UCAS scores

Example - Averaged Scores

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Weight and scale used to achieve average

Candidate field where average will be displayed

Candidate field where component scores are held

Example – Configured Candidate Score Evaluation

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Nested substitutes used if score is ‘null’

Ranking and Banding Candidates

• Example Banding Criteria

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Banding Criteria Description Band ExamplesPercentage Banding based on the % position

of the candidateBand 1 - 90%-100% (top 10% of candidates)Band 2 -75-89%Band 3 - < 75%

Score Range Banding based on evaluation score attributed to candidate 

Band 1 – 85 - 100Band 2 -70-84Band 3 - < 70

Rank Based Banding based on ranking position of candidate

Band 1 – 1 - 10Band 2 -11 - 20Band 3 - > 20

• Rankingo No configuration required

Example – Banding (Score Range)

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Subject Status Transitions

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Pending

Withdrawn before Shortlisting Shortlisted Deselected

Withdrawn after Shortlisting RejectedOffer Open Offer

ADSS requires1. Subject specific status transition (to meet department

needs)2. ‘Overall’ status transition (to meet UAO needs)3. Subject specific statuses to be associated with the

appropriate ‘overall status

Example – Status Group Transition

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Allocation and Reallocation/Redistribution Requirements

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Automated college allocations using a preselectedmethod of selecting candidates and suggested

colleges

Quality Based Selection Type DescriptionYes(Pre-requisite - evaluating, and ranking of candidates) 

Middle Reallocation Selects the highest available ranked candidates from the exporting college

Low Range Selects lowest ranked of candidates to distribute from the exporting college

Top and Tail Alternately selects 1 candidate from the top and one candidate from the bottom until the process is complete

Capacity Bridge As Top and Tail but alternately selects 1 candidate from above the college interview capacity for the college and1 candidate from below

No(Evaluation, Ranking and Banding not required)

Distributed Reallocation Random selection from across the group of candidates in the exporting college

Example Candidate Selection Types

Allocation and Reallocation/Redistribution Requirements

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Automated college allocations using a preselectedmethod of selecting candidates and suggested

collegesExample College Selection Algorithms

Quality Based College Selection DescriptionYes(Pre-requisite - evaluating, and ranking of candidates)

Best Choice Using their ranking position this option will allocate candidates according to their best chance when taking into account the level of current allocations to that college

No(Evaluation, Ranking and Banding not required)

Capacity Based Allocates candidates according to the number of vacancies at that college

Example – Allocation Definition

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Allocation and Reallocation/Redistribution Requirements

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Inclusions and Exclusions

PPH Where candidates have advised that they do not want to be allocated a specific PPH this will be recorded in ADSS.

GenderCandidates of the opposite gender will be excluded from gender specific colleges.Candidates not specifying a gender will be allocated a non gender specific college.

Mature StudentCandidates flagged by the system as mature (age at date of entry) will be allocated to mature-only colleges or PPHs. Automated re/allocation processes will exclude non mature candidates from being suggested for these colleges and halls.

Mobility All candidates with a disability code ‘4’ will be removed from automatic first college reallocation

Foreign Student DistributionWhere there is a requirement to distribute foreign students evenly across colleges (pre interview), a manual process can be run. This will ensure that the impact of offshore interviews is spread evenly. Where colleges are at full capacity they will be swapped with equal ranked candidate

Status All candidates assigned a status that has been configured to exclude that status from specific re/allocations will be omitted.

Banding All candidates banded in a band configured to exclude that group f rom specific re/allocations will be omitted.

College Groups Where a college is part of a group re/allocation will only occur within that group

Interview Exclusions Where a college is at full capacity it can opt out of inclusion in the re/allocation processes

Course/College Inclusions  Candidates will not be re/allocated to a college that does not offer a specific course with a course group

Course Group Capacity within Colleges

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If using the automated allocation, reallocation or redistribution functionality, the college capacity information

for a standalone course or a course group is essential

Option Groups and Flag Displays

• Create up to 7 drop down lists for inputo 5 generico 1 interview locationo 1 interview decision

• Two flag displayso Both can be displayed as either Yes/No options or

flag icons on ADSS web view

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Example – Option Group

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Candidate field where drop down list will be displayed

Example – User Defined Flag Display (ADSS Web View)

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User Defined Flag can be displayed as Flag orY/N field

Statements Relating to ADSS Functionality

• You cannot use ranking and banding without evaluating candidates first

• You cannot use quality based allocation or reallocation/redistribution without evaluating candidates first

• You cannot use allocation or reallocation/redistribution without entering college/course group capacity

• You can use allocation or reallocation/redistribution without ranking and banding but the quality of candidates is integral to some of the allocation or reallocation/redistribution selection criteria and options are therefore reduced.

• You can use ranking and banding without entering college/course capacity

• Usage of user defined fields and flags is optional but if creating views for department/faculty specific information they may be required to enable the specific data to be displayed and entered

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Question Time

06/09/2007

Discussion on ADSS Configuration, Training, Support

and the User Groupby Andrew Foster

Student Systems Programme

ADSS User Group– ADSS User Group

• Why are we convening a User Group?• Who should attend?• When does it meet?

– ADSS Configuration Checklist• Relates to the configurable elements of the new ADSS

service• Assists with planning the training and support for the new

service rollout• Please complete the document before you leave today?

– ADSS Configuration Template• Will be used to collate the information and prepare for the

configuration required

Project Update

• Provisional dates for Pilot Training are 18-19 July• Full user training for departments will be offered in August• College training will be offered in September• User Acceptance Testing is planned for August and September• Go live is planned for late September

Contact details for further information:

Andrew Foster – Project Managertelephone: 01865 616381 mobile: 07521 970812 email: andrew.foster@it.ox.ac.uk

ADSS Project Contact Information