SITS PGCE Admissions for PGCE Office manual - …€¦ · ADMMN006 SITS PGCE Admissions for PGCE...

SITS PGCE Admissions for PGCE Office

Version 1.4

Table of Contents

ADMMN006 SITS PGCE Admissions for PGCE Office Manual v1.4

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 ............................................................................................... 31

3.3 Review Visa Requirements ................................................................................................................................ 33

3.4 View Disability Information ............................................................................................................................... 35

3.5 Record Decision to Reject ................................................................................................................................. 39

3.6 Monitor Withdrawals ........................................................................................................................................ 41

3.7 Review COYMAP & Status Changes ................................................................................................................... 43

Table of Contents


4 Administering Interviews ........................................................................................................................................... 46

4.1 Create Interview/OpenDay (IOD) events .......................................................................................................... 46

4.2 Record Invitations to Interview (IOI) ................................................................................................................. 48

4.3 Re-arrange Interviews ....................................................................................................................................... 49

4.4 Record Invitation to Interview Response .......................................................................................................... 53

4.5 Record Attendance or Non-Attendance at Interview ....................................................................................... 54

4.6 Upload Related Documents .............................................................................................................................. 58

4.7 Record Interview Rejection ............................................................................................................................... 63


4.9 Recording a Withdrawal pre-offer .................................................................................................................... 67

5 Administering Conditional Offers & College Allocations ............................................................................................ 69

5.1 Record Conditional Offer................................................................................................................................... 69

5.1.1 Assign Offer Conditions ....................................................................................................................... 70

5.1.2 View Conditional Offer text ................................................................................................................. 73

5.2 Verify Fee Status................................................................................................................................................ 74

5.3 Record Bursary Amount .................................................................................................................................... 75

5.4 Review Conditional Offer Responses ................................................................................................................ 78

5.5 Record College Allocation ................................................................................................................................. 80

5.6 Reviewing Allocation Decisions ......................................................................................................................... 83

5.7 Waitlist an Applicant ......................................................................................................................................... 86

5.8 Reject Course Full .............................................................................................................................................. 87


6 Administering Unconditional Offers and Transfer to On-Course ............................................................................... 92

6.1 Complete Clearance Checks – Now Qualified ................................................................................................... 92

6.1 Clearance Checks – Now Failed ......................................................................................................................... 94

6.2 Issue Unconditional Offers ................................................................................................................................ 95

6.3 Review Applicant Responses to Unconditional Offers ...................................................................................... 97

6.4 Record Issue of Temporary Student Contract ................................................................................................... 99

6.5 Review Transfers to On-Course Records ......................................................................................................... 101

6.6 Review COYMAP & Status Changes ................................................................................................................. 103

7 Further Help & Information ..................................................................................................................................... 106

Table of Contents


7.1 Student Systems Support Centre (SSSC) ......................................................................................................... 106

7.2 Education IT Programme (Edu IT).................................................................................................................... 106

7.3 Data Protection ............................................................................................................................................... 106

Appendix 1 - Glossary of Terms ........................................................................................................................................ 107

Appendix 2 – Disability Codes ........................................................................................................................................... 109

Appendix 3 – Ethnicity Codes ........................................................................................................................................... 109

Appendix 4 – PGCE Batch Processes and Emails ............................................................................................................... 110

Appendix 5 - PGCE Courses ............................................................................................................................................... 111

Appendix 6 – ACD App status (STA) Values ...................................................................................................................... 111

Appendix 7 – ACD Qual status Values ............................................................................................................................... 112

Appendix 8 – ACD Interview Sts Codes ............................................................................................................................. 112

Appendix 9 – ACD Stage 1 & Stage 2 Decision Codes ....................................................................................................... 112

Appendix 10 – ACD Stage 1 & Stage 2 Response Codes ................................................................................................... 113

Appendix 11 – Bursary UDFD Codes ................................................................................................................................. 114

Appendix 12 – Fee Statuses .............................................................................................................................................. 116

Appendix 13 – SITS Offer Codes ........................................................................................................................................ 117

Appendix 14 – CCL Standard & Additional Conditions ..................................................................................................... 118

8 Document Information ............................................................................................................................................ 119

Introduction


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, 1st 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.


1. In the Option field enter ACD


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


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 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.

http://www.admin.ox.ac.uk/studentsystems.ms



3) Enter your Single Sign-On Username

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 at the top of the page, e.g. Admissions, Student Records, Examinations, etc.

http://help.it.ox.ac.uk/webauth/oxfordusername



7) Click on the heading link.



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

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



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.




The Application Clearance & Decision Entry (ACD) screen is displayed where .Any combination of fields, Wildcards and operators may be included as search parameters.



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


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).




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’




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




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).




1. In the Option field enter ‘STU’


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.





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.



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.



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.




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.





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


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



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.




The Application Clearance & Decision Entry (ACD) screen is displayed where .any combination of fields, Wildcards and operators can be used as search parameters.



The following parameters will retrieve all withdrawn PGCE applications for the current academic year:




App Status A_W* Application Status is withdrawn



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.




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.


1. In the Option field enter ‘DRLS’


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





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:



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

Administering Interviews


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.


1. In the ‘Option’ field enter ‘IOD’


A blank Interview/Open Day (IOD) screen is displayed to enter the appropriate detail for the interview event to be held.



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




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.


1. In the Option field enter ‘IOI’


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:



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


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.









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.



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



1. In the Option field enter IOI


The Interview/OpenDay Invitation (IOI) screen is displayed for entering the re-arranged Interview date and time.



1. In the Interview Date field enter the appropriate re-arranged date

2. In the Interview Time field enter the appropriate re-arranged time




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.




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’




The Application Clearance & Decision Entry (ACD) screen will be automatically updated from the associated IOI record.

Accepted Invitation




Interview sts C

DSC code 1POC (ATTENDED INTERVIEW)

Declined Invitation




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.






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.



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.



1. In the Attended Interview? field enter Y or N


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




the change in status:


Interview sts A - Attended

DSC code ‘1POA –Attended INTERVIEW’

Non-Attendance


the change in status:


Interview sts F (Failed to Attend)

DSC code ‘1POF –Failed to attend



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.




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





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



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




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



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


The Confirm and Save tab is displayed to finally store the attached document with the application record.

14. Click on the Save button



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.




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





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:


Qual status IR (Interview Reject)

Stage 1Decision R (Reject)

1. In the Qual status field enter “IR"



2. In the Stage 1 Decision field enter ‘R’


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:


DSC code 1R (Rejected at Stage 1)


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.






10. Use [Page Up] and/or [Page Down] to navigate through each retrieved DLRS record

4.9 Recording a Withdrawal pre-offer

The following steps allow a withdrawal to be processed pre-offer on behalf of an applicant. E.g. if the applicant fails to attend an interview multiple times and has not withdrawn the application themselves via UCAS.

1) Firstly, retrieve application in the ACD screen.

2) Then change the following fields;

App status = A_WD

Qual status = blank

Offer = W1, W2, W3, W4 or W6

Field Examples




A-UE – UCAS Error

Qual Status I - Interview

IC - Interview Change

IR – Interview Reject

Stage 1 Decision R - Reject
















Valid offer code Meaning

W1 Withdrawn at applicant’s request

W2 Withdrawn – applicant did not attend interview or test

W3 Withdrawn – applicant has not responded to correspondence

W4 Withdrawn – training programme withdrawn and not alternative requested

W6 Withdrawn – applicant failed to attend interview and did not respond to correspondence

3) Save/F6

4) The withdrawal update will then be sent to UCAS with the correct reason.

The CAP record will be locked until UCAS acknowledge the update.

Administering Conditional Offers & College Allocations


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 .


1. In the ‘Option’ field enter ‘ACD’


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.









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


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.



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.



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).



All PGCE Offer codes begin with ‘G_’. For further information on the valid PGCE Offer codes see Appendix 14 of this manual.



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


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.



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.



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



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.









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.




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.





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



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



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.


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.






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:




App Status A* Application Status is active

Stage 1 Response * Stage 2 Response contains a response



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.



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:


Stage 1 Response F (Firmly Accepted)

DSC code H1CAF

Declined Conditional Offer


declined Conditional Offer:


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.






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.





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



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.


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






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.





App Status A*AV Application Status is active

Tutor 1 * Tutor 1 contains a response



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.



Accept – No financial conditions


an accepted college allocation with no financial conditions:


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


an accepted college allocation with financial conditions:


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


declined allocation:


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.



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.









Retrieved application records are displayed individually in the Application Clearance & Decision Entry (ACD) screen.

1. In the Qual status field enter WL


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).









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





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.












Field Examples




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









A Mode of “Y” Request change to mode of attendance




Attendance “N“ No change to mode of attendance



Administering Unconditional Offers & transfer to On-Course


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.




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.



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.



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


Where appropriate to do so, the GTTR Administrator can waive a condition by unticking the Mandatory flag.



6.1 Clearance Checks – Now Failed

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.











1. In the Qual status field enter NF


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.







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


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.











App Status A_A* Application Status is active

Stage 2 Response * Stage 2 Response contains a response



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).



If an applicant declines an unconditional offer, the DSC code field is updated to 1UD.


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




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.





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’




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




App Status A_C* Application Status is active






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.



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.


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.




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.


v











Field Examples

App status A_CT Transferred to Enrolment

A_RP - COYMAP change triggered by UCAS


A-UE – UCAS Error


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







Further Help & Information


7 Further Help & Information

7.1 Student Systems Support Centre (SSSC)

The Student Systems Support Centre (SSSC) provides guidance and assistance with the use of the University's student systems and associated business processes. Guidance and further information about eVision can be found on the Student Systems Support Centre website:

http://www.admin.ox.ac.uk/studentsystems/

7.2 Education IT Programme (Edu IT)

The Education IT Programme (Edu IT) 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/aad/studentsystems/programme/

7.3 Data Protection

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/compliance/dataprotection/

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/compliance/dataprotection/policy/

All university members should adhere to the following regulations when using IT facilities:

http://www.admin.ox.ac.uk/statutes/regulations/196-052.shtml

http://www.admin.ox.ac.uk/studentsystems/

http://www.admin.ox.ac.uk/aad/studentsystems/programme/

http://www.admin.ox.ac.uk/councilsec/compliance/dataprotection/

http://www.admin.ox.ac.uk/councilsec/compliance/dataprotection/policy/

http://www.admin.ox.ac.uk/statutes/regulations/196-052.shtml

Appendices


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

Appendices


Acronym Description

OMC OxCORT Management Committee

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

VDR Valid Decision Records

Appendices


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


Appendix 4 – PGCE Batch Processes and Emails

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 applicant 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

GTR_TUT_MAIL Send email to interview

Automatically as soon as the tutor records a decision to invite to interview or reject applicant.

GTR_COL_ADMN PGCE application for college consideration Automatically as soon as PGCE office set the College on the application.

GTR_CAS_TKT Assessor Notification

Automatically as soon as the College Administrator assigns an Assessor to the application.

GTR_REJ_B_IN* Reject Before Interview

Manually. (replaces GTR_APREJECT)

GTR_INT_GEG* Invitation to Interview Letter – Geography Manually. Invitation to interview with geography specific attachments

GTR_INT_MTH* Invitation to Interview Letter – Maths Manually. Invitation to interview with maths specific attachments

GTR_INT_SDD* Invitation to Interview Letter – Standard Manually. Invitation to interview with standard attachments, includes subject specific inserts

To send the emails with a * in the table above; first retrieve the relevant application and then select Current > Generate Letter and enter the correct code below and then select Send email.

The three invitation to interview emails will also set the Qual status field to I. It is not a manual process; but a refresh (F5) is required to see the change to Qual status.

Appendices


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

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

Appendices


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

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

Appendices


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

Appendices


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

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 Physics, Maths, Chemistry, NCTL £12,000 ECT_12 exp CTL £12,000 Bursary

Appendices


Degree Subject to Teach Source Amount Code for SITS Text for SITS Category

2.2 Modern Languages

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


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

Appendices


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 school and written report

Appendices


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


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

09-Aug-2016 1.2 Section 4.9 added and 4.8 corrected. Appendix 4 updated. AQT

13-Dec-2016 1.3 Updated screens for 9.2 AQT

05-Jan-2017 1.4 Further updates to screen missed in 1.3 AQT

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