Dear Colleagues,

 

With apologies for cross posting to admin-student, admin-hesa and admin-planning.

 

The Applicant Data Team would like to take this opportunity to update you on the progress of this year’s UCAS Data for HESA Transaction due for release in November.

 

All changes to the 2009 UCAS Data for HESA Transaction have been agreed with HESA and submitted for development.

 

The changes for this year’s Transaction are as follows:

 

·         Flat File: Although previously stated otherwise, the flat file method HEIs use to receive the UCAS Data for HESA Transaction will not be removed this year.

 

·         ULN: A new field will be introduced for Unique Learner Number. This field will contain the ULN as entered by the applicant in APPLY. The field has a length of 10 characters and will be placed at the end of the Transaction after Parental HE. If the ULN is not present a NULL value will be returned. The ULN is to be included for all schemes.

 

·         Application Scheme Code: A new field will be introduced for Application Scheme Code.

 

UCAS has begun to use an Application Scheme Code in conjunction with the UCAS Personal ID in order to create a new unique identifier to replace the UCAS Application Code. It has previously been agreed that UCAS will replace the Application Code in the UCAS Data for HESA Transaction with the Application Scheme Code. Following consultation with HESA and HEIs it has been decided that the Transaction for 2009 will include both the UCAS Application Code and Application Scheme Code in tandem this year.

 

Application Scheme code is a four character field and is mandatory for all 2009 entry applicants. If the Application Scheme Code is not present a NULL value will be returned. This field is to be included for all schemes.

 

·         Removal of Nationality additional formatting: The additional formatting added to derive Nationalities for Cyprus (European Union), Cyprus (Non-European Union), Hong Kong and Macao is to be removed. These Nationalities are now selectable by the applicant through APPLY so the additional processing is no longer required.

 

·         Deferred Applicants: The Transaction is to include the following deferred applicants:

a)     Applicants deferred from a previous cycle and

b)    Applicants applying this year for deferred entry to future cycles

 

Currently, the Transaction already includes applicants in (a); therefore development is being pursued for (b).

 

This requirement was brought to our attention via the HESA Student Record Post Implementation Review Group. In previous years UCAS classed any applicant that started a course midway through a cycle as deferred; therefore they would not appear until the next Transaction.

 

Further communication regarding the development and testing of the 2009 UCAS Data for HESA Transaction will follow in October.

 

Kind Regards

 

UCAS Applicant Data Team

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