This page explains how to use the Application Tracking Summary tool, which contains daily updated data about Applications made to the University of York since 2011/12.Anchor top top
The Application Summary tool forms part of the Application Dashboard {insert link} suite of Tableau workbooks.
Both this workbook - and the underlying data set - have been redeveloped in 2019 for the new cycle (2020/21 entry year).
Besides some cosmetic improvements, the workbook has changed little but some underlying data definitions have been adjusted with the result that previously reported figures may now be presented differently - and more accurately.
Details of the changes made can be found here {insert link}
Contents:
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- Changes to the Tableau workbook
- Changes to the underlying data set
- Change Log
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Overview
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The Application Tracking workbook contains data about applications, offers and acceptances for:
- the current application cycle (data is refreshed daily overnight to show the close of business position for the previous day)
- completed application cycles (when compared with the current cycle, data for the equivalent date is shown; otherwise the end of cycle position is shown)
The workbook replaces a number of previously published workbooks and spreadsheets:
- Application Analysis (workbook showing Applications - current season)
- UG applications and offers by programme, current season (weekly updated spreadsheet showing UG Applications)
- PG applications by programme, current season (weekly updated spreadsheet showing PGT/PGR Applications)
- Application Overview (workbook showing Applications - complete seasons)
- UG applications by programme, end of season (spreadsheet showing final UG Applications position)
- PG applications by programme, end of season (spreadsheet showing final PGT/PGR Applications position)
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Work has begun on building a full data dictionary to:
- ensure consistent field names and values are used within and across Tableau Workbooks,
- provide clear definitions of each term used.
This guidance will be updated when the data dictionary is available.
Application Tracking - Guidance Notes
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All workbook tabs (views) have a header at the top of the screen, and a set of filters down the right-hand side:
The header contains:
- view name,
- help icon.
- current filter values (displayed in orange)
The filter panel contains a number of options which determine or limit the data that is shown in the view. Changes made to filters:
- usually persist when you change to a different tab (where applicable)
- are shown in the header at the top of the screen
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1. Applications Overview
This view contains three separate charts, comparing the current application cycle with the equivalent point in previous cycles.
Changing the filters (in the right panel) affects all three charts.
| Left Panel | Top - Whole Cycle | Bottom - Last 2 Weeks |
|---|---|---|
The left panel compares the current number of applications, offers, live offers or UF acceptances (as selected in the filter panel) in the current cycle with:
This is shown as a colour-coded summary (with orange indicating departments where the current numbers are below the previous year(s). The right-hand part of this panel shows a time series graph for the last 2 weeks, giving a closer view of how the current year data is varying from the previous year and 3-year average. |
The top panel (under the header) shows the number of applications, offers, live offers or UF acceptances (as selected in the filter panel) on each day since the start of the 2012/13 cycle. |
The bottom panel shows the number of applications, offers, live offers or UF acceptances (as selected in the filter panel) on each day in the last two weeks. |
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This view shows a breakdown of applications and offers by department and fee status (home / overseas), allowing the comparison of the current cycle with previous cycles.
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This view shows a breakdown of undergraduate applications and offers.
Using the "Select View" option in the Filters pane, you can switch between the following views:
- Summary - Current Position
- Summary - Final Position (NB the current cycle will not be shown)
- Details - Current Position
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This view shows a breakdown of postgraduate (taught and research students) applications and offers.
Using the "Select View" option in the Filters pane, you can switch between the following views:
- Summary - Current Position
- Summary - Final Position (NB the current cycle will not be shown)
- Details - Current Position
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This view shows applications and offers broken down by the applicants' country of domicile.
The Target Market? filter defaults to 'Y' as, usually, the International Office (within Student Recruitment) are only interested in students from a specific set of target domiciles.
The Region data item facilitates the grouping and filtering of domiciles into regions, as defined by the International Office. Currently, only Target Market domiciles have been classified into regions; others appear as 'not classified'.
Using the "Select View" option in the Filters pane, you can switch between the following views which show either the current position or end-cycle position, broken down in the following ways:
- by Domicle (current)
- by Domicle, Dept (current)
- by Dept, Domicle (current)
- by Domicle (final)
- by Domicle, Dept (final)
- by Dept, Domicle (final)
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This view replicates the 'Table' view in the old Application Overview workbook and shows full cycle data, from applications to entrants, by cycle, level, fee status and course/programme.
By changing the 'Show Additional Level' field you can switch between breaking down the data by Programme and by Course.
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This view facilitates the comparison of applications, offers and acceptances, for the current year and previous years, by student characteristic (including WP characteristics):
- gender (M/F/O)
- age (mature?)
- ethnicity (BME?)
- socio-economic class (SEC 1-3 or 4-7?)
- home region (within for UK domicile students)
- low participation neighbourhood (LPN?)
- school type (state/other)
Changing the characteristic allows the direct comparison of the number and percentage of applicants attributable to each value within the selected characteristic.
To create a Custom View, please see this wiki page
Changes to the Tableau workbook
1. Removed the “Offers and Responses” option which many people found confusing - instead the offer made and response decision shown is now always the actual offer/response as of the particular date shown.
2. Simplified the “data currency” options, which were confusing and a little clunky.
The new version of the workbook:
defaults to the most recent data available (10/04 in the example below).
Users can, if they wish, over-ride this to show data as of a different date (using the "Choose a date" input box). NB for the current cycle, this can not be greater than today's date.
Users can choose from two options for viewing previous applications cycles, either to see the “Comparable” position (default option) or the “End of Cycle” position.
3. Made some cosmetic enhancements to the user interface, bringing it in line with BIU's latest standards.
Apart from the "Offers and Responses" box, the filters and drop-down options remain the same as before, though the position of these has been rearranged into a more logical layout.
Changes to the underlying data set
Inclusion of RPL applications
Exclusion of ZD applications
Recategorisation of Declined, Rejected and Withdrawn applications so that they are mutually exclusive (withdrawal take precedence over declined and rejected applications)
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Data Terms contained in this Workbook
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Definitions
The below definitions have been agreed upon with SRA and are used throughout the applications data set. For the purposes of theses definitions a Potential Student is defined as any person who has had a official interaction with the University of York applications and admissions process. From a technical standpoint this is defined as any person who has a record in the CAPS table of the SITS database.
Term | Business Definition | Technical Definition |
|---|---|---|
| Application | A recorded instance of a Potential Student applying for a place on a Programme at the University of York (that is not due to a miscoding). | A CAPS record where the Status Code is not like 'Z%' |
| Withdrawal | An Application that has been withdrawn by the Potential Student. | A record where the Status Code is not like 'Z%' and like 'W%' |
| Live Application | An Application which is not a Withdrawal; not invalidated due to the Potential Student firmly accepting an Unconditional offer for another Programme either at York or another institution; and not superseded by a replacement/adjusted application record. | A CAPS record where the Status Code is like 'A%' |
| Offer | An Application that has led to a Potential Student being offered a Conditional or Unconditional place at the University of York. It is worth noting that, though this offer may later be rescinded or turned down these offers will still be included. This field records the fact that the Offer was made, not that the offer is currently live (see Live Offer). | A record where the Status Code is not like 'Z%' and the Decision/Response Code is like '%C%' or like '%U%' |
| Live Offer | An Application that resulted in the Potential Student currently holding a Conditional or Unconditional offer for a Programme at the University of York. Unlike the above Offer definition this will not include offers that have been subsequently rescinded or turned down. As such offers will be excluded where they have been Declined or Rejected, or the Application has been Withdrawn, or the Potential Student has firmly accepted an Unconditional offer for another programme either at York or another institution. | A record where the Status Code is not like 'Z%' not like 'W%' and not like 'UF%' and the Decision/Response Code is not like '%D', not like '%R%' and (like '%C%' or like '%U%') |
| Pending Offer Decision | A Live Application for which the University has neither made a Conditional or Unconditional Offer, nor Rejected the Application. | A record where the Status Code is like 'A%' the Decision/Response Code is NULL |
| Offer Decision Made | An Application for which the University has either made a Conditional or Unconditional Offer, or Rejected the Application. | A record where the Status Code is not like 'Z%' and the Decision/Response Code is like '%C%' or like '%U%' or like '%R%' |
| Firm Acceptance | A Live Offer which the Potential Student has subsequently firmly accepted. | A record where the Status Code is not like 'Z%' not like 'W%' and not like 'UF%' and the Decision/Response Code is like %F' |
Conditional Firm | A Live Offer that is Conditional to which the Potential Student has responded with a Firm Acceptance. | A record where the Status Code is not like 'Z%' not like 'W%' and not like 'UF%' and the Decision/Response Code is like %CF' |
Unconditional Firm | A Live Offer that is Unconditional to which the Potential Student has responded with a Firm Acceptance. | A record where the Status Code is not like 'Z%' not like 'W%' and not like 'UF%' and the Decision/Response Code is like %UF' |
| Conditional Decline | An Application that has resulted in the Potential Student being made a Conditional offer for a Programme at the University of York which they have now Declined. Where Potential Students in receipt of a Conditional offer subsequently firmly accept an Unconditional offer for another Programme, either at York or another institution, this is considered equivalent to a Conditional Decline. | A record where the Status Code is not like 'Z%' and not like 'W%' and the Decision/Response Code is like %CD' and additionally as a record where Status Code is not like 'Z%' and like 'UF%' and the Decision/Response Code is like '%CF' or like '%CI' or like '%C' |
| Unconditional Decline | An Application that has resulted in the Potential Student being made a Unconditional offer for a Programme at the University of York which they have now Declined. Where Potential Students in receipt of a Unconditional offer subsequently firmly accept an Unconditional offer for another Programme, either at York or another institution, this is considered equivalent to a Unconditional Decline. | A record where the Status Code is not like 'Z%' and not like 'W%' and the Decision/Response Code is like %UD' and additionally as a record where Status Code is not like 'Z%' and like 'UF%' and the Decision/Response Code is like '%UF' or like '%UI' or like '%U' |
Rejected Without Offer | An Application that has not been Withdrawn by the Potential Student, and which the University has rejected without making an offer. | A record where the Status Code is not like 'Z%' and not like 'W%' and the Decision/Response Code is like %R%' and not like '%C%' |
| Rejected After Offer | An Application that has not been Withdrawn by the Potential Student, and which the University has rejected after having previously made an offer. | A record where the Status Code is not like 'Z%' and not like 'W%' and the Decision/Response Code is like %R%' and like '%C%' |
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Change Log:
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21 Jan 2014 - version 3.10
7 Oct 2019 - major version release 2.0
Key changes:
- Addition of "by Characteristic" viewImprovement to underlying data set
- Minor aesthetic changes improvements to conform to BIU design standards
09 Jan 2014 - version 3.6
Key changes:
- Reinstatement of Application Overview table
- Redesign to conform to BIU Design Standards and addition of help links
- Change of "arbitrary date" selector to static "final position" (end-cycle)
- Addition of links to guidance notes on BIU wiki
20 Nov 2014 - version 3.5
Key changes:
- Extra Domicile views (showing History).
- Enhanced sparklines and more readable "daily trend" data
- (Display of all programmes, even those with zero applications)
- (Breakdown of PG by Qual Aim and also separation by PGCE)
- (Addition of demographic breakdown tbc)
14 Nov 2014 - version 3.4
Key changes:
- Combined Domicile views to a single tab; updated sparklines view.
12 Nov 2014 - version 3.3
Key changes:
- Displayed Departments by Depts, IDC & Admission Entities throughout
- Added 'Distance Learning' option to Mode of Study
- Combined UG by progr summary (and detail) tabs and replicated for PG
- Various minor aesthetic changes
10 Nov 2014 - version 3.2
Key changes:
- Dashboard showing departmental sparklines (compared to 3 year average)
05 Nov 2014 - version 3.1
Key changes:
- Improved response time (loading tabs)
- Set default value for views to show position as of COB on previous day
03 Oct 2014 - version 2.10
Key changes:
- Fixed BOXI report replacement (different York route codes were appearing in the same UCAS code groupings)
- Split offers by C offers and U offers
- Separated withdrawals into withdrawals-pre-offer and withdrawals-post-offer
- Demographic information now available for all students (was previously unavailable from week 33 in 2013/4)
- Corrected data error noted in "By Department" tab where data was being aggregated for each day in application cycle rather than showing position a final day in date range selected.
- Added "AdmissionRoute" field/filter showing: "Main Cycle", "Clearing", "Adjustment", "RPA"
- Improved display filters and removed colour coding in By Department View
- Added Rejections (at outset / after offer conditions not met), declines and withdrawals to tabular views. Also added pending and the % difference
- Added a weekly dashboard for departments to use (this could potentially be published to a separate workbook so that departments would not view the other tabs)
- Added replica of DM's Boxi reports (sent to SMG)
10 Sep 2014 - version 2.0
Key changes:
1. Consolidated the following reports:
- Applicant Tracking (Tableau)
- Applicant Overview (Tableau)
- PG Applications & UG Applications (Business Objects)
- Additional reports used by DM to report to SMG
2. Correction of source data to "fill-in" gaps where snapshot did not take place
3. Separation of applications into: "standard" (current cycle), "deferred" and "in-cycle"
4. Addition of multiple filters/grouping options
23 January 2012 - First release
- Removal of "original/current" option
- Refactoring of date selector.