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Introduction
Introduction

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titleIntroduction

This page explains how to use the Application Overview tool, which comprises a weekly-updated visual comparison of Applications, Offers and Acceptances made to the University of York for the current, and previous, cycles.

The Application Overview tool forms part of the Application Dashboard 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 below.


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Contents
Contents

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titleTable of contents

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Overview
Overview

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titleOverview

The Application Overview workbook contains summary (aggregated) 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) 

    with comparison to previous cycles.

    It's purpose is to allow a like-for-like comparison of current application metrics, by Level of Study and Fee Status Group (home/overseas) to previous years to determine similarity and difference from the present application cycle figures.

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    UsingTheWorkbook
    UsingTheWorkbook

    544Window option you can restrict the time period shown in the graphs (e.g. to the last month); this permits more detailed scrutiny of difference between each academic year

    Using the Choose Metric option you can change the measure that is plotted in the chart. Available options are: Applications; Offers; Live Offers; Unconditional Firm; Withdrawals.


    Panel
    titleHow to Use this Workbook


    This workbook has a separate tabs for UG, PGT, PGR and IPC programmes. Each tab works The workbook contains two main tabs:

    Department Analysis: this tab simultaneously shows data for each combination of Level of Study and Fee Status Group (UGH, UGO, PGTH, PGTO, PGRH, PGRO).

    Department Analysis - Full Screen: this tab shows a larger graph for a single selection of Level of Study and Fee Status Group, as selected by the user.


    Both tabs work basically the same way and, though some filter options may not be available in all tabs (e.g. "Clearing" is not applicable to PGR)where applicable, filter options selected in one tab are retained in the other.

    Please note that the University of York handles admissions for English language pre sessionals and therefore these figures show on the under UG and PG tabs. 


    By default, the workbook shows the most recent application data, The workbook is updated weekly (each Monday) and shows application data as at the current point in the application cycle. For previous cycles, comparable data is shown at the equivalent date.

    For example, on 8th 14th October 2019, the most recent data for the 2020/21 cycle is the overnight position on 7th 13th October 2019. The equivalent data for the 2019/20 and 2018/19 cycles is, respectively, the 7th 13th October 2018 and 7th 13th October 2017.

    Using the Change Date Selection options you can:

    1. Specify a different date in the application cycle to view data (for example, you can specify "03/10" if you wish to view current cycle data as at 3rd October 2019 (equivalent for previous cycles). Please note that when selecting a future date (for which data cannot be available) the workbook will instead show the latest data.
    2. For previous cycles, choose to view the "End of Cycle" position rather than the equivalent position.

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    How to use the Data Filters and Display Options

    ...

    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 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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    ...

    The old definition of application excluded anyone who had a status of RPL (Replaced) the new definition does not exclude these students. As the majority of the other fields in the Applications data set (e.g. Offers) is based on the application population this will have a knock-on affect on most other fields.

    The definition of conditional decline has been expanded to include those applicants who had a conditional decision / response (C, CF or CI) and who had chosen to go to another institution, as well as those with a CD decision/response.

    In addition the definition of Declined students has been changed such that a student who is both withdrawn and declined only counts as withdrawn (i.e. these are now mutually exclusive and withdrawn take precedence).

    Decision Pending

    Rejections

    The definition of rejections has been changed to include those students who have accepted a different course at York (previously they would have been excluded). 

    In addition the definition of Rejected students has been changed such that a student who is both withdrawn and rejected only counts as withdrawn (i.e. these are now mutually exclusive and withdrawn take precedence).

    .
    Panel
    titleRecent changes to definitions

    Following a review, some marginal changes to the some metric category definitions (e.g. 'Applications', 'Withdrawn') were agreed between SRA and BIU. 
    These changes, documented below, make the definitions more consistent and easy to understand. They also enforce mutually exclusivity for some metrics (e.g. on any given date an application can be withdrawn, or rejected, or declined - but not be two or more of these at the same time).  The changes have been applied retrospectively to completed cycles in addition to the current application cycle, allowing direct comparison between cycles.

    These definitions changes, although relatively minor, do intentionally alter historic reporting, and therefore caution should be taken when comparing the currently published data with any previously downloaded data sets that were compiled using the old definitions. 

    For the avoidance of doubt, the newly updated data set (and definitions) should always be used in preference to previous extracts.

    Term

    Change to the Definition

    ApplicationsConditional Declines

    Unconditional Declines

    The definition of unconditional decline has been expanded to include those applicants who had a unconditional decision / response (U, UF orUI) and who had chosen to go to another institution, as well as those with a UD decision/response.

    In addition the definition of Declined students has been changed such that a student who is both withdrawn and declined only counts as withdrawn (i.e. these are now mutually exclusive and withdrawn take precedence).

    The definition of decision pending has been broadened slightly with the only stipulation now being that the applicant must have a status like A and a null IDRC code.

    Filter

    Watch out for

    Faculty Name

    • All

    • Arts/Hums

    • Sciences

    • Social Sciences

    Faculty is preselected, based on admissions entity selected on dashboard homepage. 

    Admissions entity

    IPC doesn’t feature in the admissions entity list. For IPC information, please see the relevant tab. 

    Programme

    Note that there may be courses listed here that look live (as they have exiting students on them), but they are not live in terms of taking new applications. 

    Applicant category

    • All

    • E

    • H

    • O

    • HCI

    Prior to 2018/19 cycle, applicant category was not split by H and E, so if you are running a comparison with years previous to 2018/9, be aware you are not comparing like for like.

    Please note that you will need to combine H and EU to see where you are placed in relation to your UGH target.

    HCI = Home Channel Islands.

    Mode of study

    • All

    • Full-time

    • Other

    • Visiting


    App [Application] cycle type

    • All

    • Deferred from previous year

    • Standard

    Main scheme - describes any application that comes in before UCAS Extra starts. 

    Defaults to ‘all’.

    Admission route

    • All

    • Clearing

    • Main scheme

    • RPA

    RPA - a ‘record of prior acceptance’ describes students haven’t applied via UCAS. We notify UCAS and the student immediately shows as UF on our systems.

    Application source

    • All

    • HEP

    • IPC

    • KICL

    • YORK

    Split by Home/Overseas

    Yes

    No

    Choose a Date

    Specify a different date in the application cycle to view data (for example, you can specify "03/10" if you wish to view current cycle data as at 3rd October 2019 (equivalent for previous cycles). Please note that when selecting a future date (for which data cannot be available) the workbook will instead show the latest data.

    For Previous Cycles Show

    Choose to view the "End of Cycle" position - for previous cycles - rather than the equivalent position.

    Show faculty

    Show Admissions Entity

    Show programme

    Academic year of entry

    Remember to check the text summary of the filters you have selected.

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    ...

    titleChanges 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. 

    Image Removed

    2. Simplified the “data currency” options, which were confusing and a little clunky.

    Image Removed

    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.

    Image Removed

    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.  

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    Application Data Terms and Definitions

    ...

    titleData Terms contained in this Workbook

    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.

    NB see also recent changes to definitions (below)

    ...

    Term

    ...

    Business Definition

    ...

    Technical Definition

    ...

    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%'

    ...

    A CAPS record where the Status Code is like 'A%'

    ...

    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).

    ...

    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%')

    ...

    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

    ...

    A Live Offer which the Potential Student has subsequently firmly accepted.

    ...

    Conditional Firm

    ...

    Unconditional Firm

    ...

    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.

    ...


    Change Date Window

    Allows you to restrict the time period shown in the graphs (e.g. to the last month); this permits more detailed scrutiny of difference between each academic year.

    Options are: Entire Cycle; Last 9 months; Last 6 months; Last 3 months; Last Month; Last 2 Weeks.


    Choose Metric

    This selection box allows you to change the measure that is plotted in the chart.

    Options are: Applications; Offers; Live Offers; Unconditional Firm; Withdrawals.

    Academic year of entry



    Remember to check the text summary of the filters you have selected.

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    Panel

    Data Terms contained in this Workbook

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    ChangeLog
    ChangeLog

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    titleChange Log

    7 Oct 2019 - major version release 2.0

    Key changes:

    • Improvement to underlying data set
    • Minor aesthetic improvements to conform to BIU design standards
    • Removal of "original/current" option
    • Refactoring of date selector.
    • Minor update to definitions (see details above)

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