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Introduction
Introduction

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titleIntroduction

This page explains how to use the Application Summary tool, which contains daily updated data about Applications made to the University of York for the current, and previous, cycles.

The Application Summary 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 Summary 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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UsingTheWorkbook
UsingTheWorkbook

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titleHow to Use this Workbook

This workbook has a separate tabs for UG, PGT, PGR and IPC programmes. Each tab works basically the same way, though some filter options may not be available in all tabs (e.g. "Clearing" is not applicable to PGR).

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


By default, the workbook shows the most recent 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 October 2019, the most recent data for the 2020/21 cycle is the overnight position on 7th October 2019. The equivalent data for the 2019/20 and 2018/19 cycles is, respectively, the 7th October 2018 and 7th October 2017.

Using the 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

Watch out for

Filter

Comments

Faculty Name

  • All

  • Arts/Hums

  • Sciences

  • Social Sciences

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

Admissions entityEntity

NB IPC doesn’t feature in the admissions entity 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.

Tip: you can search the filter by programme names (click on the drop-down and enter search criteria above the resulting list).

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 studyStudy

  • All

  • Distance

  • Full-time

  • Other

  • Part-time

  • Mode unknown

  • Visiting


Application cycle typeCycle Type (App Cycle Type)

  • All

  • Deferred from previous year

  • In-year (PG only)

  • Standard

All

Defaults to ‘all’.

Admission route

‘All’.

Standard = all applications made within the application cycle (e.g. for 2020/1 entrants, the application cycle runs from 1st October 2019 to 30 September 2020).

Deferred from previous year = applications that were made prior to the start of the application cycle for the given academic year of entry (e.g. applications made for 2020/1 prior to 1st October 2019 are considered "deferred")

In-year (PG only) = applications that were made after the end of the application cycle for the given academic year of entry (e.g. applications made for 2020/1 later than 30 September 2020 are considered "in-cycle")


Admission Route

  • All

  • Adjustment

  • Clearing

  • Main scheme

  • RPA

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

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 sourceSource

  • All

  • HEP

  • IPC

  • KICL

  • YORK

Describes where the application process was initiated.

HEP = Higher Education Partner (Distance Learning provision)

IPC = International Pathway College (pre-sessional, foundation and pre-Masters programmes)

KICL = the IPC's partner provider in London, with teaching provided by Kaplan

York = All other applications not made through one of the above partners (e.g. UCAS and direct applications).

Split by Home/Overseas

Yes

No

Displays a separate block of columns for Home and Overseas applications (When "Yes" selected)

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 facultyFaculty

Break results down by Faculty

Show Admissions Entity

Break results down by Admissions Entity

Show programmeProgramme

Break results down by Programme Name

Academic year of entryYear of Entry

Choose which Academic Years (application cycles) are displayed


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

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WorkbookChanges
WorkbookChanges

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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. 

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

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The new version of the workbook: 

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defaults to the most recent data available (10/04 in the example below).

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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.

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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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A CAPS record where the Status Code is not like 'Z%'

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

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titleData Terms

Data 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

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).

WithdrawalAn Application that has been withdrawn by the Potential Student.A record where the Status Code  is not like 'Z%' and like 'W%'
Live ApplicationAn 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.
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 MadeAn 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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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.

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

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Term

...

Change to the Definition

...

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).

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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).

Decision Pending

...

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.

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).

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titleTechnical Documentation

Detailed technical notes can be found here: /wiki/spaces/BIU/pages/27559786.

If you do not have access to the internal BIU wiki pages, please contact business-intelligence@york.ac.uk to request a copy.

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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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