This page explains how to use the Application Summary tool, which contains daily updated data about Applications made to the University of York since 2011/12.
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}
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)
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.
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). | 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%' |
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 |
|---|---|
| Applications | 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. |
| Conditional Declines | 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). |
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). . |
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)