As the Admissions process is cyclical, there are times where you may encounter things that are not part of your everyday job and you may have forgotten what to do. Likewise, you might be new to the role and may not have been involved in each part of the admissions process. We've therefore put together a list of common questions and scenarios to provide a guide which we hope will answer most of your questions. If you can't find the answer to your query here, please complete an Admissions Helpdesk form.
SITS user access request forms for new members of staff within ARM are available and should be completed, printed and sent to the Data and Systems Team in LSB 1.120.
Please click on the relevant question or statement listed below to navigate through the page to the area of interest.
- Which fields should be completed on the SQE screen?
- My Change of Course offer hasn't updated properly on UCAS
- I've put a Conditional Reject offer on SITS by mistake. What should I do?
- I've received an application that is green and/or says 'Xtra'. What are these?
- What does the code 'ZC' mean, that has appeared on the ACD screen in the App Status field?
- What does the code 'ZM' mean, that has appeared on the ACD screen in App Status field?
- I've entered an offer on an applicant record and stored successfully, but I've now realised that the offer isn't complete. How do I change it, as the ACD screen is locked?
- Can I put through an offer even if the record has had a previous reject decision?
- How can I re-set an offer?
- Other changes to an offer
- The 'Other' menu seems to be greyed out
- The Offer I made has disappeared following it being sent to UCAS. What has happened?
- My Applicant has successfully completed part of their conditional offer. Should we change the original offer now to reflect this?
- I've been sent a Similarity Detection Report from UCAS. What do I need to do?
- I suspect that an application may be fraudulent. What should I do with it?
Which fields should be completed on the SQE screen?
Please see the SQE Screen pdf for guidance on this question.
My Change of Course offer hasn't updated properly on UCAS
When making a Change of Course offer, you must make sure that the new MAS course code is both correct and in use. If a course code is selected that is not in use, UCAS will try to rectify and repair the original record, overtyping the new offer on the wrong course. If you notice this, please contact the Data and Systems Team.
I've put a Conditional Reject offer on SITS by mistake. What should I do?
It is possible to process an applicant record to show ‘MV' (may qualify, vacancies), ‘C' (conditional) along with a reject text ‘Y' code in the offer text. There is no way that SITS can be modified to stop this error being submitted, so please be especially aware during peak periods that the correct decision is being processed. Unchecked, the applicant will see on UCAS Track that they have been offered a conditional place to study based upon being unsuccessful (depending on which Y code is used). You should make the Data and Systems Team aware of this to be able to reverse the incorrect decision going through that day – If you find this type of offer has already been sent to UCAS, fill in a Helpdesk form and we will try to negotiate this being changed by UCAS to a reject decision.
I've received an application that is green and/or says 'Xtra'. What are these?
These are applicants who have either been rejected or have declined all their first range of choices and have then used the UCAS Xtra process to make another university choice. You should process these as normal. You can see how Xtra is explained to prospective students on the UCAS website. If your School needs a particular course to be removed from the Xtra option as it has already been filled, please contact the Data and Systems Team and we can arrange this for you.
What does the code 'ZC' mean on the ACD screen in the App Status field?
The code 'ZC - *W:CANCELLED' indicates that this application has been cancelled by UCAS and this information has been transmitted into SITS. This code is used when an applicant has changed their mind regarding their choices or have completely cancelled their application. It also includes applicants that have died during the cycle, fraudulent and duplicate applications. To confirm this, you can check the status on Web link. You will therefore not be required to take any further action with this record.
What does the code 'ZM' mean on the ACD screen in App Status field?
The code 'ZM - *W:MISCODED' indicates that this application has been substituted by the applicant and they have used this choice to apply somewhere else. To check the details please use Web link, as above. You will not be required to take any further action with this record.
I've entered an offer on an applicant record and stored successfully, but I've now realised that the offer isn't complete. How do I change it, as the ACD screen is locked?
There is a process in place that allows users to request the Data and Systems Team to re-set an offer that has been made on SITS. You will need to complete the online form and under 'What Type of problem are you reporting?' select 'Re-set An Offer.' For terms of this process, please see below.
How can I re-set an offer?
An offer can only be re-set by the Data and Systems Team on the same day it has been input. Admissions teams have up to 4pm that day to inform us that an offer needs to be removed from the applicant record and subsequently not sent to UCAS. Once informed, the Data and Systems Team will re-set the record as a priority to make sure the offer isn't sent. The ACD screen will then revert back to a 'blank offer' status and the Admissions teams can then enter a different offer onto the record. If you find that it is very close to the 4pm deadline, please come to see the Data and Systems Tteam face to face to ensure the offer can be reset in time. At times during Confirmation and Clearing, additional exports will be sent to UCAS. The Data and Systems Team will advise the teams of the additional export times when necessary.
Other changes to an offer
Once an offer has been sent to UCAS through SITS, we cannot re-set the record, so that it is blank. Under UCAS guidelines the offer can only be amended or updated, usually with the agreement of the applicant. This ensures that universities provide a clear and fair system for making offers. If the change is to the detriment of the applicant ie.changing an A-level grade from B to A, permission must be given by the applicant for the change to take place. If the offer is to the applicant's advantage, you do not need to seek permission but you do need to inform the applicant that a change will be made at UCAS. When reporting this sort of query you will need to select 'Amend An Offer' from the drop-down menu in the 'What Type of problem are you reporting?' field.
The 'Other' menu seems to be greyed out
This menu is only available when records have been retrieved. Once records have been retrieved, any changes must be saved in order to access screens through the other menu. You may not feel that you have made any changes, although sometimes just placing the cursor in a field can make the system think a change has been made. If this is the case, either store the record or re-retrieve the record to use the other menu.
The offer I made has disappeared following it being sent to UCAS. What has happened?
Sometimes in the process of UCAS updating our SITS records, some information can be overwritten so the offer you made seemingly disappears. You can either put it through again yourself, or complete a Helpdesk form if you find a selection of affected records.
My Applicant has successfully completed part of their conditional offer. Should we change the original offer now to reflect this?
No. The Applicant should understand that they need to complete each part of the conditional offer before their offer becomes unconditional. We shouldn't remove each part of the completed offer as it happens/we see evidence of it. UCAS is happy to wait for all the conditions to be completed and leaving the full conditional offer in SITS lets us see what the original offer was at a later date. All you need to do is update the notes field and file the documents with the UCAS form.
I've been sent a Similarity Detection Report from UCAS. What do I need to do?
There is no specific university-wide policy for dealing with the UCAS Similarity Report, so we ask that you review the details provided and make a decision based upon the information available. More information is available on the HE section of the UCAS website. This link will also be sent with the Similarity Detection list.
I suspect that an application may be fraudulent. What should I do with it?
UCAS has a Verification Team that deals specifically with this type of scenario and will be able to investigate the details that raised suspicion for you. More details about the process and the Verification Unit are available here.