Application Tracker User Guide (PG) - Staffcentral
Contents
1. To the left are the headline figures for the year to date Immediately below those figures are percentage comparisons showing how applications for the current year of entry compare to the same point in time a year ago and the same point in time two years ago The bottom half of the screen consists of breakdowns by different categories 1 fee status 2 age group and 3 gender In the top right of the screen the user can view tabular data for this year of entry and the previous two entry years Figures are shown at the school level but you can drill down to course level by selecting a particular school The table can be exported to Excel for off line use As well as tabular data 2 graphs are available one shows the aggregated numbers per month Applications YTD the other shows the un aggregated numbers per month Applications per Month Both these graphs show progress and figures for the previous 12 months Some key points on each of the three sheets above are noted below Note that the schoo names have been removed just for the purpose of this guide Applications Applications Received for Year of Entry 2013 Appli to Dat 3385 E Applications by School a od Applications TD all Applications by Month ications to Vate PP Applications by School and Course Historic Comparison XL 2013 vs 2013 vs Deparment Hame 2011 2042 2013 tie 2004 Total Applications 3317 3086 3365 9 69 2 05 2013 vs 2012 969 school ER 13 Ip 3846 212. Reponses Responses Received for Year of Entry 2013 Responses to Date 497 E Responses by School an i Responses YTO all Responses by Month No Response O73 Responses by School and Course Historic Comparison j 8 0413 va 2013 ve Department Name 2011 2012 F013 3047 201 Total Responses n SH T 8 04 442 School O 2 3 50 0076 Scho Si 130 107 Ter 3 5a we 345 o 2013 vs 2012 8 64 School 1 A0000 Based on 544 responses made this time last year out of a total ii J e B ier of 2571 responses em 4 e Responses to Offers 2013 vs 2011 4 42 DEI D Based on 570 responses made LI Fin ae up this time last year out of a total Cir gt ofl responses ti Decline Mis C insurance d Sg Winsurance 2 Key figures shown are the number of responses received for the current year of entry The number of responses received is shown broken down by the response type Again there are two graphs showing Responses YTD and Responses by Month The same caveat stated above applies Applications by Country This worksheet shows location based data for all applicants Data for the current year of entry is shown as a scatter plot overlaid on a map of the world The size of the bubble is proportional to the number of applicants from the area Clicking on a bubble or one of the country names drills down to the next level of detail but only for UK based applicants and shows the number applicants by ward in that area e g if the area is BN
3. Brighton then clicking on BN will show numbers for BN1 BN2 BN3 etc For other non UK based applicants selecting a country just filters the data by that country It is not possible to drill down to a lower level of detail It is possible to search for a country using the search function located just to the top right of the screen Search Country Country Area Q us a OS UK EU In addition a Country Area indicator is defined which groups the countries into 3 broad areas UK EU and OS They are mutually exclusive so you may wish to select UK and EU or EU and OS depending on your requirements Please also bear in mind that the country area is not the same as Fee Status i e a UK domiciled applicant can have an OS fee status or an OS domiciled applicant can have a Home EU Fee status Country Area WK Eas The default view on this page is the Map View To view tabular data click on the IEIJSDEIE button SR l Country Area Applications to Date 3493 Applications per Area xL Country weens 28 Zi 2015 vs 7015 ve 2014 D 5 Total Applications 3493 5 52 2 67 Based on 3637 applications United Kingclom 735 21 41 15 03 19 14 5 received this time last year out of a total of 5490 applications China 478 13 73 7 54 790 2 saudi Arabia 301 6 65 9 65 23 36 2015 vs 2013 2 1 Vo Taiwan Province of China 197 5 66 5 74 2r D Based on 3589 applications received this time last year out Nigeria IA 345 20 0
4. Offers to Date 1483 Rejections 464 No Decisions 1438 5 03 Based on 1412 offers made this time last year out of a total of 4285 offers Offers Made Hommert B 322 Clisle of 1 Overseas I 11 er The number of offers made for the current year of entry is shown As well as the number of offers made the number of rejections and pending decisions are also shown Note that the number of pending decisions may include applications that have been withdrawn It is important to consider the status of applications alongside the number of pending decisions A percentage comparison shows how offers made compare to the same point in time a year ago Two bar charts are displayed underneath showing the number of applications broken down by 1 application status and 2 fee status Responses Out of those offers The number of responses received to the offers made made for the current year of entry is shown As well as the number of current responses the Responses to Date 497 ould of pending responses is also shown ote that the number of pending responses may No Response 923 include applications that have been withdrawn It is important to consider the status of 864 applications alongside the number of pending responses Based on 544 responses made this time last year out of a total a A percentage comparison shows how responses of 2571 responses A 8 H p received in this cycle compare to the same point in time a ye
5. 0 15 49 of a total of 5632 applications 113 3 25 5 61 1414 India 104 2 49 10 64 T DD A table above the graph shows numbers of applications per area and comparisons applications received this time last year and this time two years ago As before applications are those received for the current year of entry Applications Summary Report This screen allows you to generate summary reports tables of data for export to Excel Once you click on the button labelled RaJa 00106 as instructed the pop up window shown below is displayed As a minimum you must select one of values from Attributes and one from Count By You may select more than one field in each step 92 1 Select the Select which measures you 3 Select whether attributes you wish to count Note that the you wish to view wish to view Enrolled count is as at 01 12 historic data of each academic year not as optional at today s date Attributes Count By Historic Data O Department Name WO Gender O Applications O UF Confirmation O Show YTD O Course Title O UBS Flag O Offers D Pending CF O Show YTD O Course Code O Highest Qualificat O Rejections O Enrolled O Fee Status O Agent Mame D UF Pre contirmation O Mode of Attendance O Deposit O CF Pre contirmation ections Hide this Menu Attributes are the fields that you want to group the data by So to see numbers of applications for students by Course Title and Student Type you would make the foll
6. 74 Based on 3086 applications School 685 720 882 2099 2876 received this time last year out of a total of 7855 applications chool 2 2 1 50 00 50 00 School 2 U U 100 00 2013 vs 2011 2 05 Based on 3317 applications Status of Applications Made received this time last year out of a total of 7145 applications Applicant Os o Deferred J99 Other 2 UF Elsewhere Withdrawn 86 Key figures shown are the number of applications received to date for this year of entry Numbers of applications are shown broken down by status Clicking on Applications YTD shows the aggregated number of applications received on a month by month basis through the previous 12 months That is if the current month is February then figures are shown for the previous 2 months to January if the current month is April then figures are shown for the previous 12 months going back to May amp Applications by School a Applications YTD al Applications by Month Applications YTD SE 2011 3000 2012 2013 2000 1000 Clicking on Applications by Month shows the un aggregated numbers of application received ona month by month basis through the previous 12 months HE Applications by School a d Applications YTO all Applications by Month Applications by Month EL 0 af ool onl T H i Jun Aug Oct Dec Feb Apr l Month May Jul Sep Kl Jan Mar 2011 2012 2013 It should be noted that as these graphs only show prog
7. Application Tracker User Guide PG Contents YS CU te WU OU UI OU corte a ca ctsaee Chasers exe dctes cour docneacgees cove punaerasiecia vetmbenersucecinect sets cunkateceaweessnrecarinie tienes 2 M Odu e EE 2 RETO RO IICES EE 2 ab aD STH de 2 OL ares U er UE renner E ee ee ere ee ee 2 MOT WENTE TACK EE 3 SI HOM DONC EE 3 Beie 3 Sie GE 3 EE 4 Current Eny Das Te e 6 Bi Ela Te see eC Te ars en hr ee eee eee AE en en ee ree 6 POCA ON EEN 6 Eeer 7 EIERE 8 GE OVEN SCA AY E 8 UF to EntolMment GET UHT E 8 ere En BS OWT E 9 No Enrolment Record Foun cccccccccssssssseecccccecaeeessecccccesseessseeecceeessauasseeeceeesssauaaseeeceeeessuggaseseseess 9 een EE 9 Applications Offers and Re e LE 10 leieren EE 11 TTS eege 12 Ee ein EE 13 Apoc One E e ler g auenen eee ner ee mtn te tear rnc een eee en ne ee ee eee ee eee eee eee 13 Applications Summary Report 14 PRO DINCAING RE 15 Document Information Author Azam Mullick Date 31 Aug 12 Revised 26 Oct 12 22 Jan 2013 8 Apr 2013 13 May 2015 This user guide is valid for version 1 4 0 of the Application Tracker which focuses on PG For UG and PGCE applications please see the Application Tracker UG PGCE User Guide Introduction The Application Tracker allows a user to view details about the current state of applications to study at the University V1 0 of the Tracker is essentially the same as the previous version except PG applications have been moved out into a separate ve
8. Status Not Enrolled Not yet enrolled online or in person Enrolled Online Enrolled online but have not enrolled in person Fully Enrolled The number of UF holders above who have enrolled in person Enrolled is defined as enrolled EE enrolled but requiring paperwork EP and intermitting I Transferred Out Enrolled on the course they applied for but subsequently transferred to another course They are shown against their original course prior to transfer etree On the university D tinea eee Met attend excluded No Enrolment Record Found The enrolment status can only be derived if an enrolment record can be found In some cases no enrolment record can be found and therefore an enrolment status cannot be defined The figure for this is shown along with a graph showing the numbers per application status Ato enrotment record means that an Apatication Status for UP holders with ke WI engines sigs cannot be delermnined HO epnt lment record for zoid By Application Status Enrolment records for 117 UF holders cannot be Applicant DEE 104 found Deferred RW E Reports Three reports are provided The first is a crosstab showing enrolment status by school or by course within school the second is a simple list report showing those students with an enrolment record and the status of that record The third report shows those students where no enrolment record can be found All reports can be exported to Excel if re
9. ag and Agent and Deposit which indicates whether a deposit is required and if it is whether it has been paid or not The UBIC Flag allows you to filter on whether the application is from a student who has attended the University of Brighton International College UBIC or not The Agent Field allows you to filter on whether an application has been made via the international agent e iJ Overseas UBIC Flag Agent Non UD HK No Yes Deposit Paid Deposit Not Paid Paid Not Required The button Safeuveaaats opens up a larger selection window which makes it easier to select one or more agents The number to the right of the agent s name indicates the number of applications associated with that agent Agent Name D ACADEMY POWERHOUSE UK LTD O Al Mawred Education Services Ritta O Amber Education Services Ltd Beijing China O Amber Education Services Ltd Beijing China D Amber Education Services Ltd Guangzhou China O Amber Education Services Ltd Hong Kong D Amber Education Services Ltd Shenzhen China D ASA Global Education Centrepoint D ASA Global Education Pulau Tikus Plaza J UI Hay GI sch UD ch To close this selection window click on the located to the top right of the pop up window The button DIJI eg Opens up a pop up chart which shows the number of overseas UF holders and whether they have paid a deposit or not Please note that this alters the view you currently have by setting Fee status to O
10. ar ago Responses to Offers crim E zu Two bar charts are displayed underneath showing the number of applications broken C Insurane 2 down by 1 application status and 2 fee Decline ll 18 status Uu ru E 17 J Insurance d Horme EU B 159 Ciisle of 1 Overseas NN 227 UF to Enrolment Summary This screen tracks and summarises the progress of UF holders to enrolment UF to Enrolment Headline Figures Total UF to Date 900 Fully Enrolled 0 UF to Enrolled o 0 0 Of which Orequire paperwork EP 0 are intermitting Total UF to Date The total number of UF holders for this year of entry Applicants who were UF but subsequently withdrew their application are excluded from this figure Fully Enrolled The number of UF holders above who have enrolled in person Enrolled is defined as enrolled EE enrolled but requiring paperwork EP and intermitting I UF to Enrolled The ratio of UF holders to date to fully enrolled students as defined above shown as a percentage UF to Enrolment Breakdown Below the headline figures a more detailed breakdown of the enrolment status is given Enrolment Breakdown D Note that those flagged as Transferred Out enrolled on the course they applied for but subsequently transferred to another course Click on the for further info How are UF holders doing Not Enrolled Enrolled Online BS Transferred Out Withdrawn Other Status 22 3 602 0 0 0 Enrolment
11. as been made The listing shows applicant details for applicants who have applied for the current year of entry Note that any EMA applicants are highlighted in yellow The actual year of entry is shown for reference J Entry 2015 r Application Status Student id Surname Forename sin Applicant 14536316 ALBAL Au RAYAN sin Applicant 14633089 ALMUTAIRFI MESHAL in Applicant 15639975 ANANTATHANAMIT SUPHIRGY A sin Applicant 15837035 CHAREONSUPIPAT YADA
12. oss the top are some figures showing the number of UF holders depending on what criteria are selected Total UF to Date 443 UF holders to date consist of Pre Confirmation 363 9015 vs 2014 Ag 2 those who were UF pre confirmation and those who Based on 299 UF holders this were confirmed after exam Confirmation 80 time last year out of a total of results Withdrawals are excluded from the count 1446 UF holders The total number of UF holders is broken down by those you were UF at stage 1 pre confirmation and those who went to UF at stage 2 confirmation Applications Applications received for the The number of applications received in for the year of entry current year of entry is shown Applications from any point in the past that exist on the system are counted 3385 S Applications to Date A percentage comparison shows how applications for this year of entry compare to the Same point in time a year ago 2013 vs 2012 9 69 Based on 3086 applications received this time last year out of a total of 7855 applications Two bar charts are displayed underneath showing the number of applications broken down by 1 application status and 2 fee err Status Status of Applications Made Applicant as 31490 Deferred 99 Other 2 UF Elsewh 9 Withdrawn 86 By Fee Status Home 18508 Clisle of 5 overseas III 1872 Offers Out of those applications received for the current year of entry
13. owing selections Attributes Count By Historic Data D Department Mame Gender Applications D UF Confirmation O Show YTD 1 Course Title D UBIC Flag D Offers D Pending CF O Show YTD 2 O Course Code D Highest Qualiticat O Rejections O Enrolled Fee Status D Agent Mame O UF Pre contirmation O Mode of Attendance O Deposit O CF Pre contirmation Reset Selections Hide this Menu MA TESOL 1 YEAR Overseas EIS MA TESOL 2 YEAR HomevEL 1 MSC BY LEARNING OBJECTIVES HomeEU 1 MA HOSPITALITY MANAGEME HomevEL 1 MA HOSPITALITY MANAGEME Overseas 1 MSC CLINICAL STUDIES AND Cverseas 1 MA EDUCATION INSET FT Home 2 MSC PUBLIC HEALTH Home 2 MESA GENERAL MANAGEMENT Home 6 MAA GFF Re MANACEMENT OVEPRBAR 41 You can select as many Count By fields as you wish Optionally you can add data from last year and data from two years ago for comparison by selecting from the Historic Data options Click on Le to start again E eS gi fel to view the report output Two versions of the report are generated the 1 gives YTD comparisons for historic data the 2 gives end of year figures for historic data Applicant Details This worksheet simply shows a tabular listing of applicants This listing will grow and shrink depending on what other selections have been made The main purpose of this listing is to allow the user to export some basic details to Excel For example in order to review the applicants to a course where no decision h
14. quired On the report that lists students by application status UF Holders With Enrolment Records you may filter on Enrolment Status to obtain for example a list of those who have enrolled online but not in person Enrolment Status Click here to reveal the drop down selection menu UF Holders With Enrolment Records GE UF Holders no Enrolment Records XL se Application Entry Entry Other Status Student iD Surname b Status Year Montl Enrolled 103 Applicant 14807966 ABDIRAHMAN 2014 Mot Enrolled Transferred 107 Applicant 12614236 ADAMOU 2014 Intermitting withdraw J04 Applicant 14817320 AGUIAR 2014 Enrolled Online 16 Applicant 14621159 AGYEMANG 3014 OO Mot Enrolled Note that any EMA UF holders are highlighted in yellow The actual year of entry is shown for reference ae UF Holders With Enrolment Records CS UF Holders With no Enrolment Records i XL a lication Pre Sessiond Entry Entry Enrolment Is student id Surname Lang Year Month Status h cant 15803158 MUR AMATS K J6 Mot Enrolled cant 15823546 RIANTRAKUL Up Mot Enrolled cant 15834695 TSAI Up Mot Enrolled cant 15837035 CHAREOMSUFPIPAT JG Mot Enrolleg Applications Offers and Responses After the dashboard worksheet detailed above there are three worksheets labelled Applications Offers and Responses Each worksheet is an extension of the information detailed above in the dashboard and each one has a similar layout and design
15. ress and figures over the previous 12 months they will not include some applications that were received more than 12 months ago for a particular year of entry For example looking at the above graph an application for 2013 received in January 2012 would not be counted on the graph but is included on the total Applications to Date figure displayed to the left Offers Offers Made for Year of Entry 2013 Offers to Date 1518 E Offers by School and Co A Offers YTD al Offers by Month Rejections A85 Offers by School and Course Historic Comparison kL No Decisions 4754 lnepartment name 2011 2012 2013 Saaz VS San vs Total Offers 1530 1476 1518 2 85 0 78 2013 vs 2012 2 85 School K 3 0 00 Based on 14 76 offers made this S chool time last year out of a total of Sa El ee E E 4300 offers cho a 0 100 DOE 201 3 VS 201 1 0 78 School J 0 0 00 00 Based on 1530 offers made this time two years ago out of a total Offers Made of 4774 offers Key figures shown are the number of offers made for the current year of entry the number of rejections and the number of no decisions Again it is important to consider the application status when reviewing the number of applications where no decision has been made as some of those applications may be withdrawn The number of offers made is shown broken down by the type of offer There are two graphs showing Offers YTD and Offers by Month The same caveat stated above applies
16. rs enrolled UF to Enrolment Summary How do applications offers and responses Applications Offers Responses compare to previous years Where do my students come from Applications by Country Summary Reports Application Summary Report Individual Detail Reports Applicant Details Selection Boxes Unless otherwise stated the same selection boxes appear on the far left of each worksheet They allow the user to filter the data at varying levels of detail The selections have been changed since the previous version the main difference is the appearance of 3 grey buttons towards the bottom left of the screen labelled Course Entry and Overseas Course Clicking on the Course button brings up selections on Level of study Mode of Attendance and Fee Status Mode of Attendance Full time Part time Fee Status Home OVeErseas Cale of Man Entry Clicking on the Entry button brings up selections on Entry System and Entry Month and a filter to include EMA courses or not the default is to include them If they are included then what this means is that someone who may be starting in for example July or August of 2015 the tail end of the academic year 2014 15 will be shown in the figures for the academic entry year of 2015 16 Course Entry System Direct UCAS Entry Year Entry Month 2014 2015 01 UA OF 10 O2 05 Up 11 q or 5 mp mm 12 Summer Start EMA No YES Overseas Clicking on the button brings up selections on UBIC Fl
17. rsion and the notion of a UCAS application cycle has been removed and the focus is on the year of entry Data is current for the snapshot date shown in the top left of the worksheets Comparisons to previous years are based on the same date 52 weeks ago E g if the current snapshot date is 29 October 2012 comparative figures for 31 October 2011 and 1 November 2010 are shown and so figures will change from day to day as the data is refreshed the refresh is scheduled daily at 11 00 For any queries concerning the data please contact J Bainbridge brighton ac uk For any problems with QlikView itself please contact servicedesk brighton ac uk References Data Definitions Agreed data definitions and terms that the application tracker uses are defined in a document available at Data Definitions QlikView User Guide A general introduction to using QlikView is available at QlikView How To Working With the Tracker The Application Tracker has grown over the months with new worksheets being added which offer differing levels of detail and analysis It is suggested that for day to day monitoring of applications the Current Cycle Dashboard is the main worksheet to focus on The worksheets Applications Offers and Responses provide a deeper analysis if needed UF to Enrolment Summary and Applications by Country provide extra information Sheet s to Use Overview of applications offers and responses Current Entry Dashboard Have my UF holde
18. verseas UF Holders with a Fee Status of Overseas Ux Deposit Faid Mot Paid 14 Paid MotReqgivired 14 To close this window click on the located to the top right of the pop up window Additionally a box at the top left shows the Current Selections The example below indicates that the user is looking at data for undergraduate students who have applied via UCAS to study at the UoB This is the default view and can always be reached by clicking on the button shown below The other three buttons underneath the Current Selections box allow you to clear all the selections or navigate backwards and forwards through differing selections similar to using the back and forward keys to navigate through pages on a web browser Current Selections Level dA T UG Institution de UB Entry System A e UCAS The three buttons underneath the current selection box allow you to clear all the selections or navigate backwards and forwards through differing selections similar to using the back and forward keys to navigate through pages on a web browser Current Entry Dashboard This worksheet summarises applications received and processed for the current year of entry The year of entry refers to the academic year starting in September e g 2013 refers to the academic year September 2013 to August 2014 The dashboard consists of three columns showing details for applications offers and responses to those offers UF Summary Acr
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