1. 06/09/2007 Overview of the Configurable Elements of the ADSS System by Linda Limback Student Systems Programme

2. To raise awareness of the ADSS configuration options and functionality that can be used to assist with the admissions decision process. Objective

3. 1.Candidate Score Requirements 2.Using Individual Assessment Scores for Candidate Evaluation 3.Ranking and Banding Candidates 4.Subject Status Transitions 5.Allocation and Reallocation/Redistribution requirements 6.Course Group Capacity within Colleges 7.Option Groups and Flag Displays 8.Summary Content - Areas of Configuration

4. Candidate Score Requirements 06/09/2007 Score TypeADSS Configuration Options 1. External test scoreConfigured centrally to meet the external organisation requirements 2.System calculated UCAS Scores Calculated on import of UCAS data centrally 3.Interview score  Free text alpha, integer or numeric entry (boundaries can be set for numeric entries e.g. 20-80)  Input selection from a drop down list, either alpha or numeric  Input selection from a drop down list with a mapped value. The mapped value is stored in the database and where numeric can then be used in a candidate evaluation 4.Subject/faculty specific tests e.g. written work, UCAS Forms, GCSE Scores Score Types 3 & 4 – subject specific configuration

5. Example - Configured Scores 06/09/2007 Free text entry – numeric, integer, with input boundaries Non free text entry with drop down list selection mapped to numeric input

6. Example Group of Configured scores 06/09/2007 Generic Scores list relates to fields on the candidate record where the input scores will be displayed Score Sets represent configured score calculations

7. Using Individual Assessment Scores for Candidate Evaluation Calculations 06/09/2007 Assessment scores can be used to Provide tutor assessment of individual candidates via ADSS web view Perform further assessment calculations e.g. averages Carry out an overall assessment of all candidates using ranking and banding Evaluation calculations can comprise Subject specific assessment components External test scores System calculated UCAS scores

8. Example - Averaged Scores 06/09/2007 Weight and scale used to achieve average Candidate field where average will be displayed Candidate field where component scores are held

9. Example – Configured Candidate Score Evaluation 06/09/2007 Nested substitutes used if score is ‘null’

10. Ranking and Banding Candidates Example Banding Criteria 06/09/2007 Banding CriteriaDescriptionBand Examples PercentageBanding based on the % position of the candidate Band 1 - 90%-100% (top 10% of candidates) Band 2 -75-89% Band 3 - < 75% Score RangeBanding based on evaluation score attributed to candidate Band 1 – 85 - 100 Band 2 -70-84 Band 3 - < 70 Rank BasedBanding based on ranking position of candidate Band 1 – 1 - 10 Band 2 -11 - 20 Band 3 - > 20 Ranking o No configuration required

11. Example – Banding (Score Range) 06/09/2007

12. Subject Status Transitions 06/09/2007 ADSS requires 1.Subject specific status transition (to meet department needs) 2.‘Overall’ status transition (to meet UAO needs) 3.Subject specific statuses to be associated with the appropriate ‘overall status

13. Example – Status Group Transition 06/09/2007

14. Allocation and Reallocation/Redistribution Requirements 06/09/2007 Automated college allocations using a preselected method of selecting candidates and suggested colleges Quality BasedSelection TypeDescription Yes (Pre-requisite - evaluating, and ranking of candidates) Middle ReallocationSelects the highest available ranked candidates from the exporting college Low RangeSelects lowest ranked of candidates to distribute from the exporting college Top and TailAlternately selects 1 candidate from the top and one candidate from the bottom until the process is complete Capacity BridgeAs Top and Tail but alternately selects 1 candidate from above the college interview capacity for the college and1 candidate from below No (Evaluation, Ranking and Banding not required) Distributed ReallocationRandom selection from across the group of candidates in the exporting college Example Candidate Selection Types

15. Allocation and Reallocation/Redistribution Requirements 06/09/2007 Automated college allocations using a preselected method of selecting candidates and suggested colleges Example College Selection Algorithms Quality BasedCollege SelectionDescription Yes (Pre-requisite - evaluating, and ranking of candidates) Best ChoiceUsing their ranking position this option will allocate candidates according to their best chance when taking into account the level of current allocations to that college No (Evaluation, Ranking and Banding not required) Capacity BasedAllocates candidates according to the number of vacancies at that college

16. Example – Allocation Definition 06/09/2007

17. Allocation and Reallocation/Redistribution Requirements 06/09/2007 Inclusions and Exclusions PPH Where candidates have advised that they do not want to be allocated a specific PPH this will be recorded in ADSS. Gender Candidates of the opposite gender will be excluded from gender specific colleges. Candidates not specifying a gender will be allocated a non gender specific college. Mature Student Candidates flagged by the system as mature (age at date of entry) will be allocated to mature-only colleges or PPHs. Automated re/allocation processes will exclude non mature candidates from being suggested for these colleges and halls. Mobility All candidates with a disability code ‘4’ will be removed from automatic first college reallocation Foreign Student Distribution Where there is a requirement to distribute foreign students evenly across colleges (pre interview), a manual process can be run. This will ensure that the impact of offshore interviews is spread evenly. Where colleges are at full capacity they will be swapped with equal ranked candidate Status All candidates assigned a status that has been configured to exclude that status from specific re/allocations will be omitted. Banding All candidates banded in a band configured to exclude that group f rom specific re/allocations will be omitted. College GroupsWhere a college is part of a group re/allocation will only occur within that group Interview ExclusionsWhere a college is at full capacity it can opt out of inclusion in the re/allocation processes Course/College Inclusions Candidates will not be re/allocated to a college that does not offer a specific course with a course group

18. Course Group Capacity within Colleges 06/09/2007 If using the automated allocation, reallocation or redistribution functionality, the college capacity information for a standalone course or a course group is essential

19. Option Groups and Flag Displays Create up to 7 drop down lists for input o 5 generic o 1 interview location o 1 interview decision Two flag displays o Both can be displayed as either Yes/No options or flag icons on ADSS web view 06/09/2007

20. Example – Option Group 06/09/2007 Candidate field where drop down list will be displayed

21. Example – User Defined Flag Display (ADSS Web View) 06/09/2007 User Defined Flag can be displayed as Flag or Y/N field

22. Statements Relating to ADSS Functionality You cannot use ranking and banding without evaluating candidates first You cannot use quality based allocation or reallocation/redistribution without evaluating candidates first You cannot use allocation or reallocation/redistribution without entering college/course group capacity You can use allocation or reallocation/redistribution without ranking and banding but the quality of candidates is integral to some of the allocation or reallocation/redistribution selection criteria and options are therefore reduced. You can use ranking and banding without entering college/course capacity Usage of user defined fields and flags is optional but if creating views for department/faculty specific information they may be required to enable the specific data to be displayed and entered 06/09/2007

23. Question Time

24. 06/09/2007 Discussion on ADSS Configuration, Training, Support and the User Group by Andrew Foster Student Systems Programme

25. ADSS User Group –ADSS User Group Why are we convening a User Group? Who should attend? When does it meet? –ADSS Configuration Checklist Relates to the configurable elements of the new ADSS service Assists with planning the training and support for the new service rollout Please complete the document before you leave today? –ADSS Configuration Template Will be used to collate the information and prepare for the configuration required

26. Project Update Provisional dates for Pilot Training are 18-19 July Full user training for departments will be offered in August College training will be offered in September User Acceptance Testing is planned for August and September Go live is planned for late September

27. Contact details for further information: Andrew Foster – Project Manager telephone: 01865 616381 mobile: 07521 970812 email: andrew.foster@it.ox.ac.ukandrew.foster@it.ox.ac.uk ADSS Project Contact Information