UCAS Field

Pre-computer processing checks

Computer data from

Computer checks (include list of valid values)

Post-initial processing corrections

UCAS source (Marvin)

Application Number

2 digit year
6 digit application number
1 check digit

*A 1-9

Application Number

2 digit year
6 digit application number
1 check digit

*A 1-9

SRN/SCN

Form

None

None

*K 69-78

Title

Matches gender

Form

If Mr then gender should = M
If Mrs, Miss or Ms then gender should = F

Title and gender checked with name and contents of form, changed if necessary

*N 17-20

Surname

Present

Form

Characters one of A - Z, - or '

Invalid characters corrected

*N 24-41

First names

Form

Characters one of A- Z, - or '

Invalid characters corrected

*N 42-65 (Forenames)

Address

House number/name from form, rest derived from postcode

1^st line not blank

Address and postcode checked with Post Office files

*A 18-125

Postcode

Present for UK address

Form (correspondence address)

Valid against Post Office database

Address and postcode checked with Post Office files

From *A 126-133?

Tel. No.

Form

As given

None

*A 139-158

Date of Birth

Form

Valid date and > 11 years previously

Applicant contacted for further information

From *K 33-38 (Date of birth).DDMMYY

APR

Same as address? If no the value is coded

Codes currently in use at Appendix A

From address or coded

If not coded on form: home address - code derived from postcode using data from Office for National Statistics,

Overseas address - country code. If no values found 998 inserted for overseas, 999 for home

Address checked with Post Office files, coded manually to correct code, values 998 and 999 used if further investigation is necessary

From *K 47-49 (Area of permanent residence). Domicile

Residential Category

Present

Form

One of A, B, C. D, G or O

Valid code inserted

From *K 45 (residential category).

Fee Code

Form

One of 01, 02, 03, 04, 05, 06, 07, 08, 09, 10,90 or 99

Invalid values changed to 99

*K 56-57

Gender

Form

M or F

Checked with title and contents of form, changed to M or F if necessary

*K 44 (Sex)

Special Needs

Form

Numeric, 0-9

Invalid values changed to 0

From *K 45

COB

Same as current address? If no the value is coded

Codes currently in use at Appendix A

From address or coded

If not coded on form: home address - 000, overseas - country code or 998 if not known

As for APR

*K 50-52

NAT

Same as COB? If no the value is coded

Codes currently in use at Appendix A

From address or coded

As for COB

As for COB

From *K 53-55 (Nationality).

LEA

APR same as address? If no the APR value is coded Codes currently in use at Appendix A

From address or coded APR

Home applicants only, code derived using data from Office for National Statistics

As for COB

*H 32-34

From Management Statistics issued in December to UCAS Correspondents

From Management Statistics issued in December to UCAS Correspondents

From Management Statistics issued in December to UCAS Correspondents

From Management Statistics issued in December to UCAS Correspondents

From GN,

separate from Management Statistics issued to correspondents

From *P and *R?

Qualifications held

Coded from qualifications listed on page 2 of form in section 7A
Codes currently in use at Appendix B

Form

Summer A Levels, Summer AS, Highers, CSYS, Winter A Levels, Previous - numeric

BTEC - 1 or space, 1 translated to B

HSC - 3,4 or Q, 3 translated to I(IB), 4 to A(AICE), Q is GNVQ

ILC - 1 or space, 1 translated to I

OEQ - values as in Appendix B

Coded manually

*K 79

School code

Form

Space or numeric

*CK 39-43

*H 23-29 (last educational establishment).

Institution code

Form

Valid UCAS institution

Applicant sent AS2H letter

*KC 18-21

Course code

Form

Present on UCAS course file for the institution

Applicant sent AS2E letter

*C 22-27

Campus code

Form

Present on UCAS course file for the institution and course

Applicant sent AS2E letter

*C 28

Point of entry

Form

0 - 4, 1 is converted to space, default space

*C 55

Home

Form

H or space, default space

*C 54

Defer entry

Form

Space, Y or D. Year of entry (YY) set to current for space, set to deferred for Y or D. Default is current

*C 38-39

Year of leaving

Form 

From *H 31-32 M YY to YYYY

Occupational background

Coded from data on form

Codes supplied by Office of National Statistics

*H 19-22 & *X (social class at *H 19 and occupational group at *H 20-22). Social class derived from ONS SOC 1990

Ethnic Origin

Form

Home applicants - if present must be one of codes as at Appendix C if not present space is converted to 90.

Overseas applicants all set to 99

*H 17 - 18 & *X

UCAS Field

Modifications

HESA Field

Structure

Required for December and/or July

Application Number

Tobe preceded by 0000, except where student has a previous known HUSID

Field 4 Student identifier HUSID

13 digit alphanumeric code
UCAS entrant valid entry: 9 digit UCAS number prefixed with four '0's.

D & J

Application Number

Field 148 UCAS Number UCASNUM

Field length, 9 digit alphanumeric code, valid entries: UCAS application number.

D & J

SRN/SCN

After data cleaning. - select SCN

Field 5 Scottish candidate number SCOTVEC

9 digit alphanumeric code.

J only, for Scottish domiciled students

Title

Surname

Field 7 Family name SURNAME

40 character alpha code.

D & J

First names

Field 8 Forenames FNAMES

40 character alpha code.

D & J

Address

Note correspondence not home address in 01/02

Postcode

Check compatibility

Field 75 Postcode POSTCODE

Field length 8, alphanumeric code, valid entries: valid postcode.

D & J

Tel. No.

Date of Birth

DDMMYY to DDMMYYYY

Field 10 Date of birth BIRTHDTE

Field length 10, valid entries:
DD/MM/YYYY, DD-MM-YYYY, or YYYYMMDD

Default: 99/99/9999 or 31/12/9999

D & J

APR

Check coding frames.

Field 12 Domicile DOMICILE

Field length 4, valid entries; 4-digit country code, ref. Appendix 4, Coding Manual (available from HESA).

D & J

Residential Category

Requires mapping.
Note:Only indicative should overwrite once HEI decided fee status

Field 66 Fee eligibility FEEELIG

Field length 1, valid entries:
1 Eligible to pay home fees
2 Not eligible to pay home fees
3 Eligibility to pay home fees not assessed.

D & J

Fee Code

Requires mapping.

Note - Only indicative should overwrite once HEI decided fee status

Gender

Field 11 Gender GENDER

Field length 1, valid entries: F or M.

D & J

Special Needs

Add preceding 0.

Field 16 Disability DISABLE

Field length 2, valid entries:

00 No known disability
01 Dyslexia
02 Blind/are partially sighted
03 Deaf/have a hearing impairment
04 Wheelchair user/have mobility difficulties
05 Personal care support
06 Mental health difficulties
07 An unseen disability, e.g. diabetes, epilepsy, asthma
08 Multiple disabilities
09 A disability not listed above
98 Information not sought
99 Not known.

D & J

COB

NAT

Check coding frames.

Field 13 Nationality NATION

Field length 4, valid entries; 4-digit country code, ref. Appendix 4, Coding Manual (available from HESA).

J only, [Not compulsory]

LEA

Requires algorithm.

Field 23 A/AS level points score ALEVPTS

Field length 2, valid entries:
a number in the range 00-30

D & J

Requires algorithm.

Field 24 Highers points score HIGHPTS

Field length 2, valid entries:

a number in the range 00-30

J only

Requires algorithm.

Field 157/142 A and AS levels ALEVELS

Field length 2, valid entries:

01 3 or more 'A' levels or 'AS' level equivalent
02 2 'A' levels or 'AS' level equivalent
03 1 'A' levels or 'AS' level equivalent
04 1 'AS' levels
97 Combination of 1 or more of above
98 No 'A' or 'AS' levels held
99 Not Known.

D & J, if coded 40 in field 21

Field 158/143 SCE Highers and CSYS

Field length 2, valid entries:
01 3 or more SCE 'Highers' with CSYS
02 3 or more SCE 'Highers' only
03 SCE 'Highers' with CSYS
04 SCE 'Highers' only.
05 3 or more SCE 'Advanced Highers' with CSYS.
06 3 or more SCE 'Advanced Highers' only.
07 SCE 'Advanced Highers' with CSYS.
08 SCE 'Advanced Highers' only.
09 A combination of SCE 'Highers' & 'Advanced Highers'.
10 SCE 'Group award' (Advanced Higher).
11 SCE 'Group award' (Higher).
97 Combination of 1 or more of above.
98 No SCE 'Highers' or 'Advanced Highers' held.
99 Not known.

D & J, if coded 40 in field 21

Field 159/144 Vocational qualifications at Level 3/Advanced VOCQUALS

Field length 2, valid entries:
01 NVQ/SVQ (level 3).
02 12 module Advanced GNVQ/GSVQ
03 06 module Advanced GNVQ/GSVQ
97 Combination of 1 or more of above.
98 None of the above
99 Not known

D & J, if coded 40 in field 21

Requires algorithm.

Field 160/145 A levels achieved in core subjects ALEVSBJ

Field length 2, valid entries:
00 None
01 Science
02 Mathematics
03 Science and Mathematics
04 English
05 Science and English
06 Mathematics and English
07 Science, Mathematics and English
08 Welsh
09 Science and Welsh
10 Mathematics and Welsh
11 Science, Mathematics and Welsh
12 English and Welsh
13 Science, English and Welsh
14 Mathematics, English and Welsh
15 Science, Mathematics, English and Welsh.

D & J, optional for those coded 1 in field 53, and coded 15-19 or 26 in field 54 at institutions in E &W

Qualifications held

Requires mapping.

Field 21 Highest Qualification on entry QUALENT2

Field length 2, valid entries:
01 Higher degree of UK institution
02 Postgraduate diploma or certificate, excluding PGCE
03 PGCE with QTS/GTC Registration
04 PGCE without QTS/GTC Registration
05 Postgraduate equivalent qualification not elsewhere specified
10 Undergraduate qualifications with QTS
11 First degree of UK institution
12 Graduate of EU institution
13 Graduate of other overseas institution
14 GNVQ/GSVQ level 5*
15 NVQ/SVQ level 5
16 Graduate equivalent qualification not elsewhere specified
21 O.U. credit(s)
22 Other credits from UK HE institution
23 Certificate or diploma of education (i.e. non-graduate initial teacher training qualification)
24 HNC or HND (including BTEC and SCOTVEC equivalents)
25 Dip HE.
26 GNVQ/GSVQ level 4*
27 NVQ/SVQ level 4
28 Professional qualifications.
29 Foundation course at HE level
30 Other HE qualification of less than degree standard
39 'A' level equivalent qualification not elsewhere specified
40 Any combinations of GCE 'A'/SCE 'Higher' and GNVQ/GSVQ or NVQ/SVQ at level 3
41 ONC or OND (including BTEC and SCOTVEC equivalents)
43 Foundation course at FE level
47 Baccalaureate
48 ACCESS course
55 GCSE/'O' level qualifications only; SCE 'O' grades and Standard grades
56 Other non-advanced qualification
92 Accreditation of Prior (Experiential) Learning (APEL/APL)
93 Mature student admitted on basis of previous experience (without formal APEL/APL) and/or institution's own entrance examinations
97 Other non-UK qualification, level not known
98 Student has no formal qualification
99 Not known.

D & J

School code

Check format and coding frames.

Field 18 School/FE/HE institution last attended LASTINST

Field length 7, valid entries:

If HEI, HESA institution identifier, if other institution, DfEE number.

J only

Institution code

Course code

Campus code

Point of entry

Home

Defer entry

Year of leaving

Check format.

Field19 Year left last institution YRLLINST

Field length 4, valid entries: 4-digit number, e.g. 1999.

J only

Occupational background

Field 25 Occupation code OCCCODE

Field length 4, valid entries, ref. Appendix 8, Coding Manual (available from HESA).

1^st digit SEI, digits 2-4 SOC code.

D & J

Ethnic Origin

NB Census 2001.

Field 14 Ethnicity ETHNIC

Field length 2, valid entries;

10 White (Code only available if COMDATE <01/08/2001)
11 White - British
12 White - Irish
19 Other White background
21 Black or Black British - Caribbean
22 Black or Black British - African
29 Other Black background
31 Asian or Asian British - Indian
32 Asian or Asian British - Pakistani
33 Asian or Asian British - Bangladeshi
34 Chinese or Other Ethnic background - Chinese NB UCAS/HESA draft coding different
39 Other Asian background
41 Mixed - White and Black Caribbean

42 Mixed - White and Black African
43 Mixed - White and Asian
49 Other Mixed background
80 Other Ethnic background
90 Not known
98 Information refused

D & J