Guide for UCAS Correspondents
With more than 300 member institutions, it is important that UCAS is able to communicate quickly and clearly with colleagues at each university and college, and that they, in turn, can communicate with UCAS. For many years, UCAS Correspondents have helped ensure that information, data, opinions and concerns have flowed smoothly between UCAS and all its member institutions.
The role of the UCAS Correspondent is an important one, and vital to the smooth progression of the annual application cycle. UCAS appreciates and welcomes the opportunity to work closely with all these colleagues.
Recently, UCAS has introduced the concept of the 'Primary UCAS Correspondent'; one person will continue to be the main, primary, contact identified at each institution, but member HEIs will now be able to nominate another 'UCAS Correspondent' as well. This is to help ensure that important information is not overlooked when one person is away for any period of time.
What exactly is the role of the Primary UCAS Correspondent?
- To be the focal point for UCAS matters at the member institution
The role of a UCAS Correspondent is to be the focal point of communication of information sent out from UCAS to HEIs. UCAS relies on the Correspondent to ensure that the information communicated is circulated within their organisation to the most appropriate staff, and also that appropriate action is taken internally if necessary.
Link to past Correspondent Bulletins. HE passwords are needed for the secure pages of the UCAS website - please phone the Service Desk - 01242 544683
- To ensure that contact details are correct
From time to time, UCAS will also send information to staff with specific administrative roles, and relies on the UCAS Correspondent to ensure that the contact details within web-link for staff with particular responsibilities are maintained and kept up-to-date.
- To ensure that data is correct and secure
It is essential that course information is correct and approved on-time for publication on Course Search and for online and printed publications, and that Entry Profiles are compiled and kept up-to-date for all courses.
The UCAS Correspondent should ensure that a member of staff is nominated as web-link Administrator, and that access to other UCAS systems is secure.
External users are responsible for the safe keeping of all passwords used for accessing any systems at UCAS, so any guidance the UCAS Correspondent is able to give to their colleagues about the use of passwords would be most helpful. All passwords involved in logging on to any of UCAS' information systems or networks must be kept confidential.
Passwords should be a minimum of 6 characters and a mix of alphabetical letters and numbers. They should be free of consecutive identical characters and should never be based on anything somebody could easily guess - names, telephone numbers or dates of birth. It is good practice for anyone accessing UCAS' information systems and networks to change their passwords every 90 days.
Link to the web-link database. If web-link access needed - speak to your web-link Administrator, or phone the Service Desk - 01242 544683.
The UCAS Correspondent should ensure that new staff in admissions offices are fully aware of UCAS procedures and the application cycle calendar. Specialist training for web-link and Entry Profiles is available free of charge, and every year UCAS invites new staff to visit UCAS for a general introduction to our services and procedures. The role of the UCAS Correspondent in ensuring that all admissions staff are fully trained is an important one. Additional training (for which a charge is made) is available from UCAS staff on many important aspects of recruitment and admissions.
Link to the training section.
While it is not usually the responsibility of the UCAS Correspondent to perform all the tasks that might be required of member institutions during the course of an application cycle, it is the responsibility of the UCAS Correspondent to ensure that these tasks are performed by someone at their institution. UCAS is very grateful to all HEI colleagues who are willing to take on this very important role.
More useful contacts:
HEI team - first point of contact for operational, policy and technical matters:
0844 984 1111 firstname.lastname@example.org
Service Desk - contact for all technical matters to do with transfer of data:
01242 544683 email@example.com