What is PERS?

The Provider EXACT Record Supplies (or PERS) is a service available exclusively to provider customers of the undergraduate or conservatoire schemes at UCAS. We will provide you with your underlying data from EXACT (our commissioned analysis data service) as a computer readable data file, under an Internal Use EXACT licence.

By opting-in to receive PERS, you will receive self-serve datasets enabling you to analyse your own performance throughout and/or at the end of the application cycle. PERS is provided as part of the UCAS capitation fee, and so there is no additional charge to opt-in to receive the data.

For customers of the undergraduate scheme:

  • Files will be provided in CSV format, and will contain one record for each of your applications and acceptances.
  • Files contain just over 99 fields, including applicant ID, each following the analytical EXACT definitions. A file listing these definitions will also be provided.

For customers of the conservatoire scheme:

  • Files will be provided in CSV format, and will contain one record for each of your applications and acceptances.
  • Files contain just over 60 fields, including applicant ID, each following the analytical EXACT definitions. A file listing these definitions will also be provided.

 

When can I get it?

For customers of the undergraduate scheme, PERS is available at four cycle points throughout the year. The reference points for these cycle points are as follows:

  • January deadline (PERS available in February).
  • June deadline (PERS available in July).
  • Day 28 (PERS available in October).
  • End of Cycle (PERS available in January).

For customers of the conservatoires scheme, PERS is available following the End of Cycle (in January).


 

How do I request it?

You must complete a request form (117.97 KB) (agreeing to the EXACT terms and conditions) and return it to EXACT@ucas.ac.uk to opt-in to receive PERS. If you are a customer of the undergraduate scheme, you only need to return a request form once per cycle.

So, if you opt-in ahead of the January deadline PERS, you will remain opted-in for the rest of that cycle and will receive the June deadline, Day 28, and End of Cycle supplies automatically.

If you opt-in ahead of the Day 28 PERS, you will also receive the End of Cycle supply automatically. We do not provide PERS data retrospectively, and so you would not receive the previous January or June deadline PERS in this scenario. If you did wish to receive a previously supplied PERS, you can do so by paying a re-issue fee of £200 (excl. VAT). You can request a re-issue of PERS by contacting EXACT@ucas.ac.uk.

Opt-ins do not carry over from one cycle to the next, so you should remember to opt-in at the beginning of each new application cycle should you wish to continue receiving PERS.

Reminders about opting in to receive PERS are sent in advance of each supply in the weekly provider bulletin. If you do not currently receive the weekly provider bulletin but would like to, you can sign up to receive it here.

 

 

How can I retrieve PERS after I have opted-in?

PERS is available through MOVEit (the secure file transfer service) from the date that the data becomes available. Your UCAS primary correspondent will have access to MOVEit, and can set up new users. Files will be available on MOVEit to download for a period of four weeks only – then the files will be cleared from MOVEit, and you will no longer be able to access or download them.

When a new data supply is available, you will receive an email from the EXACT team (provided you are listed as a named contact for PERS), and an automated email from MOVEit (provided you are a MOVEit account holder) to alert you to the availability of the files, and advise you of the deadline to download them.


 

What can I use it for, and why is it useful to me?

  • PERS allows unprecedented access to your data, providing you with up-to-date information about your position, and enabling you to replicate analysis you could commission through EXACT.
  • UCAS has worked closely with the Office for Students (OfS) to ensure the End of Cycle PERS dataset is exactly what you need to plug into their data collection tool in order to complete the annual transparency return, saving you time and effort in providing the OfS with aggregated data in the format required for submission.
  • PERS data is a great way to explore and understand the variables available through EXACT, and can help you to discover what data and reporting you can order about the sector and your competitors.
  • PERS will help you to understand exactly where you are in terms of numbers at key points throughout the cycle, and benchmark and analyse your year-on-year trends.
  • PERS enables you to pre-empt areas that need investigation and possible intervention, without being too late in the cycle to make a difference.

 

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