Data Group

Terms of Reference Data Group April 2016

Purpose: The group will provide a forum for UCAS and higher education providers (HEPs) to discuss strategic and cross-scheme operational issues related to data with the aim of improving the quality of UCAS’ data assets and improving the effectiveness and efficiency of data collection, management and exchange between UCAS, HEPs and the wider HE sector. The Data Group will focus on the following key areas: 

Improving data quality: - identification and documentation of data assets where UCAS and/or HEPs have requirements for improvements in quality (i.e. in terms of coverage, accuracy and completeness) to enable the planning and delivery of admissions services and associated activities e.g. contextual data service, Unicodes, schools /centres data, qualifications data - discussion of solutions for improving data quality - prioritisation of improvements and monitoring the delivery of these

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Improving data collection, management and exchange: - identification and documentation of processes where improvements are needed to improve data collection, management and exchange e.g. development of data standards or terminology, changes to data transfer or delivery mechanisms - Identification of improvements to UCAS’ supply of data to HEPs and HE sector bodies (e.g. HESA and funding councils) to support statutory reporting and related requirements - Identification of opportunities for UCAS to reduce the data management and reporting burden for HEPs - discussion of solutions for improvement

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Prioritisation of improvements and monitoring the delivery of these

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Improving the understanding and use of UCAS data - ensure that UCAS has sufficient understanding of how the HE sector uses the data it supplies to inform the development of products and services - understand what support and training HEPs need in order to get the most of out of UCAS’ data supplies, including published data and analysis

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Data legislation and regulation: - share legislative and regulatory change which affects data collection, management or supply, including provision of policy updates and horizon scanning

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HE Data and Information Improvement Programme (HEDIIP): - discuss UCAS engagement with HEDIIP, which is likely to include such issues as data standards and thesaurus, streamlining data collection, new courses coding system, and implementation of the Unique Learner Number 

The Data Group will be expected to share and disseminate good practice relating to the tracking and highlighting of data issues

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In addition to the above the Group will be expected to provide expert input into UCAS projects and change agenda, ensuring that any relevant data issues are identified and evaluated.

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The Group will share meeting reports and actions with the UCAS Technical User Group to ensure effective operational join up.

Membership: The membership of the Data Group will comprise representatives drawn from a range of UCAS HE providers, reflecting a variety of experiences and data related roles within universities and colleges. Representatives of HESA, the funding councils or other relevant third-parties may be invited to attend meetings or provide ad-hoc advice on specific issues.

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The Data Group will be chaired by a nominated representative from a UCAS HE provider. The Chair’s term of service shall be two years. The UCAS Data Group elects its own Chair from among the representatives that have served a minimum of one year.

The process for election of a new Chair will start at least one meeting prior to the Chair’s last meeting. Nominations for Chair will be proposed and seconded by advisory group members and the nominee should indicate willingness to serve. Elections can take place virtually. The incumbent Chair will be able to sit on the group for the remainder of their 5 year term. The term of membership of this group and will normally be renewable for up to 5 years. Membership of the group will be reviewed on an annual basis to ensure that membership remains as representative and appropriate as possible. Members of the Group, who miss two consecutive meetings without good reasoning, will be contacted by the Chair for a discussion, following this a decision will be made regarding the members’ involvement in the group. Opportunities for new members will be made available on the UCAS website and communicated through the appropriate channels. Members of the group and their Chair will be listed on the Groups & Forums sections of the UCAS web pages, along with terms of reference, meeting minutes and papers. There will be 3 physical meetings per year, facilitated on a rotational basis between UCAS and a provider’s institution, supplemented by virtual meeting arrangements (video or teleconferencing) as required.

Responsibilities: 

Members are expected to act as representatives of the sector and to reflect the views of the community.

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If individuals move institutions, a discussion with the Chair will take place to agree continuation of membership or not.

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Members are expected to feedback to the sector through their own networks and user groups.

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If members are unable to attend a meeting they must seek permission from the Chair before sending an alternative representative.

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If members wish to submit an item for the agenda, this must be submitted fifteen working days before the next meeting to due to take place.

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UCAS will provide the secretariat to support this meeting who shall endeavour to ensure that: o Minutes are circulated four weeks after each meeting. o Agendas and papers are received ten working days prior to meetings. o Meetings are calendared six months in advance.

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Appendix A: Membership (as of April 2016): Name

University

Software Provider

Wendy Webster (Chair)

University of Dundee

Alex Ingold

Christine Giles

The London School of Economics and Political Science University of Portsmouth

Campus IT

South East

Daniel Farrell

University of St Andrews

Tribal (SITS)

Scotland

Emma Christmas

Keele University

Tribal (SITS)

Midlands

Gurjitt Nijjar

University of Derby

Oracle

Midlands

Helen Reed

University of Cambridge

James Brown

University of Glasgow

Oracle

Scotland

Jo Hamilton

University of Exeter

Tribal (SITS)

South West

Judith Davison

University of Huddersfield

Tribal (SITS)

Yorkshire

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Tribal (SITS)

Region Scotland London

East

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Nick Bhugeloo

Kingston University

Tribal (SITS)

London

Paul Ashby

University of Birmingham

Midlands

Stella Fowler

University of Gloucestershire (representing the Higher Education Strategic Planners Association)

South West

Steve Walsh

Aberystwyth University

Wales

Tania Smith

University of Manchester

North West

Lisa Machin

Nottingham Trent University

Midlands

Appendix B: What do we mean by data? Data covers a wide variety of entities in an institutions interaction with UCAS, for example (not exhaustive): - Coded Value data sets (including Schools/establishments data set) - Applicant data set - Digital documents/attachments - Course data - Institution data - Transaction data sets (ODBC/XML/Weblink, *star transactions, GET transactions, etc.) - UCAS statistical reports and reporting services - possibility of shared service data sets – FSQ, previous study, etc.

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