Clearing enables clearing officers to view the programmes available in clearing, create enquiries, and set the outcome of enquiries. Clearing officers can view the enquiries that have not yet become applications.
Clearing enquiries can be created by clearing officers during conversations with potential students. Prospective students can also make enquiries through institutional websites using the integration APIs.
Clearing programmes
Clearing officers can view the programmes that are available in clearing. Clearing officers can view information about each programme, such as the UCAS code, whether the programme is part or full time, the intake, and so on. Clearing officers can also view whether the programme has home vacancies and international vacancies. Clearing officers can then drill down to view the following:
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Programme details and any clearing programme tags, such as Interview and DBS. Tags highlight key information.
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Requirements of the standard offer for the programme, such as 136 UCAS tariff points including biology and physics.
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Alternative programmes, if defined.
Clearing officers viewing the details of clearing programmes can create enquiries.
The video View programmes shows how staff can view the details of a programme in clearing, the entry requirements, and any alternative programmes.
Clearing enquiries
Clearing officers can create enquiries using the Create applications feature or from a clearing programme. To create an enquiry, Clearing officers are guided through the process by answering the following questions:
- Who is applying
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Clearing officers can search for the applicant using their full name or their UCAS personal ID. On entering a UCAS personal ID, the ID number is validated with UCAS and if a match is found the applicant's details are uploaded.
If the applicant cannot be found in Admissions, then the clearing officer can create the applicant. Duplicate matching checks whether the applicant is a new or existing applicant. If an existing applicant, the applicant must be merged.
- What qualifications do they have?
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Clearing officers speaking with newly created applicants need to determine the applicant's qualifications. At this stage, the qualifications are freeform qualifications. That is, the qualifications are added manually and must specify at least the Subject title. Additional information can be included, such as the Qualification title and Result obtained.
Qualifications need to be checked against the applicant's actual qualifications when the application is received from UCAS.
- What are they applying for?
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Clearing officers select the clearing programme details. However, if the enquiry was created from a clearing programme, the programme details are set automatically.
Clearing officers can then define the outcome of the enquiry, such as Successful or Request for more information. For successful outcomes, also select the admissions officer that approved the offer. Applicants receive provisional offer letters using the communication template Clearing offer email, which confirms their place on the programme and contains instructions for their next steps.
The video Create enquiry shows how clearing officers create an enquire and set the outcome of the enquiry.
Clearing officers can view the outstanding enquiries. That is, enquiries that have not yet become applications. For each enquiry, clearing officers can view the following:
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Enquiry status, such as Successful or Request for more information, the admissions officer that approved the offer, and information about the programme including the entry point and start date.
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Education and experience, which details the applicant's actual qualifications when available and the freeform qualifications added when creating the enquiries.
Clearing officers can view the person profile of clearing enquirers.
The video View enquiries shows how clearing officers view enquiries.
Applications
Enquiries become applications once the clearing enquirer applies to the programme of the enquiry through UCAS. On applying through UCAS, the enquiry automatically becomes an application and the enquiry is removed from the list of enquiries. However, if a clearing enquirer makes a mistake when applying to the programme through UCAS, such as selecting the wrong entry point, admissions officers can link the enquiry to the correct application.
Clearing enquiries that can be linked to applications have a vertical ellipsis (⋮) button, which shows a list of the applications that can be linked. Admissions officers can then select the appropriate application. Note that an enquiry can only be linked to one application. Admissions officers can also view the application to ensure that the application is correct.
On linking an enquiry to an application, the enquiry is removed from the list of enquiries. The enquiry is shown as a linked enquiry on the Application tab of the person profile. Enquiries linked to applications are highlighted with the icon 
. Admissions officers can unlink an application from an enquiry if required.
Configuration
Clearing requires that the following are configured:
- UCAS integration
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The integration with UCAS is through the UCAS XML-link service. The XML-link is a web service for institutions to retrieve applications and reference data.
- Entry point (reference data)
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Entry points for clearing programmes must have the option Available for clearing selected. Then, the following are selected as applicable:
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Is open for clearing home: for the clearing programme to be have home vacancies.
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Is open for clearing international: for the clearing programme to have international vacancies.
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- Admissions programme (reference data)
- Admissions programmes can define the following:
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Alternative clearing programmes: one or more programmes that are alternatives to the clearing programme.
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Clearing programme tags: to highlight key information, such as Interview if an interview is required and DBS if DBS clearance is required.
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- Communication template
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The communication templates Clearing offer email and Clearing offer email subject may need to be customised to suite the requirements of your institution.
Integration APIs can create, view, and manage enquiries. For more information, go to the API catalogue and then UCAS.
Permissions
Clearing officers require the permissions detailed below. Admissions officers may also require these permissions in addition to their existing permissions.
- Create clearing enquiries
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Create clearing enquiries in the feature Create applications requires the permission Create clearing enquiries - Edit in the Admissions authorisation area Create applications.
- View and edit enquiries
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View and edit enquiries requires the following permissions in the Admissions authorisation area Enquiries:
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Education and experience - Edit or View: to view or edit information about and applicant's education and experience.
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Enquiry - Edit or View: to view or edit enquiries, including linking and unlinking applications.
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Admissions managers require the permission Reference data - Edit in the Reference data authorisation area to configure the entry points and admissions programmes.