UCAS settings and contacts

Posted on: 8 March 2019 Tags: UCAS settings

An update to the UCAS settings design to include UCAS contacts.

Contacts

UCAS keeps contact details for the following purposes:

fraud
finance
web-link details (downtime, changes, etc)
correspondent for UCAS monthly bulletins, etc
new application alerts
recipient of GT12 letter responses from successful applicants

From what we know, UCAS have not collected permission to share these contacts with us. This means that because of GDPR they cannot give us any contact details containing personally identifiable information.

The interface for seeing and editing these contact details is going away in UCAS. Department for Education (DfE) is becoming responsible for them.

We need to:

capture these details for new providers
allow existing providers to set new contacts
indicate to providers that they can request existing information from UCAS
request permission to share details with UCAS
share details with UCAS via the API

We do not know if UCAS is willing to request permission from providers to share existing contacts with DfE.

We confirmed with UCAS that:

providers can only have one contact for each type
the majority of the time the same person is the named contact for all contacts
UTT correspondent and fraud correspondent require name and telephone numbers

Google diagram showing possible workflow.

Design notes

We wanted to capture UTT Correspondent as UCAS Correspondent for clarity, but UCAS pointed out they have a separate contact used elsewhere in their systems called UCAS Correspondent.

The application alerts contact is captured when users asks to receive alerts.

The GT12 reply to contact is captured when users edit their letter template.