Basis of Admission Data Standard

Intended Audience and Contact Information

Contact	Chief Data Officer, Office of the CIO
Intended Audience	Internal UBC
UDM Domain	Admissions
Applicability	Credit
Data Standard ID	DS0088

Definition

A Basis of Admission is the description of the UBC policy that most appropriately informs the primary criteria for the Admission Evaluation of the Admission Applicant.

Purpose

This standard aims to achieve consistency around the data collected for Basis of Admission, and the format in which it is collected and stored.

This standard is derived by UBC and applies to all applications collecting Basis of Admission. Exceptions are listed in the Dispensation section.

Standard

Basis of Admission Values

The following are the accepted values for Basis of Admission:

Accepted Value	Code	University Glossary Term	Current Definition
Aboriginal Applicant¹	ABOR	Aboriginal Applicant [Basis of Admission]	The Admission Applicant has self-identified as Indigenous. This value will be updated in the future to capture only those applicants who have been evaluated under the Aboriginal Applicant Policy, once the Admissions system introduces a specific attribute to identify Indigenous applicants.
Bachelor's Degree	GRDU	Bachelor's Degree [Basis of Admission]	The Admission Applicant graduated and received a Bachelor’s Degree from a recognized university and/or approved degree granting body.
Mature Applicant Policy	MATU	Mature Applicant Policy [Basis of Admission]	The Admission Applicant has been out of full-time education for at least four years, does not have an Undergraduate Degree, and was not evaluated under the Mature Student admission policy.
Technology Diploma	TECH	Technology Diploma [Basis of Admission]	The Admission Applicant is completing or has completed a Diploma of Technology from a recognized technological post-secondary institution.
Secondary School	SECS	Secondary School [Basis of Admission]	The Admission Applicant has most recently attended Secondary school.
College Transfer	TRNC	College Transfer [Basis of Admission]	The Admission Applicant has attempted at least 24 transferable credits at a recognized college. This value may be removed in the future as it is similar to University Transfer (TRNU).
University Transfer	TRNU	University Transfer [Basis of Admission]	The Admission Applicant has attempted at least 24 transferable credits at a recognized university but has not completed a Bachelor's Degree.
UBC Student	UBC	UBC Student [Basis of Admission]	The Admission Applicant is currently attending UBC and is applying to a new Program of Study, or has previously attended UBC and is reapplying to either the same or a new Program of Study.

¹In the current Admissions system there is no attribute to indicate if an applicant is Indigenous. Because of this, the Admissions system has repurposed one of the Basis of Admission values (ABOR) in order to capture this information. Once the Admissions system introduces a specific attribute to identify Indigenous applicants, the following definition will take effect: "The Admission Applicant is being evaluated under the Canadian Aboriginal Applicant Policy."

Historical Basis of Admission Values

The following values are no longer to be used for Basis of Admission, and have been retained for historical purposes only:

Code	Description
ABRA	Aboriginal Applicant admitted on grades
ABRD	Aboriginal Applicant admitted under Dean's Discretion
ABRR	Aboriginal Applicant refused no supporting documents
GRA1	Grad Studies special circumstance
GRA2	Grad Studies special circumstance
GRA3	Grad Studies special circumstance
TROA	OKAN 60+ transfer
TROB	OKAN 60- transfer
TROC	OKAN Out 1 Yr transfer
TROD	OKAN auto transfer

Compliance

This standard must be complied with every stage of the data lifecycle with the exception of any dispensations (see Dispensation section):

All applications must collect data as recommended in this standard.
Enterprise Data Integration must adopt this standard.

Reference Data Compliance for Data Integration

The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.

Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.

MAPPING OF INVALID VALUES FROM SYSTEM(S) OF RECORD (SOR) TO COMMON SERVICES

A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.

A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid’. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an ‘empty’ value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.

Additional Reference Data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.

Dispensation

Legacy systems are exempt from this data standard. As systems are replaced, adoption of this standard is required. Examples of legacy systems are:

Student Information System (SIS)

As existing systems change to adopt this standard, the Enterprise Data Governance team needs to be informed.

For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.

Appendix

Future Basis of Admission Values

The following values are not currently valid as due to various project constraints these values were not implemented at the time this data standard was published. These values will be updated in the Admissions system in a viable future release:

Future Value	Code	Future Definition
Master’s Degree	MADG	The Admission Applicant is completing or has completed a Degree from a recognized university and/or approved degree granting body that was deemed equivalent to a Canadian Master’s degree.
Doctoral Degree	PHDG	The Admission Applicant is completing or has completed a Degree from a recognized university and/or approved degree granting body that was deemed equivalent to a Canadian Doctoral degree.
Uncategorized	UNCT	The Admission Applicant is evaluated through an individualized admissions process at the discretion of the Admissions unit responsible for evaluating the applicant’s Admission Application. The criteria used to determine if an Admission Applicant is eligible for the Uncategorized Basis of Admission will vary depending on the Admissions unit that is evaluating the applicant’s Admission Application.
Exchange Applicant Policy	EXAP	The Admission Applicant is being evaluated as an exchange applicant to UBC. Please see the Classification of Students entry in the Academic Calendar for more information on applying to an exchange program at UBC. This value must be used once it has been implemented in the Admissions system.
Visiting Applicant Policy	VRAP	The Admission Applicant is being evaluated under the eligibility criteria for Visitors or Visiting International Research Students. Please see the Classification of Students entry in the Academic Calendar for more information on the eligibility requirements for Visitors and Visiting International Research Students. This value must be used once it has been implemented in the Admissions System.