success story
Streamlining Partner Admissions Through Expert API Integration
Client: University of Hertfordshire
Project: API Integration
The University of Hertfordshire (UoH) works with multiple partner organisations who submit large volumes of international admissions data each year. To maintain accuracy, consistency, and efficiency at scale, the university needed a faster and more reliable way to bring partner data into its Student Record system system.
The challenge
Before working with SureCampus, UoH relied on a fully manual workflow to process international applications. Every partner submission had to be reviewed, validated, and keyed into current Student Record system by hand — a process that could take up to 7.5 minutes per record depending on complexity.
The process worked, but it was:
- Slow and labour-intensive
- Highly dependent on staff capacity during peak periods
- Difficult to scale as partner volumes grew
Manual entry also created data inconsistencies and errors, and training new staff was time-consuming due to the need to understand multiple systems and complex application structures. Because so much time was consumed by routine input, teams struggled to reserve capacity for edge cases or applications requiring more specialised attention.
These challenges made it clear that UoH needed a more consistent and automated way of handling partner admissions.
Why UoH chose SureCampus
UoH works with a diverse range of partners, each sending data in different formats and structures. Processing and interpreting these variations manually was becoming increasingly difficult, especially during busy periods.
The university selected SureCampus because of their:
Deep technical knowledge of Quercus, its Oracle schema, and ORDS APIs
Ability to provide ongoing support
Immediate understanding of the operational challenges
Specialist skills required to design a robust admissions integration
Client review
“Working with SureCampus was a collaborative, structured, and positive experience. They took the time to understand our data requirements and translate them into a clear technical approach. The data-mapping workshops were particularly valuable, and the final implementation delivered exactly what we needed. The automation has significantly reduced our workload, improved accuracy, and provided a scalable foundation for onboarding new partners.”
— Charlie Smart, Business Applications Manager
The solution
SureCampus designed and delivered a complete Partner Admissions Integration Framework that automated the flow of partner data into current Student Record system.
Partner admissions schema
A dedicated schema within the Student Record system environment provides a consistent, structured workspace for partner data.
This enables:
- Harmonised data modelling across all partners
- Faster onboarding of new partner organisations
- Simplified downstream processing into current Student Record system
Custom APIs
Two specialist ORDS APIs were developed:
- Person API
- Admissions+ API
These APIs automatically interpret, validate, and map partner fields to the appropriate current Student Record system structures, creating Person and Application records with far greater speed and accuracy.
Structured data-mapping workshops
These workshops — described by UoH as particularly valuable — ensured partner fields, course codes, and reference data were mapped accurately.
The workshops enabled UoH to make informed decisions and ensured the integration aligned tightly with real operational requirements.
A strong collaborative partnership
UoH described the project as collaborative, structured, and well-managed. Communication was clear and consistent through Basecamp, and Jan and Ausra provided strong technical leadership that made a complex piece of work feel manageable.
Impact and results
The impact
Since implementation, UoH has seen significant improvements:
- A substantial reduction in manual workload, allowing staff to focus on complex cases
- Fewer data inconsistencies, as automation replaced manual entry
- Faster turnaround times during peak periods
- A scalable framework for onboarding new partners
- Greater operational reliability due to standardised structures
The results
As of 5 December 2025:
- 47,471 applications processed through the automated workflow
- 5,934 hours of manual work saved
- Processing that once took minutes per application now runs overnight in seconds
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