In recent weeks, there has been strong criticism of the operation of the Central Applications Office, which handles applications to third-level. In its first newspaper article, the CAO responds to these criticisms and suggests possible alternatives to current procedures

There have been a number of articles recently in the press concerning the admissions process to third level and, in particular, the role of the Central Applications Office (CAO). It is clear that confusion has arisen in the minds of the public between the role of the CAO and the roles of the individual third-level colleges.

There is a perception the CAO sets the rules - nothing could be further from the truth. The role of the CAO is solely to facilitate the processing of applications to higher education in Ireland on behalf of its third-level clients. There are certain things that the CAO does not do:

It does not determine the admissions policy of any college

It did not invent the Leaving Certificate "points system"

It does not determine who gets admitted to third-level

It does not impose any points system or any other selection mechanism on any college

Most colleges have adopted a common "points system" for making offers in order of merit, and the CAO is specifically authorised to make these offers on behalf of the colleges. However, there are a number of courses where interviews, portfolios or other factors are appropriately taken into account. It is completely at the discretion of the college whether it wishes to use the common points system, a combination of the points system and interview (or similar) or indeed develop a points system of its own. However, it was the dissatisfaction with the old system, and a perception that certain professional courses were reserved for that same professional elite, that led to the setting up of the CAO (in 1976) and the introduction of a common "points system" (in 1992).

Since its inception the CAO has earned a justifiable and envied reputation for integrity and fairness. The points system, in spite of its flaws, has also enjoyed support as an objective method of allocating scarce places to an excess demand from students.

The CAO is the agent of the third-level colleges and is overseen by a board of directors drawn from representatives from senior staff of the colleges and from the Higher Education Authority. Each year the CAO engages in an extensive consultative process with the participating colleges and with guidance counsellors. The central system operates on a consensus basis with all voices being heard.

In November each year the CAO Executive, the admissions officers of participating colleges and more than 500 Guidance Counsellors attend a series of six autumn conferences organised by the CAO to consult on matters of mutual interest. Matters raised at the autumn conferences are considered further by CAO and admissions officers, and any items requiring the attention of the CAO board of directors are notified to the board. In addition, there is an active liaison committee where representatives of the Executive of the Institute of Guidance Counsellors meet with representatives of the Admissions Officers Association and a member of the CAO Executive.

The normal application closing date of February 1st came about as a result of extensive consultation, particularly with guidance counsellors and college representatives. It has been suggested that this might be revisited. In the past, earlier and later dates have been tried but consensus centred around February 1st. The rationale was that applicants should consider their options in a calm atmosphere and with the advice and guidance available from their advisors in the term before the Christmas break, make a decision during the break, and submit their application at the beginning of January. February 1st was intended as a latest date for submitting an application.

Once applications are submitted applicants are free to concentrate on their studies and prepare for the Leaving Certificate. When the Leaving Certificate is finished, applicants have an opportunity to change their course choices up to July 1st. It should be noted that late applications can be submitted up to May 1st, with certain restrictions. From an operational point of view, the CAO has no difficulty moving to any closing date or change of mind date that allows sufficient time for the final processing of the offers, but it will require the colleges and the guidance counsellors to be persuaded on the merits and value of moving from their current considered consensus.

Recent articles have made a number of interesting suggestions to the CAO, but they are of course suggestions to the wider family of third-level colleges, the guidance counsellors and the CAO. The CAO welcomes all suggestions for the improvement of its services to the colleges and the applicants it serves, and will continue to consult as widely as possible in the continuing evolution of its processes. One suggestion, changing critical dates, is discussed above, and may or may not be implemented. Others, such as allowing students to "pre-register" in advance, are in line with the current thinking in the CAO. Indeed, this very facility, where students could register their details and pay their fee without making their course choice, was introduced for the students in the past year. Students are then free to add or alter their (non-restricted) choices up to July 1st.

Some students availed of this facility, and a greater use of this facility would relieve the last-minute rush near the closing date. A further suggestion was made, in the light of modularisation, to admit full-time students to collegesfor the second semester. However, while the CAO would operate to any timetable agreed with the participating colleges, this suggestion is not likely to be implemented in the foreseeable future. The majority of programmes in Ireland commence their courses in the first semester, and familiarity with first semester modules is required for the second semester material. Until the resources in the collegesare sufficient to allow for the repetition of modules in different semesters there will be few courses suitable for such a scheme.

Finally, while in 2007 more applicants successfully submitted an online application than at any previous time in the eight-year history of the online application service, the CAO again apologises for the unsatisfactory queues for website service at certain times on January 30th and 31st. The CAO is determined that the difficulties encountered in January will not recur next year; we will again increase processor power considerably, and also seek other methods to spread the load more evenly over the 93 days on which the service is available.