Managing applications

Managing applications

Applying for an undergraduate course is quite involved, but we have plenty of advice and resources to help you and your students navigate each stage of the process.

For more information and video guides on how to manage applications using Apply, click the sub menu options.

Apply guide for advisers

A step-by-step guide for advisers on using Apply and where to go for more information.

Guide to Adviser Track

Find out how Adviser Track can help you follow the progress of your students' applications after they have been sent to UCAS.

How your students apply

Courses have different deadlines and start dates so encourage your applicants to start their research early to maximise their chances of meeting application deadlines and making a successful application. Applications can be started in June, and sent to us in September, a year in advance of when they would hope to start the course.

How you manage applications

If your school, college or centre isn't already registered as a UCAS centre, that's the first thing to do.

Then you'll get staff access to our online Apply service here you can oversee your students' applications.

  • You can monitor how much of the application your students have completed.
  • You can create, edit and approve their references.
  • You can check, approve and submit the applications.
  • You can make secure payments on their behalf.

Here's how to use Apply as a staff member 

How you send completed applications to us

Applications can be sent to us once the applicant has completed the application and sent it to your centre, you have approved it and a completed reference has been attached and approved.

How it works

When applications are in this state they will appear in the Send to UCAS section of Apply under Ready to send.

  • The Ready to send section shows the payment method and the fee the applicant has paid or is due to pay.
  • This depends on which payment options your centre has set up.
  • Applications can be listed by group, by name or by status.
  • If an applicant has not entered any qualifications on their application, a warning message will be displayed above their name in this section. If the applicant should have included their qualifications, please return the application to them to amend.

A member of staff with permission to send applications should tick the box for each applicant and click Send.

These applications will then be listed in Send to UCAS under Already sent, and please note – once an application has been sent to us, it can’t be returned.

Additional information for each applicant

Theres an information button shown as 'i' next to each applicant.

This provides details of who did what to the application at various stages of the process – e.g. when they sent their application, when the reference was completed and when the application was sent to us.

How you track applications after they’re submitted

You can subscribe to Adviser Track to follow your students' applications through the decisions, offers, replies and results stages.

  • This means you can keep up to date with how your students are doing.
  • You'll know what kind of guidance they might need – whether reactive or proactive.
  • The subscription runs from 1 November to 31 October the following year, for an annual subscription cost of £41.67 plus VAT.
  • There are reports available too – some included free with your subscription and some as extra products you might want.

Here's more info about Adviser Track

Our checks for fraud in applications and similarity in personal statements

We have a dedicated Verification Team tasked with the prevention and detection of fraud in applications and more recently similarity in personal statements.

We screen applications in our Hunter fraud detection system

  • If any of your applicants are found to have provided false and/or misleading information or if we identify missing information, their application could be cancelled.
  • In order to check if their application is true, complete and accurate, we may, at any time, ask the applicant, their adviser, their employer or their referee for more information.

We screen all personal statements in our Copycatch similarity detection system

  • If any of your applicants are found to have similarity in their personal statement, their application will be flagged.

  • The applicant together with their choices will receive an email alert and there will be a link above their course details in Adviser Track.