It is important that you read this declaration carefully so that you are happy you understand its content.
a. How we verify the information you provide
If we, and/or a conservatoire, have any reason to believe that you and/or your referee have:
- left out any relevant information, including qualifications you have completed, qualifications with an unsuccessful grade or qualifications for which you are still awaiting results; and/or
given false or misleading information
then we may take any necessary steps to check with you and other parties, including conservatoires and examination and awarding bodies whether the information you have provided is accurate or complete.
We have a right to cancel your application without refunding your application fee if we determine (having carried out any necessary checks) or have reasonable belief that your application contains false information.
If you have any reason to believe that information we hold about you is not true, complete or accurate, you must tell us.
If we need to verify your identity, we may use details in your application by making checks using any official, publicly available or commercially available identity checking services. If any adverse information is revealed about you we will let you know so that you have an opportunity to respond.
b. Your personal statement
Your personal statement must be completed by you and we do undertake checks to verify that it is your own work.
If your personal statement includes material that appears to have been copied from another source, we may notify the conservatoires to which you have applied, whose decision it will be to take what action they consider appropriate.
c. Misuse of credit or debit card
If you pay your application fee using a credit or debit card that you do not have permission to use, we will cancel your application.
We may also cancel your application if your payment is not honoured i.e. a bank or credit card provider refuses to pay us.
d. If we need more information about you
We, and the conservatoires, may, at any time, ask you, your referee or your employer to provide more information about your application. For example, we may need to see proof of:
your employment history
If we do not receive the requested information after a reasonable period of time and by a set date, or if the information you provide is not satisfactory, we can cancel your application without giving you your application fee back. If your application is cancelled, you will not be able to submit another application for entry in the same admissions cycle.
e. How many places can you have?
If you make an application through more than one of our application schemes, you may find yourself with more than one confirmed place. If this happens we will ask you to accept one and withdraw from any others.
You can apply once in each UCAS Conservatoires application cycle. Please don't apply more than once as further applications will be cancelled and you won't receive a refund of your application fee.
f. Your contract
Your application is a contract between you and us, and when you accept an offer from a conservatoire, there will be a separate contract between you and them. No one else can enforce any part of these respective contracts under the terms of the Contracts (Rights of Third Parties) Act 1999 or any other legislation.
g. If a mistake is made
We try to process applications and decisions efficiently and accurately. However, we are not responsible for any mistakes or delays, or any loss or damage suffered by you as a result of any mistakes or delays, which are due to the acts or omissions of conservatoires or which are otherwise outside of our reasonable control.
h. What you can expect from a conservatoire when you receive an offer
When you receive an offer of a place from a conservatoire, they should also provide you with or make available to you the 'pre-contract' information which is required under consumer protection legislation. This information should include, amongst other things, relevant information about course information and costs, such as tuition fees and any other relevant costs such as for field trips or specialist equipment required for the course, arrangements for making payments to the conservatoire and their complaints handling process, including your right to cancel your contract should you change your mind. The conservatoire should also provide you with information about their terms, rules and regulations relating to student conduct, which explain your rights and obligations to the conservatoire and, likewise their obligations to you, as a student at their institution.
You should read and understand this information before making a decision about an offer, as this is likely to form the terms and conditions of the contract between yourself and the conservatoire if you subsequently enrol there. If you do not receive the required information, or you wish to make a complaint, or if you are not clear about anything relating to your offer and the information provided, you should contact the conservatoire directly to ask for further advice.
i. If a course cannot be offered
If you become a student, under your contract with the conservatoire, they must do all they can to provide the educational services in accordance with the contract that you have with them. If the conservatoire is unable to provide these services for any reason, they should do all they can to keep the disruption to your education to a minimum, for example, by offering you a place on a suitable alternative course or providing assistance to help you find a suitable alternative place elsewhere.
j. Cancelling your application
You have the right to cancel your whole application. If you let us know within 14 days of the date on our official welcome email to you, we will refund your application fee. To do this, please contact us.
Your right to appeal if we cancel your application
If we cancel your application you have the right to appeal. Further information on how to appeal is given at the time of cancellation. All appeals will be considered within a reasonable time by an independent and senior member of staff not involved in the initial decision to cancel. An appeal may be either upheld in which case your application will be reinstated, or dismissed in which case your application will remain cancelled. We will let you know the outcome of your appeal as soon as possible.
The appeal process relates only to applicants whose application has been cancelled by us. If you are not happy with some other aspect of our service, please follow the separate complaints procedure.
k. How we may use your personal information
We limit access to the personal information contained within your application to educational establishments who participate in UCAS' admissions schemes and certain organisations who have statutory or regulatory responsibilities.
When you submit an application, UCAS may use your personal information for the following purposes:
Managing your application to higher education
- We share personal information in your application with the conservatoires that you have applied to, so that they can consider and process your application. This will also include sharing your results from the examination and awarding bodies with the conservatoires where you hold offers.
- We may correspond with your examination board or awarding organisation about your results and we may undertake surveys they may commission on their behalf.
- If you are an international applicant, we may share personal information with UK Visas and Immigration (UKVI) in connection with verification procedures for your entry into the United Kingdom for study purposes.
Reporting to organisations with responsibilities for higher education
- Personal information may be provided to organisations who have either statutory or regulatory responsibilities for ensuring the effective operation of the higher education sector or monitoring the effectiveness of government policies for higher education. We will only supply personal information that identifies you for these purposes if the provision of statistical analysis is not suitable, the disclosure will not have a direct impact on your application and the uses of personal information provided are agreed under contractual terms.
Providing statistical analysis to the higher education sector
- We will retain a copy of your application and use it, sometimes in combination with other information we hold, for as long as is necessary for the purpose of producing statistical analysis and research in respect of the admissions schemes managed by UCAS. Any statistical analysis reports published will not allow any individual to be identified.
Other uses of personal information
- Prevention and detection of crime — to prevent and detect crimes of any nature, we may share personal information we hold with relevant bodies, such as government departments, local authorities, the NHS, law enforcement agencies, student finance bodies, examination and awarding bodies, professional bodies and other international admissions organisations.
- Surveys — we may send you surveys to ask for your opinions or to inform you about the development of UCAS' admissions services and admissions to higher education. Your responses will not be disclosed by UCAS to anyone else in a manner that identifies you.
- Our uses of personal information considered sensitive under Data Protection legislation, such as ethnicity and criminal convictions.
- Your rights in respect of your personal information, such as how to access a copy of the personal information we hold about you.
- How to manage your privacy and restrict uses of your personal information.
- Our legal basis for using your personal information.
- How long we retain your personal information.
- Who to contact if you have a concern or question about our uses of personal information
This section only applies to an individual or organisation (‘agent’) submitting an application on behalf of someone else.
Before submitting an application on behalf of someone else, an agent must:
- have all necessary authority to complete and submit the application on behalf of the applicant
We have the right to cancel an application if we determine (having carried out any necessary checks), or have reason to believe, that an agent has not fully complied with these requirements.