When deadlines loom, we know every minute counts. As an adviser, you play a crucial role in helping students submit accurate, complete applications on-time. Here are some practical tips and hacks to keep things running smoothly and minimise last-minute stress.
Use the tracking and communication features in the adviser portal
- Check your status dashboard to monitor progress. You’ll see who’s started, submitted, or paid for their application – perfect for targeting support and sending nudges where needed.
- Use filters to quickly identify students who need extra help.
- Target reminders using email or the ‘return to applicant’ function rather than generic messages. If multiple staff members are working on an application, use the ‘Adviser notes’ to add dated messages for others to see.
- Set up permissions. Have at least two staff members with permissions to send applications – just in case.
Prepare for common errors
- Double-check qualifications. Mistakes can cause delays or impact offers. Look out for missing GCSEs, incorrect BTEC options, and make sure the awarding body is accurate. A second pair of eyes is invaluable.
- Ongoing qualifications should be listed as pending and include predicted grades. These cannot be changed after submission.
- Personal details are crucial, so make sure the full name and date of birth match official documents (such as a passport) and are consistent with the details used for qualification entries.
- Ensure email addresses are correct and accessible – use a personal email, as UCAS and universities use this for all communication. If details change after sending the application, make sure it’s updated in the Hub.
- Check course choices are correct, especially joint honours or foundation years.
Support students with individual needs
- Encourage thorough research into support options — scholarships, bursaries, accommodation, and disability/SEND adjustments vary. Not every university offers the same level of support. Students can now search for scholarship opportunities on ucas.com.
- Advise on immigration status changes. Students must inform universities immediately as this can affect fee status and access to student finance.
- Help care-experienced students. If listing previous addresses is difficult, they can use their local authority address instead.
Have a strategy for late starters
- Encourage students to prepare key details in advance. Even if they’re undecided on courses, having personal statements and qualifications ready saves time when deadlines are tight.
- Set up drop-in sessions. A short ‘last-minute clinic’ or quick-fire application checks can help students feel supported and reduce stress.
- Communicate internal deadlines. Students and parents often don’t realise how much time is needed for checks and references. Use every channel you have (email, text, social media, letters) to reinforce this message.
- Set realistic expectations and have a policy for last-minute support. A rushed application can lead to mistakes that cause delays later. If someone misses your internal deadline, let them know what’s possible and what might not be guaranteed. For some courses, adding choices after the equal consideration date (ECD) could work, but always check with universities first.
