How your students apply
Courses have different deadlines and start dates, so encourage your students 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 hope to start the course.
- Check the undergraduate section of our website to see everything your students need to do to apply.
- You can check the separate procedures for practice-based performing arts (UCAS Conservatoires), or if it’s a later phase of the student’s higher education, we have postgraduate and graduate teacher training application routes too.
How you manage UCAS Undergraduate applications
Then you’ll get adviser access to our free online services (Apply for advisers for the 2019 cycle, and our adviser portal for the 2020 cycle) – here you can oversee your students’ applications. You will be able to:
- monitor how much of the application your students have completed
- create, edit and approve their references
- check, approve and submit their applications
- make secure payments on their behalf
UCAS Conservatoires applicants manage their own applications
Know your students' rights!
When supporting your students who are about to move on to higher education, it’s useful to understand their rights. Take a look at our Competition and Markets Authority guide (110.91 KB) and advice for applicants for important things you and your students should be aware of.
Applications can be sent to us once the applicant has completed it 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, depending on which payment option(s) your centre has set up.
- Applications can be listed by group, name or 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 their 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’. Please note once an application has been sent to us, it can’t be returned. Applicants can cancel their application and get a full refund of their application fee within 14 days of sending it to us. Applications can be cancelled after this period, but a refund will not be issued.
There’s 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
For the 2019 cycle
You can subscribe to Adviser Track to follow your students’ UCAS Undergraduate 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 fee of £50 plus VAT.
- There are reports available too – some included free with your subscription and some as extra products you might want to purchase.
For the 2020 cycle
Our new adviser portal replaces Apply for advisers and Adviser Track for the 2020 cycle, giving you complete oversight of your students’ applications in one system, for free!
We will, however, be offering additional reporting packages for 2020 entry.View adviser reporting packages for 2020 entry
Our system 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 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 have written a personal statement which is found to have similar content to another personal statement, their application will be flagged.
- The applicant – together with their chosen universities, colleges and/or conservatoires – will receive an email alert and there will be a link above their course details in Adviser Track.
- A personal statement which is found to contain copied text may result in the entire application being withdrawn without a refund.