1. Your account
- You need to activate your user account to access the admin site of UCAS Progress.
- You should have received a verification email from us. Click the verification link in the email, and then select a password.
- Once you’ve done this, your account will be activated immediately.
Admin site – dashboard
- The admin site provides you with the tools to support and track your students through the application process.
- As an 11-18 school, five areas of the admin site are relevant, and you have been assigned all five roles: user manager, course manager, provider manager, student manager and application manager.
- We recommend users are assigned to the appropriate role(s) as described below – they can be assigned to more than one role.
- The user manager can assign, edit, view, delete, lock, unlock, and reset passwords for all staff users at your provider.
- Further information about the tasks a user manager can carry out is available in the users' section of the UCAS Progress help system.
Tip: Bulk importing of new courses into search is usually completed within 24 hours. Once the file has been processed, we’ll email you to let you know it’s been successful.
- The course manager can create, edit and delete your courses shown in the search tool, giving you an overview of all of the opportunities linked to your centre. You can also access information on the level of interest in your courses.
- Further information about the tasks a course manager can carry out is available in the courses section of the UCAS Progress help system.
- The provider manager can carry create student groups and set your school parameters (how your school wants to use the system).
- Further information about the tasks a provider manager can carry out is available in the providers' section of the UCAS Progress help system.
- The student manager can manage students’ details and their passwords, and track and access reports on their progress.
- Further information about the tasks a student manager can carry out is available in the students' section of the UCAS Progress help system.
If you haven't received the verification email, check your junk email folder. If it's not there, or if you're not the right person to be linked to these roles, please call our UCAS Progress Support Team on 0371 468 2 568 or email [email protected].
- The application manager can track, manage and process applications – from submission through to enrolment.
- You can send messages to applicants through the system during the application process.
- You can view and acknowledge, make offers, create alternative offers, return an application to the applicant, or mark an application as unsuccessful.
- Further information about the tasks an application manager can carry out is available in the applications section of the UCAS Progress help system.
2: Setting up your provider and course information
- To ensure students can search and apply for your courses in the search tool, make sure you’re listing your provider information and courses on UCAS Progress.
- Guidance on how to update your courses and download the ‘courses viewed’ report is available in the courses and providers' sections of the UCAS Progress help system.
3. Setting your school parameters
School parameters are used to define what you as a provider can do, such as:
- adding qualifications on behalf of students
- approving their profiles before applications are submitted
- adding a default referee
- setting up an automatic request for references
- adding application questions
The provider manager has permissions to set your school parameters. We recommend you set these prior to students completing their profiles.
4. Bulk upload of students
- Uploading your students into UCAS Progress is the first step to enabling them to sign in to their accounts and start completing their profiles — this is completed by the student manager.
- We recommend the upload is done as early as possible, so your Year 10s can start completing their profiles. However, you can complete the upload at any point in the academic cycle.
- Once your students have been uploaded, their usernames and passwords will be available in the system for you to give to them when you are ready.
How to upload your students:
Tip: This is an overnight process, and requires validation on a number of fields. Please consider this when planning your sessions with students — usernames and passwords are not generated immediately.
- Sign in to UCAS Progress.
- Click the ‘Learners’ link and the ‘Import’ button.
- Download the student template.
- Populate the template with your students’ information (this could be copied from SIMs or similar).
- Upload the saved spreadsheet back into UCAS Progress. Usernames and passwords will be generated once validation is complete.
5. Introducing UCAS Progress to Year 10s and 11s
We recommend you plan when you’re going to introduce UCAS Progress to your students — it can be in Year 10 to get them started early, or when they return as Year 11s in September.
Initially, we suggest you encourage them to explore the getting started information. They can complete the Buzz quiz to see what types of jobs might suit their personality, and explore the different jobs and sectors they might like to work in, and the qualifications they’ll need.Students won’t be able to make applications until the first Monday in October, when the application cycle opens and they are in Year 11.
Resources to support your students
- The how to use UCAS Progress page provides students with a range of videos and step-by-step guides explaining how and when to use UCAS Progress.
- A and for you to use to introduce them to students.
- A video and tips on writing a personal statement.
- Resources to help students start thinking about their careers.
- A to promote the services to students.
6. Student usernames and passwords
Once your students’ details have been uploaded into UCAS Progress, usernames and passwords are generated by the system. These can be downloaded and given to your students, so they can sign in to UCAS Progress and start completing their profiles in readiness to make their applications.
How to download usernames and passwords
Tip: Mail merging students’ usernames and passwords onto a letter template or document may make it easier for them to read their username and password, and for you to distribute them.
- Sign in to UCAS Progress.
- Click the ‘Learners’ link followed by the ‘Learners who have not logged on’ link.
- Download the student usernames and passwords into an Excel spreadsheet, and give them to your students.
- When students sign in to UCAS Progress for the first time, they'll be asked to change their password, enter their email address, and add their intended destination.
- They'll then regularly receive information about their application, and can edit their preferences to receive updates from UCAS Progress.
7. Managing applications
- Being part of UCAS Progress means you can now accept applications from Year 11 students, either supported by their school, or self-registered.
- The application manager has responsibility for managing applications received from students.
- It’s important you use UCAS Progress to keep the student updated on the progress of their application – firstly by acknowledging you’ve received it.
- You can then update the system with offers and send messages to students, giving them and the school a live update on their application status.
MIS import and export function
You can also import applications into your own management system (MIS). Information about how to do this can be found in the MIS section of the UCAS Progress help system.
As an application manager you can access a weekly application report. You can:
- view all applications received
- identify the number of students and the status of their applications
- receive an indication of the number of students who’ve applied for each course
Where to get help
If you need to contact us, please email [email protected].