information
Whether you are an existing member of staff or new to the admissions process, you will find the answers to many of your questions here. The information provided will give you an overview of the UCAS system and details of when action is required by you.
if he or she has no Route B applications, the applicant may hold up to two offers. This is typically one conditional offer as a firm acceptance (CF) and one as insurance (CI) in case the conditions of the firm offer are not met. An unconditional offer may be held as insurance with a CF
if an unconditional offer is held firmly (UF), no insurance may be held. Only one firm acceptance offer may be held if the applicant has applied only through Route B; both firm and insurance may be held if the applicant has offers in both Routes A and B
keep the Route B offer and request a letter on which to make a formal reply, thus cancelling all applications where decisions have not been made, or
decline the Route B offer in favour of consideration in the next round, or
keep the Route B offer while waiting for the remaining decisions from choices not in Route B.
keep the Route B offer and request a letter on which to reply, or
decline the Route B offer in favour of consideration in the next round.
GCE A levels and AS (including overseas A levels)
AVCE, AVCE Double Award and ASVCE
SQA qualifications
International Baccalaureate
Irish Leaving Certificate
1. Which courses are covered by the UCAS scheme?
2. What are the ways of applying?
3. How many choices do applicants have through the UCAS scheme?
4. What differences are there for candidates applying to medicine, dentistry or veterinary science/medicine?
5. What differences are there for candidates applying to art and design courses?
6. Are there separate procedures for international applicants?
7. Are there special considerations for those with disabilities/special needs/medical conditions?
8. What are the deadlines for applications?
9. What does UCAS do on receipt of a completed form?
10. How is applicant information passed between institutions and UCAS?
11. Does UCAS check the validity of applicants' entries?
12. Why can we not see the other choices of the applicant?
13. What does course code ZZZZ indicate?
14. How do we know whether an applicant has any criminal convictions?
15. What decisions are open to institutions?
16. What information is available to assist in selection procedures?
17. How are decisions processed?
18. What is the time frame for making decisions on applications?
19. What is the UCAS Tariff?
20. How are replies processed?
21. When do applicants have to make their replies?
22. How do we know what an applicant's replies are?
23. What are the commitments by an institution and by an applicant?
24. What is Extra?
25. What is Confirmation?
26. How are examination results distributed?
27. What is Clearing?
28. Can applicants cancel their applications?
29. Can applicants request the information held about them?
30. What other sources of information will I find useful?
1. Which courses are covered by the UCAS scheme?
The UCAS scheme covers all undergraduate full-time and sandwich courses at its member institutions with the exclusion of some University Diploma courses. A small number of part-time social work courses are also included. Admission can be for any year of the course.
2. What are the ways of applying?
Applicants can use a paper application form, an electronic application system or an online application (apply). International applicants can use an online application designed for them (International Apply).
3. How many choices do applicants have through the UCAS scheme?
Applicants have a maximum of six choices on a single application form. If a single choice of one course at one institution only is selected, the applicant pays a reduced fee. Applications to the large majority of courses are considered simultaneously.
4. What differences are there for candidates applying to medicine, dentistry or veterinary science/medicine?
If applying to courses leading to a professional qualification in medicine, dentistry or veterinary science/medicine, applicants have a maximum of four choices for these courses. Such courses appear in a separate panel in the UCAS Directory within the relevant institution pages. Applicants may use their remaining two choices for other courses without prejudice to their medicine, dentistry or veterinary science/medicine courses.
5. What differences are there for candidates applying to art and design courses?
Applications may be considered simultaneously through Route A (simultaneous route, standard UCAS applications) and they may also be considered sequentially and to a later timetable through Route B (sequential route) using a maximum of three of an applicant's six choices. Institutions may offer their art and design courses through both routes, and these courses appear in separate shaded panels in our Directory.
For Route B choices, applicants notify us of the sequence in which they wish to be considered (interview preference) on a separate form or by expressing this on a Route B supplementary application form. You can find more information about Route B under What is the time frame for making decisions on applications? and in the UCAS Admissions Guide 2004 Entry, available from your UCAS Correspondent or by contacting the UCAS Distribution Team.
6. Are there separate procedures for international applicants?
We recognise that special considerations may apply to applicants outside the EU. We have therefore introduced two methods of application designed to simplify procedures.
Record of Prior Acceptance
Applicants who require only a single choice and are already qualified may be accepted unconditionally via a Record of Prior Acceptance form. In using this procedure you must be certain that it is in the best interests of the applicant to restrict his or her choice to one course at one institution.
Overseas Partnership arrangements
Special arrangements apply where an institution has notified us of partnership arrangements with overseas colleges leading to the award of a UK higher education qualification, where the applicant, after completion of the overseas element, progresses to either a single member institution or one within a consortium arrangement.
Your UCAS Correspondent will have further details of both procedures and also of the Record of Prior Acceptance as it applies to UK/EU students.
7. Are there special considerations for those with disabilities/special needs/medical conditions?
All applicants, whether or not they have a disability, are asked to enter the relevant code in the Disability/ special needs/medical conditions box in section 2 of the form. Code 0 indicates none. Other codes are used to indicate a disability, special need or medical condition which might mean providing special arrangements or facilities. Applicants are asked to give further details in section 8 of the form.
It is your institution's responsibility to identify any potential needs and to make any necessary arrangements for interviews or procedures not normally part of the selection process. Help in assessing and meeting the needs of applicants is available from:
Skill
National Bureau for Students with Disabilities
Chapter House
18-20 Crucifix Lane
London
SE1 3JW.
If an applicant is rejected solely because your institution cannot provide the access and facilities to cope with a particular disability, you should inform us as soon as possible and no later than 30 June 2004, so that we can offer the applicant an opportunity to make a further choice of institution.
It is particularly important that applications from those with disabilities are processed as quickly as possible to ensure that a substitute choice of course can be made in good time if this becomes necessary.
8. What are the deadlines for applications?
15 October |
Applications for Oxford and CambridgeApplications for courses in medicine, dentistry, veterinary science/medicine |
15 January |
All other applications except those through Route B and from outside the EU |
24 March |
Applications through Route B |
30 June |
Applications from outside the EU |
We process applications after these dates up to 30 June, but you may consider them at your discretion. Applications received after 30 June 2004 will not be forwarded to you. We send these applicants a Clearing Entry Form and a Clearing Instruction Leaflet so that they can contact you direct through Clearing. Please contact your UCAS Correspondent for further information.
9. What does UCAS do on receipt of a completed form?
Paper forms are checked. All forms, paper and electronic, are recorded on a database, and copies are sent simultaneously to all named choices named unless in Route B. In the case of applications through Route B, a copy is sent to the institutions named according to the Route B timetable.
10. How is applicant information passed between institutions and UCAS?
File transfer
This method involves the transmission of computer-produced files to and from UCAS via the Janet Internet Protocol Service (JIPS). Each 'on-line' institution is issued with a copy of the relevant User Guide which contains full details. Two systems, MARVIN and Hercules are available.
Interactive connection to UCAS
We provide an interactive service to make enquiry on, or update, our master applications file direct. This service, Hercules client, also uses the JIPS network while providing a Windows-based service of the kind now familiar to PC users.
Off-line manual communication
Off-line manual communication uses standard printed documentation which we supply. Processing is handled in batches and documents are sent and returned by post and courier. Information is available in the Decision Processing Manual, available in all institutions.
Combinations of file transfer, interactive use of our database and off-line working are possible.
11. Does UCAS check the validity of the applicants' entries?
We cannot check the validity of the applicant's entries on the form, and you should arrange your own checks on fee-payer status and, if necessary, examination results. We continue to be involved in action against fraudulent applications and issue a code of good practice for use by admissions staff. Please notify our Verification Unit immediately if you become suspicious of a particular applicant.
12. Why can we not see the other choices of the applicant?
As a result of consultation carried out during 1999 and 2000, you will no longer be able to see details of any applications to others until the applicant replies or has no live choices. Any decision you make is thus made without bias based on reference to the applicant's other choices. You must not request information from applicants about their applications to other institutions, either during interviews, visits or open days or by any other means.
13. What does course code ZZZZ indicate?
A ZZZZ course code shows that that institution and course code combination is not valid on our course code database. The applicant will be alerted to the error and instructed to contact you. In most cases you will then be able to correct the error, or ask us to do so if the applicant intended to select a different institution.
14. How do we know whether an applicant has any criminal convictions?
Applicants are required to state whether or not they have any criminal convictions, excluding minor motoring offences, in section 5 of the application form. If an applicant has indicated that they do have criminal convictions, it is the responsibility of the institution considering them for admission to find out any further information.
15. What decisions are open to institutions?
You can return decisions giving an unconditional offer (ie if applicant has already fulfilled the entry requirements - binding), a conditional offer (ie (still to fulfil entry requirements - binding if conditions met), unsuccessful or withdrawal. For further information about these decisions and the text of the offer letter that UCAS sends, please look in the UCAS Admissions Guide 2004 Entry, available from your UCAS Correspondent or by contacting the UCAS Distribution Team.
16. What information is available to assist in selection procedures?
The procedures adopted for the selection of students are your responsibility. All decisions must be communicated to the applicant through us, except offers made in Clearing.
Applicants are instructed to list all examinations taken and qualifications achieved in section 7A, and those still to be taken or achieved in section 7B of the application form, so that you may have as full a picture as possible when making a decision.
Open days may or may not form part of the selection process. There are certain limitations on the timing of open days and interviews.
We produce the annual publications UK Qualifications for Entry to Higher Education and International Qualifications for Entry to Higher Education for use by institution selectors as a primary source of qualifications information. The Decision Processing Manual, available from your UCAS Correspondent or by contacting the UCAS Distribution Team is also a useful aid.
Changes to Post-16 Qualifications: A Briefing for Higher Education
This is a recommended source of information on curriculum matters. We are able to offer staff development workshops on changes to post-16 qualifications; the initial contact for this is Fiona Ford.
17. How are decisions processed?
The selection and recruitment of students are your responsibility, and selection processes may vary. You should make any interview arrangements as necessary. However, the final decisions (see What is the timeframe for making decisions on applications) on all applications must be notified to us for onward transmission to the applicant.
18. What is the time frame for making decisions on applications?
We set deadlines for the making of decisions and send institutions lists of outstanding decisions (ODLs), as shown below. If decisions are not received by the date specified on any ODL the applications will be rejected by default. You cannot then give further formal consideration to these applicants until Clearing.
Applications reach UCAS |
Decisions ideally at UCAS |
ODL sent |
1 September - 15 January |
31 March |
16 April ODL1A (advisory) |
16 January - 16 May |
18 June |
16 June ODL3 (advisory) |
16 January - 30 June |
|
8 July ODL4 (advisory) 15 July ODL5 (action) |
For applications made through Art and Design Route B (sequential), the timetable for your decision is governed by the preference in which the applicant has given their choices and when the application form was received at UCAS. Rounds are numbered 1 to 3 and denote the time period during which you are able to consider the application.
|
Consideration begins |
ODL for action sent |
First Round |
7 April |
26 April ODLB1 |
Second Round |
24 May |
26 May ODLB2 |
Third Round |
12 June |
23 June ODLB3 |
Year of entry 2002 was the first in which the new UCAS Tariff became available to those who wish to use it. The previous UCAS points system is no longer valid. It is important to be aware that where an offer is based on Tariff points, the total points required include qualifications entered in sections 7A and 7B of the application form, provided they attract Tariff points and are considered relevant by you.
20. How are replies processed?
We send the applicant a Final Decision letter including a Statement of Decisions summarising the decisions on all the applications made. The applicant must reply formally
Offers to which the applicant has not replied are declined by program (Decline By Default - DBD).
Once all decisions and replies are made, UCAS sends applicants an Audit letter showing their position.
21. When do applicants have to make their replies?
The date by which an applicant must reply to offers is governed by the date on which the last decision is received. Reply by dates are notified to applicants individually on their final decision letters. The reply by dates are:
Last decision date |
Reply date |
31 March 2004 |
28 April 2004 (1 July if outside the UK) |
10 May 2004 |
7 June 2004 (1 July if outside the UK) |
18 June 2004 |
7 July 2004 (16 July if outside the UK) |
23 July 2004 |
9 August 2004 (27 August if outside the UK) |
Institutions arranging open days or visits should take account of these reply by dates. Most applicants will be asked to reply by 28 April so please do not arrange open days or visits after mid-April in order to give applicants sufficient time to consider their replies.
Applicants applying only through Route B are given seven working days in which to reply. International applicants are given until 30 June 2004.
If an applicant has choices in both routes and receives an offer in Route B while still awaiting decisions from choices not in Route B he or she is given the opportunity to:
If an applicant receives an offer in Route B after all other decisions have been made, he or she may
22. How do we know what an applicant's replies are?
We inform admissions staff of applicants' replies through regular information lists or computer files. Two major consolidated lists, the June and July lists, are available as an option.
23. What are the commitments by an institution and by an applicant?
An unconditional offer is binding upon the institution. If firmly accepted by the applicant, the offer is also binding upon the applicant, in that he or she cannot then continue to seek admission to any other course in the UCAS scheme.
If an applicant firmly accepts a conditional offer there exists a commitment by the applicant to take up the offer if it is confirmed.
If the applicant has fulfilled the conditions, you must confirm the offer (ie make it unconditional). The conditions must be satisfied by 31 August unless you specify an earlier date. After 31 August, the awarding of the place is within your discretion. In normal circumstances an applicant may only withdraw from a CF commitment by withdrawal from the scheme, which does not permit the applicant to enter Clearing.
An insurance acceptance of either a conditional offer (CI) or an unconditional offer (UI) represents a similar commitment should any CF offer held not be confirmed.
This procedure gives applicants who have used all six choices but are holding no offers the opportunity to make a further choice or choices. You make conditional, unconditional or unsuccessful decisions and applicants may accept an offer firmly or decline it. The procedure starts in mid-March, with applicants able to make choices until 30 June. Eligible applicants receive Extra information automatically and vacancies appear on the UCAS website.
Applicants refer themselves to you via our website. For 2006 entry there is no Extra passport as in previous years. For further information please see the UCAS Admissions Guide 2006 Entry available from your UCAS Correspondent or by contacting Publication Services.
Once an applicant has declared CF and/or CI replies, he or she is ready for Confirmation, ie for the final decision to be made on the application. If the conditions have not been met, you may reject the applicant, confirm the original offer or make an offer for an alternative course. After the publication of GCE and AVCE results, a strict timetable for Confirmation is operated, so that applicants who are rejected have sufficient time to find a place through Clearing.
26. How are examination results distributed?
We collect the results of the following examinations centrally and distribute them to you in advance of the official publication date
We also collect and distribute results for the CACHE Diploma in childcare and Education, music awards offered by Associated Board of the Royal Schools of Music (ABRSM), Trinity, Guildhall and London College of Music (LCM) and the Certificate in Financial Services Practice.
We also work with the awarding bodies for BTEC National Diplomas and Certificates and the Advanced International Certificate of Education to provide a centralised results service, but these results are not available before publication nor on a specific date.
Clearing is the last opportunity for those applicants not holding a place to be considered by institutions having courses with vacancies. It also provides this opportunity to those making very late initial applications. The applicant makes direct contact with admissions staff in the institutions, and the offer and the applicant's reply to it are made direct and not via us.
Once the applicant has accepted the offer, you inform us. Vacancy information is published in a variety of different forms, so that applicants can make an informed choice of course and institution. Those applicants eligible to enter Clearing are automatically sent full instructions and a Clearing Entry Form (CEF). The CEF is pre-printed with the applicant's personal details.
28. Can applicants cancel their applications?
Consumer Protection Legislation has given applicants the right to cancel their applications through us within 10 days of receiving their Acknowledgement letters, and of reclaiming the application fee.
An applicant who wishes to cancel all choices where there are outstanding decisions can complete the CNC slip from his or her Advice for Applicants booklet.
If an applicant firmly accepts an unconditional offer he or she is committed to taking up the place. In normal circumstances, withdrawal from the scheme is the only other option open to the applicant.
29. Can applicants request the information held about them?
The Data Protection Act 1998 allows an applicant to ask us or you for a copy of all the data held, including the reference and any supplementary reference information, eg separate letters. You must still take care to ensure that reports are not discussed with anyone other than those directly concerned with the admissions process within the institution or the referee.
30. What other sources of information will I find useful?
For more information the following publications may be of use: Advice for Admissions Tutors and the UCAS Admissions Guide 2004 Entry, both of which should be available from your UCAS Correspondent (usually someone in your Admissions Office/Registry/Student Services) or by contacting the UCAS Distribution Team.
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