Adviser Guide 2020 v3 1

SECTION 2: SECTION 4: SECTION
ABOUT CHANGES 2020 STAY SECTION SECTION ANNEX ANNEX B:

WHAT IS YOUR COMPLETING TRAINING AND 5: UCAS
THIS FOR ENTRY KEY UP-TO- 1: APPLY 3: POST- A: DATA EMBARGO
UCAS? RESPONSIBILITIES THE CONFERENCES TERMS
GUIDE 2020 DATES DATE OPENS SUBMISSION PROTECTION GUIDELINES
APPLICATION FOR ADVISERS EXPLAINED
ADVISER
GUIDE 2020
For entry to university or college in 2020
An operational guide for all teachers, advisers, and

agents who help undergraduate students apply to
study in the UK, as a UCAS registered centre.
1
CONTENTS
About this guide 3 SECTION 3: POST-SUBMISSION 23
What is UCAS? 3 3.1 At UCAS 24
Your responsibilities as 3.2 At the universities

4 25
a UCAS registered centre and colleges
3.3 What applicants and advisers

Changes for 2020 entry 5 25
need to know
2020 entry key dates 6 3.4 What about Clearing? 36
Stay up-to-date 7 3.5 Reports for advisers 36
SECTION 4: TRAINING AND

SECTION 1: APPLY OPENS 8 38
CONFERENCES FOR ADVISERS
1.1 Preparing students 9
1.2 Resources for your students’

10 SECTION 5: UCAS TERMS 40
parents and guardians
EXPLAINED
SECTION 2: COMPLETING 11 ANNEX A: DATA PROTECTION 44

THE APPLICATION AND INFORMATION SECURITY
2.1 Application overview 13
2.2 First stop – the applicant

14
sections ANNEX B: EMBARGO GUIDELINES 46
2.3 Next stop – adviser portal 17
2.4 References 19
2.5 Predicted grades 21
2.6 Submitting applications 21
2
About this guide
This guide is for staff at schools, colleges, and other centres, such as careers offices
and agencies, who advise potential undergraduate applicants to higher education
(HE) courses in the UK.
It explains how to apply to UK universities and colleges, how UCAS processes

applications, how you can manage your students’ applications, and the support,
training, guides, and resources we provide.
This guide, together with the adviser portal terms of service, form your agreement
with UCAS to use the adviser portal.
What is UCAS?
UCAS is an independent charity. We process applications to study full-time courses

at universities and colleges in the UK, as well as some countries in Europe. We help
advisers to help their students make informed choices, by guiding them through the
entire higher education application process.
We also provide information, advice, and admissions services for UK conservatoires

(UCAS Conservatoires), for Initial Teacher Training (UCAS Teacher Training), and for
taught postgraduate courses (UCAS Postgraduate).
If your school or college has not had previous contact with us (for example, you
are a newly created sixth form), you can find information about becoming a UCAS
registered centre at www.ucas.com/becomeacentre. Once we have reviewed
your application and it is successful, we will confirm setup, so you can access
the adviser portal.
Other types of organisations, and independent advisers / counsellors outside of schools

or colleges, can also apply to become a UCAS registered centre.
If you need to contact us about any aspect of the application process, our dedicated
Schools Team for UCAS registered centres is here to help (Monday to Friday,
08:00 – 18:00 (UK time):
> Phone from the UK – 0345 123 8001*
> Phone from outside the UK – +44 330 333 0239 (international call rates apply)
> Email – adviserhelp@ucas.ac.uk
If you have hearing difficulties, you can contact our Customer Experience Centre,
using the text relay service:
> Phone from the UK – 18001 0371 468 0 468*
> Phone from outside the UK – +44 151 494 1260 (text phone)
and ask the operator to dial 0371 468 0 468
*Calls will be charged at your standard network rate.

3
SECTION
SECTION
2: 2: SECTION
SECTION
4: 4: SECTION
SECTION
ABOUT
ABOUT CHANGES 2020
2020 STAY SECTION
SECTION SECTION
SECTION ANNEX ANNEX ANNEXANNEX
B: B:
WHAT
WHATISIS YOUR
YOUR CHANGES STAY UP- COMPLETING
COMPLETING TRAINING
TRAINING
AND AND5: UCAS
5: UCAS
THIS
THIS FOR ENTRY
ENTRYKEY
KEY UP-TO- 1: APPLY
1: APPLY 3: POST-
3: POST- A: DATA
A: DATA EMBARGO
EMBARGO
UCAS?
UCAS? RESPONSIBILITIES
RESPONSIBILITIES FOR 2020 TO-DATE THE THE CONFERENCES
CONFERENCES TERMS TERMS
GUIDE
GUIDE 2020 DATES
DATES DATE OPENSOPENS SUBMISSION
SUBMISSION PROTECTION
PROTECTIONGUIDELINES
GUIDELINES
APPLICATION
APPLICATION FOR ADVISERS
FOR ADVISERSEXPLAINED
EXPLAINED
Your responsibilities as a UCAS registered centre
> Understand the UCAS Undergraduate application process, and associated UCAS business
rules, such as results embargoes, dates and deadlines, and UCAS terminology outlined in
this guide.
> Signpost your students to advice and guidance about the UCAS process.
> Keep up-to-date with changes and advances in UK higher education admissions policy,
UCAS’ developments, and operational updates – we’ll send these to you by email, and
engage with you through events. Please see our ‘Stay up-to-date’ section for information.
> Manage your centre’s undergraduate applications through the adviser portal.
> Send completed applications to UCAS for processing by the appropriate deadline.
– The 15 October deadline is for applications to the universities of Oxford and
Cambridge, as well as for courses in medicine, veterinary medicine / science,
and dentistry.
– The 15 January deadline is our equal consideration deadline, which means
universities have to consider every application received by 18:00 on 15 January
equally. Applications received after this time do not have to be considered,
if courses are already full.
As part of managing your centre’s undergraduate applications through the adviser

portal, you will be required to:
– monitor, check, advise, and approve student applications linked to your centre
– ensure predicted grades and a reference are added to every application. Predicted
grades must be as accurate as possible
– identify relevant referees for each applicant, and approve references
– tick the ‘Qualifications checked’ box if you have checked students’ qualifications
Leave it blank if you have not checked them
– set up payment options for your students’ application fees
– set a shortlist of qualifications – it will help your students enter the correct
qualifications in Apply
– set relevant permissions for your staff and colleagues to access the adviser
portal / applications
– ensure permissions are reviewed regularly, and staff who have left are removed from
the system, to ensure data security – please see our guidance on data protection and
security in Annex A for more information
Our adviser portal user guide is available to help you with the above.
4
Changes for 2020 entry
> New adviser portal

Our new adviser portal replaces Apply for advisers and Adviser Track –
giving you complete oversight of your students’ UCAS Undergraduate
applications, in one system, for free! With a new user interface, improved
functionality, and access to real-time data, the new service will transform
how you manage and track your students’ applications.
> New agent portal
For registered centres who are also agents, we’ve launched a new agent
portal, to assist agents supporting UCAS Postgraduate applications
to those UK universities using our UCAS Postgraduate application
management service (PG AMS).
> Increase to the UCAS Undergraduate application fee for the 2020
admissions cycle
The decision to increase fees comes following a thorough review of the
market, and the increasing costs of delivering an admissions service. The
increase will ensure we’re able to continue to meet our responsibilities in
delivering value for money, and a fair and accessible admissions service
for applicants and higher education providers.
Current fee Single choice – £18

(2019 cycle) Multiple choices – £24
Single choice – £2
Increase
Multiple choices – £1
New fee Single choice – £20

(2020 cycle) Multiple choices – £25
> Development of a new application management service (AMS), to

replace UCAS Undergraduate Apply and UCAS Conservatoires Apply
We anticipate this will be ready in May 2020, ready for your students to
use for the 2021 admissions cycle. Applicants will be able to use this single
system to apply for both UCAS Undergraduate and UCAS Conservatoires
courses. We will be asking for your feedback to help shape this, and will
keep you up-to-date with developments through our adviser newsletters.
> A new I&A platform for your students

After months of gathering feedback from hundreds of students, teachers,
and advisers, we’ve created a new platform, designed to support students
through the research and decision stages of their application journey. We
anticipate this will be ready in May 2019.
5
2020 entry key dates
2019
UCAS adviser portal launches, allowing advisers to register and set up, ready to support
19 March
applicants for 2020 entry.
UCAS Undergraduate Apply opens for 2020 entry. From this date, applicants can access
21 May
Apply to start their applications, and send them to you for references and approval.
4 September Completed applications can be paid for and submitted to UCAS.
Application deadline for UCAS Conservatoires music applications. Applications for dance,
1 October
drama, and musical theatre courses may have a different deadline – check conservatoires’
18:00 (UK time)
websites for information.
Deadline for applications to the universities of Oxford and Cambridge, and for most courses
15 October
in medicine, dentistry, and veterinary medicine / science. The reference must be completed
18:00 (UK time)
before the application can be sent to us.
2020
15 January Equal consideration deadline for applications for most undergraduate courses.
18:00 (UK time) The reference must be completed before the application can be sent to us.
Extra opens – applicants who have used all five choices and are not holding any offers,
25 February
may be able to add another choice in Track.
30 June Applications received by this deadline will be sent to universities and colleges. After this time,
18:00 (UK time) applications are automatically entered into Clearing.
5 July Last date to add an Extra choice in Track.
Clearing opens for eligible applicants, and vacancies are displayed in UCAS’ search tool.
6 July
International Baccalaureate (IB) results day.
Early August SQA results day.
GCE A level results day.

13 August
Adjustment opens for registration.
21 September
Last date to submit 2020 entry applications.
18:00 (UK time)
6
Stay up-to-date
ucas.com
There’s a dedicated section for advisers on our website at www.ucas.com/advisers. Here
you’ll find all our latest news, events, advice about managing applications, how to write
references, and guides and resources to help you through the whole application cycle.
We also have an adviser timeline at the top of www.ucas.com/advisers, letting you
know exactly what you need to do and when.
Newsletters
As a registered centre and user of our adviser portal, it’s important you stay up-to-date
with our latest developments and operational updates, as well as key changes and
advances in the higher education sector. Our UCAS correspondent newsletters and
operational emails will provide you with all the information you need, so whether you’re
an experienced or new adviser, it’s important you take time to read them.
Your colleagues, students, and their parents can also sign up for tailored updates at
www.ucas.com/sign-up. They’ll get all the latest information, reminders, events, and
training details, straight to their inboxes!
Twitter
Active on Twitter? Stay in the loop by following us @ucas_online.
UCAS widget
Parents have told us they want UCAS information earlier. By hosting our widget on your
school or college’s website or virtual learning environment (VLE), you can help your
students and their parents access important information about higher education and
the UCAS application process.
For details and a step-by-step guide on how to embed the widget on your website or VLE,
visit www.ucas.com/widget.
Adviser news
From updates on UCAS’ products and services and useful resources, to sector news and
top tips from experienced advisers and subject matter experts, our adviser newsfeed gives
you timely, relevant updates to support you in your role. For the latest adviser news, visit
www.ucas.com/adviser-news.
7
SECTION 1:
APPLY OPENS
8
SECTION 1 – APPLY OPENS

The adviser portal will be available from 19 March 2019, for Information for international students
UCAS correspondents to register, set up centre details, create > UCAS information and advice for international and
a buzzword, set up application fee payment options, and EU students: www.ucas.com/international.
add staff and groups, ahead of UCAS Undergraduate Apply
> British Council: study-uk.britishcouncil.org.
opening on 21 May 2019. See the adviser portal user guide
for information on how to do this.
Visit UCAS’ search tool at www.ucas.com/search
Our search tool has over 51,000 courses at over 395
From 21 May 2019, students can register and start their
providers in the UK (see Fig. 1). This mobile-friendly tool
applications. Students and centres are linked by a buzzword,
enables students to shortlist courses, save searches, and
created by the UCAS correspondent in the adviser portal,
access all undergraduate, postgraduate, and conservatoire
and added by students when registering in Apply. All
courses in one search tool.
students linked to centres can be viewed in the adviser
portal. Further information can be found in section 2.2.
1.1 Preparing students
Our adviser resource pack includes some great ideas and

resources for classroom activities with your students –
highlighting essential information, and helping them refine
their choices to make informed decisions. Visit www.ucas.
com/advisers/guides-and-resources for more information.
Fig. 1 – UCAS search tool
Useful resources and websites
Watch our videos
> UCAS’ Buzz quiz: www.ucas.com/buzz-quiz – a short quiz
Visit www.ucas.com/videos for a wide range of videos to
designed to help students identify what they like and
help you, your students, and their parents and guardians,
what they could do.
with all aspects of the application process, and much more.
> Information about higher and degree apprenticeships is
available at www.ucas.com/apprenticeships. Blogs
> National Careers Service (England): For inspiration, insight into what university or college is
nationalcareersservice.direct.gov.uk. really like, advice about applying, and student finance, your
> My World of Work (Scotland): www.myworldofwork. students can read our blogs at www.ucas.com/blogs.
co.uk.
Case studies
> Careers Service (Northern Ireland): www.nidirect.gov.uk.
We have a range of case studies about the higher education
> Careers Wales: www.careerswales.com. experience, from students of all ages and backgrounds, at
> Prospects: www.prospects.ac.uk – what students can do www.ucas.com/connect/case-studies.
with their degrees.
> Unistats (higher education statistics): unistats.direct. Get out there!
gov.uk – compare student satisfaction scores, percentage To help your students decide, encourage them to attend
of course work, teaching hours, etc. open days. They’re a great opportunity to ask questions face-
to-face with potential future tutors and fellow students, and
> University league tables rank universities and colleges –
a chance to get a taste of what it would be like studying at
it’s important to check their weighting and methodology
a university or college.
to understand their bias. The Times Online at www.
timeshighereducation.com, and Complete University
Find open days using our search tool at www.ucas.com/
Guide at www.thecompleteuniversityguide.co.uk, are
open-days.
interactive sites. Users can highlight their requirements
and create their own unique table.
If your students can’t attend an open day, a university or
college virtual tour might be a good alternative. Although
nothing beats seeing it for themselves, virtual tours give
an idea of the facilities. These are especially helpful for
international students. You can find a list at www.ucas.com/
virtual-tours.
9
1.2 Resources for your students’

Did you know?
As part of the open day programme, many universities parents and guardians
and colleges timetable in sessions just for parents
and guardians, on key topics like student finance,
The best place for parents and guardians to get the support
staff / student contact hours, and accommodation.
they need is www.ucas.com/parents. Here they’ll have
access to a wide range of guidance and resources, all
Enrol on a taster course or summer school designed to help them through the different stages of the
Many universities and colleges offer short taster courses or application process:
summer schools, giving students experience of academic > Parent Guide – information covering the keys stages of
and social life in a higher education environment. Most are the application process, and what they need to do when.
free, and they can last from one day to a week. Summer
> Parent videos – for advice, hints, and useful tips.
schools are designed to be as authentic as possible, with
lectures and tutorials, and give students the chance to share > Parent newsletters – all the updates and information
their academic interests. they need, along with timely explanations of the
application process. Parents and guardians can sign up
Our taster course and summer school search tool at at www.ucas.com/parents-signup.
www.ucas.com/taster-course has information about
courses and how to book a place. They can be popular, We’d encourage you to promote these resources through
so it’s a good idea to book early. your parent portal, at school events, or on your website, to
help your students’ parents and guardians easily access the
UK applicants are asked if they’ve participated in such information they need.
activities in the ‘Activities in preparation for higher education’
field of ‘Additional information’ in Apply. The location list We’ve also produced a presentation introducing the UCAS
in this section includes all universities and colleges. If the application process, for you to use at your parents’ evenings
applicant doesn’t know the ‘sponsor’ (organiser), they can – you can download this from www.ucas.com/advisers/
choose ‘Don’t know’. We’ve recently made a change, so if the guides-and-resources/pre-application-toolkit.
organiser is the same provider, they can choose ‘As location.’
One parent told us:
One student commented: ‘I WASN’T SURE HOW TO HELP MY SON ACCESS AN APPLICATION
‘SUMMER SCHOOL WAS THE SOLE REASON I WENT TO UNI TO UNIVERSITY, AND KNEW THAT UCAS HAD SOMETHING TO
– IF I HADN’T GONE, I DEFINITELY WOULDN’T BE DOING MENTAL DO WITH IT. WHEN I FOUND THE PARENT NEWSLETTER, IT WAS
HEALTH NURSING NOW. IT GAVE ME A TASTE OF WHAT UNI IS BRILLIANT, AND I SIGNED UP TO MAKE SURE I WAS HELPING
LIKE. IT ALSO GAVE ME A CLEAR CAREER PLAN – I MADE SURE HIM THE BEST WAY I COULD.’
I REDID MY MATHS GCSE, SO I COULD GET IN, AND GET THE
A LEVEL GRADES I NEEDED’.
TIP:
Top tip – Our international toolkit has
a number of useful resources for parents and
guardians, including a guide to applying to
study in the UK. Visit www.ucas.com/
international-toolkit for more information.
Did you know?

In the ‘Personal details’ section of Apply, applicants
can nominate a parent, guardian, teacher, adviser,
or carer to contact UCAS on their behalf, if they can’t
phone themselves. Subject to security checks, we can
then discuss an individual’s application with the person
named with nominated access.
10
SECTION 2:
COMPLETING THE
APPLICATION
11
SECTION 2 – COMPLETING THE APPLICATION
Advisers Journey of an application Applicants
Adviser portal opens 19 March UCAS Undergraduate Apply opens on

Apply opens 21 May 2019 for applicants to register,
> Register your UCAS account to access the start their research, and search for courses.
adviser portal.
They can send their application to you as
> Check your centre’s contact details are correct.
soon as they are ready, and you can submit
> Set up application fee payment methods. it to UCAS from 4 September 2019.
> Create your centre’s buzzword for your
2020 cohort.
> Add your staff and their permissions. They need to check entry requirements and
> Create your groups and assign staff to them. application deadlines:
> Set up your referees. > 15 October – all courses at the universities
of Oxford and Cambridge, and most courses
> Create a shortlist of qualifications.
in medicine, veterinary science / medicine,
Preparing and dentistry.
Set your own deadlines for students to complete pre-applicants > 15 January – the majority of courses.
applications, to allow time for adding references
> 30 June – after this date, applications received
and final checks.
are automatically entered into Clearing.
> Use the quick links on the ‘Application

management’ screen to view applications Completion of
in different statuses.
> Create, edit, and approve references. application
Universities and colleges will decide whether
You’ll need to complete a reference for
to make the applicant an offer. It’ll be:
each application before sending it to us.
> unconditional if they’ve already met
> Make sure the student completes every
the entry requirements
section of their application.
> conditional if the offer’s based on
> Keep your students informed. Remind
exam results
your students that clicking ‘Pay / Send’ is
not the end of the process and you still
have work to do. Submitting If the applicant has used all five choices and
doesn’t receive any offers, or declines the offers
application they do receive, they can use Extra to apply for
Use the ‘Tracking offers and decisions’ section more choices, one at a time.
of the adviser portal to see how your students’
applications are progressing.
UCAS sends exam results to universities and
colleges. Applicants must send certification of
Exam results exam results for any we don’t forward to their
www.ucas.com/advisers/exam-results
Post-submission chosen university / college – see www.ucas.com/
We receive exam results from many sending-exam-results.
awarding bodies. This is called Awarding
Body Linkage (ABL).
e match the results to your students’
W Applicants can see their status in Track
qualifications listed in Apply and send them and check if their place is confirmed.
to the universities and colleges that are holding > If the firm choice is unconditional, the
offers for them. If your students change / drop place is theirs.
subjects, please let us know, as the qualifications > If the place is conditional, the university
we receive from awarding bodies will not match or college will update their status when
the qualifications they have put in Apply. Confirmation they have their results.
This may delay universities and colleges in
confirming a place.
and Clearing > If the applicant is unsuccessful, they can
use Clearing to apply for more courses.
Appeals
If an applicant does better than expected
Applicants may need your support if they appeal and exceeds the conditions of their firm choice,
a result or request a re-mark. It is important to let they can look for an alternative
the universities and colleges know an appeal is course using Adjustment.
taking place, and if a grade changes
(if applicable).
12
Late applications
2.1 Application overview
Universities and colleges give equal consideration to all
applications received by the main deadlines. They may
The application has several sections for your students consider late applications if they still have vacancies, but
to complete, and a section for a referee to write their they don’t have to. They can also close courses after the
reference. Once all the sections are complete and payment relevant deadline has passed, if they don’t want to receive
is authorised, it can be sent to UCAS. any more applications. A quick check in the UCAS search
tool is the first step in choosing a course, to see if there
When to apply are vacancies.
Before looking in detail at the application, it’s important to
know when to apply. Applicants can send you applications
for approval from 21 May, and you can submit their
applications to UCAS from 4 September. Top tip – Most admissions tests are sat at the
TIP:
start of the academic cycle, so applicants need
There are three application deadlines to be aware of – please to register as soon as possible. Find out more at
refer to the 2020 entry key dates on page 6 for full details www.ucas.com/admissions-tests.
of these. You may want to set your own internal deadlines.
All applications to the universities International students

of Oxford and Cambridge must Applicants who submit their application by 18:00 (UK
15 October 2019 be submitted by this date, as well time) on the course deadline date are guaranteed equal
18:00 (UK time) as most applications to medicine, consideration by universities and colleges. Many offer
veterinary science / medicine, and extended deadlines for international applicants – students
dentistry courses. should check with universities and colleges. It’s important
to remember that most UK students will make their
Equal consideration deadline – applications well before the deadline, and some popular
15 January 2020 applications submitted by this courses might not have places available after that date.
18:00 (UK time) time must be considered equally
by universities and colleges. Taking a year out after school
Students who take a gap year, including national service,
New applications must be submitted can apply in the 2020 entry cycle, to start a course in 2021.
30 June 2020
by this time – after this, applications This is called deferred entry.
18:00 (UK time)
are entered directly into Clearing.
The ‘rules’ are the same as for applicants starting their
courses in 2020, and they’ll need to:
If you aren’t sure which deadline applies, you can find the
deadline for each course in our search tool. > apply by the same application deadlines
> choose a start date in 2021 when they add their
Centres submit applications to UCAS on behalf of course choice
students linked to them. Applications can be submitted > meet the conditions of their offer by 31 August 2020,
before students have completed their qualifications and unless a different date is specified by the university
received results. Offers from universities and colleges or college
may be conditional, potentially based on exam results
to be achieved. Referees are expected to provide predicted Before applying, students should contact universities or
grades for the qualifications their students are studying, colleges to check they consider deferred applications. For
so universities and colleges have an idea of their some courses, they may not – for example, the course may
expected result. not be offered the following year, or they may prefer there
not to be a break in study.
13
Applicants who apply through a UCAS registered centre need

2.2 First stop – the applicant sections
the buzzword to automatically link them to their centre.
All students linked to centres can be viewed in the adviser
How to apply portal. The buzzword is a unique word centres set up in the
Applications are made online using our secure, web-based adviser portal at the start of the cycle (however, it can be
application system, Apply (see Fig 2.). Its on-screen help changed at any time throughout the cycle). Students use the
text and videos guide users through the application. buzzword at the point of registration, and can also choose
To access advice and the video guides on applying, the group they are to be assigned to. If a student forgets to
visit www.ucas.com/fillinginyourapplication. use the buzzword, and starts an independent application,
they are able to change this in their ‘Options’ menu.
Students can use Apply anywhere that has internet access.
They can change and save their application details as often If groups have not been set up (by the UCAS correspondent),
as necessary, before submitting the final version to their the student will automatically be listed in the centre’s
linked centre. If your students are using Apply on a shared ‘Default’ group list. Students can be changed from one group
computer in a classroom, library, or IT suite, please remind to another – see the adviser portal user guide.
them to sign out of their application, to avoid another user
mistakenly signing in to the wrong application, or seeing Registered centres should not sign in as applicants, or ask
personal data. applicants to share their username and password details.
Advisers should only use the adviser portal to access
applications.
Top tip – If a student forgets their password, Former students can apply as independent applicants, and
TIP: they can access a login reminder service, and
request a reference only from the centre. They won’t be
reset their password from Apply. Centres can also
linked to your centre, and you will not be able to track and
reset applicant passwords in the adviser portal,
check the completion of their application – you’ll just provide
depending on staff permissions.
a reference.
While you’re writing it, the student will see their ‘Reference’
Students complete up to seven sections: section is in progress. When you have completed it, they
> Personal details will see a tick. They cannot view their reference in Apply, but
> Additional information (UK applicants only) once it’s complete, we’ll let them know. Then they can send
> Student finance the whole application to us, with their payment.
> Choices
If a former student wishes to link their full application
> Education
to your centre, they will need your buzzword. Accepting
> Personal statement an applicant means you’re agreeing to approve their
> Employment application, write and attach a reference, and send their
application to UCAS once all sections are complete.
As their application progresses to completion, they can see
the status of each section.
> Not started
> In progress –
> Completed ✓
Fig. 2 – Insert placeholder for screenshot of Apply 2020

14
There is a quick link from the applications list in the Invisibility of choices
‘Application management’ screen (‘Waiting to link to centre’), We send the application on to each of the chosen
so you can easily see who is waiting to link. We recommend universities and colleges at the same time. Each university or
you create and name a group ‘Former students’ to easily college only has access to the information about its choice.
identify them from your current students – see the adviser They must not ask applicants, or the person the applicant
portal user guide for how to do this. has nominated to have access to their application, to reveal
their other choices. This is what we call invisibility.
Acknowledgement emails
We send applicants an automated acknowledgement Only much later in the application cycle, when an applicant
email after: has received decisions on all their choices and replied to any
offers, will each university or college be able to see details
> they have completed all sections of their application, and
of the other choices. This ensures each university or college
submitted it to their centre
decides independently whether to offer a place, and what
> the reference has been added to the application, and it conditions, if any, to attach to an offer.
has been received at UCAS
It’s very important that confidentiality is maintained on
We also send a number of emails to applicants at various course and university and college choices until each offer
stages of their application journey. The templates of these has been responded to by the applicant. Advisers must
are available to view on our website. ensure this confidentiality is not broken.
Number of choices
Each student can make a maximum of five choices on their
application, including: Did you know?
Choices aren’t sent in preference order – we send an
> no more than four choices in any one of medicine, application to all the universities and colleges at the
dentistry, veterinary medicine, or veterinary science same time. They don’t know where else your student
> no more than one course at either the University of has applied, or what order the choices were placed in.
Oxford or the University of Cambridge. The exception to
this is if the applicant will be a graduate at the start of
the course, and they’re applying for graduate medicine at
the University of Cambridge. In this case, they can also
apply for medicine at Cambridge, in addition to being
able to apply to graduate medicine at the University of
Oxford. No other combinations are permitted
If they apply to fewer than five choices to begin with, they

can add more later, if they have not replied to their offers.
They should, however, remember to check the application
deadline for the course – if a choice is added after the
deadline, it will be considered as late.
15
Applicants should enter all achieved qualifications Student declaration

on their application
In the ‘Pay / Send’ section of Apply, we ask applicants to tick
It is important that pending qualifications are entered a box (see Fig. 3) to confirm they accept the terms of the
accurately – UCAS will match awarded qualifications declaration, and the use of the UCAS website and privacy
to the applicant, so universities and colleges can make policy – we cannot process their application unless they do
Confirmation decisions, but before universities and so. In the declaration, if an applicant does not tick the box
colleges have these, they will use pending qualifications ‘I agree to allow details of my application and its progress
to make decisions. to be shared with my school / college / centre’, you will not be
able to track their offers and decisions. You can see who has
All certificated qualifications, including GCSEs and any and who hasn’t ticked this box in the adviser portal – see the
ungraded results (such as a U grade at A level), must be adviser portal user guide for full details.
included in the application. If your applicant takes an AS
qualification, but drops the subject at the end of year one, It’s important they read the declaration carefully, and
they must still declare the grade, or any resits. Any omissions make sure they understand it. For your reference, a copy
may result in subsequent cancellation of their application. of the UCAS Undergraduate declaration can be viewed at
If your applicant takes an AS qualification, but drops the www.ucas.com/about-us/policies/privacy-policies-and-
subject at the end of year one, they must still declare the declarations/ucas-undergraduate-declaration.
grade, or any resits (this helps with matching the results
awarding bodies send us). Any omissions may result in
subsequent cancellation of their application. Students can
include their unit grades for certificated qualifications. This is
optional – you may decide to advise your students to enter
them, if you believe this will improve their chances of being
offered a place.
Students can include their unit grades for certificated

qualifications. This is optional – you may decide to advise
your students to enter them, if you believe this will improve
their chances of being offered a place.
Qualification reform continues across the UK. In England,

applicants will hold reformed A levels in the majority of
subjects, with decoupled AS levels, and a significant number
of reformed GCSEs graded 9 to 1. Changes to vocational
qualifications are also ongoing, with 2020 seeing the first
teaching of T Levels at schools and colleges in England. Fig. 3 – ‘Pay / Send’ section of Apply.
GCSE qualifications in Wales remain on the A* to G

grading. Northern Irish schools can choose to offer either
alphabetically or numerically-graded GCSEs, and CCEA
regulated GCSEs include the C* grade.
The ever increasing diversity of qualifications across the

UK means high quality and accurate data is crucial for
admissions decision-makers. Applicants should enter all
qualifications on their application, including decoupled AS
levels – our adviser guide to Applied General and Tech level
qualifications (available at www.ucas.com/qualsreform)
contains helpful tips for entering these qualifications in
Apply. Any contextual factors that could impact on the
performance in an exam should be listed in the reference.
Our qualification reform timeline gives details of subjects

and qualifications which will be offered in England,
Wales, Scotland, and Northern Ireland – you can find it
at www.ucas.com/qualification-reform-timeline.
16
In addition, all staff will have access to information and

2.3 Next stop – adviser portal
advice quick links.
Signing in to the adviser portal All other staff users will see the tiles based on their
permissions.
For the 2020 cycle, UCAS will not be sending out usernames
and passwords to UCAS registered centre contacts (as
Permissions
done in previous years). Instead, we will confirm to UCAS
Users of the adviser portal can have the following
registered centre contacts once the adviser portal is live on
permissions:
19 March, and ask them to register and create their own
login details to gain access. > Manage staff
– Staff with this permission should be reviewed
regularly, and those who have left removed from
the system to ensure security. If you wish to delegate
TIP:
Top tip – UCAS registered centre contacts will this to another member of staff, you may give them
need to register and sign in to our adviser portal this permission too.
using the email address we hold for them. If they
> Manage centre details
don’t, they won’t have the permissions they need
to access and set up their centre’s account. > Manage groups
> View applications
> Approve applications
UCAS will only set up all UCAS registered centre contacts > Send to UCAS
with full permissions. This contact will be responsible for > Delete and undelete applications – NEW
the setup of centre details – creating a buzzword, setting
> View references
application fee payment options, adding staff and their
permissions, setting up groups, and assigning staff to > Edit references
these groups. > Approve references
> Tracking offers and decisions – NEW
All staff users need to be added by the registered centre
contact. Staff will also have to individually register an See the adviser portal user guide for more information
account with UCAS, and set their own login details – we will on permissions.
not be rolling over staff and groups as in previous years. In
view of this, we have made the adviser portal available two Checking applications
months ahead of Apply 2020 going live, allowing you further From your dashboard in the adviser portal, you can check
time to prepare. This is a one-off procedure. to see the progress your students are making with their
applications in the ‘Application management’ tile.
Important: When adding staff, it’s important to note
that the email address used is their unique identifier. If the You can check the overall status of each of your students’
email address you input for a staff member is different to applications with the ‘Applicant status’ column and can
the one they registered with, they won’t be able to access filter based on this. The ‘Section progress’ tab will show
the adviser portal. you at a glance, which applicant has completed each
section – this can help you work out who needs more
Adviser portal dashboard support, or a reminder. See the adviser portal user guide
The UCAS registered centre contact will see and have access for further information.
to the following tiles on their adviser portal dashboard:
> Application management – a list of students linked to
your centre pre-submission.
TIP:
Top tip – You can sort lists of students by
> Tracking offers and decisions – view offers and name, group, or the status of their application. If
decisions of students linked to your centre post- you have a large number of students, listing by
submission to UCAS. status is a convenient way of seeing who needs
a reminder.
> Centre management – set up your buzzword, payment
options, referees, and groups.
> Staff management – add staff and set their permissions.
> Data and reporting – a link to see and order additional
paid for products and services (available to all).
17
> Once your students have registered, you can view

individual applications at any stage by clicking their
name in ‘Application management’ – you do not have
to wait until they are complete.
> When a student marks their application as complete

and clicks ‘Pay and send’, it will be sent to the centre to
check, add predicted grades, and input their reference.
At this point, the student will not be able to make
any changes to their application unless you return it
to them for a correction. Please check the completed
application carefully before submitting it to UCAS. The
main areas to be checked are their qualifications and
choices. If you fully check the qualifications, please tick
the qualifications check box, which is located in the
‘Applicants’ education’ section in the adviser portal. This
tick box is seen by universities and colleges as part of
the reference.
> If a student decides to withdraw their application, or

changes their mind on applying before you send it to
UCAS, you can delete the record, and reinstate it too,
providing you have the relevant permissions.
18
2.4 References
It is your responsibility as a UCAS registered centre to identify relevant referees and approve references.
Operational guidance for writing references

As an adviser, you may be responsible for writing your students’ references.
Top tips
1. You can use up to 4,000 characters or 47 lines of text (including spaces and blank lines) – whichever
comes first.
2. You can write the reference in advance, but you need to read what the student has written in
their application before you finalise it. There’s no need to repeat anything the student has already
mentioned, unless you want to comment on it.
3. Each university or college listed on the application will see your reference. They will not, however,
know where else the student has applied. If you refer to one of them in your reference, you effectively
remove some of the ‘invisibility’, and could compromise the application.
4. For each student, choose their referee from the list created in the adviser portal. This name will appear
on the reference, even if another member of staff writes it. A different member of staff (not the
referee) often approves the reference.
5. The reference doesn’t have to be written by the head teacher or head of sixth form – it’s more
important that it’s written by someone who knows the student well enough to comment on their
academic abilities and personal qualities, and has several contributions from tutors.
6. We recommend references are written in a word processer first, then copied and pasted into the
application. If you type text directly into the space provided in the ‘Reference’ section of the adviser
portal, it’s important to save it regularly. Any interruption to the internet connection would result in all
unsaved text being lost. Incomplete references can be saved in the adviser portal and finished later.
Once finished, they can be marked as complete, which means they are ready for the final check by
a staff member who has the ‘Approve reference’ permission.
Whichever method you use, always remember to save the reference before leaving the ‘Reference’
section in the adviser portal.
7. A reference can be changed after it has been marked as complete or approved. It cannot be changed
once it has been sent to UCAS.
19
What to include in your reference > suitability for training for a particular profession
Universities and colleges find it useful to have information (if relevant)
about the centre where the student has studied, as well as > any factors, such as personal circumstances, that may
your assessment of their suitability for the course they’ve have affected (or might affect) their performance
chosen. Please try to include both of these in your reference.
> details of any breaks in their education, and the reason
for these – please discuss this with them first
Your reference should support the student’s intentions for
progressing to higher education. If they’ve chosen a range of > information about any special needs and other
different courses, you may find this difficult, and you’ll need requirements – do not give information about a student’s
to explain this to them. health or disability without their agreement
> information you might want to add about performance
Your centre’s curriculum policy in individual units of qualifications, that the student has
If you want to give more information about qualifications not already given
available at your school or college, create a web page > for UK students, how the school or college is involved in
and include the URL in your reference. On the web page, widening participation, gifted and talented initiatives,
give information about the curriculum offered at your and so on. If students have mentioned any of these
school or college, including the awarding bodies offering activities in their application or personal statement,
the qualifications, and the choice and number of subjects comments on their involvement may also be helpful
they have to select from. This is particularly important
> any personal circumstances which may mean the student
given the significant changes to academic and vocational
requires support while in higher education
qualifications in recent years.
> any commitments (for example, exams) which might
> For students taking GCE qualifications, provide a brief prevent the student from going to an interview on
statement on your school or college’s curriculum policy, a particular day
including reference to:
– the range of opportunities available to all students For further advice on writing references,
– the typical numbers of AS and A level subjects taken visit www.ucas.com/writingreferences.
by each GCE student
– policies for certification of GCE AS For more information on how to save, mark as complete, and
– opportunities to take vocationally-related approve references, please see the adviser portal user guide.
qualifications, such as Applied A levels, and of
mixing these with academic GCE qualifications One-year courses
> For students taking Scottish qualifications, you should If the student is on an Access, international foundation,
comment on the programme of teaching offered at your or other one-year course, you may not have known them
school during the Senior Phase (S4 – S6) of Curriculum long enough to write a full reference. Explain this, and say
for Excellence. you’re providing a temporary reference, with details of how
> For students studying in a country where English is not the course is assessed, and the number of credits awarded.
their first language, include information about any Confirm you will send a more detailed reference to the
teaching done in English. universities and colleges later.
> If the individual student’s situation differs in some way
from the normal policy, give details. Copy references and the Data Protection Act
Under the Data Protection Act, students can request
About the applicant a copy of their application from us, including the
Give an assessment of the student’s suitability for the reference, free of charge.
courses they’ve chosen. Where possible, include:
Students from outside the UK
> existing achievement, particularly for subjects relating to
The reference must be submitted in English. If you cannot
the courses they’ve applied for
write in English, it should be translated by someone other
> motivation and commitment towards their chosen than the applicant or their family – possibly the students’
courses English teacher, school guidance counsellor, or other staff
> relevant skills achievements, certificated or not member. In such cases, make it clear that another teacher
> potential (other than predicted grades) has provided comments in support of the application. If
> powers of analysis and independent thought the student’s first language is not English, it’s helpful to
comment on their ability to write and speak English, and say
> relevant curriculum enrichment and other activities
which, if any, of their studies were taught in English.
> relevant work experience, such as placements or
voluntary work It’s important that a teacher or other staff member who
> proposed career plan knows the student well provides the reference, as they can
comment on their suitability for the course.
20
Detecting fraud
2.5 Predicted grades
Please make sure your students are aware of the following
information about our Verification Team, and its work to
identify fraudulent applications. A predicted grade is the grade of qualification an applicant’s
school or college believes they’re likely to achieve in positive
False or misleading information circumstances. These predicted grades are then used by
If we, or a university or college, believe an applicant has universities and colleges, as part of the admissions process,
left out any relevant information, or has given false or to help them understand an applicant’s potential.
misleading information, we may take steps to check whether
the information given is complete and accurate. If you To help you when making predictions for your students’
have any reason to believe information we have about the applications, we’ve developed some useful guidance,
applicant is not complete or accurate, you must tell us. We covering key principles, challenges for advisers,
reserve the right to cancel an application without refunding setting internal processes, and more – visit
the application fee. www.ucas.com/advisers/predicted-grades.
Provide more information Predicted grades are part of the reference, and it’s the
We, and the universities and colleges, may at any time responsibility of the registered centre to make sure they have
ask the applicant, their referee, or their employer, to provide been added to an application. Usually, the named referee
more information about the application (for example, proof predicts the grades – if this is not the case, please state who
of identity, status, qualifications, education, or employment has predicted the grades in the ‘Reference’ section. More
history). If we do not receive that information by a set date, information on how to enter predicted grades can be found
or if the information is not satisfactory, we reserve the in the adviser portal user guide.
right to cancel the application without refunding the
application fee.
Personal statement 2.6 Submitting applications

Along with other verification checks for identity and
academic qualifications, we carry out checks to verify Sending applications
personal statements are the applicant’s own work. If we
When all sections are complete, and the reference and
have cause to question an application, we will contact the
application have been approved, an application is ready
applicant, and at the same time, inform all the universities
to be sent to UCAS. A quick link to identify applications
and colleges to which the applicant has applied, who will
‘Ready to send’ is located in ‘Application management’. It is
then take any action they consider appropriate.
important to do this in plenty of time, and not leave it to the
day of the deadline. See adviser portal user guide.
Reference
It’s important your reference is a realistic summary of the
applicant’s likely achievements in future exams, and their
suitability for the courses for which they’ve applied. If In 2019, 58,998 applications were submitted on the
an application, including the reference, has any relevant day of the 15 January deadline – 59% of these were
information missing (which might influence the decision of linked to centres. Those submitted after 18:00 (UK
a university or college whether – and on what terms – to time) would have been considered late, and may
offer a place), or any false or misleading information (such not have been considered equally by universities
as over-inflation of predicted grades), this could have a and colleges.
negative influence. In such circumstances, UCAS, and the
universities and colleges, retain the right to cancel the
application and withdraw any offers, without refunding the
application fee.
21
The following only applies to an individual or

organisation (‘agent’) completing an application
on behalf of someone else.
Before completing 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
> ensure the applicant has sufficient time to read and
understand the applicant declaration, our website terms
and conditions, and our privacy policy
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.
Payments and billing

For applications processed through UCAS, a payment is
required. Applicants are charged £20 for a single choice
application, and £25 for up to five choices. As a centre, you
have the option to decide how these fees are paid. In the
adviser portal, under ‘Centre management’, you must choose
one of three options for application fee payments as outlined
below – this can be changed at any point during the cycle.
1. UCAS will send your centre an invoice (applicants should
not send payments directly to UCAS)
If you choose this option, our Finance department will
send you an invoice at the end of each calendar month,
of all applicants who have completed their application.
Invoices are sent by email, usually to a finance contact,
and copied to the primary contact at the centre. You have
30 days to pay. If you need to change the contact, or have
any queries, please contact receivables@ucas.ac.uk, or call
01242 544 923.
2. All your applicants will pay online by credit or debit card
Please note, American Express is not currently accepted.
3. Some applicants will pay online by card, and UCAS
will provide an invoice for remaining applicants
(the invoice is to be paid by your centre)
Invoices will be created at the end of each calendar month,
and will contain the applicants who have submitted their
applications, but have told us their centre will pay their fee.
How to set your application fee payment method is outlined in

the adviser portal user guide.
22
SECTION 3:
POST-SUBMISSION
23
SECTION 3: POST-SUBMISSION
3.1 At UCAS
What happens when we receive an application?

The built-in checks in Apply make sure most errors are dealt with before you send the application
to us. Occasionally, we may need to query something with the applicant – if this happens, there
may be a delay in sending the application to the universities and colleges.
UCAS’ dedicated Verification Team is tasked with the prevention and detection of fraud in
applications, and plagiarism in personal statements. We screen each application against a variety
of markers to detect the level of risk – we then investigate flagged applications, and cancel those
deemed to be fraudulent.
We also run personal statements through our Copycatch database, which flags any similarities
to online personal statements, or those submitted by applicants in past cycles. We then
automatically send emails to the applicants and their choices, to let them know a similarity has
been detected, and the university or college can decide to take further action if they wish to do so.
Once an application has been processed through our databases, it’s usually with the universities
and colleges within two working days of being sent to us. They can see the whole application, but
at this stage, they can’t see the applicant’s other choices of university and college.
24
What practical steps can I take to help?

3.2 At the universities and colleges
> Encourage your students to complete all the relevant
application fields in full. The contextual information
What happens at the universities and colleges when they
submitted on the UCAS application is critical to
receive an application?
facilitating contextualised admissions.
The universities and colleges begin their decision-making
process. This differs between them, and even for different > Use the reference to indicate any further contextual
courses at the same university or college. information which might warrant special consideration.
This could include individual circumstances – e.g. mature
Applicants will hear about each of their choices at different student, disability, widening participation activities,
times – sometimes they’re contacted very quickly, or it may or information about your school which may affect
be several months before they hear anything. performance, such as significant staff changes, or
damage to buildings.
Universities and colleges have deadlines by which they must
make decisions on applications – this date depends on when We’ve produced a factsheet in conjunction with the Fair
the application was submitted to UCAS. Education Alliance (FEA), to explain what this might mean
for your students’ applications. You can download this at
www.ucas.com/widening-participation.
Application received at University or college
UCAS on or before must make a decision
on or before
3.3 What applicants and advisers need to know
15 January 2020 6 May 2020
Changes to exam details applicants have entered in Apply
30 June 2020 13 July 2020
After an application has been sent to us, please let us know
straightaway via our webform if any of your students’ exam
If we don’t receive a decision from the university or college details change, and let their chosen universities and colleges
by their deadline, we automatically make the application know too. That’s anything from exam subjects, modules, or
unsuccessful. This is explained to the applicant in Track, and units, to awarding / examining bodies and centre numbers.
in the adviser portal, under ‘Tracking offers and decisions’
you will see ‘unsuccesful by default’. It’s important to tell us, as it could delay the processing
of exam results if we are not updated. If results can’t be
Qualification Information Profiles (QIPS) confirmed, your student might not get their place.
Qualification Information Profiles (QIPs) provide objective,
comparable information which universities and colleges can You can find out more about the exam results process
use to inform decisions about the admission of students. at www.ucas.com/advisers/exam-results.
They provide information in a clear and consistent format
across different qualifications, and include a range Checking for decisions about choices
of information about a qualification, such as size, When universities and colleges have considered an
grading, assessment, structure, and content. Please application, they send us their decision, and we update
see qips.ucas.com for more information. Track. We email the applicant to let them know something
has changed, so it’s vital they check their emails regularly.
Contextualised admissions – what this means for
Sometimes, applicants are invited to undertake an
your students
assessment before the university or college can decide
Contextual information and data can be used by universities whether to make an offer. They may need to sit an
and colleges to assess an applicant’s achievement and admissions test or attend an interview, perhaps both,
potential, considering their educational and socioeconomic depending on the subject and popularity of the course. Art
background. The aim is to form a more complete picture of and design students usually need to present a portfolio of
an applicant’s characteristics. their work.
As a teacher or adviser, it’s important to be aware of this, so

you can give the best advice to your students. Contextualised
admissions encourage aspirational applications, and may
also help explain why a student has received a certain offer.
25
Invitations to submit a portfolio, or attend an interview by 31 August 2020 (even if entry is deferred to 2021). The
or audition, may be received in Track, or direct from the conditions may include achievement of specific grades,
university or college. Please remind your students they must possibly in named subjects, or a certain number of UCAS
respond to invitations to interviews as soon as possible. They Tariff points.
can accept, decline, or request a new time or date – if they
want to change the date, they must contact the university Unconditional offer – this usually means the applicant has
or college. already met all the university or college’s entry requirements
for the course. They might still have to meet other
While we encourage universities and colleges to record all requirements, such as financial or medical conditions.
offers and interview invitations on UCAS’ system, so both
advisers and students are kept up-to-date, it is not unusual Sometimes, universities and colleges make unconditional
for a university or college to make an offer, or an invitation to offers against predicted grades, GCSE results, work
an interview, directly to the student. Therefore, it is important experience, or performance in an interview, audition, or
to remind students to check their emails during the admissions test. Please make sure your students understand
application stage. the implications of accepting an unconditional offer.
Applicants who accept an unconditional offer cannot make
One of UCAS’ admission principles for our universities and an insurance choice, and will not be eligible for Adjustment
colleges states: ‘Providers must not place undue pressure or Clearing. They should also be reminded of the importance
(i.e. that which is not in the applicant’s best interests) to of completing their qualifications, as this is likely to be
directly or indirectly influence an applicant’s decision. something future employers will ask for.
Before making any decisions, encourage your students

All decisions are made by the universities and colleges. to take a look at our advice on making informed choices
UCAS does not have any involvement in deciding – www.ucas.com/undergraduate/after-you-apply/making-
whether to make an offer. right-decision.
Offers may also be for an alternative course. This option

Offers
can be used, for example, if the applicant has changed
Students can view their offers in Track, and advisers can see
the subject they are studying, or if the university or college
offers and decisions for their applicants in the adviser portal,
wants to make an offer for its HND rather than degree. The
under ‘Tracking offers and decisions’. Centres receive offers
university or college should discuss an offer for a different
and decisions at the same time as students. There are a
course with the applicant before formally making its offer.
number of quick links in this area, for example, ‘Students with
no offers’, ‘Students with all offers received’, and ‘Students
There are two other decisions a university or college
with unconditional offers’, to help you identify students
can make.
who may need additional support. To understand what has
been updated since the last time you signed in, you can
Unsuccessful – the university or college has not offered the
sort your applicants by the ‘Last updated’ column. See
applicant a place on the course.
the adviser portal user guide for full functionality.
Withdrawal – the application to the course has been
An offer will be either conditional or unconditional. In the
withdrawn, because the applicant:
UCAS system, it will show the year and month the course
starts, and the point of entry (for example, the second year > asked to withdraw
of the course, rather than the first). > did not attend their interview, test, or audition
> did not reply to letters from the university or college
Conditional offer – the offer has conditions. For example, > has not chosen an alternative after the course has
the applicant has to achieve certain exam results. Unless been withdrawn
a different date is specified, the conditions must be met
26
Applicant statuses explained
Applicant statuses explained

> Ready to send to university / college – applications that have been processed by UCAS, but not yet
sent to the universities or colleges listed.
> Waiting for university / college to respond – applications that have been sent to the universities and
colleges, but decisions have not been received from all choices.
> Waiting for applicant’s reply – applicants have received decisions from their choices, and are now
required to reply to their offers.
> Eligible for Extra / Clearing / new choice(s) – applicants who are not holding any offers, and can apply
for further choices through Extra, Clearing, or by adding a new choice to their application. Applicants
will be displayed in one of the following categories, depending on their status and the time of year:
– Waiting for Extra – Extra has not yet started. Applicant applied to five choices, and either
received no offers, or declined any offers received.
– Eligible for Extra – Extra is open. Applicant applied to five choices, and either received no offers,
or declined any offers received.
– Waiting for Clearing – Clearing has not yet started. Applicant applied to fewer than five choices,
and declined any offers received.
– Eligible for Clearing – Clearing is open. Applicant has either been unsuccessful, or declined any
offers received.
– No offers, other options available – Applicant applied to fewer than five choices, and has been
unsuccessful at all choices. Applicant is now eligible to apply for new choices (up to the maximum
of five), or applicant has applied to one choice and paid the single entry fee – they will need to
pay the full fee before they can add choices, or be entered into Clearing.
> Has accepted offer(s) – applicants who have accepted one of their offers (as their firm choice) or two
of their offers (as their firm and insurance choices). Their firm choice will be conditional, for example,
CF. Applicants with an unconditional firm offer (UF) are listed under Final place accepted.
> In Clearing – applicants who apply after 30 June, and are eligible to apply through Clearing for
a choice.
> University / college to make final decision – applicants who are waiting for their university or college
to confirm their conditional offer. The decision will be based on whether they meet the conditions of
the offer.
> Applicant to reply to revised offer – applicants who have received a changed course offer from their
chosen university or college, e.g. a change of course, entry year, or campus. These applicants need to
reply to the revised offer in Track.
> Final place accepted – applicants who have firmly accepted an unconditional offer, received an
unconditional offer after meeting their conditional offer requirements, or been given a place in
Clearing, for example, UF. Applicants who choose to use Adjustment will be displayed in one of the
categories below.
– Registered for Adjustment – applicants who have registered in Track to use Adjustment.
– Placed through Adjustment – applicants who have been accepted for an alternative place
through Adjustment.
> Application cancelled – there are several reasons why an application may be cancelled. It is usually
because the applicant has chosen to cancel the application within 14 days of the date it was
processed. If this is the case, the application fee is refunded, and the applicant is able to submit
another application in the same academic year.
> Withdrawn from this year’s cycle – applications that have been completely withdrawn from UCAS
for the current academic year, either by the applicant or by the university or college the applicant
accepted as their unconditional firm choice. Applicants are not able to submit another application in
the same academic year.
27
Disability, SEN, medical conditions, and mental Students who are care leavers or ‘looked after’ children
health conditions All applicants with a permanent home in the UK are asked if
Universities and colleges welcome applications from people they have ever been in local authority care, including foster
with disabilities, SEN, medical conditions, and mental health care, in a residential care home, under a home supervision
conditions. They have a wide range of support in place for order (Scotland), or kinship care.
students with individual support needs, and try to meet their
specific requirements whenever possible. Disclosing they have been in care means the university or
college may be able to help with:
It’s a good idea for applicants to contact universities before
> support for year-round accommodation, including during
they apply, to check what support is available, and discuss
holidays
their needs with the disability or mental health adviser, if
possible. If they are likely to need support in their studies, > bursaries, scholarships, or access to hardship funds
accommodation, or daily living, the university or college > financial advice, such a budgeting and applying for
may want to know: additional support
> which course they’re interested in > support services, such as counselling, childcare, disability,
and careers guidance
> the nature and extent of the disability, learning difficulty,
or medical condition
Universities and colleges treat this information in confidence.
> any arrangements they have needed, or found helpful, They may contact a student to discuss if they need any extra
in the past resources or support during their course.
Universities and colleges will consider the application on the For further advice, see our ‘Supporting care leavers toolkit’
same academic criteria as any other, and this information at www.ucas.com/supporting-care-leavers-toolkit.
will only be shared with those who are responsible for
arranging support. In the rare instance they cannot meet the
student’s needs, their choice can be substituted with another.
TIP:
Top tip – Visit the Propel website at
It is especially important for international students propel.org.uk for information about moving
with disabilities or mental health conditions to contact into higher education from care, and specific
universities in advance, as funding arrangements to support details about the support individual universities
them can be different from UK students. Students may and colleges across the UK offer.
be able to bring support funding from their home country
to study in the UK, and will need to arrange this with the
university or college well in advance. More information
Students who are estranged from their family
can be found on the British Council website,
at www.britishcouncil.org. Do you have students planning to go to university or college
who don’t have the support and approval of their family
All applicants have the opportunity to disclose a disability, network, due to a breakdown in their relationship (also
mental health condition, learning difficulty, or medical known as being ‘estranged’)? Many universities can offer
condition, when they complete the ‘Personal details’ support with:
section of Apply. There are a number of options to choose
> year-round accommodation, including during
from, including ‘No disability’, and a free text box to enter
the holidays
further details about their support needs. If an applicant
is concerned about disclosing their disability, learning > financial help, including bursaries, and support with
difficulty, illness, or mental health condition, please applying for student finance as an independent student
encourage them not to be. Early disclosure will help the > help with mental health and wellbeing support
university or college put support in place before the services, such as counselling, childcare, disability,
start of their course. and careers guidance
You can find more information at www.ucas.com/ucas/ We recommend students contact universities and colleges
undergraduate/getting-started/individual-needs/disabled- before they apply, to check what support is available. We
students. would also suggest that, with the student’s permission,
their circumstances are mentioned in their reference.
We’ve teamed up with the charity Stand Alone to provide

estranged students with all the support and information
they need to prepare for uni life. Visit www.ucas.com/
estranged-students to find out more.
28
Students with care or parenting responsibilities At the age of 18, many young people will face a change
of status. University admissions staff are aware of this
Students who are parents, or provide regular care to a family
complication, and will advise according to their policies. It’s
member or friend with a disability, illness, mental health
essential that any change of status is communicated to the
condition, or addiction, may be able to access additional
universities immediately, as this may affect the student’s fee
support during their studies. This can include:
status and the help they are eligible for. Any concerns
> financial support, including bursaries or queries can be addressed with the university or college
> help with managing health and wellbeing directly, or contact UKCISA or Coram Children’s Legal Centre
for further help.
> support services, such as counselling, childcare,
disability, and careers guidance
We recommend students contact universities and colleges
before they apply, to check what support is available. The
We recommend students contact universities and colleges
following organisations can offer specialised information and
before they apply, to check what support is available. We
advice for supporting displaced people who wish to go into
would also suggest that, with the student’s permission, their
higher education:
circumstances are mentioned in their reference.
> Refugee Support Network – offers support services
Students with care or parenting responsibilities may also find and resources, such as the ‘Thinking Ahead to Higher
the charity Carers Trust website useful – carers.org. Education Toolkit’ to help refugees and asylum seekers
apply to university – www.refugeesupportnetwork.org.
Refugees and asylum seekers > Student Action for Refugees (STAR) – a student
The support available to students who are refugees and network, supporting refugees in the UK, which
asylum seekers wanting to enter higher education depends provides a list of all scholarships available in the
on their status. UK – www.star-network.org.uk.
> Article 26 – a Helena Kennedy Foundation project,
Students with official refugee status in the UK are entitled supporting asylum seekers, and offering bursaries –
to apply for student finance, and will be considered a ‘home’ article26.hkf.org.uk.
student for calculating tuition fees. This also applies to
> UK Council for International Student Affairs
students with humanitarian protection, although they will
(UKCISA) – information and advice about fee
need to have been a resident in the UK for a minimum of
status, and issues related to immigration and
three years, and the support offered may differ.
education – www.ukcisa.org.uk.
Asylum seekers are usually considered as ‘overseas’ students, > Coram Children’s Legal Centre – free legal information,
and are therefore not eligible for student finance, and are advice, and representation for children, and their families
subject to different tuition fees. However, some universities or carers – www.childrenslegalcentre.com.
offer scholarships to students seeking asylum in the UK. This
For more information, visit www.ucas.com/finance/
also applies to students with limited or discretionary leave to
additional-funding/student-finance-refugees-and-asylum-
remain (ILR / DLR), and forced migrants.
seekers.
29
Service children
A ‘service child’ has at least one parent or carer who is
serving in the armed forces, is a reservist, or has done so
in the past. A number of universities and colleges work
to support service children through their application and
transition, including through outreach activities and events.
To help service children with their UCAS application, we have

worked closely with the Service Children’s Progression (SCiP)
Alliance to create some helpful resources.
For more information and resources, visit the SCiP Alliance
website at www.scipalliance.org.
Top tip – We strongly recommend students

TIP:
contact universities and colleges prior
to application, to discuss their individual
circumstances, and find out what support is
available. If there is any change to their status,
they need to update their university or college
immediately. For more information, visit www.
ucas.com/undergraduate-individual-needs.
Widening participation
We support widening participation (widening access in
Scotland), and work in partnership with charities and other
sector organisations to provide practical and inspiring
information, advice, and resources for underrepresented
groups. We also produce reports to inform public debate,
including our Progression Pathways report, which describes
and explores pathways which give students the opportunity
to progress to a bachelor’s degree in an incremental way –
progressively securing qualifications at intermediate levels
– and those which combine study with work.
Find out more at www.ucas.com/widening-participation.
30
UCAS Tariff points Please check www.ucas.com/tariff for the most up-to-date
Some universities and colleges use Tariff points in their entry list of qualifications included on the Tariff.
requirements. Applicants may receive an offer of a place
that is conditional on achieving a certain number of UCAS If an international student’s qualifications are not included
Tariff points. Our Tariff points calculator at ucas.com/tariff- on the Tariff, universities and colleges can make an offer
calculator can help students understand how many Tariff based on exam grades. Contact universities to check their
points their qualifications carry. entry requirements for international qualifications.
It’s important to make sure your students understand they Here is an example of how an applicant would add up their
cannot ‘double count’ exams in the same subject. Points for Tariff points. Only the points shown in bold can be included
GCE AS qualifications or SQA Highers cannot be included if in the total.
an applicant has been assessed in the same subject at
A level, or Advanced Higher. Tariff
Subject Level Grade points
For more guidance on the UCAS Tariff, visit
History GCE AS C 12
www.ucas.com/advisers/tariff.
English language GCE AS B 16
International students: A small number of international / French GCE AS B 16
non-UK qualifications are included on the Tariff for 2020 Health and social care GCE A C 32
entry. At the time of publication, these are:
English language GCE A B 40
> Hong Kong Diploma of Secondary Education French GCE A C 32
> International Baccalaureate Total Tariff points 116
> Irish Leaving Certificate
> University of Cambridge ESOL Examinations
> US and Canadian Advanced Placement Programme
> Atestāts par vispārējo vidējo izglītību (Latvia)
> Baccalauréat Général (France)
> Gaokao (China)
> Global Assessment Certificate (Australia)
> Gymnasialer Maturitätsausweis / certificat de maturité
gymnasiale / attestato di maturità liceale (Switzerland)
31
Tariff points for some popular qualifications
Welsh IB Diploma
Scottish Scottish Baccalaureate Extended
Higher Advanced Advanced Skills Extended BTEC BTEC IB Essay /
qualification Higher Challenge Project Extended New BTEC Subsidiary BTEC IB Diploma Diploma Theory of
and grade grade Certificate Qualification AS level A level Diploma Tariff points Diploma Diploma Certificate Higher Standard Knowledge
D*D*D* 168
D*D*D 160
D*DD 152
DDD 144
DDM 128
DMM 112 D*D*
104 D*D
MMM 96 DD
MMP 80 DM
MPP 64 MM
A A* A* 56 D* H7
B A A PPP 48 MP D H6
C B B 40
A 33
D C C 32 PP M H5
A* 28 D* S7
B 27
D A D 24 D H4 S6
C 21
B A 20
E C B E 16 P M S5 S5
D 15
D C 12 H3 S4 A
D 10 B
E 8 P C
E 6 S3 D
4 E
32
Replying to offers It’s important that applicants reply by the date we give
When an applicant has decisions from all their choices, they them. We call it their reply by date, and they’ll see it in Track.
need to decide which one(s) they want to accept. The date This date depends on when they receive the last decision
they must reply to their offers by is shown in Track. from their chosen universities and colleges.
> They can accept one offer as their firm choice.
Last decision from
> If that’s a conditional offer, they can also accept
university or college Applicants must reply
a second offer as an insurance choice, if they want
received on or before on or before
to, in case they don’t meet the conditions of their
firm choice. 5 May 2020 (unless they
have a postal address
> Any other offers must be declined. 31 March 2020
outside the EU, or are using
Extra to find a place)
Choosing the right course and university or college is a very
important decision – the student will be investing a lot of 4 June 2020 (unless they
time, money, and effort, and it can be difficult to change if 6 May 2019 are using Extra to find
they’re not satisfied. To help applicants make an informed a place)
decision about where to apply, what to study, and whether to 18 June 2020 (unless they
accept an offer, the university or college is required to make 4 June 2020 are using Extra to find
information available under consumer protection legislation. a place)
20 July 2020 (including
You should encourage the applicant to read and understand 13 July 2020
Extra choices)
this information before making a decision. If they have not
received this information, or they’re unclear about anything, Your students need to understand that their date could be
they should contact the university or college to ask for different from their friends’ deadlines – there is no single
further advice. date for all applicants.
You can find out more at www.ucas.com/your-consumer-

rights.
An important message for your students
If an applicant firmly accepts an unconditional offer, they If they don’t reply to their offers in Track on or before
are committing themselves to take up that place, and cannot their reply date, UCAS will decline them on their behalf.
hold an insurance choice. This means they will lose all their offers.
Applicants need to think very carefully, and make sure they

do not accept an offer from any university or college if they
The UCAS application process complies with consumer
would not be prepared to study there.
law and the Competition and Markets Authority’s advice.
This means applicants have 14 days to change their
mind after they accept an offer, which constitutes
Did you know? a contractual decision.
Applicants don’t have to hold an insurance choice.
If they aren’t sure any of their other offers are right
for them, it might be better to wait and see what’s
available in Clearing. That way, they won’t have to
negotiate their way out of an offer they don’t want.
33
Extra – a chance to apply to more universities and colleges When universities and colleges receive exam results,
All is not lost if your students are not offered a place at any they decide whether the applicant has met the conditions
of their five choices, or they decline all their offers. You can of their offer. If they have, the university or college
encourage them to use Extra to apply to other universities will confirm the place, and the applicant is placed.
and colleges that still have vacancies. It’s a free service that This is called Confirmation.
gives applicants an opportunity to look for a place earlier,
instead of waiting for Clearing. They can apply for several
courses in Extra, but only one course at a time. There are four
steps to using Extra: TIP:
Top tip – It’s a bit of an urban myth that we
update Track at midnight on results day – we
1. From 25 February, search for courses with vacancies don’t! Your students need to wait until our
in the UCAS search tool at www.ucas.com/search. published time in the morning to see if they’re
2. Think about related and different subjects. accepted, so they might as well get some sleep.
3. Get in touch with the university or college to check
they can consider them. If they want to apply for
a course different from their original choices, they > If a university or college confirms a ‘firmly accepted’
can explain they’ve changed their mind, and offer to offer, the applicant is committed to taking up that
send a revised personal statement to support their place. The insurance choice, if they have one,
application. However, they cannot change their becomes redundant.
original personal statement.
> If a university or college does not confirm a ‘firmly
4. Add the course details in Track. accepted’ offer, the applicant may meet the conditions
of their insurance choice, in which case they are
When applicants are eligible for Extra, they will have the committed to take up that place.
status ‘Waiting for Extra / Clearing / new choice(s)’. You
can view this in the adviser portal under ‘Tracking offers If an applicant chooses an insurance choice, they must be
and decisions’. willing to take up the place. If they end up committed to
their insurance place and do not want it, they will have to
The Extra process operates from 25 February until withdraw their application altogether, or release themselves
5 July 2020. into Clearing. This can be done in Track.
Exam results and Confirmation If an applicant’s results are better than expected, and
UCAS receives exam results from many awarding bodies, and they’ve met and exceeded the conditions of their firmly
sends them to the universities and colleges that are holding accepted offer, they have a short time to research and secure
offers for applicants. Check which exam results we receive an alternative course in Adjustment, if they want to do this
at www.ucas.com/sending-exam-results. – see full details on page 35.
If your students are taking any other qualifications – in If an applicant doesn’t meet the conditions of either their
particular, non-UK qualifications – they must send their firm or insurance choice, they may still have their place
results to the universities and colleges themselves as soon confirmed. This is at the discretion of the university or
as they receive them. college, and depends on a number of factors, such as how
far off their results are from their offer, other students’ exam
Universities and colleges will want proof of all qualifications
results, and the popularity of the course. Once the results
entered in Apply (e.g. GCSEs).
have been published, if no decision has been made, it’s often
worth the applicant calling the university or college to talk to
International and EU students may have to send proof of
them about their application.
their results to their chosen universities in certificates or
transcripts. Different universities and colleges have different
If an applicant doesn’t have their firm or insurance place
policies for how they want to receive them – some might ask
confirmed, they will automatically be able to use Clearing,
for them as soon as they receive the application, while others
unless they are offered an alternative course. See ‘Change
might do their initial assessment of the application before
of course’ below to see how this works, and page 36 for
asking to see proof of results.
information about Clearing.
Top tip – tracking offers and decisions in the

TIP:
adviser portal will show real-time data on SQA and
A level results days (once the embargo periods
have been lifted).
34
Change of course A summary of Adjustment

If an applicant doesn’t meet the conditions of their offer, a
> It is optional.
university or college may offer them an alternative, such as:
> Applicants use Adjustment to look for an alternative
> a different course course, without losing their secured place.
> a deferred entry place (2021 instead of 2020)
> The Adjustment process runs from 13 August (A level
> a different point of entry (a ‘year zero’ foundation year
results day, when Track opens) until 31 August 2020.
instead of year one of a degree course)
> An applicant has five calendar days to use Adjustment,
If this happens, applicants have five days to decide if they from 13 August, or the day their application status
want to accept the alternative offered. All their options are changes from CF to UF, whichever is later. If an offer
explained in Track. is made UF less than five days before 31 August, the
applicant will only have whatever time is left between
Delayed or late exam results then and 31 August.
Universities will wait until 31 August to receive exam results, > If an applicant registers for Adjustment by mistake,
unless they specify a different date. If the results are not please tell them not to worry, and not to take any further
available until after this, they are not obliged to hold the action. When the five-day period is over, their original
place open. If you know of any results likely to be subject to place will remain unchanged.
delay, it’s important the university or college is notified in > There are no Adjustment vacancy lists. The applicant
good time. needs to contact a university or college to discuss the
availability of an Adjustment place.
Reviews and appeals
> To secure an Adjustment place, the applicant must
Applicants who use the reviews and appeals services have
receive an alternative offer through UCAS before the
no guarantee their offers will remain open. It is imperative
five-day period ends.
to notify universities of a possible change of grade as soon
as a review is logged with the awarding body. Although > If an applicant does not receive an alternative place,
universities and colleges are under no obligation to agree to they remain accepted at their current university
wait for the re-mark or appeal, students should ask them if or college.
they are able to hold the offer open. For more information, > Single entry applicants need to pay an additional
go to www.ucas.com/advisers/exam-results. application fee of £5 to use Adjustment.
Results are better than expected – think

about Adjustment
If an applicant both meets and exceeds the conditions of
their firmly accepted offer, they have up to five calendar days
from the time their place was confirmed, or A level results
day – whichever is later – to reconsider where and what to
study. This process is known as Adjustment.
Applicants register for Adjustment in Track. Although

the option to register is visible for all applicants whose
conditional firm (CF) place has been confirmed, only
those who have met and exceeded their original CF
offer are eligible. It’s up to the universities and colleges
to verify whether the applicant has met and exceeded
their conditional firm offer. For examples of meeting and
exceeding offers, please go to www.ucas.com/adjustment.
35
Direct contact service

3.4 What about Clearing?
For 2020 entry, we will again be offering our direct contact
service to applicants during Confirmation and Clearing.
What is Clearing?
It’s designed to help those who find themselves without
If your students don’t get the exam grades they hoped
a university or college place, by allowing universities and
for, and their places are not confirmed, they could find
colleges to make direct contact with unplaced applicants,
another course using Clearing. The Clearing process
and talk to them about a place on a course they think might
runs from 6 July 2020.
be suitable.
Who can use Clearing?
Eligible applicants are sent an email asking them to sign up
Applicants become eligible for Clearing at different times,
to the service. If they fulfil their offer conditions and receive
for one of the following reasons:
a confirmed place, their name will be removed from the
> Place is not confirmed after their exam results service, and they won’t be contacted.
are published.
> No offers received. More information can be found at www.ucas.com/advisers/
direct-contact-service.
> They declined or have not replied to a confirmed offer of
a changed course and, as a result, don’t hold any offers.
> Application was made after 30 June 2020.
3.5 Reports for advisers
If they only made one choice on their original application,
and paid the single choice fee of £20, applicants can go
With your access to ‘Tracking offers and decisions’ in the
through Clearing if they pay an extra £5.
adviser portal, you will also be able to download your
Applicant Status Report and Final Destination Report.
How do applicants use Clearing?
> From 6 July, if an applicant is eligible for Clearing, they Applicant Status Report (ASR) – filter and sort your
can apply for a course in Track. applicants, and download an ASR with real-time data,
> Lists of courses with vacancies in Clearing are published provided in an Excel spreadsheet. This is a snapshot of
from 6 July until late September in our search tool your students’ statuses, which pulls through applicant data
– www.ucas.com/search. including their PID, their group, choices, offers (in summary
and in full), and predicted grades. It is worth noting that
> Your students should check the lists for suitable courses,
staff who have access to tracking offers and decisions will
then contact universities and colleges to find out more
only be able to see applicants in the groups they have
about the course, and see if they will offer them a place.
permission to see.
They must do this themselves – admissions tutors
want to speak to them, not their parents or teachers.
Final Destination Report (available on the second tab in
> Applicants can apply for any course that has places left. the spreadsheet) – applicants will only appear in this list
They don’t have to keep to the same subjects they first when they have been placed, and therefore have their final
applied for. destination confirmed.
> The applicant must have permission from the university
or college before they add a Clearing choice in Track. More information on how to access, download, and interpret
If they don’t, their application may be delayed. the data can be found in the adviser portal user guide.
> If an applicant originally had an offer and wants to
be released into Clearing, they can do this themselves
in Track.
Once a Clearing choice has been added, the applicant

cannot change it until the university or college has made
a decision. If they’re accepted, they are firmly committed
to that course. If the applicant is unsuccessful, they can
repeat the process.
Find out more at www.ucas.com/clearing.
36
Upgrade your insight, with additional reports Gold package – £275

We have a number of packages available, for all the insight This package combines all the benefits of the silver package,
you need to assist with reporting, planning, and progression with increased information to help you understand your
monitoring. You can view these from the ‘Data and reporting’ performance against specific competitors – valuable insight
tile in the adviser portal. Each is designed to offer a to help with forward planning in highly competitive local
different level of insight, but all provide information in easily markets. This report is delivered with CSV files for further
accessible, touch-of-a-button formats, and are accessible analysis, and also has a key statistics infographic.
through our secure file transfer system.
> Monthly key statistics report
> Annual progression report
Monthly key statistics report (new) – £50 > Annual destination data map
Designed to save you time, by providing key statistical > Annual competitor report – directly compare your
information about your students, their choices, and their centre against a group of five or more competitors, which
offers. Presented in an infographic style, this gives a snapshot you define. You can order two competitor reports, to
view of the status of your students, so you and your senior understand any variations in where you sit between two
leadership team have complete oversight of their progress groups. (e.g. local rankings against national rankings).
throughout the cycle.
More information can be found in the ‘Data and reporting’
tile in the adviser portal.
Silver package – £200
This package provides more in-depth information about
your students, and their route to higher education. Focused
on better understanding your current situation, and how it
compares to previous years, it’s the ideal option for planning
ahead and identifying areas for focus.
You can use the new interactive destination map with

your students, to show them where previous students
went on to study. We also provide a PDF destination map
showing the number of students and their destinations, for
you to share with students and parents – the perfect aid to
demonstrate outcomes.
> Monthly key statistics report
> Annual progression report – shows which universities
and subjects your students have pro-gressed to, and
the offers they received – both the current cohort, and
in previous years. This report is delivered with CSV files
for further analysis, and also has a key statistics info-
graphic. It comes in two parts:
a. centre report
b. your centre measured against the sector (combined
registered centres)
> Annual destination data map (new) – showing where
your students were placed in the previous cycle. This is an
interactive map, with a printable PDF poster.
37
SECTION 4:
TRAINING AND
CONFERENCES
FOR ADVISERS
38
SECTION 4: TRAINING AND CONFERENCES FOR ADVISERS
There are a number of dedicated events, conferences, and ‘THE ORGANISATION AND CONTENT EXCEEDED MY
professional development sessions for teachers and advisers EXPECTATIONS.’
right across the year – everything needed to help you help
your students.
UCAS exhibitions
One-day training sessions for new advisers are held at Our exhibitions give students the chance to explore a huge
UCAS’ Cheltenham HQ. We also offer a number of different range of courses – both traditional, and degree or higher
options to schools and colleges seeking in-situ training for apprenticeships – at universities all over the UK. With subject
their staff, or a speaker for an event. Full details can be specialists, admissions staff, and other experts on hand, your
found at www.ucas.com/training. students can talk to the people who really know.
Our adviser international training sessions provide you with Whether they’re interested in higher education,
the knowledge and resources you need to work confidently apprenticeships, volunteer and gap year programmes, or
as a new adviser with international and EU applicants. Find career opportunities, they’re sure to find something that
out more at www.ucas.com/training-international-advisers. appeals to them at a UCAS exhibition.
Online training
We understand getting time to go out to training sessions Create your future
can be difficult. Instead, try our free online training – Our Create your future exhibitions, held in London and
available whenever and wherever suits you best. Manchester, are a fantastic opportunity for students to
gain some creative course inspiration. It’s a truly immersive
Our professional development platform for advisers gives you experience, as course leaders, current students, and industry
access to a series of short digital training modules, designed specialists answer your students’ questions, give advice, and
to expand your understanding of the UCAS admissions showcase performances, bringing their future to life. If your
service, with quick ‘how-to’ guides on the adviser portal. students are interested in a creative future, this event will
help them decide their next steps.
Visit www.pdp.ucas.com for the most up-to-date
information. To find out when and where your local exhibition
is taking place, view our events calendar at
‘I’VE MADE SOME WONDERFUL CONTACTS, CONNECTED WITH www.ucas.com/exhibitions.
COLLEAGUES, AND SHARED NOTES AND EXPERIENCES – JUST IN
THE LAST WEEK.’ For visitor bookings and ticket queries, please contact
us at events@ucas.ac.uk, or call 01242 544 808.
Conferences
Our popular UCAS adviser conferences run throughout the
year, and provide a unique opportunity to:
> speak face-to-face with representatives from UK
universities and other relevant organisations, to
gain first-hand insight and advice on how you can
help your students
> hear from the education sector’s leading experts –
including admissions and student recruitment specialists
> learn about upcoming changes to the education
landscape, and the impact on students applying
to university or college
> discover how to best prepare your students for their
next steps
Visit www.ucas.com/conferences for more information.
39
SECTION 5:
UCAS TERMS
EXPLAINED
40
SECTION 5: UCAS TERMS EXPLAINED
Adjustment – an opportunity for applicants who have met Direct contact service – allows universities and colleges to
and exceeded the conditions of their firm offer to research make direct contact with unplaced applicants, and talk to
alternative courses, while remaining accepted at their them about a place on a course they think might be suitable.
original confirmed university or college place.
Entry requirements – what the university or college
Admissions test – some universities and colleges require recommends you need to do / have to get on the course
applicants to sit an admissions test for certain courses, – from qualifications and specific subjects or grades, to
in addition to making a UCAS application. interviews, admissions tests, and medical requirements.
Adviser portal – the service UCAS registered centres Extra – the opportunity to apply for another course, if an
use to manage and track the progress of their students’ applicant has used all five choices and is not holding any
applications – before and after they have been sent to UCAS. offers. It runs from 25 February until the beginning of July.
Applicant – a person who has started a UCAS application. FDR – the Final Destination Report (FDR) shows confirmation
of your students’ destinations, and is available to download
Apply – UCAS’ online application system for applying for from your ‘Tracking offers and decisions’ section, as and
higher education courses. when applicants are placed.
ASR – the Applicant Status Report (ASR) is available from FE – further education.
the adviser portal, and is a real-time snapshot listing all your
students, their predicted grades, their choice of universities Firm offer – the offer an applicant has accepted as their
and colleges, their offers, full conditions, and replies – it’s first choice.
available anytime you want to download it.
Fraud – provision of false, incomplete, or misleading
Buzzword – a word or phrase, chosen by a school or college, information by an applicant.
which links its students to them when they register in Apply.
HE – higher education.
Cancellation – an applicant, university, or college cancels
a choice before a decision has been made. IAG – information, advice, and guidance offered by advisers
about progression to higher education.
Centre – an organisation advising students applying to HE
(in addition to schools and colleges, this includes the British Insurance offer – the offer an applicant has accepted as
Council and careers offices). their second choice (in case they don’t meet the conditions
of their firm offer).
Changed course offer – applicants might get one of these if
they haven’t met their offer conditions, or if the university or Invitation – an invitation (shown in Track) from a university
college has made changes to the courses they run. It might or college to attend an interview or audition, or to provide
involve a different start date or point of entry, or a different a portfolio, essay, or other piece of work.
course altogether.
Nominated access – applicants can supply details of a third
Clearing – the service used towards the end of the party (usually a parent, guardian, or teacher) to act on their
application cycle. If your students have not yet secured behalf in contacting UCAS.
a place, they can apply for course vacancies.
Open days search tool – an online search tool at
Conditional offer – an offer made by a university or college, www.ucas.com/open-days to find university and college
subject to certain conditions, usually related to exam results. open days.
Confirmation – the outcome of a conditional offer which has Personal ID – a ten-digit individual number assigned to an
been accepted by an applicant. If the applicant meets the applicant when they register to use Apply. Applicants will be
conditions, the place will be confirmed – if not, the applicant asked to provide this number if they contact our Customer
may not be accepted. Experience Centre.
Deferral – holding an offer to start in the following year.
41
Personal statement – a piece of text applicants write UCAS Tariff – the UCAS Tariff is the system for
to show why they’re applying, and why they’d be a great allocating points to some qualifications used for entry
student for a university or college to accept. to undergraduate higher education. Not all qualifications
are included on the Tariff.
Point of entry – year of entry to the course – for example,
‘2’ means they would start in the second year of the course. Track – our online tracking system, where applicants can
see how their application is progressing. They can view
Reports for registered centres – a range of UCAS reports university and college decisions, reply to offers, and change
designed to help advisers with reporting, IAG planning, and some details, such as email address, postal address, and
progression monitoring. telephone number.
Search tool – our online search tool for undergraduate Unconditional offer – an offer given to an applicant who has
courses at universities, colleges, conservatoires, and other met all the academic requirements for the course – the place
HE course providers – www.ucas.com/search. is theirs if they want it. The university or college might have
other requirements, such as financial or medical conditions,
Similarity detection software – used by UCAS on all which need to be met.
applications, to identify personal statements containing
plagiarised sentences or paragraphs. Unsuccessful – the university or college has not offered the
applicant a place on the course.
Status code – every undergraduate applicant is assigned
a status code. These can be used to quickly open a student Withdrawal – before the decision has been made to make
bank account with a bank or building society. Find out more an offer or not, the applicant, or the university or college,
at www.ucas.com/student-banking. can withdraw a choice.
42
UCAS information and advice

To help your students consider all their post-18 options, and the different pathways open to them, we have developed a range
of information and advice about apprenticeships, taking a gap year, and going into employment, as well as resources to support
students exploring and applying to higher education.
We’re aware that many teachers and advisers are also keen to refresh their own knowledge of these options, so they can advise
and support their students as they approach their post-18 choices. Here is a quick guide to the information, advice, and resources
on ucas.com.
Higher education
> Thinking about higher > Search for courses > Interviews and auditions
education > International students > Student fees and finance
> Exploring university > Disabled students > Accommodation
> Open day and event tips > Estranged students > Preparing to start
> Choosing what to study > Students with caring or > Study at a conservatoire
> Choosing where to study parenting responsibilities
> Entry requirements > Care leavers
> Personal statement > Applying
Apprenticeships
> Apprenticeships in the UK > Apprenticeships in England
> Apprenticeships in Wales > Apprenticeship search tool
> Apprenticeships in Scotland
> Apprenticeships in
Northern Ireland
Gap years
> Gap years
> Videos about gap years
Going to work
> How to get into work > Applying for jobs – tips
> What are employers looking for? > How to write a CV
> Tips on finding career ideas > Working for yourself – self-
> Take UCAS’ Buzz quiz employment and starting
a business
> Explore jobs and careers
> How you get paid at work
> Is work experience important?
43
ANNEX A:
DATA PROTECTION
AND INFORMATION
SECURITY
44
ANNEX A: DATA PROTECTION AND INFORMATION SECURITY
During the application process, you will be Hard copies

processing your students’ personal data. You Please do not print personal data unless there is no other
are responsible for the correct handling of option. If you need to print any personal data from the
system, you need to ensure the handling of this data
this data, as set out in the Data Protection is secure.
Act 2018. > Do not leave the data in any open areas where it may be
seen by third parties.
Looking after your adviser portal sign in details
> Do not take the data out of your centre if at all possible.
To guarantee the security of your students’ data, please This will ensure there are no issues of loss in transit.
ensure your password is unique but memorable, in line with
> Do not leave hard copy data in vehicles, or have it
our onscreen guidelines. Your password must be between
on view on public transport. If you do have to take it
eight and 30 characters long, and contain all the following:
outside of the centre, please use a secure method of
> uppercase letter transportation, such as a locked briefcase.
> lowercase letter > Do store hard copy data securely. If this data is to be
> number kept in hard copy form, it should be securely stored. We
would advise a ‘double lock’ approach, whereby it is kept
> special character (e.g. !£$%#)
in a locked drawer, in a locked room.
Please note, UCAS cannot reset your password for you. You > Do not keep hard copy data for longer than it is needed.
must use the ‘Forgotten password’ link on the sign in screen. Please refer to your centre’s retention policy, and ensure
this is enforced.
Please do not share your sign in details. If another member > Do ensure it is confidentially destroyed when you have
of staff requires access to the system, those with staff finished using it.
management permissions can grant access for them.
> Do not allow others to see this data if they would not be
Please contact the Schools Team for help with this.
able to access it via the system.
Setting up groups Inappropriate use of the system

Users should be given access to the appropriate level of data
Accessing personal data, where you do not have a legitimate
they need to conduct the duties of their role. Setting up the
reason to do so, is a breach of the Data Protection Act (DPA).
appropriate groupings in your centre’s system will assist
with this, making sure staff can only access the data of the Please do not look at students’ details who you are not
students they are supporting. supporting. This includes students you are related to, or
know in a non-professional capacity.
Information sharing
The personal data stored in the system should not be shared Subject access requests
with other centres. An individual’s choice of where to apply If a student requests access to any of their personal data,
should be confidential to them. The system should not be you should action this in line with your own data protection
used to discuss this. policy and processes.
The personal data is gathered for the application process,

and should not be used for any other purpose without the
consent of the individual.
45
ANNEX B:
EMBARGO
GUIDELINES
46
ANNEX B: EMBARGO GUIDELINES

Breaches and inferences
Examination results
During both results embargo periods for SQA and JCQ, we
are all responsible for adhering to the strict rules imposed on
Confidentiality of results
us to protect the release of results data until the published
Each year, UCAS and universities and colleges are under dates and times.
strict embargo arrangements, through signed results
embargo agreements with the Scottish Qualifications A breach not only includes disclosure of results, but also any
Authority (SQA) and the Joint Council for Qualifications indication as to the outcome of a student’s application they
(JCQ). The dates for 2020 will be confirmed closer to results may interpret as an inference of their results. For example,
days and published on ucas.com/advisers. if a student is made an offer on the basis of AAA at A level,
and they receive notification that they have been accepted
Each embargo period allows universities and colleges to before the embargo is lifted, they could infer that they have
prepare for the publication of examination results, so as achieved AAA at A level.
many potential students as possible learn of their decisions
by the official publication date through Track. This time also It can be as stressful and confusing for applicants to hear an
allows you, as teachers, advisers, and exam centres, to plan indication of the outcome of their application, as it is to hear
for the publication date. of their actual results before publication day(s), particularly
without the support network around them. It can also place
During both embargo periods: unnecessary strain on other applicants who have not heard
> the adviser portal will not show updated / real-time the outcome of their application and results.
information
Together, it is our responsibility to ensure all necessary steps
> universities and colleges cannot discuss any applicant’s are put in place to protect embargoed results information.
individual status with them, or with an adviser
If you breach the embargo, please follow the steps as
guided by either SQA or JCQ. If you become aware of
a breach by a university or college, please contact
awardingbodylinkage@ucas.ac.uk in the first instance.
47
Published by:
UCAS Rosehill
New Barn Lane
Cheltenham
GL52 3LZ
© UCAS 2019
All rights reserved.
UCAS is a registered trade mark.
UCAS, a company limited by guarantee, is registered in England

and Wales, number: 2839815 Registered charity number:
1024741 (England and Wales) and SC038598 (Scotland)
We have made all reasonable efforts to ensure the information

in this publication was correct at time of publication. We will not,
however, accept any liability for errors, omissions, or changes to
information since publication. Wherever possible, any changes
will be updated on the UCAS website (www.ucas.com).
Copies of this publication can be downloaded from

www.ucas.com/adviserresources.
Terms of service for the adviser portal can be found at

www.ucas.com/about-us/policies/terms-and-conditions/
adviser-portal.
For further information and guidance

about the UCAS application process
for advisers, visit.
www.ucas.com/advisers
MD-4817
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SECTION 2: SECTION 4: SECTION

ABOUT CHANGES 2020 STAY SECTION SECTION ANNEX ANNEX B:

An operational guide for all teachers, advisers, and

What is UCAS? 3 3.1 At UCAS 24

Your responsibilities as 3.2 At the universities

3.3 What applicants and advisers

2020 entry key dates 6 3.4 What about Clearing? 36

Stay up-to-date 7 3.5 Reports for advisers 36

SECTION 4: TRAINING AND

1.2 Resources for your students’

SECTION 2: COMPLETING 11 ANNEX A: DATA PROTECTION 44

2.2 First stop – the applicant

2.3 Next stop – adviser portal 17

2.5 Predicted grades 21

2.6 Submitting applications 21

About this guide

It explains how to apply to UK universities and colleges, how UCAS processes

UCAS is an independent charity. We process applications to study full-time courses

We also provide information, advice, and admissions services for UK conservatoires

Other types of organisations, and independent advisers / counsellors outside of schools

*Calls will be charged at your standard network rate.

Your responsibilities as a UCAS registered centre

As part of managing your centre’s undergraduate applications through the adviser

Changes for 2020 entry

> New adviser portal

Current fee Single choice – £18

New fee Single choice – £20

> Development of a new application management service (AMS), to

> A new I&A platform for your students

2020 entry key dates

4 September Completed applications can be paid for and submitted to UCAS.

5 July Last date to add an Extra choice in Track.

Early August SQA results day.

GCE A level results day.

SECTION 1 – APPLY OPENS

1.1 Preparing students

Our adviser resource pack includes some great ideas and

1.2 Resources for your students’

Did you know?

SECTION 2 – COMPLETING THE APPLICATION

Advisers Journey of an application Applicants

Adviser portal opens 19 March UCAS Undergraduate Apply opens on

> Use the quick links on the ‘Application

All applications to the universities International students

Applicants who apply through a UCAS registered centre need

Fig. 2 – Insert placeholder for screenshot of Apply 2020

If they apply to fewer than five choices to begin with, they

Applicants should enter all achieved qualifications Student declaration

Students can include their unit grades for certificated

Qualification reform continues across the UK. In England,

GCSE qualifications in Wales remain on the A* to G

The ever increasing diversity of qualifications across the

Our qualification reform timeline gives details of subjects

In addition, all staff will have access to information and

> Once your students have registered, you can view

> When a student marks their application as complete

> If a student decides to withdraw their application, or

Operational guidance for writing references

Personal statement 2.6 Submitting applications

The following only applies to an individual or