UCAS – Applying Online General Guidance

The following notes are mainly taken from the UCAS website, where you will be able to view them in full by clicking on the buttons on the left of the main screen on the Apply pages.  I’ve edited and augmented them a little in places to make them more specifically relevant to you.  If you are viewing this from Sharnbrook’s website, you can click on the links to go directly to the various UCAS pages.

You need to register to make an application

If you wish to make an application for higher education, you must register to use our online application system, Apply.

When you register, you provide all your personal details, including first names, surname, title, gender, date of birth, address, telephone numbers and email address. We transfer these details to your application and you will not be asked to provide them again. If any details change whilst you are completing your application, you will be able to amend them.

The registration process generates your username and you create your own password, which you will need to log in to your application. Make a note of your username and password and keep them in a safe place. Apply is case sensitive so please write the details exactly as they are shown on screen.

Also, make sure you tell the sixth form team your username and password.  This is so that, towards the end of the process, if there is an urgent problem with your application preventing it from being sent, we can easily go in and fix it for you in case we can’t get in touch.

When you register, you must choose four security questions and enter relevant answers. If you forget your username or password, your login details will be displayed if you click on 'forgotten login?', enter your name and date of birth, and answer two of your security questions correctly.

As you are applying through a school, college or centre, you will need to obtain a 'buzzword' from the centre you are applying through (our buzzword is futures– all lowercase). This buzzword links your application to your centre so that your referee can write the reference. When you have completed your application, you will be able to send your application to your referee.  In effect, this is the sixth form team and you do it just by clicking on the “send to referee” button, but only when we tell you to do so (i.e. when we are sure your application is 100% accurate and completed).  We then add the reference, check and approve your application and send the completed application to UCAS on your behalf.

To begin your application, follow the simple steps outlined below.

Make a note of your username and password, as you will need them to start your application and every time you log in.

Learn which courses you can apply for on your application

You can choose up to five courses, which Apply will arrange into alphabetical order. Each university and college will only know about their course or courses for which you have applied. They will not know about your other choices until you have received your final decision.

The combination of choices allowed depends upon your chosen course(s)

You can apply to a maximum of:

You can use your remaining choice(s) for any other subject. For example, if you have made four choices for medicine, you could still make one choice for veterinary medicine.

If you apply to Oxford or Cambridge, you must also fill in the university's own application form. You can get this form from your school or college or direct from the university. You must send it directly to the university by 15 October 2008.

Specific courses and institutions have different entry dates

We cannot guarantee applications received after that date will be processed in time for UCAS.  This is because it takes a lot of time to complete and process applications. 

The following dates are from UCAS. 

There is an early closing date - 15 October 2008 - if you apply for any course in medicine, dentistry, veterinary medicine or veterinary science, or to either Oxford University or the University of Cambridge.  This is the final deadline for UCAS.  Sharnbrook will need these completed before that date so that they can be processed and sent in time. 

For Route B art and design courses, we must receive your application by 24 March 2009. However, the universities recommend that you apply by 7 March 2009 to avoid the last-minute rush. You can list up to three choices and will be asked to indicate your choices in order of preference. This is the order in which we will send them to your chosen universities.

For all other courses, applications that we receive up to and including 15 January 2009 will be regarded as on-time and will be considered by the universities and colleges you have chosen. After 15 January, they will consider applications that we receive by 30 June, but only if they still have vacancies in the course(s) that you have selected.

Most courses begin in September, although some specific courses have earlier start dates, such as nursing diplomas, which can start as early as January. When you send your application, make sure that you allow enough time for your chosen universities and colleges to consider your application. Click here if you are an international applicant applying for a nursing diploma.

Admissions Tests and Immunisations

Some courses will require you to take a supplementary admissions test. It is your responsibility to find out whether the course(s) you have chosen are subject to any form of admissions test, and to register for any such test by the relevant deadline. Visit the admissions test section to find out more.

If you are applying for medicine, dentistry, nursing, midwifery or certain other health courses, UK health authorities recommend you should be immunised against Hepatitis B before you start training. Universities and colleges may also ask you for certificates to show that you are not infected. If you are applying for one or more of these subjects, you should check the immunisation requirements with the universities and colleges you have chosen.

For information on courses please check the Course Search section of this site.

There are two routes into art and design

There are two ways to apply for art and design courses - Route A and Route B. Applications for courses in Route A follow the same procedures as for other courses. Route B courses follow a different timetable and a different application process. Route B course codes contain an 'E'.

Route B allows time for applicants studying a Diploma in Foundation Studies (Art and Design) to identify their specialisation and prepare their portfolio, although anyone can apply for a Route B course. If a course is listed as Route A, you must use Route A to apply for it. If a course is listed as Route B, you must use Route B. Some courses are listed as both Route A and Route B - the course is the same, whichever route you apply through, but the university or college may prefer that you apply through one particular route. Route A and Route B choices are entered on the same application - you can only have one application each year.

Route A courses

For Route A courses, you can list up to five choices in alphabetical order. We will send your application to each of your choices at the same time. We must receive your application between 1 September 2008 and 15 January 2009. However, we recommend you apply by mid-November to allow the universities and colleges more time to ask to see your portfolio.

If you want to apply to the Fine Art course in Route A at the Ruskin School of Fine Art, Oxford, we must receive your form by 15 October 2008. You must also submit an Oxford application by 15 October 2008 and a portfolio of artwork by 15 November 2008. You can get more information from the Ruskin School of Drawing and Fine Art, 74 High Street, Oxford OX1 4BG.

View the Route A application flowchart

Route B courses

For Route B courses, you can list up to three choices in preference order. We must receive your application between 1 January 2009 and 24 March 2009, but we recommend that you apply by 7 March 2009 to avoid the last-minute rush. You will be asked to indicate your first choice, second choice and third choice.

We will send your application to your first choice, which will decide whether to invite you for an interview and then whether to make you an offer. If you decide to accept the offer, we will cancel your other choices. If you turn down the offer, or you do not receive an offer, we will send your application to your second choice, and so on. We will start sending Route B applications to first choice universities and colleges from 12 February 2009. If we receive your application after this date, we will send it to your first choice as soon as we have processed it.

View the Route B application flowchart

A mixture of Route A and Route B courses

You can apply for courses through both Route A and Route B, with up to a total of five choices. If you choose five Route A courses, you cannot have any Route B courses. You cannot choose more than three Route B courses. The following examples show the combinations of choices that are allowed.

3 Route B + up to 2 Route A

2 Route B + up to 3 Route A

1 Route B + up to 4 Route A

If you are studying for a Diploma in Foundation Studies (Art and Design) you need to identify the specialisation you want to make and then prepare your portfolio. This means that you may not be ready to choose a Route B course until after 15 January. If you decide to apply for a mixture of Route A and Route B courses, you can apply for Route A between 1 September and 15 January and then add your Route B choices later but before 24 March.

View the application flowchart for both Route A and Route B

When you make your initial application, you will be asked if you want to apply for Route B courses later. If your answer is 'YES', you will be able to add your Route B choices later directly into Track. You will also be able to change your personal statement which may be specific to your Route A courses.

Advice about completing the education section

We need to know where you have studied and which qualifications you are taking/have taken. We will ask you to fill in your schools or colleges, then ask you to list your qualifications, one by one.You should provide details for up to 10 of the most recent secondary schools, colleges or universities you have attended, even if you withdrew from your course.

You must provide full details for the following qualifications to help universities and colleges consider your application.

You must not send us examination certificates or other papers. If you have extra information about your qualifications, please send it direct to your chosen universities or colleges after we have sent you your welcome letter and Personal ID/application number.

International students

You should always check the suitability of your qualifications with the admissions offices at the universities and colleges where you intend to apply before making your application. Each one will decide whether or not your qualifications meet or could meet their entry requirements for the courses you are interested in. When you apply, you should give full details of all your qualifications, including exams you took when you left school, exams you took to get into higher education, vocational exams and any other qualifications or awards. Please do not try to give a UK equivalent. If your first language is not English, you should:

You should send a copy of all transcripts, certificates or other proof of your qualifications to each university or college to which you are applying, giving the title and code number of the course and your UCAS Personal ID / application number. Please do not send us any qualification papers.

BTEC registration number

If you are taking, or have taken, a BTEC National Diploma, Certificate or Award, a Higher National Diploma or Certificate, or Art and Design Foundation Diploma, enter your BTEC Registration Number. If you do not know it, ask your school or college.

Find out more...

Guidance on entering specific qualifications (see following section)

Examination results (see following section)

Guidance on entering qualification details

In all cases UCAS recommend that you include details of all individual modules, units or component subjects with a separate result/grade, but which are incorporated into the overall qualification grade.  However, check with the sixth form team if you are unsure.

Music, dance, drama or speech qualifications

If you have music qualifications, such as ABRSM or equivalents, dance qualifications, such as RAD or equivalents, drama or speech qualifications, such as LAMDA, only enter each subject once with the highest grade you achieved.

Additional admissions tests (IMPORTANT)

Some universities and colleges require applicants applying for certain subjects to sit additional admissions tests as part of the admissions process. An up-to-date list of tests can be found here.

You should enter details for any admissions tests you have already taken with results and for any admissions tests you still need to take. All your choices of university or college will see the information you have entered for your qualifications. Only certain universities and colleges require specific admissions tests for particular courses so when you provide details for an admissions test, you give some indication of the institutions to which you have applied and the type of courses. The universities and colleges will not, however, have the details of any of the other institutions or courses you have entered in the choices section of your application.

Exam Results: We match your qualifications to the results received from the awarding bodies

For applicants awaiting results for the qualifications listed below, we match what you have written with the records of examination entries and with the results received from the awarding bodies (the examination boards) which set and mark your papers. This allows us to send your results automatically to the universities and colleges where you are holding any offers of a place.

ABC Awards - Diploma in Fashion Retail
Applied GCE Advanced and Advanced Subsidiary (Single and Double Awards)
AQA or OCR Free Standing Mathematics level 3
ASDAN COPE - Certificate of Personal Effectiveness (Universities Award) (level 3)
British Horse Society - Horse Knowledge and Care stage 3, Riding stage 3, Preliminary Teachers Certificate
BTEC - National Award, Certificate and Diploma, HNC/HND, Art and Design Foundation Diploma
BTEC National Certificate and National Diploma in Early Years - Theory/Practical
CACHE Diploma in Childcare and Education
Cambridge International Examinations (CIE) special papers (Overseas applicants only, winter results only)
CCEA (NI) COPE - Certificate of Personal Effectiveness level 3
CIE Advanced Level, Advanced Subsidiary and other international awards (including the Advanced International Certificate of Education (AICE) Diploma)
College Board Advanced Placement Programme (Group A and Group B)
Extended Project
GCE Advanced and Advanced Subsidiary
GCE Advanced Extension Award
IFS Certificate in Financial Studies
International Baccalaureate (where you have given the examining board permission)
Irish Leaving Certificate
Key Skills
LAMDA speech and drama - grades 6, 7, 8
LCM speech and drama - grades 6, 7, 8
Music examinations grades 6-8
OCR iPro Certificate and Diploma
OCR National Certificates, Diplomas and Extended Diplomas (all at National Qualifications framework level 3 only)
OCR Mathematics STEP Papers I II III
SQA - Highers, Advanced Highers and Intermediate 2, HNC/HND, Core Skills
SQA Skills for Work
Trinity College speech and drama - grades 6, 7, 8
Welsh Baccalaureate

If we cannot match the information you have given us to the results received, then there may be delays in the transmission of results to the universities and colleges, and in their confirmation (or otherwise) of your place. There is also the risk that applications containing qualifications that cannot be checked against results may be considered fraudulent, and may be cancelled.

Please note that you are responsible for advising your chosen universities and colleges of results for all other qualifications.

Personal Statements

Please use the guidance provided for you on writing personal statements during Futures Day (where you’ll find the following guide repeated, plus lots of other useful stuff).

Your personal statement is your chance to tell universities and colleges why they should want you as a student. Admissions officers will want to know why you are interested in the courses that you have applied for and what you hope to do after your studies. A good personal statement is important - it could help to persuade an admissions officer to offer you a place. In many cases, applicants are not interviewed, so this may be your only chance to make the case for your admission.

You should carefully consider the information you give and the best way to present it effectively. Remember, you must be truthful and accurate in what you write. It is up to you how you write your statement, but we suggest you include some or all of the following points.

How to provide your personal statement

You can enter up to 4,000 characters (this includes spaces) or 47 lines of text (this includes blank lines). You do not have to use all the space provided. When you save text, the system will tell you how many characters are still available or if you have used too many characters. You can preview your statement after you have saved it.

You will not be able to change the presentation of your personal statement by using features such as bold, italic or underlined text or foreign characters, for example, Nöel. If you use these types of formatting or foreign characters, they will be removed from the text when you paste it onto your application and save it.

We recommend that you prepare your personal statement offline using a word-processing package and copy and paste this into the Apply system. This is because Apply will time-out after 35 minutes of inactivity. When you enter your personal statement directly into Apply, you must save it to prevent your work being lost.

Make sure that your personal statement is your own work

We will, along with other verification checks for identity and academic qualifications, test applications to detect plagiarism. If we have cause to question your application, we will inform all the universities and colleges to which you have applied. They will then take the action they consider to be appropriate. If you apply through a school, college or other UCAS-registered centre, we will also inform this centre.

References: Your referee should know you well enough to write about you and to comment on your suitability for higher education.

This will usually be your form tutor. 

The reference is a vital part of your application. We cannot process your application without full details of a referee and their reference unless you have agreement from your chosen universities and colleges that a reference is not required. We will not accept references from family, other relatives or friends.

If you are applying through a school, college or centre, you will not have access to your reference. This will be completed on your behalf.

Providing your reference: Applications through a school, college or centre

We will ask you to declare that all the information on your application is true, complete and accurate. We have the right to cancel applications that are found to contain any false, misleading or incomplete information. You must not write all or any part of your reference yourself. You must not edit or change the wording of your reference. When we send your application to the universities and colleges, we will tell them that you have provided the reference.

Paying for your application

There is a fee for making an application for higher education. The amount depends upon how many courses, universities and colleges you apply to.

How much will it cost?

If you choose to apply to more than one course, university or college, or if you have a single choice and select to add Route B at a later date, you need to pay £17 when you apply. If you only apply to one course at one university or college, you pay £7. Our welcome letter will explain how you can add more choices later (if you add further choices, we will ask for a further £10).

All applications we receive after 30 June 2008 must have a £17 application fee - these applications will enter Clearing.

The application fee includes VAT.

How do I pay?

If you are making your application through your school, college or centre, they will let you know how to pay. It will be either by credit or debit card online, or by paying your school or other registered centre who will then pay us. The card need not be in your own name, but you will require the consent of the cardholder. If you use a credit or debit card that you do not have permission to use, we will cancel your application.

We accept Visa, Delta, MasterCard, Maestro (UK-issued only), Solo and Visa Electron (UK-issued only) credit and debit cards. At the moment we do not accept American Express or JCB cards.

When do I need to make my payment?

You make your payment when you have completed your application.

If you are paying by card, you will be asked for your card details once you have agreed to the terms of the Declaration and Data Protection statement. The system will automatically know whether you should pay the full £17 or the single choice fee of £7.

Please remember that you can only complete one application in each cycle. If you send a second application, it will be cancelled and you will not receive a refund.