Studying in the UK: filling in a UCAS form

For students you support, filling in the UCAS application form might seem daunting. But with the right knowledge and understanding, you can support them to ensure a smoother application process.

We’ve pulled together some of the ways to make it easier – as well as pointing out common pitfalls to avoid. 

Become a UCAS centre – for free

As a school, college, adviser or agent, you can become a registered UCAS centre to get unique access to your students’ higher education applications, as well as exclusive tools and services, to better support your students through their UCAS undergraduate applications.

Students’ email addresses 

Make sure students’ email addresses are correct and up to date so they don’t miss important updates on their applications. If a student is using a school or college email address, they should update it to a personal email address before any holidays or breaks so that they always have access to their messages.

Family names

If a student doesn’t have a family name or surname, they should use a hyphen (–) in the family-name box, rather than a full stop.

Residency status

UCAS will ask for the applicant’s residency status. If your student is from outside the UK and needs clarification, they can visit the UKCISA website for detailed information.

Employment section

The employment section is for paid work only. Any unpaid or voluntary work shouldn’t be included in the employment section of the form – direct students to mention this in their personal statements instead.

Nominated access

Parents and guardians – or you as an adviser – can be granted nominated access. The person granted access will be able to discuss the student’s application with UCAS. However, for security reasons, nominees won’t have access to an applicant’s login details or be able to update their password.

English language test

If a student is taking or has taken an English language test (ELT), they can add the test provider’s certificate number for the Test of English as a Foreign Language (TOEFL) or International English Language Testing System (IELTS). UCAS will then pass this on to their chosen universities and colleges when the applications are submitted.

Other ELTs, such as Trinity’s Integrated Skills in English (ISE), the Pearson Test of English (PTE) and the Cambridge Assessment English C1 Advanced and C2 Proficiency tests are widely accepted by UK higher education providers. Some universities might be able to accept high-school qualifications as evidence of English ability. However, it’s always best to check with all the institutions directly because this might vary.

Academic references

Each of your applicants should have an academic reference, which provides information about the applicant beyond what’s included in the other areas, such as predicted grades or educational history. A reference is a written recommendation from a teacher, adviser or professional who knows the applicant academically. Everyone needs a reference unless they have permission from their chosen universities and colleges not to include one.

Multiple applications

It’s not possible to have two live application forms running in the same cycle. Deferred applications must be completely withdrawn before students submit new applications.

Non-Roman characters

It’s not possible for your students to apply in an alternative language. However, they can use some European characters in the personal details, personal statements, employment and referee details. Some of these will be substituted with UK-equivalent characters. Have a look at UCAS’s extended character sets substitution list for more details.

The education section

The education section is where applicants tend to make the most mistakes, so we’ve provided some tips to help your students ensure their applications are error-free.

Ensure that students have entered all their qualifications from secondary education onwards, whether they have the results already (even any that were ungraded) or they’re still awaiting exams and results.

Make sure they add as much detail as possible, including grades and results. Without enough information, universities can struggle to decide whether to make offers or not.

Qualifications are listed by name and country, but a student shouldn’t worry if theirs isn’t there – just add it into the “other” box.

Ensure they select the correct awarding body for qualifications, if asked when a qualification is entered.

If someone is currently studying for a qualification or awaiting results, make sure the referee adds predicted grades to the application – some universities and colleges will not consider an application without them.

If changes are made to the education section, the predicted grades will need to be added again by the referee.

Remind students that UCAS can’t amend any predicted grades or module information, or add results for qualifications that were listed as “pending” at the time of submission.

IB applicants must give IB permission to send their results to UCAS. Granting this permission will make things smoother later in the application cycle.

The applicant (or you on their behalf) might have to send proof-of-results certificates or transcripts. UCAS can send some of the results, but most international qualifications will have to be sent to the university or college directly. Check to see the qualifications UCAS processes.

A lot of hard work goes into perfecting a UCAS application. We hope that these tips go some way towards supporting your students’ to success. For further information, please see Filling in your UCAS application and Applying as an international student.

For regular advice on supporting applicants throughout the application process, as well as important key dates and deadline reminders, sign up for UCAS updates.