How to track and check applications

Apply makes it easy to check the progress your students are making in completing their applications. You can view only the applications of students in the groups for which you have permission.

The welcome screen shows information about the numbers of applications in each group and their status. This helps you to monitor each applicant's progress.

The student completes the following six sections.

  1. Personal details
  2. Additional information (for applicants who live in the UK permanently only)
  3. Choices
  4. Education
  5. Employment
  6. Statement

For each student, you can review the current status of each section as follows.

  • Not started
  • In progress
  • Completed

You can also check which applications and references require approval and which applications are ready to send to us.

Please note that if an application shows all sections as complete, but the overall application status is 'in progress', the student may have forgotten to send it to you for checking.

You can view lists of students by name, by group or by the status of their application. If you have a large number of students, then listing by status is a convenient way of seeing who needs a reminder!

You do not have to wait until an application is complete before you can view it. If you prefer, you can check applications that are in progress. If a student has supplied a valid email address on their application, you can notify them by email through Apply of any mistakes - click on the envelope symbol that will be displayed in the references section. If a student has not supplied an email address, most people choose to print out a copy, add notes and pass it to the student to consider making amendments.

When each student marks their application as complete and sends it to their referee, it is ready for checking and for the reference to be added. The system will prevent students making further changes at this stage. We recommend that you pay particular attention to checking through the qualifications and the choices.

If you find any errors after a student has completed the application, you can return it to the student provided it has not been sent to us. Once you are satisfied that everything is correct, you can approve completed applications. If their application has been approved but not sent to us and an error is then found, you should 'unapprove' the record (see the drop-down list of actions) before returning it to the student.

If a student decides to withdraw their application, you can delete the record from Apply as long as you have not yet sent it to us. If they sent their application to you and paid online using a credit or debit card, they should contact our Customer Service Unit.

Tracking applications after they have been sent to UCAS

Once a student's application has been received and processed by us, you can check their progress using the Applicant Status Reports in the 'Subscription services' section of Apply. Applicant Status Reports are available on the first of every month. If you have not yet subscribed to receive the reports, please complete the order form, which is available on the Applicant Status Reports page. Please email the order form to: customerdatabase@ucas.ac.uk.