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2014
UCAS Teacher Training
Admissions Manual
gttr
Formerly
Contents
Section 1 − Welcome to UCAS Teacher Training
1.1
1.2
1.3
Scope of the scheme
Training and support
Contacting UCAS 2
2
2
Section 2 − Applying
2.1
2.2
2.3
2.4
2.5 2.6 2.7 2.8 2.9 2.10 2.11 How do candidates apply?
Apply 1 and 2
How do applicants monitor their progress?
Can applicants cancel their applications?
Can applicants change choices?
What you are responsible for
Studying in England
Studying in Wales
Studying in Scotland
Copy forms
If applicants apply too late
4
6
6
6
6
9
9
9
10
10
10
Section 3 − Making decisions
3.1
3.2
3.3
Receiving applications
Recording decisions Types of decisions
12
12
12
Section 4 − Replies and Confirmation
4.1
4.2
4.3
4.4
How applicants respond to offers
How training providers tell UCAS if an applicant with a conditional
offer has secured a place
Delayed Confirmation Decision (DCF)
Confirmation decisions: what UCAS does
18
18
20
20
Section 5 − Making changes
5.1
5.2
5.3
5.4
5.5
5.6
5.7
Making changes
Changes prior to recording a decision during Apply 1 or Apply 2
Making changes after a decision has been recorded and before applicants reply
Making changes after applicants have accepted offers
Changing Confirmation decisions
Allowing an applicant that has accepted your offer to apply elsewhere
Changes to training programme information
22
22
22
22
25
25
25
Appendices
Appendix A – Fraudulent applications
Appendix B – Residential category
Appendix C – Disability codes
Appendix D – Terms and conditions
28
36
38
39
UCAS Teacher Training
2 September 2013
• Training providers can set up
training programmes online
– using the Net.update system.
January 2014
2 January 2014
1 November 2013
• Apply 1 opens.
• Applicants start to apply online
with a maximum of three choices
to be considered simultaneously
by training providers.
• First applications sent to you.
• Apply 2 opens.
• Applicants who do not hold an offer from Apply 1
start to apply online, one choice at a time.
14 January 2014
• First rolling 40 working day reject by default
(RBD) takes place and continues daily until
31 October.
Early July 2014
• Record of Prior Acceptance (RPA)
facility made available in web-link.
27 January 2014
• First rolling 10 working day decline by default
(DBD) takes place.
September 2014
Early September 2014
31 October 2014
• Apply 2 cycle ends at 23:59.
• Last rolling 40 working day reject by
default (RBD).
• Outstanding Confirmation decisions for
CF applicants rejected by default (RBD).
• Last date for updates including DCF
decisions and the receipt of RPAs.
• File closed for 2014 entry.
• Delayed Confirmation (DCF) decision available
for applicants who applied in the 2014
application cycle.
15 September 2014
• Last date applicants can submit a brand
new application.
31 August 2015
• All outstanding Delayed
Confirmation decisions (DCF)
rejected by default (RBD).
Section 1
Welcome to UCAS
Teacher Training
1 UCAS Teacher Training Admissions Manual 2014
Section 1−Welcome to
UCAS Teacher Training
You’re now part of a brand new admission service
that fuses the two previous application routes1 to
postgraduate teacher training in the UK.
This manual explains key aspects of the admissions
process, including:
•applying
• recording decisions
• replies and Confirmation
• making changes
We recommend you take a good look through this
document, as soon as possible, to make sure you
understand your responsibilities as a training provider.
Also, please review the accompanying appendices –
where you’ll find the UCAS Teacher Training scheme’s
official Terms and Conditions.
1.1 Scope of the scheme
UCAS Teacher Training looks after the admission
services for the following full-time, part-time, modular,
and non-modular types of training programmes:
• one-year professional graduate and postgraduate
training programmes based in HEIs or SCITTs
• School Direct and School Direct (salaried) training
programmes
• two-year subject conversion courses
Applicants who successfully complete these training
programmes are eligible for the award of Qualified
Teacher Status (QTS) in England and Wales, or the
Teaching Qualification (TQ) in Scotland. They may
also lead to:
• postgraduate or Professional Graduate Certificate
in Education (PGCE) in England and Wales
• postgraduate Diploma of Education (PGDE)
in Scotland
1.2 Training and support
As members of the previous GTTR scheme, most
accrediting partners will already have experience in
using our different systems. However, if you need
additional guidance, there are a number of online
support materials available in the UCAS Teacher
Training Members and providers’ area of our website
www.ucas.com/members-providers/teachertraining.
You can also contact the UCAS Professional
Development Team to arrange training on:
• using web-link2 to manage applications
• using Net.update to manage provider and training
programme data
• best practice in decision-making
• best practice when interviewing and providing
effective feedback
• social mobility
• UCAS data for non-data specialists
• pre-HE qualifications
• the AUA Postgraduate Certificate in Professional
Practice
For more information visit our website www.ucas.
com/members-providers/training-and-support/
training, or telephone 01242 545712.
1.3 Contacting UCAS
Your first point of contact for any enquiries about
applications, operational procedures, recruitment
policy and technical matters should be our dedicated
HEI Team3.
• Telephone: 0844 984 1111
− The lines are open from 08:30 to 17:30
(UK time) from Monday to Friday.
•Email: hei_team@ucas.ac.uk.
• Fax: 01242 544961.
GTTR and the Teaching Agency / School Direct portal.
Current GTTR members can also use xml-link or odbc-link – if their systems allow them to.
3
The contact details are for your use only. You must not give them to anyone else. There is a separate specialist contact number for applicants to contact UCAS.
1
2
2 UCAS Teacher Training Admissions Manual 2014
Section 2
Applying
3 UCAS Teacher Training Admissions Manual 2014
Section 2 − Applying
2.1 How do candidates apply?
Applications will be made through UCAS Teacher
Training using the ‘Apply’ system, found on our
website4 at www.ucas.com/apply/teacher-training.
Candidates begin by registering their details; then
choosing where, when, and how they plan to study.
Obtaining references
Applicants need to provide details of two referees;
UCAS Teacher Training obtains each reference as part
of the application process5.
Applicants will be given the following referee advice:
• If they are still at university, or gained their degree
within the last five years.
− One reference must be from someone at their university or college who can comment on their academic ability and potential as a teacher.
− The other reference can be from someone who knows them from work or who can comment on their character and potential as a teacher.
• If they are applying for a School Direct (salaried)
route.
− One reference must be from an employer.
− If they left university more than five years ago, they can choose two referees who know them from work or who can comment
on how suitable they are for teaching. They
can still use an academic referee if they think
it is suitable.
Once the application has been received and processed
by UCAS, it is made available online for training
providers to consider.
UCAS cannot check the validity of information
provided by applicants. You must arrange your own
checks on fee-payer status and examination results.
If an applicant has omitted any compulsory
information or has given false information, you
are entitled to withdraw or amend your offer. In
these cases, you must give full details to the UCAS
Verification Team so they can inform other training
providers.
See Appendix A for more information.
Criminal record disclosure
An Enhanced Disclosure Check is required for entry
to Initial Teacher Education and Training. We ask
applicants to confirm that they agree to a check by
the UK Disclosure and Barring service or Disclosure
Scotland, and advise them that not doing so may
delay the application process.
As training providers, it is your responsibility
to arrange your own checks, and applicants
are advised that they cannot start a training
programme until a check has been carried out.
The application itself contains two questions referring
to the disclosure of criminal convictions.
• The first asks if applicants agree to a Disclosure
and Barring Service or Disclosure Scotland check.
• The second refers to training programmes leading
to professions or occupations that are exempt
from the Rehabilitation of Offenders Act (1974),
and requires applicants to disclose information
regarding any spent or unspent convictions or any
past criminal activities.
The codes used are:
Code
D
U
X
Definition
Declared
Explanation
Has declared a criminal
conviction
Undeclared No criminal convictions
Not
Applicant was not asked this
presented question when the choice
was added e.g. the applicant
applied on paper
Fraudulent applications
All applications are checked against our databases for
evidence of fraud, and personal statements are vetted
through our similarity detection service.
There is a paper application available for those who do not have access to the internet, and a large print version for partially sighted applicants.
Under the terms of the Data Protection Act, applicants can request a copy of their references and any other personal information held by us. We
supply this at a charge of £10.
4
5
4 UCAS Teacher Training Admissions Manual 2014
Apply 1 – Applicant experience
apply from
1 November
use Apply 2
to reapply
accept
unconditional
offer
10
wo
rkin
gd
ays
accept
conditional
offer
rking
receive
decisions from
all providers
40 wo
meet all nonacademic
conditions
of offer
days
application sent
to chosen training
providers
No
Yes
choose up
to three
choices
no offer
received
decline
all offers
you’re in!
Yes
use Apply 2
to reapply
meet all academic
and non-academic
conditions of offer
No
5 UCAS Teacher Training Admissions Manual 2014
2.2 Apply 1 and 2
Applicants have two opportunities to secure a place –
Apply 1 and Apply 2.
Apply 1
This is the first application route, which
allows applicants to apply for several training
programmes simultaneously, from 1 November
each year.
• Applications can be submitted from 1 November
2013.
• Applicants can choose up to three open training
programmes at a time.
• Training providers can open and close training
programmes throughout the year to control the
number of applications they receive.
• The final date to submit an application is
15 September 2014.
• Training providers must consider all applications
received while their training programmes are open.
Invisibility of choices
During Apply 1, training providers will only be able to
see the details of applications made to their training
programmes, and the training programmes they
accredit. Invisibility ends once all Apply 1 decisions
have been made by training providers and an
applicant has replied to any offers made.
Please don’t request to see details of any applications
for training programmes you do not offer or accredit
until the applicant has received decisions from all their
choices and replied to any offers (if applicable).
If these applications are unsuccessful, or the applicant
does not accept an offer, they can still secure a
training programme place through Apply 2.
Apply 2
• Eligible applicants can use Apply 2 from 2 January
2014.
• Applicants have the opportunity to make as many
applications as they want6, but can only apply to
one training programme at a time.
• Entry to Apply 2 depends on individual
circumstances – so applicants enter at different
times.
6
• 31 October 2014 is the end of Apply 2; and the
end of the application cycle.
• Providers must consider all applications received
while their training programmes are open.
The application fee for 2014 is £19 – which covers
both Apply 1 and 2.
2.3 How do applicants monitor their
progress?
Once an application has been sent and processed,
applicants can use our Track system to manage their
details and follow the progress of their application.
We send them a Welcome letter which includes:
• the applicants Personal ID – a 10-digit number
which allows us to identify an applicant’s details
on our systems
• an application Scheme Code – indicating the
number of applications, the maximum of which is
one per application cycle, an individual has made
– with the prefix ‘GT’ and a number corresponding
to each applicant’s progress (for example, GT01
would represent a first application, GT02 the
second, and so on)
• a summary of the choices made
• the applicant’s username to access Track
2.4 Can applicants cancel their
applications?
Under consumer protection legislation, applicants
have the ‘right to cancel’ their contract with UCAS.
They can do this by calling our Customer Contact
Centre within seven days of the date on their
Welcome letter, and will receive a full refund of their
application fee.
After seven days, an applicant can completely
withdraw their application but will not receive
a refund of the application fee.
2.5 Can applicants change choices?
An applicant can change / substitute choices in Apply
1 – once per choice – within seven days of applying. In
Apply 2 the applicant would replace the current choice
with another, if they changed their mind.
Until they accept a single offer.
6 UCAS Teacher Training Admissions Manual 2014
Apply 2 – Applicant experience
Available if you have been unsuccessful in Apply 1 or have declined all Apply 1 offers.
apply from
2 January
application
sent to training
provider
No
receive decision
from training
provider
accept
unconditional
offer
10
wo
rkin
gd
ays
accept
conditional
offer
rking
days
meet all nonacademic
conditions
of offer
40 wo
use Apply 2
to reapply
Yes
choose one
training
programme
decline
offer
no offer
received
you’re in!
Yes
use Apply 2
to reapply
meet all academic
and non-academic
conditions of offer
No
7 UCAS Teacher Training Admissions Manual 2014
8 UCAS Teacher Training Admissions Manual 2014
2.6 What you are responsible for
Setting up your training programme
Once we’ve received your completed joining form, we
send you the passwords needed to access our secure
information systems.
to decide whether an applicant’s knowledge of English
and mathematics (and science, if applicable) are
acceptable for training programme entry – taking into
account the national minimums set out below.
Details of training programmes offered by training
providers must be training provided before the start of
each application cycle7. This is done through our
Net.update system.
We will not make applications available if you
have discontinued or closed a training programme
or the applicant does not meet your minimum
GCSE or equivalent qualification requirements for
consideration. These requirements are specified when
you create a new training programme in Net.update.
Training providers should also create an ‘Entry Profile’
for the UCAS Teacher Training search tool to give
applicants more information about themselves and
their training programmes.
It is possible to change the entry requirements while
a training programme is open but we recommend
that you minimise any changes to avoid confusion to
applicants.
Find out more in the ‘Set Up’ and ‘Using Our Systems’
guides.
2.7 Studying in England
Deciding when to receive applications
As a training provider, you can choose when to receive
applications by opening and closing your training
programmes within certain parameters.
• You can choose to accept applications from
1 November, or choose a later date, but you’ll
need to tell UCAS when you want to start receiving
applications from. There are 50 set dates to
choose from – you’ll find them when setting up
your training programmes in Net.update.
• When you choose to open applications for a
training programme for the first time in a cycle,
you must keep it open for a minimum of 14
days. There is no minimum opening period for
subsequent openings.
• You can leave training programmes open as long
as you like, but you must close them when the
training programme is full.
• You can open and close a training programme
as many times as you want during the cycle.
Minimum entry requirements
There are essential requirements that all applicants
must meet in order to qualify for consideration for
training programmes. However, training providers can
apply additional requirements8. It is your responsibility
All applicants for training programmes in England
should hold:
• a degree awarded by a UK higher education
institution (or recognised equivalent qualification)
• at least a C grade in GCSE9 English and
Mathematics
• applicants for primary or middle years training
programmes must hold a C grade or above in
GCSE Science
All trainee teachers who start initial teacher training
programmes in England on or after 1 July 2013 must
also pass the Department of Education’s professional
skills tests in numeracy and literacy before they can
start a training programme. For further information
about these skills tests, visit the Department for
Education’s website: www.education.gov.uk/getinto-teaching/apply-for-teacher-training/skillstests.
2.8 Studying in Wales
All applicants for training programmes in Wales
should hold:
• a degree awarded by a UK higher education
institution
• a GCSE at grade B or higher in English and
mathematics
UCAS cannot accept any liability for any errors made or incorrect information given by a training provider.
As you’re responsible for your own recruitment and admissions policy, please do not refer applicants to UCAS for qualifications advice.
9
In all cases, where entry requirements are referred to, if applicants don’t hold the specified award and grade (e.g. a C grade GCSE in English) they must hold a recognised
equivalent qualification, or be able to demonstrate the subject knowledge required to obtain this level of qualification.
7
8
9 UCAS Teacher Training Admissions Manual 2014
2.9 Studying in Scotland
All applicants for PGDE training programmes in
Scotland should hold:
• a degree that has been validated by a university or
college in the UK
• a National Qualifications Course award in English
at level 6 in the Scottish Credit and Qualifications
Framework (SCQF)
We will record these applications as ‘Unconditional
Firm’ offers (code UF on web-link), and send online
confirmation to you, and a Confirmation Letter
to applicants.
There is no application fee to the applicant for
processing RPAs; we do charge you the standard
capitation fee for each accepted applicant – £17+VAT.
Applicants for primary training programmes must
also hold a National Qualifications Course award in
mathematics at SCQF level 5 or above, or a recognised
equivalent qualification, prior to training programme
entry.
2.10 Copy forms
Paper copy forms are available this year. We plan to
phase them out over the next 12 months, and send
providers digital copy forms instead – which will be
available to download from web-link. We will keep you
informed of progress.
2.11 If applicants apply too late
It’s still possible to offer 2014 places to applicants who
approach you too late to make a normal application,
but have been assessed, and are deemed qualified for
training programme entry.
In these cases, you need to enter a ‘Record of Prior
Acceptance’ (RPA) for these applicants on web-link.
To do this:
• print out a blank RPA form and give it to the
applicant with the instructions for completion
• enter all the information into web-link and send us
the RPA form online from early July 2014
• keep the completed hard copy, that the applicant
filled in, as a declaration of their commitment
• the final date for sending completed RPAs to us
is 31 October 2014
• you must not send completed paper RPA forms
to us
By submitting an RPA you are confirming the applicant
has secured a place. This means that you’ll need to
have confirmed their educational achievements, and
ensured all the relevant criminal records, health, and
entry requirements checks have been made.
10 UCAS Teacher Training Admissions Manual 2014
Section 3
Making decisions
11 UCAS Teacher Training Admissions Manual 2014
Section 3 − Making decisions
3.1 Receiving applications
Once each application has been received and
processed by UCAS, it is made available in weblink, odbc-link and xml-link for training providers to
consider. After 1 November 2013, as soon as we have
processed an application, you’ll be able to view the
data, including the personal statement and references.
As a training provider, you’re responsible for making a
decision about every application sent to you, and for
the selection and recruitment of your students. You’ll
also need to send your decisions to us here at UCAS,
and we in turn inform the applicants.
You must make a decision within 40 working days10
of receiving an application. This means you need to:
• decide if you want to interview the applicant
• decide if you want to offer the applicant a place
(post-interview)
• decide if the applicant will be unsuccessful, and
if so, why
• inform UCAS of your decision
If a training provider offers either type of School
Direct training programme, then the lead school or
the accrediting provider should take responsibility for
recording decisions for UCAS.
It is the responsibility of both parties to agree
and adhere to a process to manage this, but the
accrediting provider must give final approval of any
admission decision – this is NCTL policy.
Important information
During the 40 working day decision period, you’ll need
to conduct interviews and send decisions to UCAS. If
you don’t make a decision during this time, our system
rejects each affected application. We call this ‘Reject
by Default’ (RBD). You’ll need to use web-link, odbc-link
and xml-link to view and manage applications and
record your decisions.
Making errors
3.2 Recording decisions
You record your decisions online using web-link,
odbc-link, or xml-link. As soon as you make a decision,
we update the applicant’s record, making the
information immediately visible on Track.
You can make the following types of decision in
web-link:
• notification of interview11
• conditional offer
• unconditional offer
•reject
•withdrawal
• not qualified in English
• not qualified in maths
• not qualified in science
• not considered – training programme full
3.3 Types of decisions
Interview
You must inform applicants directly when inviting
them for an interview. You’ll need to offer an interview
date and also inform us here at UCAS. You do this
in web-link by accessing the applicant record, and
selecting an ‘interview decision’.
Conditional offer
You make this type of offer to applicants who still
need to take exams or professional skills tests. When
an applicant accepts a conditional offer and meets all
conditions – by 31 August 2014, or an alternative date
you have specified – you are committed to providing
them a place.
Conditional offers can also include non-academic
conditions such as school experience, health checks,
criminal record checks, and payment of fees. Training
providers must be explicit in their offer about the
deadline for meeting non-academic conditions – for
example, ‘tuition fees must be paid by 1 October
2014’ or ‘the result from the criminal records check
must be obtained before the start of your first
teaching placement’.
Errors in decision making are very rare. Please ensure
that you have your own policies and procedures
in place if errors are made. Once accepted, offers
are binding, and cannot be changed without an
applicant’s permission.
10
11
Excluding bank holidays in England, the Christmas to New Year closure at UCAS and all weekends.
This is not a final decision and does not extend the 40 working day period.
12 UCAS Teacher Training Admissions Manual 2014
Decision making – School Direct and School Direct (salaried)
training programmes
Receive
application from
UCAS
No
Send UCAS
reject decision
Shortlist for interview
with accrediting
provider agreement
Yes
Interview
applicant
Yes
Send UCAS
offer details
Send invitation
to applicant for
interview and
inform UCAS
Decide whether to
offer a place – agree
with accrediting
provider
No
Send UCAS
reject decision
Has applicant met all
conditions of offer?
Yes
Send UCAS Accept in
Confirmation decision
No
Send UCAS Reject in
Confirmation decision
13 UCAS Teacher Training Admissions Manual 2014
If an applicant is awaiting results that are published
after 31 October 2014, you can make a Delayed
Confirmation (DCF) decision (if the applicant has
accepted your conditional offer) from early September
2014 to prevent the application being ‘Rejected
by Default’ (see the ‘Rejection’ heading below for
more info).
Unconditional offer
If you’re satisfied, from the information given, that
the applicant has already fulfilled your academic entry
requirements for a training programme, you can make
them an unconditional offer.
Unconditional offers can include non-academic
conditions such as school experience, health checks
and payment of fees. Training providers must be
explicit in their offer about the deadline for meeting
non-academic conditions – for example, ‘tuition fees
must be paid by 1 October 2014’ or ‘the result from
the criminal records check must be obtained before
the start of your first teaching placement’.
Once you’ve recorded your decision, we notify
applicants on Track. By making an unconditional
offer you are committed to providing them a place
– provided the applicant accepts it, and meets each
non-academic condition of the offer.
Advice for making conditional and unconditional
offers
Don’t:
• make offers that are conditional upon a
satisfactory interview. This must take place during
the 40 working day period and before you make
your decision
Do:
• check the full text of offers in web-link before
sending them to us
• make all offers clear and unambiguous
• make decisions within the 40 working day
deadline
• regularly check your ODL (Outstanding Decisions
Lists) in web-link
Rejection
There are numerous reasons why you might reject an
applicant and we encourage you to provide feedback
to unsuccessful applicants. The reason for rejection
is sent using web-link. They can be issued using a
training provider’s own offer abbreviation code or by
including free format text. This information will be
available for applicants to view in Track until they reply
to their offers.
However, there are three other (specific) reasons why
you’d reject an applicant:
• not qualified in English
• not qualified in mathematics
• not qualified in science
We record ‘Reject By Default’ decisions for applicants
when training providers fail to make decisions
by the 40 working day deadline, so please make
timely decisions on all applications to prevent this
happening.
You’ll find Outstanding Decisions Lists (ODL) in weblink which show all applications awaiting a decision.
• On-Demand ODL – a list of applications that are
still awaiting a decision from you.
• Weekly ODL – a list of applicants who will be
rejected by default over the next seven days. This
covers applications in both Apply 1 and Apply 2.
• Confirmation ODL – a list of applicants who
have accepted conditional offers, but are awaiting
Confirmation decisions (See the ‘Replies and
Confirmation’ section for more info).
Withdrawal
We define this as one of two things:
• when applicants inform you that they no longer
want to be considered
• when applicants fail to attend an interview or don’t
reply to any communication
14 UCAS Teacher Training Admissions Manual 2014
Decision making – HEI and SCITT training programmes
Receive
application
from UCAS
Send invitation
to applicant for
interview and
inform UCAS
Shortlist for
interview
No
Interview
applicant
Send UCAS
reject decision
Yes
Decide whether
to offer a place
Yes
No
Send UCAS
offer details
Has applicant met all
conditions of offer?
No
Send UCAS Reject
in Confirmation
decision
Yes
Send UCAS Accept
in Confirmation
decision
15 UCAS Teacher Training Admissions Manual 2014
When you record withdrawal decisions, we notify
applicants. However, you must provide the appropriate
reason code with all withdrawal decisions.
• .W1 – withdrawn at applicant’s request.
• .W2 – applicant did not attend interview or test.
• .W3 – applicant has not responded to correspondence.
• .W4 – training programme withdrawn and no alternative requested.
• .W6 – applicant failed to attend interview and
did not respond to correspondence.
Important information
Not considered
Don’t:
• send separate letters to applicants that contain
additional conditions
• ask for replies or other indications of applicants’
intentions – in any communication, or during
interviews, visits, and open days
If you cannot consider an applicant because the
training programme is full, then you must reject
them on this basis. However, you can only make a
‘Not Considered’ decision if you have already closed
the training programme in Net.update.
Any additional letter that you send applicants should
make it clear that official decisions are sent via UCAS,
and should not contain any additional or different
conditions from those in the official UCAS Teacher
Training scheme offer.
Please ensure you give us enough time to process and
send the offer to the applicant first – before you send
your offer letter. If you fail to do this, applicants may
contact us (and you) to find out if something has gone
wrong.
Cancelled applications
We will only cancel an applicant’s record from the
current year’s scheme if we receive:
• more than one application from the same
applicant
• a fraudulent application
• a letter informing us about the death of
an applicant
Applications from previous application cycles can
only be cancelled with permission from you. This
might happen if an applicant is holding a DCF place
(Delayed Confirmation decision).
16 UCAS Teacher Training Admissions Manual 2014
Section 4
Replies and
Confirmation
17 UCAS Teacher Training Admissions Manual 2014
Section 4 − Replies and
Confirmation
4.2 How training providers tell UCAS
if an applicant with a conditional offer
has secured a place
4.1 How applicants reply to offers
When you’ve received all outstanding exam results
and decided if an applicant has met any academic
and non-academic conditions, you need to make a
Confirmation decision. This applies to every applicant
who has accepted a conditional offer from you.
This formally tells us, and the applicants, that they
have a place on your training programme. Training
providers offering either type of School Direct training
programme must ensure that the Confirmation
decision has been agreed with their accrediting
provider before it’s recorded.
Applicants reply to offers online using Track, where
they have the option to:
• firmly accept an offer (F)
• decline an offer (D)
Once we’ve received all the decisions for an application
from the training providers, we ask an applicant to
make their replies. They can only accept one offer and
must reply within 10 working days.
It is possible for applicants who’ve been offered their
preferred place to accept an offer before the other
training providers they’ve applied to have responded.
To do this, they simply withdraw their application from
the providers they’ve not yet heard from.
If they do not reply within the 10 working day period
UCAS declines all outstanding offers on the applicant’s
behalf. We call this ‘Decline by Default’ (DBD).
Applicants are advised to negotiate directly with you if
they’ve failed to reply to offers in time. If this happens,
applicants can take up places at your discretion using
Apply 1 – as long as they haven’t used Apply 2.
If the applicant has used Apply 2 in this instance,
they need to nominate you as their Apply 2 choice
before you can make a second offer to them – which
they then accept if they want a place on your training
programme.
When applicants reply to offers, we update their
records – meaning you can see their replies in web-link.
Please don’t contact applicants after making
offers to ask them for replies. Applicants don’t
need to reply until they have received a decision
about all the choices they’ve made in Apply 1.
Applicants who’ve responded to their offers in Track
can make changes within seven days of their original
response. They do this by contacting UCAS. After
this time, they cannot change their replies unless
all affected training providers agree. If you’re in this
situation, and you agree to the proposed change,
please contact the HEI Team. They’re responsible for
recording any agreements on an applicant’s record
and must receive all agreements before changing an
applicant’s replies.
The types of decisions used in Confirmation are:
• Accept in Confirmation
Using the ‘Accept in Confirmation’ decision
informs the applicant (and UCAS) that the place
you offered them on your training programme is
now guaranteed.
• Reject in Confirmation
Using the ‘Reject in Confirmation’ decision informs
the applicant (and UCAS) that they have failed to
meet one or more of the offer conditions and do
not have a place on the training programme.
• Confirmation Amendment
The ‘Confirmation Amendment’ decision can only
be used for an applicant that holds a confirmed
place with you (an unconditional offer that they
have firmly accepted). This decision allows you to
amend the details of the place they hold with you
– for instance the training programme, start date,
training location or campus could be changed. This
should only be used if the change has been agreed
by the applicant.
• Confirmation Withdrawal
The ‘Confirmation Withdrawal’ decision can only
be used for an applicant that holds a confirmed
place with you (an unconditional offer that they
have firmly accepted). This decision effectively
prevents the applicant applying for any other
training programmes during the application
cycle, so should only be used in exceptional
circumstances. The most common use of this
decision occurs when an applicant that holds a
place with you informs you that they no longer
want to train to become a teacher.
18 UCAS Teacher Training Admissions Manual 2014
19 UCAS Teacher Training Admissions Manual 2014
4.3 Delayed Confirmation Decision
(DCF)
The deadline for making Confirmation decisions
(confirmation of conditional offers accepted by an
applicant) is 18:00 on 31 October 2014. After this we
record a ‘Reject By Default’12 for any conditional offer
that has not had a confirmation decision recorded
against it.
DCF decisions can help some applicants whose exam
results will be published after the deadline or those
that have been asked to take subject knowledge
enhancement (SKE) courses. To avoid these
candidates being ‘Rejected by Default’ you can
record a Delayed Confirmation (DCF) decision – in
web-link – from early September 2014.
Applicants holding a DCF place can be confirmed at
any time throughout the next application cycle. On
31 August 2015 we will reject all 2014 applicants with
outstanding DCF decisions. You must contact affected
applicants to advise them that their places cannot be
confirmed in the current cycle and that the places will
be held up to the 31 August 2015, or an earlier date if
stipulated by you.
You can send:
Setting in
web-link
Coming or Not
Letter
GT12B
Coming / Enrol
GT12E
Not coming
GT12N
No response
GT12
These applicants’ online Track records will show
Delayed Confirmation. We will include DCF
applications when we calculate your capitation fee.
In the event of a reject decision being made, we will
reimburse you in the following admissions cycle.
4.4 Confirmation decisions:
what UCAS does
After you’ve recorded your Confirmation decisions,
we send applicants a letter informing them whether
they have or haven’t met their offer – and email those
who’ve withdrawn.
For applicants who you’ve confirmed have a place,
there are four letters that can be sent and each one
explains how they need to respond. This is carried
out in web-link in the ‘Training Provider requirements’
section.
12
See ‘Important Information’ in Section 2 for an explanation of the term.
20 UCAS Teacher Training Admissions Manual 2014
Required action
from applicant
You want
applicants to
email you to
confirm whether
or not they will
be taking up the
place.
You want
applicants to
email only if
they are taking
up the place.
You want
applicants to
email you only
if they will not
be taking up the
place.
You do not
want to receive
any email
confirmation
from applicants.
Section 5
Making changes
21 UCAS Teacher Training Admissions Manual 2014
Section 5−Making changes
5.1 Making changes
There are a number of instances in the application
process when you might need to amend or change
a decision. Training providers offering either type of
School Direct training programme must ensure that
any changes made are agreed with their accrediting
provider prior to recording them. The following
information outlines some of the most common
types of changes, and how to make them.
We ask applicants to inform us, and all training
providers to which they have applied, if any
information changes from the details supplied
in their application.
5.2 Changes prior to recording a
decision during Apply 1 or Apply 2
If you need to change anything before you’ve
recorded an initial decision, you must contact
the applicant to discuss the change(s) you
want to make.
If the applicant is not prepared to be considered for
the change(s) you are considering – e.g. a different
training programme, start date, training location
or campus – and you cannot consider them for the
original choice – then you should record a reject
decision.
If the applicant is willing to be considered with the
changes you want, then you can update the original
choice details when you record your initial decision.
5.3 Making changes after a decision
has been recorded and before
applicants reply
If you need to change anything before an applicant
has replied to their offers, you must inform the
applicant before doing so.
All of the following changes can be made in web-link,
odbc-link or xml-link as an ‘amended decision’.
Interview
If you agree a change of interview date with an
applicant, you can record the new date using an
amended decision.
Conditional offers
You can:
• record a ‘Reject’ decision
• amend or add to the conditions of the offer
• change the training programme, entry date, or
training location or campus for the offer
• change the offer to ‘unconditional’
• change the offer to ‘unconditional’ and change
the training programme, date of entry, or training
location or campus
• withdraw the application to your institution – but
not to other training providers
Unconditional offers
You can:
• record a ‘Reject’ decision – to make any general
corrections
• amend or add to the conditions of the offer
• change the training programme, entry date,
or training location or campus for the offer
• change the offer to conditional
• change the offer to conditional and change the
training programme, date of entry, or training
location or campus
• withdraw the application to your institution – but
not to other training providers
5.4 Making changes after applicants
have accepted offers
If the applicant has accepted your offer you must
have the applicant’s agreement before you can
change any offer details.
Please obtain the applicant’s agreement before
making an offer for a changed training programme
and / or year of entry. This also applies when an
amended decision is made.
22 UCAS Teacher Training Admissions Manual 2014
With the applicant’s agreement, you can change a
training programme, date of entry, or training location
or campus in web-link, odbc-link or xml-link.
Choose ‘LA Amend’ to make any changes for
applicants holding conditional offers.
Choose ‘Confirmation Amendment’ to make any
changes for applicants holding unconditional offers.
Unconditional offers
Once an applicant accepts an unconditional offer,
you are committed to providing a place on that
training programme, for that date of entry, and at
that training location or campus. You can only change
an unconditional offer that has been accepted by the
applicant, with the applicant’s full agreement.
Conditional offers
If an applicant has accepted a conditional offer, you
can change the training programme, date of entry, or
training location or campus, at the applicant’s request
or with their full agreement.
23 UCAS Teacher Training Admissions Manual 2014
Summary of changes
The table below shows the amendments that you can make using an amended decision on web-link, (as well
as xml-link or odbc-link). The notes cover changes that you can make using other transactions. Confirmation
decisions have not been included in the table.
Status can be changed by training provider to:
New decision
R
E, M, S, G
(Unsuccessful)
W (Withdraw)
I (Interview)
C (Conditional
offer)
U (Unconditional
offer)
C + change
year, training
programme,
campus, modular,
year or month of
entry, or part-time
U + change
year, training
programme,
campus, modular,
year or month of
entry, or part-time
DCF (Delayed
Confirmation)
Original decision and reply
W, E, M,
R
S, G
I
Yes (1)
No
Yes
Yes
No
Yes
C (with
no reply)
Yes
Yes
U (with
no reply) CF
Yes
Yes (6)
Yes
No
UF
No (7)
No
DCF
Yes
No
No
Yes
Yes
No
Yes
Yes
Yes
Yes (2)
Yes
Yes
No
Yes
Yes
No
Yes
Yes (4)
No
No
No
No
No
Yes
No
No
Yes
Yes
Yes
Yes
Yes
No
No
No
Yes
Yes
Yes
Yes
Yes
Yes (3)
No
No
Yes
Yes
Yes
Yes
Yes
No
Yes (5)
Yes
No
No
No
No
No
Yes
No
No
Notes
1. You can send a ‘Reject’ decision with the reason
for rejection in addition to sending the original R
decision. You can amend the reason at any time
using the reject decision again.
2. You can amend an interview date and time.
3. Once an applicant has replied, an amended offer is
allowed on the CF choice – provided that there is a
change of training programme, campus, modular,
entry year or month, or part-time flag.
4. You use a ‘Withdrawal’ decision with a reason code
(W1 to W6) to withdraw a CF applicant’s place.
The ‘Withdrawal’ reason codes are listed in the
‘Making decisions’ section.
5. You use a Confirmation amendment to change the
training programme details and entry dates for UF
applicants if you have discussed the changes with
the applicant.
6. You can reject an applicant if they have failed to
meet the conditions of the offer only.
7. A UF decision can be changed to a ‘Reject’ if the
applicant fails to meet one or more conditions. In
this instance, the provider applies a confirmation
reject decision.
24 UCAS Teacher Training Admissions Manual 2014
5.5 Changing Confirmation decisions
If you record an incorrect Confirmation decision,
please contact the affected applicant immediately
to begin negotiating changes to rectify the error.
You must ensure that your own literature, admissions
policies, and procedures explain what will happen
so that these applicants know they will be treated
equitably.
If you make an incorrect Confirmation decision,
you must:
1. inform the applicant of the error and ask them
to contact UCAS and have the correct decision
recorded on their application
2. call the HEI Team to request the mistake is
corrected – with the applicant’s full permission
Complete withdrawal
Applicants can completely withdraw their application
at any stage of the application cycle by calling
the Customer Contact Centre. We withdraw the
application and send each affected training provider
online notification.
An applicant who accepts an offer and then withdraws
their application may ask to be reinstated. We can
only do this with your agreement.
5.6 Allowing an applicant that has
accepted your offer to apply elsewhere
If an applicant that has accepted an offer from you
wants to apply to a different training programme that
you do not offer, or to a different training provider,
they will need your agreement to do so. You do not
have to agree to this.
• If you do agree to this, use the Confirmation
Reject decision. This will reject the applicant and
allow them to use Apply 2 to apply elsewhere.
We strongly recommend you ask the applicant
to provide a written request and keep this as
evidence during the application cycle.
• If you do not agree to this change, the applicant
will either take up the training programme they
had committed to with you or, if they choose
not to commit, you should use a Confirmation
withdrawal decision to completely withdraw their
application, barring them from applying elsewhere
during the 2014 application cycle.
5.7 Changes to training programme
information
Before making any changes to your data, speak with
your UCAS Teacher Training administrator at your HEI,
SCITT or School Direct lead school − or contact the
UCAS Data Collection Team on 01242 544864
or send an email to coursesdata@ucas.ac.uk.
All changes are made in Net.update and web-link.
The training programme database and website can
be updated within 24 hours of any changes – with the
exception of adding a new training programme, which
may take up to four working days.
English, mathematics and science qualification
requirements for consideration
All training providers use Net.update to inform us
if they want to receive applications from applicants
based on the English, maths, and science GCSEs
or equivalent qualifications that they may hold.
For admission to all your training programmes,
you must make sure one of the following three
options applies.
• Applicants must possess the necessary English and
mathematics (and science for those applying to
work in primary and middle years) qualifications
at time of application.
• Applicants will be considered if they expect to
acquire the necessary qualifications before the
start of the training programme.
• Applicants without the required qualifications
can be considered if they are willing to sit an
equivalence test.
If you change your qualification entry requirements
for any of your training programmes during the
application cycle, you must use Net.update to alter
your training programme records.
You might decide you need to change the details
of your training programmes – such as a change of
accrediting provider, programme outcome or a shift
from non-salaried to salaried. If so, you need to set up
a new programme, inform the applicants affected, and
once you have their agreement, move them into the
new programme, before discontinuing the previous
programme.
25 UCAS Teacher Training Admissions Manual 2014
Discontinued and suspended training
programmes
If a training programme will not be offered for
2014 entry, or for any subsequent years of entry,
you should ensure it’s recorded as ‘discontinued’ in
Net.update. However, if there’s a possibility it might
be offered in 2015, you should ensure it’s recorded
as ‘suspended’ in Net.update13. In either case, the
appropriate action must be taken.
You must contact applicants as soon as the decision
has been taken and explain the situation so that
they can decide on the best course of action.
You must then make every effort to help those
applicants affected.
• Advise applicants of their options, and depending
on their application status, they may be able
to accept an offer from another provider or use
Apply 2 to apply for a new training programme.
• Consider the possibility of offering the applicants
places on one of your other training programmes.
• Try to obtain places for these applicants at other
training providers in your region.
• Offer deferred places, if you know that a
suspended training programme will be offered
again in 2015.
When these applicants have confirmed how they
want to proceed, you must inform the HEI Team.
You must remember to contact applicants who
accepted deferred places for suspended or
discontinued training programmes in previous
application cycles.
13
UCAS provides procedures for discontinuing or suspending training programmes, but we will not be liable for any consequences resulting from the use of these
procedures. You must, therefore, ensure that your action complies with your terms and conditions. We recommend that you take your own legal advice before discontinuing
or suspending any training programmes.
26 UCAS Teacher Training Admissions Manual 2014
Appendices
27 UCAS Teacher Training Admissions Manual 2014
Appendix A − Fraudulent
applications
− including criminal convictions
declaration and applicant terms
and conditions
The submission of fraudulent applications through
the UCAS Teacher Training scheme continues to give
cause for concern. The three main categories of fraud
are:
• applications from those intent on securing a place
by deception
• applications from those intent on securing
bursaries, grants and loans by deception
• applications from those intent on securing a
student visa for the purpose of entering the UK
by deception
The UCAS Verification Team exists to raise awareness
of fraud amongst training providers and to continually
introduce improved measures to combat fraud in
the applications processing system. At the centre of
its operation is the Hunter fraud detection database
through which all applications are processed. The
database holds records of all applications previously
referred for investigation. Each new applicant record
is compared to each of the applicant records already
held on the database and the user is alerted where
matches are identified. Where there are sufficient
grounds for suspicion, the applicant record is flagged
and an investigation initiated. The situation is
monitored on a daily basis. Hunter Alert is the name
given to the cumulative list of cancelled applicants in
the current applications cycle. The list is published on
the last working day of each month and is available in
the Members & providers’ section of the UCAS website
at www.ucas.com/members-providers/our-systems/
fraud-and-similarity. This is a password-protected
area of the website.
Where an applicant is referred for investigation, the
UCAS Verification Team will write to the applicant
and / or the referee seeking to establish the veracity
of the application. If they respond and provide
the documents and / or information requested and
these details support the details declared in their
application, we will allow their application to proceed
as normal and they will be notified in writing. If they
1
respond but fail to provide the requested documents
and / or information within the time specified1 or
provide documents and / or information that fail to
support the details declared in their application or
provide forged documents and / or false information,
their application will be cancelled and they will
be notified in writing. If they fail to respond, their
application will be cancelled and they will be notified
in writing.
Applicants who have paid their application fee using
a credit or debit card without the knowledge or
permission of the card holder will receive a letter from
the Verification Team advising that their application
has been cancelled without notice.
If their application is cancelled, they have the right
to appeal. In order for an appeal to be considered,
it must be submitted in writing, accompanied by
any outstanding documents and / or information
and received in the relevant admissions cycle. All
appeals will be considered by our Head of Admissions
Services within 28 calendar days from the date of
the postmark. The applicant may make a further
appeal to the Chief Executive. The final decision will be
notified to the applicant and / or the referee in writing
and letters copied to the relevant training providers.
During the course of an enquiry, copies of all
correspondence (and related documents if requested)
will be sent to each of their choices. The addressee
will be the Fraud Correspondent for the relevant
training provider. It is important that the contact
details for your Fraud Correspondent are kept
up-to-date and that the information they receive
is disseminated appropriately at your training
provider.
We expect that you will maintain records of the details
of applicants whose applications have been cancelled
as fraudulent. By so doing, you will be able to set up
a means of detecting an approach made by suspect
applicants and take appropriate steps to ensure that
we are informed. Therefore, a positive response to
alerts by us is recommended and you should contact
us if you have any information that can substantiate
initial concerns or indeed can disprove them. In no
circumstances should consideration on academic
grounds be given to anyone notified as suspect before
appropriate checks on the validity of their application
have been carried out.
Initially two weeks and then a further week after a reminder.
28 UCAS Teacher Training Admissions Manual 2014
You are reminded that whilst in the past the majority
of fraud has been perpetrated against those training
providers located in and around London, this is no
longer the case. Ample evidence has been collected
proving beyond doubt that fraudsters will target any
training provider they consider vulnerable. We consider
that the vast majority of fraud continues to be
perpetrated by mature, independent, late and direct2
applicants, to whom particular attention should
be paid.
As in the past, August onwards is particularly favoured
by fraudsters. Our rules state that no individual should
be accepted by direct means for training programmes
recruited through the UCAS Teacher Training scheme
and this is particularly important during the last few
months of the cycle when appropriate application
procedures should be followed at all times. Training
providers should of course undertake their own
verification checks (identity, qualifications, references,
criminal records, child protection etc) before applicants
are allowed to enrol.
For further information, you can contact the
Verification Team by telephone on 01242 545 494,
or fax on 01242 544 952 or email at vu@ucas.ac.uk.
Criminal record checks
Applicants are asked two questions on criminal record
checks. Firstly, they are required to confirm that they
agree to a criminal records check. The following help
text in italics is what each applicant will see for this
question:
Criminal record check
As the training programmes for which you are
applying will involve working with children, you will be
required to disclose any criminal convictions, cautions
or bindovers, irrespective of when they occurred and
agree to an enhanced DBS or Disclosures Scotland
check, depending on where the training programme
is offered.
2
Secondly, applicants are asked to declare if they
have any spent or unspent convictions or other
punishments that would show up on an enhanced
criminal records check each time they add a relevant
training programme into their application. The
following text is what each applicant will see for
this question:
Criminal convictions declaration
This training programme has entry requirements
which require you to disclose further information
regarding any spent or unspent convictions or any
past criminal activities, and also requires an enhanced
criminal records check.
Further checks are also required under the DBS
scheme since this training programme requires regular
contact with children or vulnerable adults.
If you have spent or unspent convictions from a
court outside Great Britain, additional checks may
be carried out depending on the records available in
respect of the applicable country.
An enhanced criminal records check may show all
spent and unspent criminal convictions including (but
not limited to) cautions, reprimands, final warnings,
bind over orders or similar and, to the extent relevant
to this training programme, may also show details
of any minor offences, fixed penalty notices, penalty
notices for disorder, ASBOs or VOOs.
Please tick if you have any spent or unspent
convictions or other punishments that would show
up on an enhanced criminal records check.
If you tick the box you will not be automatically
excluded from the application process.
Finally, it is recommended that you read the
declaration accompanying this question and if these
issues are in any way relevant to you, you should
obtain further advice from appropriate bodies. UCAS
Teacher Training will not be able to assist you in this
respect. You will be asked this question each time you
add a training programme that requires a criminal
conviction declaration.
Direct’ means those who have not used the UCAS application form.
29 UCAS Teacher Training Admissions Manual 2014
Text displayed through declaration link:
Certain professions or occupations such as (but
not limited to) teaching, medicine, dentistry, law,
accountancy, actuarial, insolvency, healthcare,
social work, veterinary medicine, veterinary science,
pharmacy, osteopathy, chiropractic, optometry
and professions or occupations involving work with
children or vulnerable adults, including the elderly or
sick people, are exempt from the Rehabilitation of
Offenders Act (1974).
•
•
Different rules apply to such professions or
occupations with regard to disclosure of information
about criminal convictions. You may be required to
disclose information regarding any convictions even
if they are spent.
Some training programmes in respect of such
professions or occupations involve an integral work
placement and you may not be able to undertake
such placement and complete your studies if you
have criminal convictions.
Furthermore, while you may be permitted to study for
one of the above professions or occupations, you may
not be able to register and practise upon completion
of your training programme.
You should be aware that in respect of these training
programmes:
• The training provider may ask you to provide
further information regarding any convictions
(including spent convictions). If they do so, you
must comply with their request.
• Where required, the training provider will send
you instructions regarding how to provide the
information they require. They may send you
documents to fill in. Where such documents come
from will depend on the location of the training
provider you are applying to. Please visit the
websites for the organisations below for further
information.
• Depending on the type of check, different levels
of information will be revealed. The information
revealed may include unspent convictions and
spent convictions (including cautions, reprimands
and final warnings or similar). Information about
minor offences, penalty notices for disorder
(PNDs), anti-social behaviour orders (ASBOs) or
violent offender orders (VOOs) and other locally
held police information may be revealed where
it is appropriate to the training programme
•
•
•
for a particular occupation or profession. The
information will be disclosed irrespective of when
it occurred.
This means that if you have a criminal conviction
(spent or unspent) or, in certain circumstances,
any minor offence, this information may be made
known to the training provider (but not UCAS) as
part of the check.
If the check reveals that you have had a
conviction, (including any caution, reprimand,
final warning, bind over order or similar) or any
other relevant information including (in certain
circumstances) any minor offence, PND, ASBO
or VOO, the university or college will need to
assess your fitness to practise in the profession
or occupation to which your training programme
relates. Applicants to medicine, for instance,
should be aware that the General Medical Council
will not permit students deemed unfit to practise
to be entered on the medical register and so they
will not be able to practise as doctors. Similar
restrictions may be imposed by other professional
bodies including (but not limited to) those
connected with law, teaching, accountancy,
social work, healthcare, veterinary services,
pharmacy, financial and insurance services
and the armed forces.
You may also be subject to further checks
(before and / or after you complete your training
programme) by prospective employers who will
make their own assessments regarding your
fitness to practise in the relevant profession
or undertake the relevant occupation.
If these issues are in any way relevant to you, you
should obtain further advice from appropriate
bodies. UCAS will not be able to assist you in
this respect.
In England, Wales and Northern Ireland you
may also be required to comply with any other
procedures that may come into force to identify
any individual that is barred from working with
children and vulnerable adults, including elderly
or sick people.
How will training providers handle my application
if I declare a criminal conviction?
If you select ‘Yes’ to declare that you have a criminal
conviction, you will not be automatically excluded
from the application process.
30 UCAS Teacher Training Admissions Manual 2014
The information concerning criminal convictions
will be passed to appointed persons at training
providers. In line with best admissions practice,
they will consider your application separately from
your academic and achievement merits. During this
consideration, they may ask you to provide further
information about your conviction. If they are
satisfied, your application will proceed in the normal
way although they may add certain conditions to any
offer they may make. Otherwise they will notify you
of their decision.
Failure to declare a criminal conviction may result in
expulsion from your training provider.
All information concerning criminal convictions must
be treated sensitively, confidentially and managed in
accordance with the Data Protection Act 1998.
You may find further details about how a criminal
conviction declaration is handled (including the right
to appeal a decision) on training providers’ websites.
In addition, you may also find the details below
useful.
Region agency website address
England and Wales: Disclosure
and Barring Service
www.gov.uk/government/organisations/
disclosure-and-barring-service
Scotland: Disclosure Scotland
www.disclosurescotland.co.uk
• I confirm that the information given on this
application is true, complete and accurate and all
my own work. No information requested or other
material information has been omitted. I give my
consent to the processing of my data by UCAS and
training providers.
• I have read the declaration and the information
about the personal use of data and accept the
terms and conditions they contain. If UCAS
cancels my application in accordance with those
conditions, I shall have no claim against UCAS
or any training provider.
We also advise applicants to read the general
information on our website and the specific
information for teacher training in England,
Scotland or Wales.
Applicant declaration
We include the following text in italics as a link from
the declaration in Apply to tell applicants what they
are agreeing to when they complete the declaration.
Declaration
Please read this declaration and tick the box to
confirm that you accept its terms, so we can process
your application. You must tick the box to confirm that
you accept the terms of the declaration, otherwise we
cannot accept or process your application. This means
that you agree to our general terms and conditions for
use of the UCAS website, the privacy policy and the
terms of the declaration as follows:
a. The information you supply
Northern Ireland: Access Northern Ireland
www.accessni.gov.uk
You will be asked this question each time you add
a training programme that requires a criminal
conviction declaration.
Applicant statements
Before applicants can send their online applications to
us, they must enter ticks in the boxes to confirm that
they comply with the following three statements.
• I confirm that I am the applicant.
If we, or a training provider, have any reason to
believe that you or your referee has:
• left out any information, including any
qualifications you have completed, qualifications
with an unsuccessful grade or qualifications for
which you are still awaiting results
• given false or misleading information
• supplied a personal statement, or parts of a
personal statement, that you have not written
yourself
we may take any necessary steps to check with you
and other parties whether it is accurate or complete.
31 UCAS Teacher Training Admissions Manual 2014
We have the right to cancel your application without
giving you your application fee back, if we determine
(having carried out any necessary checks) or have
reasonable belief, that your application contains false
information, or you have not written your personal
statement.
If you have any reason to believe that information we
have about you is not accurate or complete, you must
tell us.
b. Your personal statement
Your personal statement must be all your own work.
We will carry out checks to verify that your personal
statement is all your own work.
If your personal statement appears to have been
copied from another source, we will inform the
training providers to which you have applied. They will
then take the action they consider appropriate.
c. Misuse of credit or debit card
If you pay your application fee using a credit or debit
card that you do not have permission to use, we will
cancel your application.
We may also cancel your application if your payment
is not honoured i.e. a bank or credit card provider
refuses to pay us.
d. If we need more information about you
We, and the training providers, may, at any time, ask
you, your referee or your employer to provide more
information about your application. For example, we
may need to see proof of
• your identity
• your status
• your qualifications
• your employment history
If we do not receive that information by a set date,
or if the information is not satisfactory, we can cancel
your application without giving you your application
fee back. If your application is cancelled, you will not
be able to submit another application for entry in
2014.
e. How many places can you have?
If you make an application through more than one of
our application schemes; UCAS Teacher Training, the
Universities and Colleges Admissions Service (UCAS)
or the Conservatoires UK Admissions Service (CUKAS),
you may find yourself with more than one confirmed
place.
If this happens, we will ask you to accept one and
withdraw from any others.
f. Your contract
Your application is a contract between you, us and
the relevant training providers. No one else can
enforce any part of this contract under the terms of
the Contracts (Rights of Third Parties) Act 1999 or any
other legislation.
g. If we make a mistake
We try to process applications and decisions efficiently
and accurately. However, to the extent permitted
by law, we will not be liable to you for any mistakes
or delays, or any loss or damage suffered by you as
a result of any mistakes or delays, or if the training
providers change their decisions later.
h. What the training provider expects from you
If you accept an offer of a place from a training
provider, you must accept the terms and conditions
in their prospectus or in the contract they send you at
the same time as or before you accept the offer.
You must read these terms and conditions carefully.
They may allow the training provider to change
or withdraw an offer of a place. If you have any
questions about those terms and conditions, you
should ask the training provider before you accept
any offer of a place.
If the place is at an associated college, and you
accept it, you may also have to follow the terms and
conditions of its partner institution.
i. If the course cannot be offered
If you become a student, under your contract with
the training provider, the provider must do all they
can to provide the educational services described in
their prospectus. If the training provider is unable to
provide these services for any reason, they must do all
they can to keep the disruption to your education as
small as possible.
32 UCAS Teacher Training Admissions Manual 2014
j. Criminal convictions
You must have undergone a criminal records check
through the Disclosure and Barring Scheme or
Disclosure Scotland before you can start your first
teaching placement. You might also be asked to
cooperate with other checks which come into force in
England and Wales at any time during the application
process or later. If you are taking a teacher training
course in Scotland, you will need to comply with the
requirements of the Protecting Vulnerable Groups
(PVG) scheme.
k. Cancelling your application
You have the right to cancel your whole application.
If you let us know within seven days of the date on
our official welcome letter to you, we will refund
your application fee. To do this, please contact our
Customer Contact Centre.
If you want to cancel your application after seven
days, you can use Track at www.ucas.com or call our
Customer Contact Centre. Your application fee will
not be refunded. View the Contact us page on our
website.
l. Obtaining your consent
From time to time, as set out in this declaration, our
privacy policy or otherwise in connection with your
application, we will obtain your consent before we
proceed with certain matters. We will always obtain
your consent by you ticking on the appropriate
checkboxes.
Data Protection Act
UCAS seeks to comply with the terms of the Data
Protection Act 1998 in all respects.
You confirm that the information you have given is
complete and accurate. When you agree to the terms
of use of the application scheme, you consent to
the processing of your personal data (as defined by
the Data Protection Act 1998) by the UCAS Group
of companies and educational establishments in
accordance with our privacy policy.
This means that you accept that:
a. we will share the details of your application with
the training providers to which you apply at any
time during the application cycle so that they can
consider it
b. we may use details in your application to verify
your identity by means of official, publicly
available or commercially available identity
checking services. If any adverse information
is revealed about you, we will give you the
opportunity to provide an explanation
c. we may keep a copy of your application and use
the information to collect and publish statistics
or monitor equal opportunities (or both). No
published information will identify you as an
individual
d. we may use or disclose information on your
application for research and monitoring purposes,
but no information that could identify you as an
individual will be published
e. we may cooperate with, and may share your
personal data with banks, other organisations
and their agents about any products and services
which you apply for, by checking on your identity
and status as a UCAS Teacher Training applicant,
or an accepted applicant, and the commencement
date and duration of your study
f. we will, if appropriate, share information with
relevant professional and/or regulatory bodies
in connection with enquiries relating to ultimate
fitness to practise
g. we will correspond with your exam board or
awarding organisation about your results and
in connection with any survey they undertake
or commission on their behal
h. if your application includes material that appears
to have been copied from another source, we may
notify the training providers to which you have
applied. Where you request us to do so, we may
(but are not obliged) to enter into dialogue with
those parties with a view to resolving the matter
i. we will supply details from your application and
associated examination results to the Higher
Education Statistics Agency
j. we will share your personal data with other
companies in the UCAS Group, who (with your
consent) may use it to keep you informed by
electronic means, or (unless you object) may
use it to keep you informed by other means of
information, services and products that they
think are relevant to you as a student
k. we will share information from your application
with government departments responsible for skills
funding in the UK
33 UCAS Teacher Training Admissions Manual 2014
l. we will share your personal data with the National
College for Teaching & Leadership (NCTL)
who may use this to keep you informed of any
information, services and products that they
think are of relevance to you
Confidentiality
We confirm that the information provided in your
application, including further information given
to support your application and associated with
the progress of your application through the UCAS
Teacher Training scheme, will normally be confidential
between:
a.you
b. the UCAS Group of companies
c. your referees
d. appropriate staff at the training providers to
which you have applied and their consultants or
professional advisers
e. your school, college or training organisation;
including its governing body or controlling
authority
f. your parents or legal guardian, where appropriate
g. professional or regulatory bodies in connection
with enquiries relating to ultimate fitness to
practise
h. your exam board or awarding body or their
respective agents
i. your student support assessment body
j. the higher education funding councils for England,
Wales, Scotland and Northern Ireland
k. the Higher Education Statistics Agency
l. Department for Education and the Department for
Business, Innovation and Skills, including Learning
Records Service (previously MIAP)
m. departments with remits in educational matters
forming part of the devolved Government in
Wales, Scotland and Northern Ireland
n. departments responsible for skills funding: the
Skills Funding Agency (SFA), the Education
Funding Agency (EFA), the Department for
Children, Education, Lifelong Learning & Skills
(DCELLS), the Department for Employment &
Learning Northern Ireland (DELNI) and the
Scottish Qualifications Authority (SQA) or any
successor bodies continuing similar responsibilities
o. accredited researchers or research bodies which
request data for research purposes
p. the training provider which accepts you, to
create a student record about you for the Higher
Education Statistics Agency and its statutory
customers
q. for international applicants, the British Council or
appropriate agency
r. for applicants who also apply to study at
institutions in the Republic of Ireland, The
Central Applications Office Ltd.(Universities
and other Higher Education Institutions)
located in Galway, Ireland
s. The UK Border Agency in connection with
verification procedures for the entry of an
international applicant into the United
Kingdom for study purposes
Other uses
To prevent and detect crimes of any nature, including
fraud and those relating to national security, we
reserve the right to, or we may have to, give outside
organisations, including the police and other crime
prevention and detection agencies, the Home Office,
the Foreign & Commonwealth Office, the UK Border
Agency, the Student Loans Company, the NHS,
local authorities, the Student Awards Agency for
Scotland, examination boards or awarding bodies,
the Department for Work & Pensions and its agencies,
and other international admissions organisations,
information from your application and associated
records. We will keep your application for up to seven
years to prevent or detect fraud.
We also reserve the right to authenticate your identity
by using identity checking services.
How to get a copy of the information that UCAS
holds about you
We confirm that, in line with the terms of the Data
Protection Act, you are entitled to a copy of all your
personal data that we hold. We charge £10 for this
service to cover administrative costs. If you would like
a copy of the information, please write to us giving
your full name, address, Personal ID and enclosing
a cheque or postal order for £10, payable to UCAS
(please write your name and address on the back
of the cheque or postal order). If you want to pay
by debit or credit card, please contact our Customer
Contact Centre.
34 UCAS Teacher Training Admissions Manual 2014
Similarity detection
How the checking is done
Introduction
Copycatch analyses personal statements sentence
by sentence. Complete copying of statements is rare,
but copying part or all of a sentence is more common.
Copied sentences are often modified but Copycatch is
able to identify sentences where this might have taken
place, and indicates this on the highlighted report for
consideration at the training provider.
The Similarity Detection Service provides admissions
staff and decision makers with additional information
for consideration when making decisions about
applicants.
All personal statements processed through the UCAS
Teacher Training scheme are checked with a specially
developed version of the similarity detection software,
Copycatch. Each incoming personal statement is
compared against a library of personal statements
already held by UCAS, and a library of sample
statements collected from a variety of websites and
other sources, including paper publications. After
a new application has been processed, its personal
statement is added to the library.
Any statements with a potential similarity level of at
least 10% are reviewed by the Similarity Detection
Service. Applicants who have used their personal
statement from a previous year’s application will not
be matched with their own statement. However, if
the personal statement from the previous cycle was
copied, the current statement may be detected as
similar to another source. Training providers will be
notified, by an email to the Fraud Correspondent, of
any cases considered to be of interest. This would
normally be daily, except during periods leading up
to a deadline or days following statutory holidays.
Applicants will also be notified that the Similarity
Detection Service has identified their personal
statement as having similarities to other personal
statements already received. The decision about what
action to take, if any, about cases notified to you rests
with individual training providers in accordance with
your own policies and procedures.
Filter settings
The program uses a set of filters to ensure that the
sentences identified are the closest match to those
in the applicant’s personal statement. The process
then checks that there is sufficient inherent similarity
in these sentences for them to be identified as
potentially copied. Finally, it checks that there are a
significant number of potentially copied sentences
in the incoming statement. More details of the
matching process can be found on the secure area
of the members and providers section of the UCAS
website. If you do not have a username and password
to access this area of the website, please call our HEI
Team on 0844 984 1111.
Viewing matched personal statements
You can access the individual marked up personal
statements through the link provided on your
notification email.
What is checked?
We have a library of personal statements to compare
new applications against. This library is continually
augmented with new personal statements as they are
received. We also have a library of example personal
statements from a variety of websites.
35 UCAS Teacher Training Admissions Manual 2014
Appendix B − Residential
category
4Refugee
Residential category (compiled with the help of
UKCISA)
Applicants select a residential category from the list
on the Apply system. We send training providers the
residential categories as a guide to fee payers’ status,
but you should carry out your own checks. Applicants
choose one of the following residential categories.
5 Humanitarian Protection or similar
Residential Category codes
1 UK citizen or EU national
You are a UK or EU national, or are the child or
grandchild, or the spouse or civil partner of a UK
or EU national, and have lived in the European
Economic Area (EEA), Switzerland or Overseas
Territories (OT) for the past three years, but not
just for full-time education.
Or: You are the child of a Swiss national and have
lived in the EEA or Switzerland or OT for the past
three years, but not just for full-time education. If
you have been living in the EEA, Switzerland or OT
for three year partly for full-time education, you
also lived in the EEA, Switzerland or OT prior to
that three year period.
3 Child of a Turkish worker
You are the child of a Turkish national who has
lawfully worked in the UK, and you have lived in
the EEA, Switzerland or Turkey for the past three
years.
You have been granted Exceptional Leave to
Enter or Remain, Humanitarian Protection or
Discretionary Leave or you are the spouse, civil
partner or child under 18 of such a person at
the time of the asylum application.
6 Settled in the UK
If you have been living in the EEA, Switzerland or
OT for three years partly for full-time education,
you also lived in the EEA, Switzerland or OT prior
to that three year period.
2 EEA or Swiss national
Either: You are an EEA or Swiss national working
in the UK, or you are the child, spouse or civil
partner of such a person or you are the parent or
grandparent of an EEA national working in the
UK. You have lived in the EEA or Switzerland or OT
for the past three years, but not just for full-time
education. If you have been living in the EEA,
Switzerland or OT for three years partly for full-time
education, you also lived in the EEA, Switzerland
or OT prior to that three year period.
You have been recognised as a refugee by the
British government or you are the spouse, civil
partner or child under 18 of such a person at the
time of the asylum application.
You have Indefinite Leave to Enter or Remain
in the UK or have the Right of Abode in the UK
and have lived in the UK, the Channel Islands or
the Isle of Man (or more than one of these) for
three years, but not just for full-time education.
(However, this does not apply if you are exempt
from immigration control, for example, as a
diplomat, a member of visiting armed forces or an
employee of an international organisation or the
family or staff member of such a person: if this is
your situation your residential category is Other).
7Other
Based on the answers to the questions below, you
fit into ‘other’ category.
The UCAS Teacher Training Apply help text
includes the following series of questions to help
applicants determine their provisional residential
status.
Q1 Are you a UK or EU national or the direct
descendant (child or grandchild) or the spouse or
civil partner of a UK or EU national?
YES:go to question 2
NO: go to question 5
Q2 For three years or more prior to the start of
your training programme, have you lived in the
UK, EU, EEA, Switzerland or Overseas Territories
(OT)?
YES:go to question 3
NO: go to question 5
36 UCAS Teacher Training Admissions Manual 2014
Q3 For any of that three year period, have you
only been living in the UK, EU, EEA, Switzerland
or OT to receive full-time education?
Q10 Are you the child of a Turkish national and is
your parent living (and has lawfully worked) in the
UK?
YES:go to question 4
NO: code: UK citizen or EU national
YES:go to question 11
NO: go to question 12
Q4 Prior to that three year period, did you live
in the UK, EU, EEA, Switzerland or OT?
Q11 For three years or more prior to the start
of your training programme, have you lived in
the EEA, Switzerland, OT or Turkey?
YES:code: UK citizen or EU national
NO: go to question 5
Q5 Are you an EEA or Swiss national working in
the UK or the child or the spouse or civil partner
of such a person or the direct ascendant (parent
or grandparent) of an EEA national working in
the UK?
YES:go to question 6
NO: go to question 7
Q6 For three years or more prior to the start of
your training programme, have you lived in the
EEA, Switzerland or OT?
YES:code: EEA or Swiss national
NO: go to question 7
Q7 Are you a child of a Swiss national and for
three years or more prior to the start of your
training programme, have you lived in the EEA,
Switzerland or OT?
YES:go to question 8
NO: go to question 10
Q8 For any of that three year period, have you
only been living in the EEA, Switzerland or OT
to receive full-time education?
YES:go to question 9
NO: code: EEA or Swiss national
Q9 Prior to that three year period, did you live
in the EEA, Switzerland or OT?
YES:code: EEA or Swiss national
NO: go to question 10
YES: code: child of a Turkish worker
NO: go to question 12
Q12 Are you a refugee recognised by the UK
government or were you the spouse, civil partner
or child under 18 (of either the refugee or their
spouse or civil partner) at the time of the asylum
application?
YES:code: Refugee
NO: go to question 13
Q13 Have you been granted Humanitarian
Protection or any other form of immigration
permission to stay in the UK as the result of
having applied for refugee status or were you
the spouse, civil partner or child under 18
(of either the refugee or their spouse or civil
partner) at the time of the asylum application?
YES:code: Humanitarian Protection or similar
NO: go to question 14
Q14 Does your permission to stay in the UK have
any actual or implied time limit attached to it,
for example a specific date or when your parent’s
posting to the UK will end?
YES:code: other
NO: code: Settled in the UK
In all other cases, please put ‘Other’ as your residential
category.
Notes
For the purposes of a provisional status, the UK
includes the Channel Islands and the Isle of Man.
However, when it comes to the fee status designated
by your training provider, you should note that
different rules may apply if you have not lived on the
UK mainland for three years prior to your training
programme start date.
37 UCAS Teacher Training Admissions Manual 2014
The European Union (EU) includes the following 28
countries: Austria, Belgium, Bulgaria, Croatia, Republic
of Cyprus, Czech Republic, Denmark (not including
the Faroe Islands and Greenland), Estonia, Finland,
France (including the French overseas departments
of Guadeloupe, Martinique, French Guyana,
Reunion), Germany (including Heligoland), Greece,
Hungary, Republic of Ireland, Italy, Latvia, Lithuania,
Luxembourg, Malta, the Netherlands, Poland, Portugal,
Romania, Slovakia, Slovenia, Spain (including Ceuta,
Melilla, the Balearic Islands and the Canaries),
Sweden, and the United Kingdom (with Gibraltar).
The European Economic Area (EEA) consists of the
countries of the EU plus Iceland, Liechtenstein and
Norway. For the purposes of residence, this includes
the whole of the island of Cyprus.
The Overseas Territories (OT) are: Anguilla; Aruba;
Bermuda; British Antarctic Territory; British Indian
Ocean Territory; British Virgin Islands; Cayman
Islands; Ducie & Oeno Islands; Falkland Islands;
Faroe Islands; French Polynesia; French Southern and
Antarctic Territories; Greenland; Henderson, Mayotte;
Montserrat; Netherlands Antilles (Bonaire, Curaçao,
Saba, Sint Eustatius and Sint Maarten); Pitcairn, South
Georgia and the South Sandwich Islands; St Helena
and Dependencies (Ascension Island and Tristan
de Cunha); St Pierre et Miquelon; the Territory of
New Caledonia and Dependencies; Turks and Caicos
Islands and Wallis and Futuna.
The Home Office will have sent you a letter confirming
your status if you are officially recognised as a refugee
or if you have been granted Exceptional Leave to Enter
or Remain, Humanitarian Protection or Discretionary
Leave in the UK.
If your circumstances change leading to different
answers to these questions, you should immediately
tell the training providers you have chosen. For
example, if either of your parents is granted UK or
EU citizenship or if either of your parents is granted
refugee status.
Appendix C − Disability
codes
Applicants with disabilities
Applicants state whether or not they have any
disabilities. Applicants select a statement from a
drop-down list that best describes their disability.
Applicants with no disability select ‘No disability’ from
the drop-down list. The Apply system also provides a
section for applicants to state any special needs or
support required at the assessment stage due to their
disability.
The codes for disabilities, special needs and medical
conditions.
A No disability.
B You have a social /communication impairment
such as Asperger’s syndrome /other autistic
spectrum disorder.
C You are blind or have a serious visual impairment
uncorrected by glasses.
D You are deaf or have a serious hearing
impairment.
E You have a long standing illness or health
condition such as cancer, HIV, diabetes, chronic
heart disease, or epilepsy.
F You have a mental health condition, such as
depression, schizophrenia or anxiety disorder.
G You have a specific learning difficulty such as
dyslexia, dyspraxia or AD(H)D.
H You have physical impairment or mobility issues,
such as difficulty using your arms or using a
wheelchair or crutches.
I You have a disability, impairment or medical
condition that is not listed above.
I You have two or more impairments and / or
disabling medical conditions.
For further information, visit the ‘Advice for
International Students’ page on the UK Council for
International Student Affairs website (www.ukcisa.
org.uk) or the ‘Studying’ page on the Home Office UK
Border Agency website (www.ukba.homeoffice.gov.
uk).
38 UCAS Teacher Training Admissions Manual 2014
Appendix D − Terms and
conditions
1 Definitions and interpretation
1.1 In these terms and conditions the following
expressions will have the following meanings unless
inconsistent with the context.
Applicant − applicant applying for postgraduate
teacher training programmes within the United
Kingdom.
Applicant Data − shall mean all applicant data
provided to the Training Provider pursuant to the
terms of the UTT Manual.
Business Day − any day other than a Saturday or
Sunday or a public or bank holiday in England.
Capitation Fee − means the fee(s) and / or costs set
out in paragraph 4 of Schedule 1.
Charges − means the fee(s) and /or costs set out by
UCAS in respect of the Services in accordance with
Schedule 1 and Clause 4 of this Appendix.
Commencement Date − means the date the joining
form is signed by the Training Provider which is the
date the Membership Agreement becomes effective.
FOIA − the Freedom of Information Act 2000
together with any guidance and / or codes of practice
issued by the Information Commissioner in relation
to such legislation.
Intellectual Property Rights − all intellectual
and industrial property rights including patents,
registered trade marks, registered designs, utility
models, applications for and rights to apply for
any of the foregoing, unregistered design rights,
unregistered trade marks, rights to prevent passing
off for unfair competition and copyright, database
rights, topography rights and any other rights in any
invention, discovery or process, in each case in the
United Kingdom and all other countries in the world
and together with all renewals and extensions.
Membership Agreement − shall include collectively
the joining form signed by the Training Provider, the
UTT Manual and this Appendix.
Purpose − means the purpose of deciding whether to
offer a postgraduate teachers training programme to
the Applicant.
Services − the services to be provided by UCAS to
the Training Provider pursuant to the terms of the
UTT Manual.
Training Provider − means the training provider
specified in the joining form.
Training Provider Obligations − means those
obligations outlined in the UTT Manual.
UCAS − either University and Colleges Admissions
Service (registered number 2839815), a company
limited by guarantee with registered office at Rosehill,
New Barn Lane, Cheltenham, Gloucestershire, GL52
3LZ, or UCAS Media Limited (registered number
2737300), a limited liability company with registered
office at the same address.
UTT Manual − the UCAS Teacher Training Manual
to which this Appendix is attached.
Duration
1.2 The Membership Agreement will commence
on the date of signature of the joining form and
will continue unless terminated by either party by
providing thirty days notice.
2 The services
2.1 UCAS shall use all reasonable endeavours
to provide the Services to the Training Provider in
accordance with the UTT Manual and with reasonable
care and skill.
2.2 The Training Provider shall comply with its
obligations specified in the UTT Manual.
3 Charges and payments
3.1 The total Charges due in respect of the Services
shall be the amounts calculated in accordance with
Schedule 1.
39 UCAS Teacher Training Admissions Manual 2014
3.2 UCAS shall invoice the Training Provider in
respect of the Charges together with all VAT due in
accordance with the timescales set out in Schedule 1.
5 Warranties
3.3 UCAS shall invoice any other Charges due under
this Agreement exclusive of VAT when such Charges
arise.
5.1.1 all data (including any Applicant Data)
provided and communicated (whether in writing
or otherwise) to UCAS by the Training Provider
in connection with the Membership Agreement
shall be true, complete and accurate in all material
respects and shall be updated from time to time
to ensure data is current
5.1.2 it has full right, power and authority to enter
into the Membership Agreement
5.1.3 it is of sound financial standing and the
Training Provider is not aware of any circumstances
which may adversely affect such financial standing
in the future
5.1.4 it has full right, power and authority to
share the data (including any Applicant Data)
with UCAS
5.1 The Training Provider warrants, represents and
undertakes to UCAS that:
3.4 The Training Provider shall pay each invoice
submitted to it by UCAS, in full and in cleared funds,
within 30 days of the date of the invoice.
3.5 If any undisputed sum payable under the
Membership Agreement is not paid when due then
the party entitled to payment may claim interest from
the due date until payment is made in full both before
and after any judgment, at 2 per cent per annum
over HSBC Bank plc base rate from time to time. The
parties agree that this clause 3.5 is a substantial
remedy for late payment of any sum payable under
the Membership Agreement in accordance with
section 8(2) Late Payment of Commercial Debts
(Interest) Act 1998.
6 Termination
4 Intellectual Property
4.1 UCAS authorises the Training Provider to use
the Intellectual Property Rights of UCAS for the
purposes only of exercising its rights and performing
its obligations under the Membership Agreement. The
Training Provider will have no other rights whatsoever
in respect of the Intellectual Property Rights of UCAS.
4.2 All Intellectual Property Rights which arise
during the term of the Membership Agreement and
(i) are created at UCAS’ request by or on behalf of
the Training Provider in the course of and solely for
the purposes of the provision of the Services, (ii)
are created on a bespoke basis for UCAS, or (iii) are
specified in the Membership Agreement as being the
subject of assignment pursuant to this clause 4.2 will
belong to UCAS. The Training Provider hereby assigns
all such Intellectual Property Rights to UCAS, by way
of assignment of future Intellectual Property Rights,
with full title guarantee and without charge to UCAS
(including all such Intellectual Property Rights arising
in respect of any adaptations, modifications and/or
enhancements of any of UCAS’ Intellectual Property
Rights). The Training Provider agrees to do or procure
the doing of all such acts and things and to execute or
procure the execution of all such documents as may
be required to vest ownership of all such Intellectual
Property Rights in UCAS.
6.1 Either party may by written notice served on the
other party terminate the Membership Agreement
immediately if the other party commits any material
breach or any persistent material breach (as the
phrase “persistent material breach” is defined in
clause 6.3) of any of the terms of the Membership
Agreement and, where the breach is capable of
remedy, fails to remedy such breach in accordance
with written notice provided by the other party not
in breach, specifying the breach and requiring it to be
remedied within a reasonable period.
6.2 UCAS may by written notice served on the
Training Provider terminate the Membership
Agreement immediately if the Training Provider:
6.2.1 being a company, is unable to pay its debts
within the meaning of section 123 Insolvency
Act 1986, makes a proposal for a voluntary
arrangement or convenes a meeting of its
creditors to consider such a proposal, becomes
subject to any voluntary arrangement, has a
receiver, manager, or administrative receiver
appointed over any of its assets, undertaking or
income, passes a resolution for its winding-up
(save for the sole purpose of a solvent liquidation
to effect a reconstruction or amalgamation), is
subject to a petition granted by any court for its
40 UCAS Teacher Training Admissions Manual 2014
winding-up, has a provisional liquidator appointed,
has a proposal for a compromise or arrangement
sanctioned by the court pursuant to section 899
Companies Act 2006 (save for the sole purpose of
a solvent reconstruction or amalgamation), has
an administrator appointed in respect of it or is
the subject of an application for administration
filed at any court or a notice of appointment of
an administrator filed at any court or a notice of
intention to appoint an administrator filed at any
court by any person or is the subject of a notice to
strike off the register at Companies House.
6.2.2 Being an individual, partnership or firm has
entered into any composition or arrangement
with its creditors, has a petition presented by it
or by any other person for its bankruptcy, has a
bankruptcy order made against it, has applied to
the Court for an interim order under section 253
Insolvency Act 1986, has submitted a proposal
for a voluntary arrangement to a nominee under
section 256A Insolvency Act 1986, has a petition
presented for an Administration Order under
Part III Insolvent Partnerships Order 1994 (“the
Order”), has a petition presented for winding up
as an unregistered company under Parts IV or V
of the Order, has an interim receiver of its property
appointed under section 286 Insolvency Act 1986,
is unable to pay its debts within the meaning of
sections 267 and 268 Insolvency Act 1986, has
a receiver or manager appointed over any of its
assets, has a receiver appointed under the Mental
Health Act 1983, dies or by reason of any illness
(including mental disorder or infirmity), accident
or injury or any other cause whatsoever becomes
unable to comply with its obligations under the
Membership Agreement; or
6.2.3 Has any distraint, execution or other process
levied or enforced on any of its property.
6.3 For the purposes of clause 6.1 a breach will be
considered persistent and incapable of remedy if the
same breach occurs on two (2) or more occasions in
any consecutive period of three (3) calendar months
(“persistent material breach”).
6.4 UCAS may any time by notice in writing
terminate the Membership Agreement as from the
date of service of such notice if there is a change of
control, as defined by Section 416 of the Income and
Corporation Taxes Act 1988, in the Training Provider.
The Training Provider shall notify UCAS within two (2)
months of any change of control taking place.
6.5 The Training Provider warrants that neither it nor
any of its officers or employees has or will have any
interest in any matter where there is or is reasonably
likely to be a conflict of interest with UCAS arising
in connection with entering into or performing the
Membership Agreement or where any such conflict
will or is reasonably likely to arise for any employee
of UCAS, save to the extent fully disclosed to and
approved by UCAS. The Training Provider shall
check for any conflict of interest at regular intervals
throughout the term of the Membership Agreement
and in any event not less than once in every six
months and shall notify UCAS in writing immediately
upon becoming aware of any actual or potential
conflict of interest and shall work with UCAS to do
whatever is necessary (including the separation of
staff working on, and data relating to, the Membership
Agreement from the matter in question) to manage
such conflict to UCAS’ satisfaction, provided that,
where UCAS is not so satisfied, it may terminate the
Membership Agreement forthwith on written notice
to the Training Provider.
6.6 The termination of the Membership Agreement,
howsoever arising, is without prejudice to the
rights, duties and liability of either the Training
Provider or UCAS accrued prior to termination.
The conditions which expressly or impliedly have
effect after termination will continue to be in force
notwithstanding termination.
7 Force Majeure
7.1 Neither party will be liable to the other for
any failure or delay or for the consequences of any
failure or delay in performance of the Membership
Agreement if it is due to any event beyond the
reasonable control of a party to the Membership
Agreement including, without limitation, acts of God,
war, industrial disputes, protests, fire, flood, storm,
tempest, epidemic, explosion, terrorism, national
emergencies, or industrial disputes other than those
affecting the workforce of a party to the Membership
Agreement (“Force Majeure”), and the party so
delayed will be entitled to a reasonable extension
of time for performing such obligations. If the Force
Majeure in question continues for more than 30 days
either party may give written notice to the other to
terminate the Membership Agreement. In either case
the notice to terminate must specify the termination
date, and once such notice has been validly given,
the Membership Agreement will terminate on that
termination date.
41 UCAS Teacher Training Admissions Manual 2014
8 Liability
8.1 Subject to clause 8.3 each party’s aggregate
liability under each Membership Agreement (whether
in contract, tort (including negligence), breach of
statutory duty, restitution or otherwise) in respect of
any loss of or damage to tangible property (which
for the avoidance of doubt includes data) (whether
belonging to the other party or a third party)
howsoever caused will be limited to £5,000,000
(five million pounds).
8.2 Subject to clause 8.3, each party’s aggregate
liability under the Membership Agreement (other than
in respect of a breach of clause 11 by either party)
(whether in contract, tort (including negligence),
breach of statutory duty, restitution or otherwise) in
respect of any loss or damage other than that referred
to in clause 8.1 howsoever caused will be limited to
an amount equal to twice the Charges paid under the
Membership Agreement in an application cycle.
8.3 Neither party excludes its liability (if any) to the
other party:
8.3.1 for personal injury or death resulting from
its negligence
8.3.2 for any matter which it would be illegal for it
to exclude or to attempt to exclude its liability; or
8.3.3 for fraud
9 Insurance
9.1 The Training Provider will, prior to the
Commencement Date, at its own cost take out and
maintain the following insurance cover (the “Required
Insurance Policies”), covering all of the Training
Provider’s activities carried out pursuant to or in
relation to the Membership Agreement, as well as any
other insurance required by law, providing cover for the
Training Provider and its officers, employees, agents
and sub-contractors:
9.1.1 public liability insurance with a minimum
limit of indemnity of £5,000,000 (five million
pounds)
9.1.2 employers’ liability insurance with a
minimum limit of indemnity of £1,000,000 (one
million pounds) in accordance with the Training
Provider’s legal obligations from time to time; and
9.1.3 product liability insurance with a minimum
limit of indemnity of £1,000,000 (one million
pounds); and
9.1.4 professional indemnity insurance with
a minimum limit of indemnity of £1,000,000
(one million pounds)
9.2 The Required Insurance Policies will:
9.2.1 be maintained with reputable insurers
approved by UCAS (such approval not to be
unreasonably withheld or delayed); and
9.2.2 provide for minimum limits of indemnity for
the amounts specified in clause 9.1 in respect of
the relevant cover for any one occurrence
9.3 The Training Provider shall produce evidence
to UCAS on reasonable request of the terms of the
Required Insurance Policies and payment of all
premiums due on each policy.
9.4 The Training Provider warrants that nothing has
or will be done or be omitted to be done which may
entitle any insurer to refuse to pay any claim under
any of the Required Insurance Policies, result in any
of the Required Insurances being or becoming void,
voidable or unenforceable or which might otherwise
prejudice any of the Required Insurance Policies.
10 Confidentiality and Data
Protection
10.1 Each party shall keep confidential any
confidential information (“Confidential Information”)
disclosed to it by the other. Confidential information
includes, without limitation, the Applicant Data,
information which is marked or expressed as being
confidential, the contents of the Membership
Agreement including these terms and conditions, and
any information which could reasonably be deemed
to be confidential from its nature, content or the
circumstances in which it is provided.
10.2 The Training Provider shall not disclose
Confidential Information to anyone else except to
its employees, agents and sub-contractors who need
the information to effect proper performance of the
Membership Agreement and / or to its professional
advisers who are subject to a duty of confidentiality.
10.3 The Training Provider shall not use Confidential
Information provided for any purpose other than
to perform its obligations under the Membership
Agreement.
42 UCAS Teacher Training Admissions Manual 2014
10.4 Each party shall be responsible for ensuring that
any person to whom information is disclosed by them
complies with the terms of this clause 10.
10.5 The provisions of clauses 10.1 to 10.4 will not
apply to the whole or any part of the Confidential
Information which is:
10.5.1 lawfully obtained after the date of
the Membership Agreement free of any duty
of confidentiality otherwise than directly or
indirectly from the other party to the Membership
Agreement
10.5.2 already in the other party’s possession
(which can be demonstrated by that other party
from written records), other than as a result of
a breach of this clause 10
10.9 The Training Provider shall process the Applicant
Data by secure means, including encryption of
portable or mobile devices or any other processing
equipment that may be vulnerable , in order to
prevent unauthorised access or disclosure.
10.10 The Training Provider shall only process the
Applicant Data for the Purpose.
10.11 Should UCAS be required to comply with a
request for access to information by a data subject,
the Training Provider shall use all reasonable
endeavours to assist UCAS and supply all copies of the
Applicant Data within the requested timescales.
10.12 The Training Provider shall ensure that both
hard and soft copy Applicant Data shall be protected
by technical and organisational security controls.
10.5.3 in the public domain other than as a result
of a breach of this clause 10
10.5.4 necessarily disclosed pursuant to a
statutory or regulatory obligation but then only
to the extent of such required disclosure
10.13 The Training Provider shall ensure that it
immediately reports any breaches of security that
may impact on confidentiality, integrity or availability
of the Applicant Data and potentially lead to a breach
of the Data Protection Act in writing to UCAS.
10.5.5 disclosed to the professional advisers,
lawyers, auditors and bankers of each party under
terms of confidentiality and those professional
advisers, lawyers, auditors and bankers are bound
by a duty of confidence; or
10.14 The Training Provider shall securely delete
all Applicant Data within fourteen days of it being
confirmed in writing as received by UCAS during the
Term or on expiry or termination of the Membership
Agreement.
10.5.6 disclosed with prior written consent of the
other party
10.15 The Training Provider shall not process the
Applicant Data outside the EEA including but without
limitation hosting the Applicant Data on servers
outside the EEA, without the written consent of the
Data Controller and shall ensure that its employees
undertake appropriate Data Protection and security
training on an ongoing basis to ensure compliance
with these terms and conditions.
10.6 The provisions of this clause 10 are without
prejudice to any employee’s rights under the Public
Interest Disclosure Act 1998 to make protected
disclosures.
10.7 These obligations of confidentiality shall survive
termination of the Membership Agreement.
10.8 UCAS is a data controller as defined in the
Data Protection Act 1998 (“the Act”) in respect of
the Applicant Data. If in the course of performing
Services the Training Provider acts as data processor
(as defined in the Act) in respect of such data, the
Training Provider will perform its obligations under
each Membership Agreement in accordance with
(and so as to enable UCAS to comply with UCAS’
obligations under) the Act and any future legislation
enacted in replacement of the Act.
11 Freedom of Information
11.1 The Training Provider acknowledges that UCAS
is subject to the requirements of the FOIA, and shall
assist and cooperate with UCAS to enable UCAS to
comply with its Information (as defined in FOIA)
disclosure obligations.
11.2 The Training Provider shall:
11.2.1 transfer to UCAS all requests for
information which term includes requests for
information as defined in FOIA that it receives
as soon as practicable and in any event within
2 Business Days of receiving a request for
information
43 UCAS Teacher Training Admissions Manual 2014
11.2.2 provide UCAS with a copy of all
information in its possession or power in the form
that UCAS requires within 5 Business Days (or
such other period as UCAS may specify) of UCAS’
request; and
11.2.3 provide all necessary assistance as
reasonably requested by UCAS to enable UCAS
to respond to the request for information within
the time for compliance set out in section 10 of
the FOIA
11.3 UCAS shall be responsible for determining in its
absolute discretion whether any information is exempt
from disclosure in accordance with the provisions of
the FOIA and any applicable codes of practice.
11.4 In no circumstances shall the Training Provider
respond directly to a request for information unless
authorized to do so in writing by UCAS.
11.5 The Training Provider acknowledges that UCAS
may, acting in accordance with applicable laws, be
obliged to disclose Information without consulting
or obtaining consent from the Training Provider,
or having taken the Training Provider’s views into
account.
11.6 The Training Provider shall ensure that all
information is retained for disclosure and shall permit
UCAS to inspect such records as requested from time
to time.
12 Audit and records
12.1 UCAS may audit the Training Provider’s
performance of the Membership Agreement at any
time, including after performance of the Training
Provider’s obligations, but shall not do so more than
once in each calendar year unless (i) required to
conduct any additional audit for legal or regulatory
reasons or (ii) UCAS reasonably considers that one
or more additional audits are necessary in any given
year. The Training Provider shall co-operate with UCAS
and its appointed auditors. UCAS shall pay the fees of
any third party auditor.
13 General
13.1 Each right or remedy of UCAS under the
Membership Agreement is without prejudice to any
other right or remedy of UCAS under this Membership
Agreement or any other Membership Agreement.
13.2 If any condition or part of the Membership
Agreement is found by any court, tribunal,
administrative body or authority of competent
jurisdiction to be illegal, invalid or unenforceable
then that provision will, to the extent required, be
severed from the Membership Agreement and will be
ineffective without, as far as is possible, modifying any
other provision or part of the Membership Agreement
and this will not affect any other provisions of the
Membership Agreement which will remain in full force
and effect.
13.3 No failure or delay by UCAS to exercise any
right, power or remedy will operate as a waiver of
it nor will any partial exercise preclude any further
exercise of the same, or of some other right, power
or remedy.
13.4 UCAS may assign, delegate, license, hold
on trust or sub-contract all or part of its rights or
obligations under the Membership Agreement.
13.5 The Membership Agreement is personal to
the Training Provider who may not assign, delegate,
license, hold on trust or sub-contract the Membership
Agreement or any of its rights or obligations under the
Membership Agreement without UCAS’ prior written
consent which may be withheld or given under such
conditions as UCAS thinks fit, and provided (i) that
the Training Provider shall remain responsible for all
services performed by any permitted sub-contracted
Membership Agreement and (ii) that such services
shall be performed under the same conditions as if
executed by the Training Provider.
13.6 The parties to the Membership Agreement do
not intend that any of its terms will be enforceable
by virtue of the Contracts (Rights of Third Parties) Act
1999 by any person not a party to it.
13.7 The Membership Agreement contains all
the terms which UCAS and the Training Provider
have agreed in relation to the UTT scheme and
supersedes any prior written or oral agreements,
representations or understandings between the
parties relating to such Services. The Training Provider
acknowledges that it has not relied upon any warranty,
representation, statement or understanding made or
given by or on behalf of UCAS which is not set out in
the Membership Agreement. Nothing in this clause
13.7 will exclude any liability which one party would
otherwise have to the other party in respect of any
statements made fraudulently.
44 UCAS Teacher Training Admissions Manual 2014
13.8 Nothing contained in these terms and
conditions nor in any of the Membership Agreement,
and no action taken by the parties pursuant to the
same, will be deemed to constitute a relationship
between the parties of partnership, joint venture,
principal and agent or employer and employee.
Neither party has, nor may it represent that it has,
any authority to act or make any commitments on
the other party’s behalf.
13.9 The Membership Agreement (including any
special terms and conditions agreed between the
parties) may only be varied or amended in writing
and signed by the parties.
14 Notices
14.1 Any notice, demand or communication in
connection with the Membership Agreement will be in
writing and may be delivered by hand, first class post,
Special Delivery post, or facsimile (but not by e-mail),
addressed to the recipient at its registered office or its
address or facsimile number (as the case may be) as
stated in the Membership Agreement (or such other
address or facsimile number which the recipient has
notified in writing to the sender in accordance with
this clause 14, provided that such notification is
received by the sender not less than seven Business
Days before the notice is despatched).
14.2 The notice, demand or communication will be
deemed to have been duly served:
14.2.1 if delivered by hand, at the time of delivery
14.2.2 if delivered by first class post or Special
Delivery post, 48 hours after being posted
14.2.3 if delivered by facsimile, at the time of
transmission, provided that a confirming copy is
sent by first class post to the other party within 24
hours after transmission
provided that where in the case of delivery by
hand or transmission by facsimile such delivery
or transmission occurs either after 4.00 pm on a
Business Day, or on a day other than a Business
Day, service will be deemed to occur at 9.00 am
on the next following Business Day
14.3 For the avoidance of doubt, where proceedings
have been issued in the Courts of England and Wales
the provisions of the Civil Procedure Rules must be
complied with in respect of the service of documents
in connection with those proceedings.
15 Dispute resolution
15.1 This clause 15 will not prevent a party to the
Membership Agreement (“the affected party”) from:
15.1.1 seeking injunctive relief in the case of
any breach or threatened breach by the other
party of any obligation of confidentiality or
any infringement by the other party to the
Membership Agreement of the affected party’s
Intellectual Property Rights; or
15.1.2 commencing any proceedings where this is
reasonably necessary to avoid any loss of a claim
due to the rules on limitation of actions
15.2 If any dispute arises out of the Membership
Agreement (“a Dispute”) the parties will attempt
to resolve it by negotiating in good faith. Subject to
clause 15.1 the procedures set out in the rest of this
clause 15 will be followed prior to the issue of any
proceedings or in relation to any Dispute concerning
matters of procedure and management.
15.3 Any Dispute which the parties fail to resolve
within 14 calendar days of its first notification by one
party to the other will be referred to UCAS’ Director
of Finance and Corporate Services and the Training
Provider’s nominated equivalent senior person for
resolution.
15.4 If the relevant Dispute remains unresolved
within 14 calendar days of its referral to the parties’
representatives pursuant to clause 15 the Dispute
will be referred to UCAS’ Chief Executive Officer and
the Training Provider’s nominated equivalent senior
person for resolution.
15.5 If the relevant Dispute remains unresolved
within 14 days of its referral to the parties’
representatives pursuant to clause 15.4, then
either party may commence proceedings in
accordance with clause 15.
16 Jurisdiction
16.1 The formation, existence, construction,
performance, validity and all aspects whatsoever of
the Membership Agreement or of any term of the
Membership Agreement will be governed by English
law. The English Courts will have exclusive jurisdiction
to settle any disputes which may arise out of or in
connection with the Membership Agreement. The
parties agree to submit to that jurisdiction.
45 UCAS Teacher Training Admissions Manual 2014
Schedule 1
Charges
1. Financial year
1.1. The initial financial year shall end on the 31 July
immediately following the Commencement Date.
1.2. Subject to paragraph 1.1 above, the financial
year shall run from the 1 August to 31 July inclusive
in all subsequent years.
2. All Charges
2.1. In any financial year the Charges due under
this Agreement shall be calculated as set out in this
Schedule 1.
2.2. UCAS shall have the right to vary the amount of
any or all Charges in line with UCAS’ applicable fees,
as required from time to time by the UCAS Board, and
shall provide a minimum of 3 (three) months’ written
notice to the Institution of any such variation.
2.3. The Charges may be amended annually, under
paragraph 2.2 of this Schedule 1, by UCAS and UCAS
shall have sole and exclusive discretion in respect
of the Charges, including but not limited to the
Capitation Fee, and other charges.
3.2. The Training provider shall be notified by UCAS
of the level of the Joining Fee as soon as is reasonably
practicable to do so, and in any event prior to the
Training Provider entering into the Membership
Agreement.
3.3. The Joining Fee is solely and exclusively
in relation to the initiation, set-up and other
administration costs of Training Provider’s
membership to the UTT and is non-refundable;
specifically the Joining Fee entitles the Training
Provider to access the UTT and does not count in
respect of any usage of the Services whatsoever.
4. Capitation fee
4.1. The Capitation Fees are those charges the
Training Provider shall pay per Applicant to whom the
Training Provider has made an unconditional offer and
the Applicant has accepted the offer. The Capitation
Fee is currently £17.00 exclusive of VAT per Applicant
but is subject to paragraph 2.3. UCAS specifically
reserves the right to vary this Capitation Fee on 3
months’ notice in writing to the Training Provider,
which shall only occur once in any 12 month period.
4.2. UCAS shall invoice the Training Provider in
August and February in each of the Admission Cycles
in arrears.
2.4. UCAS will invoice such Charges as set out in
this Schedule 1 and the Training Provider shall pay
in accordance with Clause 3 of these terms and
conditions.
2.5. All Charges due under the Membership
Agreement are exclusive of VAT, or such similar tax as
may be set from time to time.
2.6. The fee notice from UCAS shall form part of
the Membership Agreement for the purposes of
calculations under this Schedule 1.
3. Joining fee
3.1. On acceptance by UCAS of the training provider’s
membership agreement, the training provider shall be
liable for a “joining fee” as set down in the notice of
charges from UCAS.
46 UCAS Teacher Training Admissions Manual 2014
© UCAS 2013
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)
UCAS reference: UTT1014
Publication reference: 7244
gttr
Formerly