This means that course type, course deadline, profile fields and details of course specific requirements were carried across as the default settings for the 2017 cycle.
Please be aware that if you have since made any changes, added a new course, or changed course requirements for a 2016 course, the changes will not have automatically been saved to the 2017 course.
We recommend that, if you need to change any details, you do so by the end of April. This will ensure you have enough time to check the data and for us to provide you reports, if you require them, before this information is published on the search tool.
Follow the specific guidance below where appropriate to:
- set course deadlines
- set interview, audition or portfolio information
- set the course level enhanced criminal convictions declaration flag (DBS or Disclosure)
- set admissions test information
To amend your copy form status
Please note: when you add a new course in Course Collect, your copy form preference will default to ‘No’.
- sign in to Course Collect
- go to the 'Venues' tab
- select the 'Copy forms' button on the left
- either search for a specific programme, or click the 'Find programmes' button to return a list of all programmes
- the current copy form preference can be seen on the extreme right of the search results pane
- to amend the preference, click the box to the left of the programme title
- click the 'Set copy form preference' button at the bottom of the results pane
- set your required preference
- click the 'Apply changes' button at the bottom of the screen
Setting course deadlines for 2017
The deadline for each course will be shown in the UCAS search tool in the 'How to apply' tab, and is the date by which all providers must give equal consideration for applications received at UCAS.
These are:
- 15 October deadline: the application deadline for most medicine, dentistry, veterinary medicine or veterinary science courses
- 24 March deadline: you may select this application deadline for art and design courses
- 15 January deadline: all other courses MUST have this deadline
Providers are responsible for setting their own application deadlines. All courses under one programme must have the same equal consideration deadline date. We will contact you if the correct equal consideration deadlines have not been used for your programmes.
To change the equal consideration deadline:
- sign in to Course Collect
- click on the ‘Programmes and courses’ tab and search for your programme
- select your programme and then click on the ‘Manage courses’ tab on the left-hand side
- click on the course you wish to change in the table (if you are changing a subject option then you will need to change the search criteria in the ‘Subject option title’ field)
- approximately half-way down the page you will see the ‘Equal consideration deadline’ drop-down menu
- to amend this change the date in the drop-down list
- then scroll to the bottom and click ‘Save’
Setting interview, audition or portfolio information
To set the requirements for any of the above, you’ll need to:
- sign in to Course Collect
- click on the ‘Entry requirements’ tab along the top
- change the ‘Entry requirement type’ from ‘Academic’ to ‘Non-academic’ and input your search criteria in the fields below
- click on the red ‘Find entry requirement’ button and select your programme
- once in your programme, tick the box next to the ‘Application assessment required’ field
- to add an assessment – when the screen expands below, click on ‘Add assessment detail’, fill in the relevant fields below, and click ‘Save’
- to amend, remove or copy an assessment – when the screen expands below you will see any assessment already added to the course. Click on the assessment and the screen will expand below once again. From here you will be able to amend, remove or copy the information. Click ‘Save’ when finished
Please note: It will not be possible to use the INV transaction against an applicant's choice if this requirement has not been set against the course.
If you’ve selected any of the above, applicants will see the following message when adding their choice:
'If you apply for this course you may be invited to attend an interview or audition or provide a portfolio, essay or other piece of work.'
Setting enhanced criminal convictions declaration
All applicants are asked to declare if they have a relevant criminal conviction that is not spent, so that you can decide whether it is appropriate for the applicant to attend your university or college.
In addition to this declaration, you can also opt to ask applicants applying to specific courses* to declare if they have any spent or unspent criminal convictions. If you select this requirement the applicant will also be advised in Apply that a criminal records check may be required.
If you wish to view a summary report of courses flagged as requiring the enhanced criminal conviction declaration please email coursecollect@ucas.ac.uk to request this.
To amend the Disclosure and Barring Service (formerly CRB check) requirement against a 2017 programme:
- sign in to Course Collect
- click on the ‘Programmes and courses’ tab along the top and select your programme
- in the ‘Programme details’ tab, scroll down slightly until you reach the ‘Programme description’ section. The Disclosure and Barring Service (formerly CRB check) field is at the top of that section
- you will be able to amend this field by simply changing the radio button
- once changed, scroll to the bottom and click 'Save'
* Where they would be required to work with children or vulnerable adults or where a particular type of conviction would either bar them from study (possibly due to placement issues) or from professional enrolment at the end of the course.
Please note: The DBS flag is held at programme level, which means this status will be given for all courses under that programme.
When an applicant subsequently selects a course that requires a criminal records check they will be presented with this declaration.
The applicant's response will be available on the choices data through web-link.
Valid responses:
- D - Declared (applicant checked box)
- U - Undeclared (applicant did not respond)
- X - Not presented (applicant was not presented with the declaration)
A course may be flagged as not presented for the following reasons:
- the course did not require the course level criminal conviction check
- the applicant applied using a paper application or was entered using a Record of Prior Acceptance (RPA)
- the applicant had a change of course, or a course added outside of Track by a UCAS adviser
Setting admissions test information
To check or amend the admissions test information against a course:
- sign in to Course Collect
- click on the ‘Entry requirements’ tab along the top of the screen
- to check the admissions tests – select the ‘Manage tests’ tab and wait for it to refresh. It will now show you the existing admissions tests
- to amend the admissions tests – select the test you wish to update by clicking on the test in the table. Edit the test details and other information and click save
For further guidance, please refer to the Course Collect user manual.