Decisions and replies
Official decisions about applications are sent by UCAS and made available to applicants in their application – and if you have any changes or additional conditions, these must also be made through UCAS.
In this section
Send decisions to applicants through us
We email them when we receive your decision, telling them to look at their application. If you send additional correspondence, make it clear applicants must reply through us – and don't mention extra requirements if they're not within the offer they received through UCAS.
Please note, it isn't possible to put them on a waiting list.
When to make decisions
You have to make a decision about each application by a specific date – which depends on when the applicant submitted it. If you miss these dates, they'll automatically be Rejected by default (RBD).
Check the dates in the application calendar
We also share Outstanding Decisions Lists through web-link.
One of your obligations is to make sure applicants receive decisions within a given timeframe. The reject by default (RBD) deadlines exist to give structure to the admissions cycle so that it can progress, and to ensure applicants receive decisions on their applications within a given timeframe. If you miss the relevant RBD deadline, they'll be Rejected by Default and may think their application wasn't properly considered.
In exceptional circumstances, you should inform the applicant you're unable to make a decision before the deadline, and if you still want to consider them, contact the Customer Success Team for advice.
Types of decisions you can make
Invitation (INV)
You can invite an applicant to an interview or audition, or to provide a portfolio of work, essay, or other piece of work.
- This can be for any course or Extra choice, but not for Clearing applications.
- You must include the date – with the option to provide the time and other text.
- The date should be before the RBD date while giving time for the applicant to prepare.
- Applicants can accept, decline, or request an alternative time or date.
- If they can't attend, they're advised to contact you to arrange an alternative time.
- You'll then update the invitation details so they can respond to the new one.
Conditional offer (C)
You can make conditional offers to applicants who haven't yet met the entry requirements:
- if they're awaiting exam results
- if they need to complete health checks
- if tuition fees must be paid before the start of the course
- if the result from the DBS or Disclosure Scotland check must be obtained before the start of a placement.
The offer is binding if the applicant meets the conditions – and if they don't, you can still decide to confirm their place if you'd like to.
A joint conditional offer can be used to make an offer for two courses, that depends on the outcome of exam results. For example:
- a degree and HND/HNC course
- a degree and degree course including a foundation year
- a degree and foundation degree
- a degree including a foundation year or a foundation degree
- an alternative point of entry.
Different parts of a joint conditional offer will usually have different conditions. An applicant must either accept or decline the joint conditional offer as a whole.
An ‘alternative offer’ can be used to make a conditional offer based on two or more sets of grades. For example:
GCE A level Grades BCCD in any order in: biology, physics, chemistry, mathematics,
OR
Grades ABB in any order in: biology, physics, mathematics.
Alternative offers can also be used in conjunction with the joint conditional offers described above.
Unconditional offer (U)
You can give unconditional offers:
- usually when you're satisfied an applicant has fulfilled the academic entry requirements
- if you'd like to make an offer regardless, after careful consideration.
Non-academic conditions can also be included in unconditional offers – such as health or Disclosure and Barring Service (DBS) checks and fee payment.
You should be clear about when applicants need to fulfil their non-academic conditions, e.g.
- tuition fees must be paid before the start of the course
- the result from the DBS or Disclosure Scotland check must be obtained before the start of a placement.
Reject (REJ)
If you decide. not to offer an applicant a place you should use an unsuccessful Reject decision.
You're also encouraged to provide feedback to unsuccessful applicants. All the link products can be used to send a Reject decision with a reason for the rejection.
The reason for a rejection can either be made when the initial decision is made or later – as long as the applicant hasn't already replied to their offers.
- Think about what what the applicant will gain from receiving feedback.
- You can provide feedback on request instead of when entering the rejection.
- Make sure everyone at your provider is aware of your feedback policy – including how you provide feedback, when you send it, and who provides it. Please make your policy clear on your website.
- Your course profiles need to show your entry requirements and what you're looking for in your students. Applicants use these to tailor their applications, so be clear about any specific criteria you want to see. This makes it easier for you to identify which applicants meet the requirements and provide specific feedback for those who don't.
- Be careful about the wording of feedback and any implications it may have. Make sure it doesn't make any promises, particularly about offering a place for the following year.
Withdrawal (W)
If you believe an applicant has withdrawn from a choice, you should use one of the withdrawal decisions – whichever one is most appropriate:
- W1 – Withdrawn at your request
- W2 – You did not attend an interview, test or audition
- W3 – You did not reply to their correspondence
- W4 – Course withdrawn and no alternative requested
- W5 – You wish to enter Extra (do not use – for UCAS use only)
- W6 – Failed to attend interview or did not reply to letter
- W7 – The course is full
Full (F)
A provider can only use a Full decision after the application deadline for that course has passed, and the course has been closed in the collection tool.
How applicants reply to offers
Applicants can hold a maximum of two offers – all other offers have to be declined. Or they can choose to decline all offers and enter Extra or Clearing instead.
Once applicants have received decisions from all of their choices, they'll get a deadline in their application to reply to offers. If we don't receive their replies by this date, their offers will be declined by default (DBD).
Replies they can make
Unconditional firm (UF)
The applicant is placed and can't hold any other offer.
Conditional firm (CF)
An applicant can hold a CF choice with no insurance.
Conditional firm (CF) and conditional insurance (CI)
The CI is held as an insurance choice, and the applicant declines all other offers.
Conditional firm (CF) and unconditional insurance (UI)
The UI is held as an insurance choice, and the applicant declines all other offers
What if you make an error?
If they haven't made their replies yet, you may be able to enter an amended decision. If they've already replied, contact the Customer Success Team for advice before you contact the applicant.
In principle, you're committed to the terms of the offer. It's essential to contact the Customer Success Team straightaway though – regardless of when the error was noticed or whether or not the applicant has replied to the offer.
It may be possible to rectify mistakes – each case is considered individually. The outcome depends on the application status, time of year, and the circumstances of each situation.