Changes

You must obtain the applicant’s agreement. If the applicant doesn't agree to the alternative, the application must be rejected. An agreed change is made using the LD (decision) transaction.

For a different practical study or study type, you can also use a Course Correction decision.

If you agree, please include the change in the LD transaction. If you can't agree, the application must be rejected. If the request is for consideration for the following year, you may want to consider the applicant for deferred entry.

To change the course, contact the applicant to get their agreement.

Guaranteed and reserve unconditional offers

• You must explain the necessity of the change to the applicant before advising us.

Guaranteed and reserve conditional offers

• If the applicant’s position changes significantly, e.g. change of examination arrangements, you may change the course.
• You should always explain the necessity of the change to the applicant.

Then alter the course with an amended decision.

Aim to make the changes before the relevant RBD or DBD date if the applicant has no outstanding decisions

If you agree, you can make the change with an amended decision. This should be done before the applicant’s DBD date. Depending on when the decision is amended, the applicant’s DBD date may change so they have longer to reply.

To change the year, month or point of entry, cContact the applicant to get their agreement.
 

Guaranteed and reserve unconditional first choice (GU and VU) 

• You must explain the necessity of the change to the applicant before advising us.

Guaranteed and reserve conditional offers 

• You should explain the necessity of the change to the applicant before advising us.

Then alter the year, month or point of entry with an amended decision.

Aim to make the changes before the relevant RBD or DBD date if the applicant has no outstanding decisions.

Rejection decision 

• You may change this to a guaranteed or reserve conditional (GC or VC), or guaranteed or reserve unconditional (GU or VU) offer by using the LA transaction.

Withdrawal decision 

• You may change this to a guaranteed or reserve conditional (GC or VC), or guaranteed or reserve unconditional (GU or VU) offer by using the LA transaction.

Guaranteed or reserve conditional decision 

• You may change this to a guaranteed or reserve unconditional (GU or VU) decision.
• If there's a significant change to the applicant’s position, e.g. receipt of assessment results, or change of examination arrangements, it may be changed to a rejection decision.
• In other circumstances, you must explain the need for the change to the applicant, and that you'll ask us to change the conditions.

Guaranteed or reserve unconditional decision 

• You must advise the applicant before any change is made.

Applicants are able to change their first, second, and decline replies for up to 14 days from the decision date shown in their application. After 14 days, this will be possible only with the consent of all conservatoires involved.

Once an applicant has replied, changes cannot be made to previously rejected or withdrawn decisions.

If an applicant holding GC1 and VC1, or GC2 and VC2 offers makes it clear that they have no intention of attending the course, you should use the LA transaction with a withdraw decision, reason W5.

Guaranteed and reserve unconditional first choice (GU1 and VU1) 

• You must obtain the applicant’s agreement. Once agreed, please use the RA transaction.

Guaranteed and reserve unconditional second choice (GU2 and VU2) 

• You mustn't change this unless the applicant becomes GU1 with you.

Guaranteed and reserve conditional first choice (GC1 and VC1) or guaranteed and reserve conditional second choice (GC2 and VC2) 

• The applicant must agree to the change.
• Once agreement is obtained, please use the LA transaction.
• After the LA amend deadline, all changes must be actioned as part of Confirmation decisions

Guaranteed and reserve unconditional first choice (GU1 and VU1)

• If you agree, you should use the RA transaction.

Guaranteed and reserve unconditional second choice (GU2 and VU2) 

• You mustn't change this unless the applicant becomes GU1 with you.

Guaranteed and reserve conditional first choice (GC1 and VC1) or guaranteed and reserve conditional second choice (GC2 and VC2) 

• If you agree, please use the LA transaction.
• After the LA amend deadline, all changes must be actioned as part of Confirmation decisions.

Once an applicant has replied, changes cannot be made to previously rejected or withdrawn decisions.

Guaranteed and reserve unconditional first choice (GU1 and VU1) 

• You may change the course, date of entry, or point of entry, with the applicant’s agreement or at the applicant’s request. Once agreed, please use the RA transaction.
• You can notify a withdrawal using the RW transaction.
• The applicant has then withdrawn completely from the scheme.

Guaranteed and reserve unconditional second choice (GU2 and VU2) 

• You mustn't change this unless the applicant becomes GU1 with you.

Guaranteed and reserve conditional first choice (GC1 and VC1) or guaranteed and reserve conditional second choice (GC2 and VC2) 

• Once applicants have made their replies to conditional offers, they're considered ready for Confirmation.
• This means once you've received assessment results and other necessary information, you should confirm the offer or make a final rejection.

Confirming an offer means making it guaranteed unconditional, with or without changes to course, date of entry, or point of entry. Please use the RD transaction. This might happen early in the year, e.g. when winter assessment results are received.

However, you can change a decision, including an offer to a rejection, using the LA transaction. Unless the change is the result of a significant change in the applicant’s position, e.g. receipt of assessment results, you must explain the necessity of it to the applicant.

You shouldn't vary conditions unless there is a valid reason, such as a change in examination arrangements. 

If the change is from VC1 to GC1, this will cause any second choice to be withdrawn automatically by the system, and .W8 will be given as the reason for the withdrawal. Applicants holding GC1 are not entitled to hold a second choice. This must be explained to the applicant and their agreement obtained before this change is made.

You should also use the LA transaction to notify us of a withdrawal from a GC1 or VC1 offer – if the applicant states an intention not to attend the course and you're willing to release them from the commitment. If the applicant is holding a second choice, this will become the first choice offer. If you're not willing to withdraw the applicant, please advise them to reapply the following year.

You can use an LA transaction to release an applicant from a GC2 or VC2 only, leaving the first accepted offer in place. If a previous GC2 or VC2 has now become the GC1 or VC1, use of an LA transaction to release the applicant will leave this applicant unplaced. The applicant will then need to reapply in the next application cycle to obtain a place for entry in the following year.

If an applicant wishes to swap their first and second choice accepted offers, both conservatoires should contact us.

• We'll note the first request on the applicant’s record, and if the second conservatoire agrees, change the replies around. We won't contact conservatoires on an applicant’s behalf.
• However, if an applicant holds VC1 and GC2, or VC1 and GU2, after the swap, they'll hold only GC1 or GU1, as holding either of these precludes holding a second offer.
• This loss of their second offer must be explained to the applicant, and their agreement obtained before such a swap is requested.

• R – change allowed
• W – change allowed
• AP – change allowed
• VU – change allowed
• VC – change allowed
• GU – change allowed
• GC – change allowed

• R – change allowed
• W – change allowed
• AP – change allowed
• VU – change allowed
• VC – change allowed
• GU – change allowed
• GC – change allowed

• R – change allowed
• W – change not allowed
• AP – change allowed through the Customer Success Team if an applicant requests to reinstate an application
• VU – change allowed
• VC – change allowed
• GU – change allowed
• GC – change allowed

• R – change allowed
• W – change allowed
• AP – change not allowed
• VU – change allowed
• VC – change allowed
• GU – change allowed
• GC – change allowed

• R – change allowed
• W – change allowed
• AP – change not allowed
• VU – change allowed
• VC – change not allowed
• GU – change allowed
• GC – change not allowed

• R – change allowed
• W – change allowed
• AP – change not allowed
• VU – change not allowed
• VC – change not allowed
• GU – change allowed
• GC – change allowed

• R – change not allowed
• W – change allowed
• AP – change not allowed
• VU – change not allowed
• VC – change not allowed
• GU – change allowed
• GC – change not allowed

• REJ – you've received information showing the fulfilment or not of conditions, or applicant has agreed. Applicant can be rejected if no reserve place is available.
• W – the applicant has stated an intention not to attend the course.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – prior agreement or information received from the applicant only.
• VU1 or VU2 + change – allowed with applicant’s agreement. However, dependent on the rules of combination, an applicant may have one of their choices automatically withdrawn by the system, as they can only hold one guaranteed offer.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed. In these circumstances where an applicant becomes guaranteed unconditional (GU1), they'll lose their second choice, indicated by a reply of 2.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed. In these circumstances where an applicant becomes guaranteed unconditional (GU1), they'll lose their second choice, indicated by a reply of 2.
• GC1 or GC2 + change – if a guaranteed place becomes available and the applicant agrees to the change, the change can be submitted.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, only as an amendment before the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – you've received information showing the fulfilment or not of conditions, or applicant has agreed. Applicant can be rejected if no reserve place is available.
• W – the applicant has stated an intention not to attend the course.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – prior agreement or information received from the applicant only.
• VU1 or VU2 + change – allowed with applicant’s agreement. However, dependent on the rules of combination, an applicant may have one of their choices automatically withdrawn by the system, as they can only hold one guaranteed offer.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed. In these circumstances where an applicant becomes guaranteed unconditional (GU1), they'll lose their second choice, indicated by a reply of 2.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed. In these circumstances where an applicant becomes guaranteed unconditional (GU1), they'll lose their second choice, indicated by a reply of 2.
• GC1 or GC2 + change – if a guaranteed place becomes available and the applicant agrees to the change, the change can be submitted.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, only as an amendment before the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – change not allowed.
• DCF Delayed Confirmation – change not allowed.

• REJ – no reserve place is available.
• W – applicant withdrawn completely from the scheme.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – with applicant’s agreement or at applicant’s request, as a Confirmation decision after the LA deadline.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, as a Confirmation decision after the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, as a Confirmation decision after the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• W – the applicant has stated an intention not to attend the course.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GC1 or GC2 + change – prior agreement or information received from the applicant only.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, only as an amendment before the LA deadline.
• DCF Delayed Confirmation – the applicant has outstanding conditions to fulfil beyond the Confirmation RBD.

• REJ – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• W – the applicant has stated an intention not to attend the course.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GU2 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GC1 or GC2 + change – prior agreement or information received from the applicant only.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, only as an amendment before the LA deadline.
• DCF Delayed Confirmation – the applicant has outstanding conditions to fulfil beyond the Confirmation RBD.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – change not allowed.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – applicant withdrawn completely from the scheme.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, as a Confirmation decision after the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – with applicant’s agreement or at applicant’s request, as a Confirmation decision after the LA deadline.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – change not allowed.
• DCF Delayed Confirmation – change not allowed.

• REJ – change not allowed.
• W – change not allowed.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – change not allowed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – change not allowed.
• DCF Delayed Confirmation – change not allowed.

• REJ – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• W – the applicant has stated an intention not to attend the course.
• VU1 or VU2 – change not allowed.
• VC1 or VC2 + change – change not allowed.
• VU1 or VU2 + change – change not allowed.
• GU1 – you have received information showing the fulfilment or not of conditions, or applicant has agreed.
• GU2 – change not allowed.
• GC1 or GC2 + change – change not allowed.
• GU1 or GU2 + change – change not allowed.
• DCF Delayed Confirmation – change not allowed.

Although we provide a procedure for archiving courses, we're not liable for any consequences of you doing so. There may be legal consequences of archiving courses. You must therefore ensure that such action is in accordance with your own terms and conditions. We recommend you seek your own legal advice before deciding to cancel a course.

You must contact applicants about archived courses as soon as the decision has been taken and explain the situation, so each applicant is able to make a decision on the best course of action. Please remember that late withdrawal of a course will leave applicants with little or no hope of securing an alternative offer.

A duty of care is placed on you to assist the applicants in any way possible, if necessary by contacting other conservatoires that may be able to offer a suitable place. The applicant must be kept fully informed of the situation. Where you can offer an alternative course, it must be discussed with the applicant before you ask us to change any records.

The situation will be difficult for applicants who have a confirmed place (GU1) for an archived course, and for those who had deferred entry from the previous cycle. We will not insist on reapplication if another conservatoire is prepared to allow the applicant GU1 status.

The applicant hasn't replied

The applicant may ask you to consider their application for another course with you. In this case, you should include the new course in your decision.

The applicant has replied

Applicants who've accepted an offer for a course as their first or second choice should, if possible, be offered a suitable alternative course with you. If this isn't possible, or the applicant doesn't want to accept the alternative, the applicant should ask us to make a substitution.

In these cases, we'll remove all replies to give the applicant as full a set of options as possible. We'll inform the conservatoires affected by this using online data transfer, so they are aware the applicant may want to accept an offer which they had previously declined.

If at all possible, the decision to archive a course should be made earlier in the application cycle. The later the decision is left, the more difficult it will be for the applicant to obtain a suitable alternative offer.

Where a course has been archived after the closing date, a duty of care is placed on you to assist applicants in any way possible, if necessary to contact other conservatoires that may be able to offer a suitable place. The applicant must be kept fully informed of the situation. Where you can offer an alternative course, it must be discussed with the applicant before you ask us to change any records.

The situation may be even more difficult for applicants who have become GU1 for an archived course, and for those who had deferred entry from the previous cycle. We will not insist on reapplication if another conservatoire is prepared to allow the applicant GU1 status.

You must use the collection tool to add the course to our database. Staff in the Data Collection Team will undertake a small amount of post-publication review of course information, but published courses will appear in the search tool without approval.

A new course that is ‘subject to validation’ can be listed in the search tool. They're included at your discretion. We very strongly recommend that you only include courses which are likely to gain approval and be offered. There's an entry field in the collection tool to complete in the case of a course that is subject to approval, and our search tool will show this.

If a course is subject to approval when an offer is made, the applicant should be warned in your offer (abbreviation .AP). If approval isn't gained, the applicant should be offered another choice as they would be for an archived course.

New courses need to be added before they before the annual UCAS Conservatoires course lockdown begins in early summer. If a course is added after this date it won't flow through to apply without intermission from UCAS. This can hold up your courses being displayed in the search tool and opening the courses for applications.

Including a new course in applications

Applicants may include new courses among their application choices, after you've added these to our database in the collection tool.

If the applicant hasn't replied

If the applicant has already made six choices, but now wants to include a new course at a conservatoire already named on their application, the change should be dealt with as a changed course if the conservatoire makes an offer. If the conservatoire offering the new course is not among those on the application, the applicant should contact our Customer Experience Centre to request a substitution. If the applicant has used fewer than six choices, our Customer Experience Centre will add the new course to the existing list.

If the applicant has replied

Conservatoires offering a new course must not approach applicants holding offers elsewhere.

If the applicant has replied to offers, they should be advised to contact our Customer Experience Centre to ask for a substitution. We will remove all replies when the substitution is made. The applicant will therefore be able to make replies again for all choices where they have offers when the decision is received for the new (substituted) course. We'll inform conservatoires of the new replies using online data transfer.

The applicant should contact our Customer Experience Centre to withdraw themselves from outstanding decisions.

An applicant can withdraw completely from the scheme at any time via their application, or by contacting us or the conservatoires they have applied to. By doing so, the applicant becomes ineligible for any further dealings with conservatoires in the scheme in that application cycle. The application will show they've withdrawn from the UCAS Conservatoires scheme.

This procedure, known as reinstatement, is carried out at the applicant’s request.

You're not obliged to stand by a commitment to an applicant who has withdrawn but who later wants to be reinstated.

At the time of reinstatement, decisions that were outstanding when the applicant withdrew will be treated as withdrawal from those choices. Outstanding replies will be declined. These decisions and replies won't be reinstated unless the conservatoire(s) agree(s).

Under regulations governing distance contracts, an applicant has the right to cancel their contract with UCAS Conservatoires within 14 days of applying through us. We'll notify you of the cancellation, but you should note that the applicant may later reapply. In this case, the applicant may apply to your conservatoire again in their second application.

Mergers are unlikely to take place at a time convenient to our publications or application timetable. It is therefore vital that you contact us as soon as you think a merger is likely, so we can discuss the effects on published information and application processing, and whether you can offer any advice or help. Please contact our Customer Success Team in the first instance. 

Please contact our Customer Success Team in the first instance.