Online Application Guide
is a step-by-step guide to making an application via our
online application system
The application form is broken up in to different pages which
are accessed from tabs at the top of the screen. Once you are
logged in, you can move through the form page by page and
finish with your declaration. There is help
text throughout the application, and you
can hover your cursor over the blue question mark
symbols for the additional text to appear.
In addition to this guide, please
read all the instructions and questions within the
application thoroughly; some of the requirements
vary depending on which course you are applying for.
1: Logging in
If you are making a new application, create
a new account by clicking on the New User button
and register your details (see section 2 below). Your Username will
be your email address and you will need this, along with your
password, to log back into you application.
If you have an application already in
process, enter your Username and Password in the relevant boxes and
click the Login button.
2: Registering your
If you are a new applicant, start by
entering your details and once finished, click the ‘Proceed’
button. Please only enter one name in the forename
box at this point, you will be given an opportunity to
enter more later on in the application. Please note that
your email address will be your Username.
If any mandatory fields have been missed, a
message will appear informing you which field(s) is missing.
Remember that your email address is your Username.
Please check that your details are correct
– if not, click ‘Amend User Details’ and make the changes before
clicking the ‘Save changes’ button. You can also change your
If you have applied to more than one
programme, you can also access these by clicking the ‘View Previous
Actions’ button and selecting the appropriate application.
You can click the 'Save' button at any point during your
application which will take you to a summary page and send you an
email automatically. This email will contain a reference number
(your Usercode), and a link to take you to the
login screen for when you wish to return an complete your
application. You will not be logged out of your application when
you click 'Save', simply taken to the summary page. To return to
your application, click the 'Application Form' link at the top of
3: Entering your personal
This screen contains some mandatory fields
which must be completed before you can move on to the next screen,
these are marked with an asterisk (*).
These include a question on
your Highest Qualification which you select
from a drop down list. The list of qualifications to choose from is
long and extensive. The entries in it can be confusing but
they refer to the records we must return to the Higher Education
Statistics Agency so we need to adhere to them. For those with
Honours degrees, you need to select the entry near the bottom of
the list: UK first degree with honours. The reference to ‘first’
degree does not denote the classification of your degree only that
it is the first degree you have taken i.e. not a Masters
which would come afterwards.
If you are paying for your own tuition fees, please select
'Private Source of Funding' from the dropdown list for the question
on 'Who will pay your fees'. If you are applying for an advertised
PhD Studentship, please select 'Other' from the dropdown
4: Entering your
When entering your qualification dates, do
not worry if you cannot remember the exact day of the month you
took your exams – you can enter the 1st of the
Please do not group
qualifications together as one entry e.g. 5 GCSE at grade
C. You need to list them all individually.
You may add up to 20 records - if you need
to add more, there is the option to upload details on them at
the end of the qualification section.
For part-time primary PGCE applicants, if
you have taken/or are taking a GCSE equivalent qualification, such
as through EquivalencyTesting.co.uk,
we may request further details about this before your application
is assessed. You may wish to upload certificates or further
information at the end of the qualification section. We do not
accept all equivalencies so please check with us before you apply.
Also be aware that you will need to produce official evidence of
your GCSEs at interview if you are selected.
For some courses, you will be asked to
enter details on your undergraduate degree. You do not
need to enter details of this twice, i.e. in both the qualification
and the degree section, simply add it in the degree
section. If you have not yet received your degree results,
enter Pending and ask your referee to provide a predicted degree
classification in your reference. If you do not hold a degree or
are applying for a post-experience programme, you can enter N/A in
each field in this section.
Please enter the main subjects/modules you
studied in your degree and enter each in a separate field. If
you are unable to remember every module or the exact titles, do not
worry but please give an estimate of the areas you covered. There
is space to enter up to 10 modules - if you have more
than this, please upload further details at the end of
the section (e.g. a full list in a Word document or a scan of
your academic transcript).
If you are applying for a primary teaching
course, we need to identify your specialist knowledge relevant to
teaching subjects in the
National Curriculum. You should include any skills courses such
as IT or statistics and modules that show your knowledge of
cross-curricular themes being developed in primary schools, such as
environmental education, community or citizenship, health
education, equality and diversity.
If you are successful in receiving an
offer, remember that you will be asked for official
evidence of all qualifications that you enter on this
form. If you have misplaced or no longer have your
qualification certificates you will need to get replacements
from the relevant exam board or official confirmation
from your school/college. Do not enter a qualification
you are unable to produce official documentation for.
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5: Entering your work/school
In this section you can enter any relevant
paid or volunteer work you have had, or in the case of PGCE
applications, any school classroom experience you have gained. You
can list up to 10 entries.
6: Entering your personal
In this section you can enter a statement
(or proposal) to support your application - please check the
word limit displayed on the screen as programmes have differing
limits. Include information (where relevant) on: personal
qualities, practical/life experiences, managing people,
communication skills, relevant courses undertaken, other prior
learning experiences not referred to elsewhere on the form. You may
also wish to consider the following questions:
- Why do you wish to study this
- What strengths do you feel you have in the
area you are applying for?
- Do you have any career goals based on your
choice of programme?
Some programmes have a requirement for
specific information to be covered or work to be uploaded so please
check the information on the screen. There is also the option to
upload extra documents here.
7: Equal Opportunity section
A response is required for each of these
questions but there are options to choose from which include 'Not
known' and 'Prefer not to say'.
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8: Entering your referee
For the majority of programmes, you are
required to provide details of two referees; for those
programme which only require one referee, only one section
will be displayed on the screen.
When you press the submit button, we will automatically send an
email to both of your referees, using the email address you have
entered. Please, therefore, ensure that the email addresses
you enter are correct. Do not type anything else in
the box other than one email address i.e. do not include
multiple addresses separated by a semi colon or enter your
The email we send to your referees contains a weblink which
allows them to submit their reference for you online. This is the
best method to submit a reference as it is linked directly
with your application. They can also submit their reference to us
via email to firstname.lastname@example.org
Please be aware, that it is still your
responsibility to ensure references are provided to us and
note that your application will not be assessed until all required
references are in place. If your referee does not have an email
address, they may send their reference via the post to
Your referees should be someone able to comment on the
qualifications/experience you have included in your
application, preferably an academic referee. Some courses have
particular reference requirements e.g. counselling courses, so
please check the information displayed on the screen.
It is not permitted for family, friends, partners or
ex-partners to write your reference. If we find this to be
the case, your application may be cancelled.
9: Uploading supporting
You can upload additional documents to
support your application on various pages throughout the
application. You may wish to upload details of qualifications,
scans of certificates or transcripts, supporting letters, your
visas and/or passport. There are no mandatory uploads except for
MA Creative Writing which requires
a sample of your work (see the programme page for more details).
Upload sections can be found on the Qualification page, the
Personal Statement/Research Proposal page and the final Declaration
page. They look similar to the image below and give you the
opportunity to browse for the appropriate file on your computer and
upload it to your application.
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10: Checklist and
The final page of the application will
show if you have fully completed all the mandatory fields
- green ticks will be displayed against those section that are
completed. Where sections are not complete, you can
click back and enter the information.
Once you are happy that your application is
finished, tick the 'Declaration' box and click the ‘submit
application’ button. Automatic emails will now be sent to your
referees to request references for you, but please remember to
check that they respond to them.
You will receive an email from us to confirm you have
successfully submitted your application. If you do not receive
this, log back into your application and check that you have
actually submitted it.
11: What happens next?
Your application will now be processed by
the Admissions office and once the references have been received,
it will be forwarded for assessment.
You will receive an email from us when each
of your referees submit their references - if you have not received
this within 7 days of submitting your application, we recommend you
contact your outstanding referee(s).
When we have a decision on your
application, we will contact you by email. If you have any
questions during this time, please contact us on email@example.com
If you have forgotten your
password, you can click the ‘forgotten password’ link on
the login screen. Follow the instructions on screen and you will be
sent a temporary password to allow you to log in to your
If you have forgotten your
Username, you can log in by using your Usercode instead
which is provided in the email sent to you when you either save or
submit your application. If you have further problems logging in,
please contact Admissions on 01904 876598 or firstname.lastname@example.org (and
quote your Usercode if possible).
If you are a current York St John student,
you will need to log out completely of your student account in
order to access the online application.
Remember to check the help text
within the application itself, indicated by a
blue question mark. Simply hover your cursor
over the symbol for the a help text to appear.
If you experience problems or have any further questions, please
do not hesitate to contact us on email@example.com or
on 01904 876598.