Can someone who is familiar with UCAS explain this?

[tillygod06]

So, I applied to a certain university for 2025 entry (this year) and so naturally they were able to see all aspects of my UCAS application like my grades that I declared, my admissions test score, my personal statement, my reference etc.

I am considering maybe reapplying to that same university next year and so I asked them if they would be aware that I had applied last year to them or able to see the specific details of my 2025 application - and they said yes.

Now, I can understand why they could know that I reapplied to them - but how on Earth can they see my 2025 application during the 2026 cycle?

I know when you reapply through UCAS, you get given the same ID so maybe that links your prior application together, but considering the prior cycle would be over, why would they still have access to that information? When they say they would be able to see my 2025 application details, do they mean they would just be able to see what they saved on their internal database or that UCAS links both applications (even last year’s together) and sends them to the university at the same time?

It’s quite confusing.

UCAS links both applications. I review applications (through my job at a university) and can always see previous personal statements. It’s also set up really badly as the oldest personal statement is the one you come to first.

I’ve nearly been caught out before, I’ll be halfway down a PS and thinking this isn’t relevant to my subject and then clock the year and have to scroll down to find the current one. And then when the current one says they’ve dreamt of doing my course all their lives I think no you haven’t, you applied for something else last year! 😁

You may not be, but if you are the poster who got the 3Bs, and ASD diagnosis, have just resat, really want Oxford, have a provisional offer for Cambridge foundation year,

Then

How did you get on with resits? Do you really want to waste another year instead of starting at Cambridge (if you met the grades).

If you aren't that poster, then I apologise and sorry for derailing.

It doesn’t send them to the university we already have it from this year. The system matches you up because your details are the same.

Don't think so. Similar style, but that one currently has a coursework issue, unless she now wants to apply to yet another uni.

@Dearover Thanks.
Apologies for derail.

So, do you mean if I applied to a university for 2026 that I never applied to in 2025, they wouldn’t have any details about not 2025 application?

Is this only when the applicant has applied to the same university two years in a row or even if they applied to different universities?

At an Oxford College we wouldn't see that you had applied to Oxford before. Our system that imports applications from UCAS and then processes them doesn't link to previous years at all.

So, in your example of the Oxford College, if someone was applying while on a gap year with their achieved grades and they declared those grades in their UCAS application if Oxford wanted to make them an offer, would they still have to provide proof like certificates to the Oxford College to show that they got those grades? Or, when someone applies through UCAS, UCAS itself first verifies all the qualifications on behalf of universities like Oxford and only processes the application when they have contacted the exam boards or done other checks so Oxford knows that the grades declared are right?

We can see all our historic applicant data over many years - it will be available to them. (@irregularegularyour systems people will also be able to see historic data as well, though it may be that they don’t make it visible to admissions tutors.)

Yes I imagine that is true. I don't have access to the UCAS data directly. In a way I'm glad I don't know if someone has applied before tbh.

To be honest, I don't really know as I am not involved with the process of verifying applications. Obviously someone needs to verify them at some point before the place is finalized, but I don't know when/how that takes place.

You would have to declare at some point that you ate reapplying and your details will be linked. So admissions would know if you have resat and both sets of grades and probably retain any notes from interviews , entry tests and whether they made an offer during that cycle, However they will treat your application without direct reference to that. Were you taking the Cambridge Foundation course now?

You will need your A level and GCSE certificates showing your grades from each attempt for all university and job applications going forward, as these are the proof of what you have done. There is no national database of people's exam results which (say) a firm of solicitors or the NHS can dip into to verify results. You will be expected to share all of your exam results, even the ones you don't like.

Do you have a sensible trusted adult you can speak to in real life about your Cambridge Foundation place, applying again to universities for the third time or taking another gap year? It would be a shame for you to make a rash decision and end up in a worse position next year.

Why are you reapplying to the same university instead of asking them to defer your place?
Universities will be able to see that you applied the previous year but this should not disadvantage you in any way. They will also know if you are resitting any exams.
You will have to scan both sides of your GCSE and A level certificates and upload them either onto UCAS or to the university portal.

Please could you provide more details of your situation so that we can provide further advice

She doesn't have an offer from that university. She wants to try yet again, despite a brilliant opportunity elsewhere which most people would be bouncing up & down with excitement about.

Ultimately you would do better to focus on the uni place in hand and getting things in place to make that work for you than getting hung up on the reapplication process and admin details were you to chance it again. You have multiple “how” threads running, what if you just tried to go ahead with your plans now?