what can be done here for UCAS reference?

[Hunsgate46]

I am applying to medicine this year via UCAS as an independent candidate which means that I had to submit my application before the early entry deadline of the 15th of October. I had contacted someone who could serve as my UCAS referee but on the day that I was due to submit my UCAS application they had certain problems related to their internet connection which prevented them from sending off and receiving the form for the reference for UCAS. Since the deadline was fast approaching, I contacted UCAS by phone to ask them what I should do and the operator told me that I had no choice but to submit my UCAS application without a reference by clicking the box which said that The universities that I wanted to apply to had assured me that I didn’t need a reference and to later sort out the reference. I did that and managed to get my application, but obviously I don’t have a reference attached to that application. I’m just wondering what I’m supposed to do now

I’ve contacted the universities that I’ve applied to and they said that I need to still have a UCAS reference with my application and that they would prefer it if my referee sent it to them by their professional email. However, I find this confusing because they haven’t told me how exactly the reference by my referee should be formulated i.e. should it replicate the UCAS reference whereby there are three distinct boxes for the details of the referee and the personal relationship between the referee and the student; extenuating circumstances; and any additional information or should the reference by my referee just be in full prose detailing all relevant things in one go. Also, would it be appropriate for my referee to simply send an email by typing the email and sending them it or would they have to type up a letter and scan that letter and post it as a PDF via the email with a letterhead and their professional signature and so on?

My UCAS referee is not a school teacher so it’s not like they can use their school email address. They do have a private professional email address but they don’t have a website so I’m worried that the universities would think it’s fake. I know that a UCAS referee can be someone who knows you in a professional or private capacity that isn’t yourself or a family member or friend so my referee would qualify but I wonder whether the universities would need to investigate my referee to check whether they were suitable etc?

What should I do? Also will it disadvantage me that I didn’t get the UCAS reference in the normal way or can they somehow attach what my referee sends to them by email to my application.

As you’re in touch with the universities who’ve said the things that have confused you, can you not ask them for clarification? They would know best and will have their own answers that we can’t second guess. Though if I had to assume, I’d replicate the UCAS format as that’s what it should have been in the first place. Whether it will impact your application or not, there’s nothing to be done about that now. With tech being as it is, it’s always wise not to leave things too late or these issues can arise, but it’s done now and all you can do is get the reference in asap and hope for the best. Good luck.

But would it be fine for them to write a normal email or do they have to like type it on a separate letter then attach that as a PDF with a stamp and sign and letterhead? My referee probably doesn’t have a letterhead!

check with the unis; we are all random internet bods and can advise but don’t 100% know.
however, I’d definitely follow the way the reference is structured
and I don’t think it needs to be a pdf on a letterheaded paper, coz an email from a professional email is what they’ve asked for.

good luck with your application!

Surely your referee had already written your reference in the correct format (ie sextions not prose) before the last day for submission, so they can just cut and paste it? They weren't going to just bash something out there and then?

I know but do they like need to make headings between each paragraph to clearly indicate each section or not? Do they need to like stamp or sign it?

Who is your referee? Your questions make it sound like the referee has never written a reference before.

If you have been at school recently, I'd strongly recommend you ask a former teacher to do this. Alternatively ask your employer if you've been working, who will have experience with writing references.

If your referee is a relative or even a family friend, the reference will have little weight compared to a former teacher or employer.

Well you can't sign or stamp an email, can you? As PP said, ask the university. Or ask your referee to contact them to see what they will accept. Presumably they want some kind of confirmation that they are who they say they are, and not a random gmail account that anyone could have set up?

OP, your posting style is reminiscent of a previous poster who obsessed over things to an unhealthy extent.

For my university it would be fine to be a normal email as long as from a professional email account. It wouldn’t need to be in the ucas three section format , just include the information in one go. But do check with the admissions team where you’re applying if you wish.

No, no, no

I was a college UCAS Advisor up until the end of August. Call the UCAS hotline, they are very helpful and can walk you through it.

When asked for external references, you give UCAS the email address, then they contact your referee with a form for them to fill in (it will have 3 sections on it, slightly different to the standard UCAS references, instead of school context it asks about the capacity in which they know you).

For many unis the reference is just a formality. However, as you had an October deadline I take it you're applying for Oxbridge, Medicine, Dentistry or Vet Science, in which case the reference will be crucial and really will need to demonstrate your suitability for such a demanding course.

Best of luck!

My referee is a private tutor but they don’t operate a company or a website. It’s more so a side job for them. That’s why I’m a bit worried because even though they have a professional email address it’s not like they have a link to a website or they have an Instagram page or a Facebook page like some other Tutors would have or like how people who have professional email addresses for businesses or companies have their logos and letterheads et attached to the email to make it look legitimate.

Are you a mature student? Any employer references?

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It’s like you’re stuck in a loop on this letterhead business. Call UCAS/the unis if you need clarification, but otherwise use your initiative, send reference in the ucas format, as it’s surely been written anyway if the only issue was last min tech, from the pro email.

Is this tutor one you have had ongoing contact with and known for a while, assuming the reference is on a professional capacity? Do you have results or taking exams/resits next summer? Are they willing to give you a reference as surely they would know the process and be able to support you.

Yes, I’ve known them for a while. I’ve got my A-level results from a few years back - I never did resits. They are willing to give me a reference but as mentioned I’m worried that the universities will think it’s a fake reference.

Your referee should complete their reference following the exact UCAS headings, as though they were completing the form. They need to explain whether you are a suitable candidate for law & explain any unusual gap years, exceptional circumstances and possibly what you have done since leaving school to explain why you should be given a chance for an Oxford interview or an unconditional offer elsewhere.