Hw t submit yur applicatin fr registratin with the Office fr Students Intrductin 1. This dcument prvides infrmatin and instructins abut hw t submit yur applicatin fr registratin with the Office fr Students (OfS). It prvides: Infrmatin abut hw t cmplete an applicatin frm (part 1); Technical infrmatin abut hw t submit yur applicatin and supprting evidence using the nline registratin prtal (part 2). 2. In this dcument when we refer t current prviders we mean ne f the fllwing: A higher educatin institutin funded by the Higher Educatin Funding Cuncil fr England (HEFCE) during 2017-18, r that will be funded by the OfS in 2018-19. A further educatin cllege r a sixth frm cllege funded by HEFCE in 2017-18, r that will be directly funded by the OfS in 2018-19. A prvider designated fr student supprt by the Secretary f State and regulated by the Department fr Educatin (DfE) in 2018-19 (smetimes referred t as an alternative prvider ). 3. When we refer t new prviders we mean prviders wishing t register with the OfS that are nt currently funded r regulated by HEFCE r regulated by the DfE. 4. This dcument shuld be read in cnjunctin with the fllwing regulatry advice which prvide mre infrmatin abut the registratin prcess: Regulatry Advice 2: Registratin f current prviders fr 2019-20 (OfS2018.04) Regulatry Advice 3: Registratin fr new prviders fr 2018-29 (OfS2018.05) 5. These are available frm the OfS website: www.fficefrstudents.rg.uk/#dcuments. 1
Part 1: Hw d I cmplete an applicatin frm? 6. When yu access the nline registratin prtal, yu will be able t dwnlad an applicatin frm which yu need t cmplete and uplad. We prvide full infrmatin n hw t access the prtal and applicatin frm in part 2 f this guidance belw. 7. Where we already hld infrmatin abut yur prvider (fr example, because it was listed n the HEFCE register), sme f the applicatin frm will be pre-ppulated. We need yu t cnfirm that this infrmatin is crrect, r make amendments where this is necessary, and cmplete the ther fields. It is imprtant that this infrmatin is accurate as it will appear n the OfS Register. Where yu change infrmatin that we have preppulated fr yu, the text will change t bld and italics this is t ensure that we knw what changes have been made. 8. The applicatin frm is an Excel (Excel versin 2013) spreadsheet with eight separate sectins/wrksheets. At the tp f each sectin f the frm there are validatin checks that tell yu which infrmatin must be cmpleted. These validatin checks will shw in red if yu have nt cmpleted the required infrmatin. We prvide sme guidance n each sectin f the frm. Mre detailed guidance and an explanatin f why we are requesting this infrmatin is in the table belw. Applicatin frm sectin Prvider details Ntes/guidance Submissin f applicatin This part f the frm asks yu t cnfirm that the infrmatin yu have submitted is accurate and that it is being submitted n behalf f the gverning bdy. General details Why are we asking fr this infrmatin? Applicatins fr registratin shuld be made n behalf f the gverning bdy. This is a requirement f the Higher Educatin and Research Act 2017. We need t ensure that we have this cnfirmatin t meet this requirement. We are cllecting the cntact infrmatin fr yur 2
This part f the frm asks yu fr general infrmatin abut yur prvider. We have preppulated sme f this sectin with infrmatin that we already hld. Please check it is crrect, amend if nt, and cmplete the remaining fields. Nte: yu cannt amend yur UKPRN. The use f the wrd university in yur title This part f the frm asks yu t cnfirm whether yu have been granted permissin t use the wrd university in the name f yur prvider. Where we hld this infrmatin, we have pre-ppulated this sectin f the frm we need yu t cnfirm the infrmatin is crrect, amend if nt, and cmplete the remaining fields. We will need yu t tell us the year in which permissin was granted, and hw it was granted, fr example by: prvider because it will appear n the OfS Register. We als want t ensure that we are able t cntact the crrect persn abut yur applicatin the infrmatin abut the primary cntact fr the OfS registratin prcess will nt appear n the Register. infrmatin because it will appear n the OfS Register. Ryal Charter Act f Parliament By btaining apprval fr the use f the wrd university in the name f the prvider under the prvisins f the Cmpanies Act 2006 Other (please specify) Degree awarding pwers This part f the frm asks yu t tell us whether yu hld degree awarding pwers. We have pre-ppulated sme f this infrmatin fr yur highest level f degree awarding pwers infrmatin because it will appear n the OfS Register. 3
(fundatin degree, taught degree r research degree), where we already hld it. Please check it is crrect, amend if nt, and cmplete the remaining fields. If yu hld ther degree awarding pwers, please use the table prvided t list them. Nte: Taught degree awarding pwers give UK higher educatin prviders the right t award taught degrees up t and including level 7. Research degree awarding pwers give UK higher educatin prviders the right t award bth taught and research degrees up t and including level 8, and research masters degrees at level 7. Applicatin details Infrmatin abut yur higher educatin curses Yu shuld nly cmplete this sectin if yu are a new prvider. This part f the frm asks yu t prvide a representative sample (up t 15 curses) f the higher educatin curses that yu intend t ffer. Please include the name f the qualificatin and the name f the curse fr each example. Registratin categry This part f the frms asks yu t indicate whether yu are applying t be registered in the Apprved (fee cap) r in the Apprved categry. Please als answer the supplementary questins t indicate whether fr: Apprved (fee cap) categry: Yu intend t nly charge up t 6,000/ 6,165 (with TEF award) fr qualifying students n qualifying curses. infrmatin t assess the eligibility f new prviders t register with the OfS. infrmatin t ensure that yu have submitted all the supprting evidence required fr the categry f registratin. Yu intend t charge ver 6,000/ 6,165 (with TEF award) (up t a limit f 9,000/ 9,250 (with TEF award)) fr sme r all qualifying students n qualifying curses. 4
Yu d nt intend t charge fees t qualifying persns n qualifying curses. This applies if, fr example, yu nly deliver pstgraduate curses (excluding any initial teacher training curses). This means that fr yur undergraduate curses, students will nt be able t access tuitin fee lans. This infrmatin will determine whether yu need t submit evidence fr cnditin A1, A2, r neither. Yu shuld answer yes t nly ne f the three ptins abve. Apprved categry: Yu are applying slely fr the purpse f prviding eligibility fr the disabled students allwance fr yur students. Yu intend fr qualifying persns n qualifying curses t access student supprt up t the basic amunt. This means yur students will be able t access tuitin fee lans f up t 6,000/ 6,165 (with TEF award) fr eligible curses. Yu d nt intend t charge fees t qualifying persns n qualifying curses. This applies if, fr example, yu nly deliver pstgraduate prvisin (excluding any initial teacher training curses). This means that fr yur undergraduate curses, students will nt be able t access tuitin fee lans. This infrmatin will determine whether yu need t submit evidence fr cnditin A2 r nt. Yu shuld answer yes t nly ne f the three ptins abve. Applicatin fr Degree Awarding Pwers This part f the frm asks whether yu intend t apply fr degree awarding pwers (DAPs) nce yu have registered with the OfS. There is further infrmatin n applying fr DAPs in part IV f the regulatry framewrk, available frm: www.fficefrstudents.rg.uk/#dcuments. If yu d intend t apply fr DAPs, please cmplete this sectin and indicate: If yu intend t apply fr degree awarding pwers, we will assess yur applicatin fr registratin first. We may need t request additinal 5
What type f degree awarding pwers yu expect t apply fr: Fundatin degrees nly (level 5 f the FHEQ. Nte: nly available t further educatin clleges) infrmatin frm yu as we assess yur applicatin. Awards up t and including bachelr degree nly (up t and including level 6) All taught awards (up t and including level 7) Research awards (research masters at level 7 and level 8. Nte: ptin nly available if applying fr Full DAPs) What type f authrisatin d yu expect t apply fr: New DAPs Full DAPs When d yu expect t apply: Immediately after registratin (September December 2018) After January 2019 Unsure Privy Cuncil versight f gverning dcuments This sectin f the frm relates t making changes t yur gverning dcuments which are currently subject t Privy Cuncil versight. If yu will be subject t Privy Cuncil versight f sme f yur gverning dcuments in the academic year 2018-19 and need t make changes t ensure that they uphld the public interest gvernance principles, we will be able t cnsider these changes in draft as part f the registratin prcess. This apprach will mean that yu d nt need t seek Privy Cuncil apprval fr minr changes during 2018-19. If yu d need t make changes yu will need infrmatin t ensure that we are able t assess whether any changes t yur gverning dcuments uphld the public interest gvernance principles and t ensure that yu d nt need als t seek Privy 6
t submit a draft f the changes yu want t make t these gverning dcuments with yur applicatin fr registratin. The draft changes will need t be made t yur gverning dcuments when Privy Cuncil versight ceases n 1 August 2019. Cuncil apprval fr minr changes during 2018-19. Crprate infrmatin Please use this sectin f the applicatin frm t cnfirm whether yu are submitting updated gverning dcuments with yur applicatin. There is further infrmatin abut hw t submit these dcuments in part 2 belw. Legal frm This sectin f the frm asks yu t tell us abut yur prvider s legal frm, fr example whether it was created by Ryal Charter, Act f Parliament, r as a cmpany limited by shares r guarantee and whether it is an exempt r registered charity: VAT status Legal frm (please list all that apply) If Other, please specify Cmpany number (if applicable) Charity number (if applicable) This sectin f the frm relates t yur VAT status. Please indicate if yu are claiming a VAT exemptin in respect f fees charged t students r fr any ther purpse. If yu are claiming a VAT exemptin, please explain the basis fr this. Relatinships with linked rganisatins This sectin f the frm asks yu t prvide details abut the relatinships that yur prvider has with ther rganisatins, including parent cmpanies, subsidiary cmpanies and ther linked rganisatins. infrmatin because it will appear n the OfS Register. We will als use this infrmatin t check that the prvider that is applying is the same as the entity fr which we already hld infrmatin (fr example, financial infrmatin). infrmatin because it helps us t understand the financial infrmatin yu give us. infrmatin t understand the structure f yur rganisatin and where 7
Subcntractual arrangements Validatin arrangements Yu can als prvide in this sectin any further cntextual infrmatin abut the structure f yur rganisatin, fr example, a cmplex grup structure. Subcntractual arrangements This sectin f the frm asks yu t tell us abut any subcntractual arrangements that yu have with anther prvider fr the delivery f higher educatin. A subcntractual arrangement is defined as fllws: a relatinship based n a frmal cntract, in which a bdy with degree awarding pwers (the lead prvider) allws anther prvider (the delivery prvider) t deliver all, r part, f a prgramme which has been designed, apprved and wned by the degree awarding bdy. The lead prvider r subcntracting prvider retains verall cntrl f the prgramme s cntent, delivery, assessment and quality assurance arrangements. This is als smetimes described as a franchise arrangement. We have pre-ppulated sme f this infrmatin where we already hld it. Please check it is crrect, amend if nt, and cmplete the remaining fields. If yu are in a subcntractual arrangement where yu are the lead prvider, please prvide a list f all such arrangements using UKPRNs where available. If yu are in a subcntractual arrangement where yu are the delivery prvider, please prvide a list f all such arrangements using UKPRNs where available. Please search fr all UKPRNs n the UKRLP website: https://www.ukrlp.c.uk/. Validatin arrangements This sectin f the frm asks yu t tell us abut the validatin arrangements currently in place. A validated curse is a mdule r prgramme which a degree awarding bdy apprves t cntribute, r lead, t ne f its awards. The validated curse is delivered by the prvider that designed it and students n the curse nrmally have a direct cntractual relatinship wnership and cntrl fr the prvider lies. infrmatin because it will appear n the OfS Register. infrmatin because it will appear n the OfS Register. 8
Key individuals with that prvider and nt the validating prvider. The validating prvider remains respnsible fr the academic standards f the award granted in its name. If yu validate higher educatin at anther prvider, please prvide a list f all prviders where such arrangements are in place at the time f yur applicatin, using UKPRNs where available. If yu d nt have yur wn degree awarding pwers please cnfirm whether any f the higher educatin yu deliver is validated by an awarding bdy and, if s, prvide a list f such bdies, using UKPRNs where available. Please search fr all UKPRNs n the UKRLP website: https://www.ukrlp.c.uk/. This sectin f the frm asks yu t prvide infrmatin abut key individuals at yur prvider: Yur nminated accuntable fficer ; The chair f yur gverning bdy; Yur directrs r trustees. Yur nminated accuntable fficer The accuntable fficer must be a senir fficer at the prvider, wh shuld nrmally be the head f the prvider, vice-chancellr, principal, chief executive, r equivalent. Please prvide all f the infrmatin requested fr this individual. Chair f gverning bdy This is the persn respnsible fr leading the gverning bdy, r equivalent, and wh has ultimate respnsibility fr strategic decisin making and versight f the prvider. The term gverning bdy has the meaning given in sectin 85 f HERA. Bradly, this will be any bard f gvernrs f the prvider r any persn r grup f peple respnsible fr the management f the prvider/cmpany, r an equivalent cntrlling bdy. This might be the infrmatin t assess whether yur prvider's wners and managers are 'fit and prper persns. Yu must als cnfirm that every individual whse details yu have included n this frm has cnsented in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. 9
bard f directrs, the trustees f a charity, fr example. We recgnise that fr very small prviders there might be a very small grup f peple respnsible fr management and ne individual may be bth the chair and the accuntable fficer. Please prvide all f the infrmatin requested fr this individual. Directrs r Trustees Yur directrs are the senir peple invlved in running the prvider, r they culd be nnexecutive directrs with respnsibility fr the versight f the prvider, whether r nt they are called directrs. Trustees has the meaning given by sectin 177 f the Charities Act 2011 trustees are the peple wh have the general cntrl and management f the administratin f a charity. Please prvide all f the infrmatin requested fr these individuals. If yu have mre than ten directrs/trustees, please enter the infrmatin requested fr the additinal directrs/trustees n the Additinal directrs + trustees sectin at the end f the applicatin frm. Cnsent Yu shuld cnfirm t us in this sectin that every individual whse details yu have passed t us has cnsented in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. Fit and prper persns We set ut in ur regulatry advice 1 nine indicatrs that a persn may nt be a fit and prper persn. Where ne f these indicatrs applies t an wner r t ne f the individuals listed in this sectin, yu must disclse this t us and prvide evidence that yu 1 Full infrmatin available n page 23 in bth Regulatry Advice 2: Registratin f current prviders fr 2019-20 and Regulatry Advice 3: Registratin fr new prviders fr 2018-29 available frm: https://www.fficefrstudents.rg.uk/#dcuments 10
Sharehlders have investigated and cnsidered the apprpriateness f the invlvement f the individual r cmpany. If this applies t any f the individuals that yu have prvided details fr in this sectin f the frm, please select yes in the crrespnding bx. We will fllw up separately with yu t discuss this issue as we assess yur applicatin. Yu d nt need t prvide any further infrmatin at this stage. Yu can use the text bx at the end f this sectin t add any further infrmatin in respnse t the questin abut cnsent frm individuals. Please d nt hwever include any further persnal infrmatin abut individuals in this sectin. In this sectin f the frm, we are asking fr infrmatin abut yur main sharehlders, whether these are individual r cmpanies. Yur main sharehlders are defined as any individual r cmpany sharehlders with a 15 per cent r mre hlding, either by value r by vting rights. Fr entities nt limited by shares, the same threshld f 15 per cent r mre f wnership shuld be applied. If yu have already prvided this infrmatin in the key individuals sectin f the applicatin frm, r if it des nt apply t yur rganisatin, yu d nt need t cmplete this sectin f the frm. Infrmatin abut individual sharehlders/members Please prvide infrmatin fr all sharehlders with a 15 per cent r mre hlding and any members that yu have nt already listed in the key individuals sectin f the applicatin frm. If this des nt apply t yur rganisatin yu d nt need t cmplete this sectin f the frm. Crprate sharehlders We nly require yu t prvide infrmatin in this sectin if yu have any crprate sharehlders with a hlding f 15 per cent r mre. Cnsent infrmatin t assess whether yur prvider's wners and managers are 'fit and prper persns'. Yu must als cnfirm that every individual whse details yu have included n this frm has cnsented in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. 11
Additinal directrs and trustees Yu shuld cnfirm t us in this sectin that every individual whse details yu have passed t us has cnsented in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. Fit and prper persns We set ut in ur regulatry advice 2 nine indicatrs that a persn may nt be a fit and prper persn. Where ne f these indicatrs applies t an wner r ne f the individuals listed in this sectin, yu must disclse this t us and prvide evidence that yu have investigated and cnsidered the apprpriateness f the invlvement f the individual r cmpany. If this applies t any f the individuals that yu have prvided details fr in this sectin f the frm, please select yes in the crrespnding bx. We will fllw up separately with yu t discuss this issue as we assess yur applicatin. Yu d nt need t prvide any further infrmatin at this stage. Yu can use the text bx at the end f this sectin t add any further infrmatin in respnse t the questin abut cnsent frm individuals. Please d nt hwever include any further persnal infrmatin abut individuals in this sectin. This sectin f the frm is prvided in case yu have mre than 10 directrs r trustees. If yu d nt, and have already prvided this infrmatin in the key individuals sectin f the applicatin frm, yu d nt need t cmplete this sectin f the frm. Directrs and Trustees Yur directrs are the senir peple invlved in running the prvider, r they culd be nnexecutive directrs with respnsibility fr the versight f the prvider, whether r nt they are called directrs. infrmatin t assess whether yur prvider's wners and managers are 'fit and prper persns. Yu must als cnfirm that every individual whse details yu have included n this frm has cnsented 2 Full infrmatin available n page 23 in bth Regulatry Advice 2: Registratin f current prviders fr 2019-20 and Regulatry Advice 3: Registratin fr new prviders fr 2018-29 available frm: https://www.fficefrstudents.rg.uk/#dcuments 12
Trustees has the meaning given by sectin 177 f the Charities Act 2011 trustees are the peple wh have the general cntrl and management f the administratin f a charity. Please prvide all f the infrmatin requested fr these individuals. If yu have mre than ten directrs/trustees, please enter the infrmatin requested fr the additinal directrs/trustees n the Additinal directrs/trustees sectin at the end f the applicatin frm. Cnsent in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. Yu shuld cnfirm t us in this sectin that every individual whse details yu have passed t us has cnsented in writing t ur hlding and prcessing their persnal data fr the purpse f ur regulatin f yu, and that yu will prvide us with a cpy f that cnsent n request. Fit and prper persns We set ut in ur regulatry advice 3 nine indicatrs that a persn may nt be a fit and prper persn. Where ne f these indicatrs des apply t an wner r ne f the individuals listed in this sectin, yu must disclse this t us and shw evidence that yu have investigated and cnsidered the apprpriateness f the invlvement f the individual r cmpany. If this applies t any f the individuals that yu have prvided details fr in this sectin f the frm, please select yes in the crrespnding bx. We will fllw up separately with yu t discuss this issue as we assess yur applicatin. Yu d nt need t prvide any further infrmatin at this stage. Yu can use the text bx at the end f this sectin t add any further infrmatin in respnse t the questin abut cnsent frm individuals. Please d nt include any further persnal infrmatin abut individuals in this sectin. 3 Full infrmatin available n page 23 in bth Regulatry Advice 2: Registratin f current prviders fr 2019-20 and Regulatry Advice 3: Registratin fr new prviders fr 2018-29 available frm: https://www.fficefrstudents.rg.uk/#dcuments 13
Part 2: Hw d I submit my applicatin? 9. Applicatins t register with the OfS must be submitted via the nline registratin prtal. The lgin page fr the prtal can be accessed by the fllwing link: https://extranet.fficefrstudents.rg.uk/data. Please nte that yu will nly be able t use the registratin prtal frm 3 April 2018. If yu try t access the prtal befre 3 April yu will receive an errr message. 10. We have written by email t all prviders that have indicated t us that they intend t register with the OfS. This email included an access key. Please nte that this access key is specific t yur prvider and gives access specifically t the OfS Registratin sectin f the OfS prtal. The access key shuld nt be shared with ther prviders. The access key shuld nly be shared with clleagues within yur prvider wh are respnsible fr uplading the data. 11. In rder t register with the OfS, every prvider must have a UK prvider reference number (UKPRN). If yu d nt already have a UKPRN, yu can apply fr ne frm: www.ukrlp.c.uk. Once yu have yur UKPRN, please cntact the OfS registratin team at: registratin@fficefrstudents.rg.uk and we will be able t prvide yu with an access key fr the registratin prtal. Hw t access the OfS prtal 12. T access the OfS prtal, yu will first need t create an accunt as described in paragraph 13 belw. If yu were previusly a user f the HEFCE extranet, yu will already have an accunt n the OfS prtal and can use yur existing lgin details. 13. If yu were nt previusly a user f the HEFCE extranet, please fllw these steps in rder t create an accunt: a. Click n the Create accunt buttn n the lgin page (accessed frm https://extranet.fficefrstudents.rg.uk/data) b. Enter yur name, email address and chse a passwrd. Yur passwrd must be at least six characters, cntaining at least ne upper case letter, ne lwer case letter and ne number. c. Enter the access key shwn in the email sent t yu by the OfS registratin team. d. Click the Create accunt buttn. e. Yu will be tld whether registratin was successful. If yu have successfully registered click Cntinue t navigate back t the lgin page. f. Lg in using yur registered email address and passwrd. 14. If yu have used the OfS prtal (r the HEFCE extranet) befre, please fllw these steps t lg in with a registered email address and passwrd: a. Use the lgin page t enter yur email address and passwrd. If yu have frgtten yur passwrd, click the Frgtten passwrd? link and enter yur email address. Yu will then be emailed a link t a page where yu can reset yur passwrd. b. When yu first enter yur lg in details yu will get an Access denied message. Fllw the link t Jin this area where yu will be prmpted t enter an access key. 14
c. Enter the access key shwn in the email sent t yu by the OfS registratin team and click Activate. Yu will be tld that yu have successfully jined the relevant sectin f the OfS prtal. d. Click n the Hme link belw the yellw band at the tp f yur screen. What t d if yu have nt received an access key/have lst yur access key? 15. If yu already have a UKPRN and have nt received any infrmatin frm the OfS registratin team abut hw t access the nline registratin prtal r if yu have lst yur access key, please cntact registratin@fficefrstudents.rg.uk as sn as pssible and we will ensure that yu receive an access key. Hw t uplad yur applicatin and supprting evidence 16. Once yu have successfully lgged in t the OfS registratin page (https://extranet.fficefrstudents.rg.uk/data), yu will see fur links relating t the Registratin prcess: Sectin 1 - Applicatin frm Sectin 2 - Access and participatin resurce plan Sectin 3 - Financial tables Sectin 4 - All ther supprting evidence 17. The applicatin is split int sectins in this way because, where we have asked yu t use an Excel wrkbk t submit evidence, we need t ensure the infrmatin submitted is easily transferable t ur data and infrmatin systems (fr example, the database which will underpin the OfS Register). 18. The table belw prvides detailed instructins abut hw t dwnlad/uplad evidence fr each part f the registratin prcess. If at any time yu frget yur passwrd fr the OfS prtal click the Frgtten passwrd?' link and enter yur email address. Yu will then be emailed a link t a page where yu can reset yur passwrd. If yu need assistance cmpleting yur applicatin t register with the OfS please cntact registratin@fficefrstudents.rg.uk. 15
Submitting yur evidence Sectin f registratin prcess Hw t submit yur evidence Sectin 1: Applicatin frm Please use this link t dwnlad the applicatin frm fr yur prvider and uplad it when it has been cmpleted. Full guidance n hw t cmplete the frm is prvided in Part 1 f this dcument abve. All prviders must cmplete this sectin. T dwnlad yur prvider s applicatin frm click n the Sectin 1 - Applicatin frm link. Click n the Dwnlad buttn and select Save when prmpted. Save the zip file (cmpressed flder) OfSApplicatin_package_XXXXXXXX.zip (where the suffix is yur prvider s 8-digit UKPRN) in a lcatin n yur netwrk where yu can access it later. The zip file/package cntains ne file: ApplicatinFrm_XXXXXXXX.xlsx (where the suffix is yur prvider s 8-digit UKPRN). This is a Micrsft Excel file. T cmplete the return, yu will need t unzip the package. Windws 7, 8 and 10, Vista, XP and Windws ME can perfrm this task withut a third party tl. Other perating systems will need an additinal prgram. When yu have cmpleted yur applicatin frm, and are ready t submit it, lg in again using yur email address and passwrd, and fllw the instructins belw. Once yu have lgged in t the OfS registratin page, click n Sectin 1 - Applicatin frm. Click the Uplad buttn, and then use the Brwse \ Chse file buttn t lcate files n yur cmputer r netwrk. Click n Uplad. Submitting the file may take up t a few minutes, depending n hw busy the server is. A message will appear n the screen t tell yu the status f yur submissin. Yu may see ne f the fllwing messages: a. Yur files have been submitted and are waiting t be prcessed; b. Yur files are being prcessed; c. Cmpleted successfully. 16
When the submissin prcess has cmpleted successfully, click the 'Result' buttn and save yur results file n yur wn netwrk. The results file will shw a cpy f the data that has been upladed. Sectin 2: Access and participatin resurce plan Please use this link t dwnlad the template fr the access and participatin resurce plan relating t Cnditin A1 and uplad it nce it has been cmpleted. Yu shuld nly uplad the resurce plan (the Micrsft Excel dcument) in this sectin the qualitative part f yur access and participatin plan (the Micrsft Wrd/pdf dcument) shuld be submitted in sectin 4 (see instructins belw). If yu are applying in the Apprved (fee cap) categry and intend t charge qualifying persns n qualifying curses fees abve the basic amunt and up t the higher amunt, yu must cmplete an access and participatin resurce plan in accrdance with Cnditin A1. If yu have already indicated t us that yu intend t apply in the Apprved (fee cap) categry, yu shuld have received a pre-ppulated template by email t begin cmpleting. If yu did nt receive this template r cannt lcate it, yu can use the link in this sectin t dwnlad the template, cmplete and uplad it. If yu If yu wish t make changes t yur applicatin frm after it has been upladed, and yu have nt yet cnfirmed yur submissin is cmplete, then please re-uplad the file t the prtal and this will verwrite the previus submissin and a new results file will be generated. T dwnlad yur prvider s template fr the access and participatin plan click n the Sectin 2 - Access and participatin resurce plan link. Click n the Dwnlad buttn and select Save when prmpted. Save the zip file (cmpressed flder) OfSAPP_package_XXXXXXXX.zip (where the suffix is yur prvider s 8-digit UKPRN) in a lcatin n yur netwrk where yu can access it later. The zip file/package cntains ne file: APP1920_XXXXXXXX.xlsx (where the suffix is yur prvider s 8-digit UKPRN). This is a Micrsft Excel file. T cmplete the return, yu will need t unzip the package. Windws 7, 8 and 10, Vista, XP and Windws ME can perfrm this task withut a third party tl. Other perating systems will need an additinal prgram. When yu have cmpleted yur applicatin frm, and are ready t submit it, lg in again using yur email address and passwrd, and fllw the instructins belw. Once yu have lgged in t the OfS registratin page, click n Sectin 2 - Access and participatin resurce plan. Click the Uplad buttn, and then use the Brwse \ Chse file buttn t lcate files n yur cmputer r netwrk. Click n Uplad File. 17
are nt required t prvide evidence fr this cnditin, please d nt submit any dcuments in this sectin. Sectin 3: Financial tables Please use this link t dwnlad the template fr the financial tables relating t Cnditin D, and als t uplad it nce it has been cmpleted. We will already have tld yu if yu need t submit evidence in this sectin. If yu d, please use this link t dwnlad the template fr financial and student number frecast tables, cmplete and uplad it. Yu shuld submit yur audited financial statements and financial cmmentary as separate dcuments in the supprting evidence sectin utlined belw. If yu are nt required t prvide evidence fr this cnditin, please d nt submit any dcuments in this sectin. Submitting the file may take up t a few minutes, depending n hw busy the server is. A message will appear n the screen t tell yu the status f yur submissin. Yu may see ne f the fllwing messages: d. Yur files have been submitted and are waiting t be prcessed; e. Yur files are being prcessed; f. Cmpleted successfully. When the submissin prcess has cmpleted successfully, click the 'Results' buttn and save yur results file n yur wn netwrk. The results file will shw a cpy f the data that has been upladed. If yu wish t make changes t yur access and participatin resurce plan after it has been upladed, and yu have nt yet cnfirmed yur submissin is cmplete, then please re-uplad the file t the prtal and this will verwrite the previus submissin and a new results file will be generated. T dwnlad yur prvider s template fr the financial tables click n the Sectin 3: Financial tables link. Click n the Dwnlad buttn and select Save when prmpted. Save the zip file (cmpressed flder) OfSFinancialTables_XXXXXXXX.zip (where the suffix is yur prvider s 8- digit UKPRN) in a lcatin n yur netwrk where yu can access it later. The zip file/package cntains ne file: OfSFinancialTables_XXXXXXXX.xlsx (where the suffix is yur prvider s 8-digit UKPRN). This is a Micrsft Excel file. T cmplete the return, yu will need t unzip the package. Windws 7, 8 and 10, Vista, XP and Windws ME can perfrm this task withut a third party tl. Other perating systems will need an additinal prgram. 18
When yu have cmpleted yur applicatin frm, and are ready t submit it, lg in again using yur email address and passwrd, and fllw the instructins belw. Once yu have lgged in t the OfS registratin page, click n Sectin 3 - Financial tables. Click the Uplad buttn, and then use the Brwse \ Chse file buttn t lcate files n yur cmputer r netwrk. Click n Uplad. Submitting the file may take up t a few minutes, depending n hw busy the server is. A message will appear n the screen t tell yu the status f yur submissin. Yu may see ne f the fllwing messages: g. Yur files have been submitted and are waiting t be prcessed; h. Yur files are being prcessed; i. Cmpleted successfully. Sectin 4: All ther supprting evidence Please use this link t uplad all ther supprting evidence as part f the registratin prcess. (Please nte that if the links d nt appear yu may need t refresh the page r lg ut and lg in again). Please ensure that yur supprting evidence is split int separate dcuments and with the files named clearly t When the submissin prcess has cmpleted successfully, click the 'Result' buttn and save yur results file n yur wn netwrk. The results file will shw a cpy f the data that has been upladed. If yu wish t make changes t yur financial tables after they have been upladed, and yu have nt yet cnfirmed yur submissin is cmplete, then please re-uplad the file t the prtal and this will verwrite the previus submissin and a new results file will be generated. T uplad ther dcuments as part f the registratin prcess, lg in t the OfS registratin page and click n the link Sectin 4 All ther supprting evidence. Click the Uplad buttn, and then Brwse\Chse file t find the lcatin f the file yu wish t uplad, and then click n Uplad. Repeat this prcess t uplad further files. When yu have selected all yur files t be upladed click the Submit buttn. A Success message will appear n the screen when the file(s) has/have been upladed successfully. There will be n results file generated fr the uplad f supprting evidence. 19
shw which cnditin the dcument relates t, fr example: Cnditin A1: Access and participatin plan where applicable. Yu may als wish t submit a students unin supprting cmmentary as a separate dcument. Cnditin A2: Access and participatin statement where applicable (including a link in that dcument t where the statement can be fund n yur website) Cnditin C1: Guidance n cnsumer law selfassessment Cnditin C3: Student prtectin plan Cnditin D: Audited financial statements and supprting cmmentary where required Cnditins E1 and E2: Management and gvernance selfassessment Updated drafts f gverning dcuments currently subject t Privy Cuncil versight (where applicable). 20
Finalising and submitting yur applicatin 19. Once yu have upladed all f the supprting evidence fr yur applicatin, yu shuld cnfirm that all infrmatin is accurate and cmplete and ready t submit. T d this, navigate t the OfS registratin hmepage (https://extranet.fficefrstudents.rg.uk/data). Click the check bx in the sectin highlighted in yellw, and then click the Submit buttn. This will ntify the OfS registratin team that yur submissin has been cmpleted. Once yu submit yur applicatin, yu will be unable t submit further infrmatin unless yu specifically request t d s. Fr this reasn, we suggest that yur nminated registratin cntact shuld cllate and submit the full applicatin at ne time. Hw will I knw that yu have received my applicatin? 20. As sn as yu submit yur applicatin, the registratin prtal will prvide yu with an nscreen cnfirmatin that yu have successfully submitted. We will email yu t cnfirm that we have received yur dcuments this email is nt autmatically generated and s there may be a shrt delay between yur uplad and receiving an email cnfirmatin. 21. Once yu have submitted yur applicatin, the prtal will be lcked and yu will be unable t make changes t the dcuments submitted. This is t ensure that we have an audit trail f dcuments submitted, and that we are assessing the crrect versin f yur evidence. 22. If yu wish t change any f the submitted dcuments after yu have finalised yur submissin, yu shuld cntact us at registratin@fficefrstudents.rg.uk as sn as pssible. We will then repen the registratin prtal t allw yu t uplad a new dcument in rder t ensure that we use the latest versin in assessing yur applicatin. What happens next? 23. As sn as yur applicatin is submitted, a member f the OfS registratin team will check that we have all the infrmatin we need t assess yur applicatin. We will cntact yu as sn as pssible after yur submissin if we believe any infrmatin is missing frm yur applicatin. 24. We will initially priritise assessing applicatins frm prviders with an early recruitment cycle (this nrmally applies if yu ffer medical, veterinary, dental r cnservatire prvisin. When we cnfirm receipt f yur applicatin we will let yu knw if we think the early recruitment applicatin date applies t yu n the basis f current UCAS infrmatin. If yu have an early applicatin cycle but d nt recruit thrugh UCAS, please email registratin@fficefrstudents.rg.uk as sn as pssible t ensure that we priritise the applicatin fr assessment. 25. If yu have submitted an access and participatin plan (APP) as part f yur applicatin fr the Apprved (fee cap) categry, we may cntact yu n behalf f the Directr fr Access and Participatin t discuss this. Any further iteratins f yur APP will need t be submitted thrugh the registratin prtal. If yu wuld like yur APP cntact t be able t d this directly, please pass yur access key fr the prtal t that persn. The registratin team will pen the prtal t allw a new versin t be submitted. 21