What is the embargo, when is it, and who does it apply to?
The university receives applicant’s exam results in order to make admissions decisions ahead of when an applicant themselves receives them. The applicant exam results we receive are therefore under strict embargo and it is essential we uphold the embargo. We have signed a binding agreement with UCAS and failure to comply with the embargo may result in UCAS withdrawing the early receipt of these files. This would severely hamper our ability to recruit undergraduate students, so please make sure you are aware of what you can and can't do during the embargo period.
The embargo and ban on applicant communications applies to all staff (academic or professional service) who may come into contact with applicants/new students, or who work with applicant/student related services (such as accommodation, registration, etc).
The embargo applies to all applicant related communications and interactions. The embargo is from 6pm on Monday 29th July until 8.00am on Thursday 15th August.
Embargo training
To help prepare for the embargo period and prevent a breach we strongly encourage all staff (academic or professional service) who may come into contact with applicants/new students, or who work with applicant/student related services (such as accommodation, registration, etc), to complete an online training module from UCAS.
This training is designed for all staff (academic and professional service) and will take between 20-30 minutes to complete.
Responsibilities for staff during the embargo period
There is a blanket ban on all applicant communications, whether via the CRM, outlook or ad-hoc, unless the communication has been prior approved by Lucy Burrowes, Head of UK Student Recruitment and Admissions. No communications to applicants should be sent during the embargo period without prior approval.
If staff receive enquiries from applications during the embargo period the message staff should give to any students awaiting results is: “your status is not confirmed until you have received your results.” Staff must not allude to any embargoed exam results or change in student status(for example that a student's place is now confirmed).
Staff will retain access to live Banner data during the embargo period, but they must not allude to any student’s exam results, including those students with an unconditional offer during the embargo. This includes alluding to their grades or if their status is confirmed.
To ensure you do not inadvertently release results please ensure:
- When you communicate with applicants who are awaiting results your advice is "your status is not confirmed until you have received your results."
- You do not confirm – verbally or by email - any results information or changes in status, for example UF (Unconditional Firm) to CF (Conditional Firm) or CI (Conditional Insurance).
- You do not send any communications to applicants without prior approval from Lucy Burrowes, Head of UK Student Recruitment and Admissions.
Please note: UF (Unconditional Firm) students may still be pending examinations results and are strictly covered by embargo, any communications with these students must not allude, indirectly or otherwise, to results information.
If you have any questions or concerns relating to the embargo, or wish to seek approval for a communication, please first contact Lee McMahon, Deputy Head of UK Student Recruitment or Lucy Burrowes, Head of UK Student Recruitment and Admissions
Frequently Asked Questions
What is UCAS Results Embargo?
Each year UCAS provide University of Greenwich with results information prior to publication, so we can make Confirmation decisions ahead of results days. We obtain the results data from awarding organisations under strict contractual obligations, so that all the information remains confidential and under embargo conditions during agreed embargo periods. The embargo period not only covers the disclosure of result information, but also an indication of the outcome of their application following their results.
What qualifications does the embargo cover?
GCE A level, SQA (Highers and Advanced Highers), Welsh Baccalaureate, and Pearson BTEC (RQF).
Does it include any other of the mainstream qualifications such as Access Courses or International Baccalaureate
GCE A level, SQA (Highers and Advanced Highers), Welsh Baccalaureate, and Pearson BTEC (RQF).
What dates are the embargo in place from?
Embargo period: 18.00 on Monday 29th July until 08.00 on Thursday 15th August
Official release: 08.00 on Thursday 15th August
Why do we have to comply?
It is a stressful and confusing to applicants to hear an indication of the outcome of their application, without the support network around them, as it is to hear of the actual results before publication day(s).We have signed an agreement with UCAS binding us to a strict embargo. Embargo breaches may result in not receiving result files early in future years. This would severely hamper our abilities to recruit new students.
How do breaches occur?
UCAS experience breaches during the embargo periods every year. The most common breaches of the embargo are a result of either automated systems and notifications regarding accommodation, reading materials or alternative options, or individual staff error. It is our responsibility for ensuring we take all necessary steps to protect the embargoed information
Will there be any system restrictions during the embargo period?
Yes, we will be switching off automated communications. The live UCAS feed into CRM will be closed. However, Banner and CRM access will remain in place as normal practice and all users are reminded of restrictions in place.
What should I say if engaging in one to one enquires from students/parents about confirming a place during the embargo period?
“Your status is not confirmed until you have received your results” is the official advice staff should give to any student that are awaiting results. It is unlikely they will be seeking to find this information out.
What happens if the university breaches the embargo?
The penalty for breaching the embargo is we may not receive the results files in future years. This will affect our ability to recruit and operate effectively in clearing.
What action should be taken in the event of an embargo breach?
Contact Lucy Burrowes, Head of UK Student Recruitment and Admissions immediately to report the breach.
Can faculties and departments send out nurture communications during the embargo period?
No communications to applicants should be sent during the embargo period without prior approval from Lucy Burrowes, Head of UK Student Recruitment and Admissions. This includes ‘keeping warm’ activity, for example sharing reading lists, or anything alluding to an internal decision e.g. a change in offer status from conditional to unconditional, an alternate offers, tariff, or grade boundaries.
If you have any questions or concerns relating to the embargo, or wish to seek approval for a communication, please first contact Lee McMahon, Deputy Head of UK Student Recruitment or Lucy Burrowes, Head of UK Student Recruitment and Admissions.
