Collection tool help
How to use our collection tool to manage your courses.
In the collection tool, you can add and manage course and provider information. The data feeds into our multi-destination search and discover tools, which prospective applicants and advisers use to search for courses.
We have a range of support material available on this page. If you have any further queries, please contact our Data Collection Team at coursesdata@ucas.ac.uk or on 01242 544 864.
We have a selection of support material available to help you manage your course listings and provider information:
Collection Tool support guide 2025 (1.36 MB)
listing_short_courses.pdf (75.24 KB)
md-8832-provider-pages-spec-v3.pdf (856.22 KB)
Partners we share your course listings with (61.35 KB)
We have a selection of online modules to help you get started with the collection tool:
Our search tool will start displaying course listings for the next academic year in early May). On that basis, we suggest you follow the above calendar to ensure you are maximising the time your courses are visible to students:
Please note: You can update your course listings at any time.
It's important your course and provider information is maintained in the collection tool, and:
If you need any help with presenting good quality information to potential applicants, you may wish to refer to HEFCE’s guide to providing information to prospective undergraduate students.
A: You can get this from the Course management page in the collection tool. In the top tile on the right-hand side, select ‘Download courses’ and tick the ‘Unistats’ option from near the bottom of the list.
From the file you download the course and programme IDs you need in columns D and E. You can also download your course list, and other useful reports.
If you have any queries about the information in the Unistats report, please contact the Higher Education Statistics Agency (HESA) at www.hesa.ac.uk.
A: Go to ‘Course management’ and select the view button of the course you want to close. Click the outcome qualification and select ‘Application status’ from the bulk actions drop-down list and click ‘Go’. Select the course options you want to close and then click save.
You may also want to consider unpublishing your closed course. To do this, select ‘Publication status’ from the bulk actions drop-down list and click ‘Go’. Mark any course options you want to unpublish as ‘not published’ and then click save. Closing a course option will automatically change the vacancy status to ‘No vacancies’.
A: Only the subject of the course. Do not duplicate other information such as outcome qualification, as it is included elsewhere in the course details.
Course titles can be updated at any time. We do, however, request that if the title is changing by more than 50%, that a new course be created with the required title, and the previous course is archived. However, this may affect any applicants that have applied to the original course.