Financial Declaration Form (FDF) - Online Process

The project team has contacted all known colleges/departments to gather user lists and grant access to relevant colleagues. Please try logging into eVision to check your access. If you are unable to get into the system, please contact your local Information Custodian.

The FDF is accessible via the Fees and Funding section in eVision at https://evision.ox.ac.uk.  You will at first be presented with the FDF dashboard seach screen which will include by default the college(s)/ department(s) you are associated with.  You can then use this search screen to show the FDFs that you wish to view.

The FDF will automatically appear in the list on your dashboard once the offer holder's status meets the relevant criteria for the application type. This is generally that they have a confirmed fee (i.e. not a 'query' fee status) and have an offer from your college/department logged on eVision.

Undergraduate FDFs will become available around the same time as UCAS offers and offer letters are sent in January. Graduate FDFs will become available on a rolling basis as offers are made.

Graduate offer holders will be able to access their FDF via a button within their Graduate Self-Service portal once the form has been released to them. They will receive a notification email to inform them of this.

Undergraduate offer holders will be sent an email containing a 'Magic Link' once the form has been released to them. They will be able to use this link to login to eVision and complete the information.

For college-owned FDFs a college offer needs to have recorded in eVision before the FDF will appear on the dashboard.  For department-owned FDFs the department offer needs to have been recorded. This will then trigger creation of the FDF in eVision overnight. An offer holder record will also be held until a fee status has been confirmed, where there has been a query in regards to this.

Other users within your college or department will be able to view the same dashboard, where they have been granted access to process FDFs within your area.

We have attempted to standardise the FDF where possible, however there are still variations to ensure that agreed University policies and fee structures can still be incorporated. The variations are:
Undergraduate/PGCE, Graduate Entry Medicine, Clinical Medicine, Astrophoria Foundation, Full-time Graduate, Part-Time Graduate, Software Engineering, Continuing Education Undergraduate, Doctor of Medicine

Offer holders can upload multiple documents, there is no limit on the number of uploads per funding source.

This will be in line with AAD policy, currently this is their relationship with the University plus six years.

Student Fees and Funding are working on reporting requirements and will share data in due course.

Place the FDF on hold using the 'Sanctions/money laundering query' category. Email the Finance Division at sanctions@admin.ox.ac.uk to highlight Sanctions or Money Laundering concerns. Await response from the Finance Division (by email). Once confirmation is received that it is ok to proceed, continue the FDF process.

This is to do with the way the data is held in SITS. As FDFs are processed across colleges and departments, and at undergraduate and graduate level, contact details would need to be stored across a variety of locations within the system, which could lead to errors if any of the tables were not updated appropriately. The email text contains details on where offer holders can find support.

Yes, if there is a course change then a new FDF will need to be processed.

If the course change is within the original college / department this will show as a change required via the 'Recalc Req' field on your FDF dashboard highlighting that a new FDF is required.

If the course change results in a change of college the new college will be required to process a new FDF - this will move to the correct dashboard automatically overnight.

Initially the offer holder will need to choose the relevant option from the data entry drop-down themselves. The medium-term aim is for scholarship selection processes to feed this data directly, so that the offer holder will see on their FDF a funding source that defaults to their Oxford scholarship.

The FDF can be withdrawn from the applicant using the 'Action' drop-down menu. Alternatively you can just leave the form in 'returned' status and not accept it.

These FDFs are not in scope, they will continue to be processed via the Slate system following the existing process. This is because the Slate system is not compatible with the new process.

This email address will be displayed on the Financial Declaration webpage at www.ox.ac.uk/students/new/financialdeclaration so that offer holders can get in touch for assistance with their form, should they need to.

The FDF will transfer with the offer holders' record and the receiving college will be able to view the form and any data and evidence previously attached to it. The receiving college can release this back to the applicant, ask them to update the information as required, and reconfirm their acceptance of the FDF terms.

The FDF record will be frozen once a student enrols. Therefore, the releasing college would need to download the form and the attached evidence, and share this securely with the receiving college.

Where an application (to an undergraduate/graduate course) has been withdrawn, rejected or otherwise made inactive, these forms will continue to be available within the FDF dashboard. Applications can be filtered out using the search tool by choosing ‘active’ from the Application Status category.

The FDF status will show on the dashboard.  The dashboard defaults to display records with a newest change date at the top, therefore FDFs with a status change will appear at the top of the list. FDFs will show as 'Not released', 'Released', 'Returned', 'Accepted' or 'Withdrawn'. 'Returned' is the only status that offer holders can trigger, the others are system or staff generated.

You can place an FDF on 'Hold' if you need further information before proceeding with the form. There are categories to help you to track your outstanding forms, including common reasons such as 'further evidence required' or 'query from offer holder'. You will also be able to search for FDFs on Hold and with the specific reason via your FDF dashboard search screen.

To remove the Hold go to the Action dropdown and choose the 'Update Hold' option and click on the 'Complete Action' button.  This will take you to the 'On Hold Details' screen where you can change the value from 'Yes' to 'No' in the 'On Hold*' dropdown. 

You can choose to also remove the reason for the Hold on this screen or keep the reason there for reference if you still want to use it for a searching purposes.

If an applicant's fee status changes, this will generate a 'recalc required' flag to amend the fees. You will need to go back into the FDF and re-release it to the applicant.

The FDF status relates to the form itself, therefore it can only be not released, released, returned, accepted or withdrawn (meaning that the FDF has been withdrawn, for example to deal with a fee issue, rather than the application itself having been withdrawn). If an application is withdrawn or rejected the FDF can be filtered out of the dashboard list by selecting only 'active' application records.

Please note it can also take a few hours for the application status to filter through to the FDF.

Email notifications to staff have not been included in development due to concerns about the number of additional emails that would be received during a busy time. Therefore it is recommended that staff check their FDF dashboard regularly throughout the admissions period.

Where possible, fees will be pulled through from SITS - this will include all courses that previously had automatic fee calculation - and some additional course fees will also now be pulling through automatically. For some courses, Student Fees and Funding will add manual calculation fees in bulk (further information will follow on this). A minority of courses will still require manual calculations.

These are estimated and published annually by Student Fees and Funding.  These figures are used as standard across SFF processes.

In cases where you believe there is an error with the fee pulled from SITS, or have other concerns about the fee rate:

The FDF should be placed on hold under the 'Fee Rate Question - Refer to SFF' category while you raise this with Student Fees and Funding. An email should be sent to student.funding@admin.ox.ac.uk explaining the concern and the impacted applicant/s. SFF will then access the record centrally, make any necessary amendments if required, and confirm when the FDF is ready to be checked and released to the offer holder. 

In cases where offer holder is querying their fee status:

The form can be placed on hold using the 'Fee Status Query - In Progress' category. Selecting this category will not trigger a fee status questionnaire to be sent; the offer holder, college or UAB must email student.fees@admin.ox.ac.uk to request a re-assessment. If the offer holder’s fee status changes following a re-assessment, the FDF will appear on the list of forms with recalculated fees. The FDF can then be regenerated with the updated fees.

The FDF can be re-generated, resulting in a 'recalculation', which will pull through the amended details and/or fees from SITS. FDFs requiring a recalculation will be flagged by the 'recalc required' flag. Colleagues will need to go into the form and select the option to 'recalculate fees' in the 'Action' drop-down menu, then select 'Complete Action'. This will regenerate the form and bring it to the top of your dashboard. Please note that you will lose direct access to any queries attached to the original version of the form and therefore may like to keep a note of these before regenerating. 

The FDF should be placed on hold under the 'Fee Rate Question - Refer to SFF' category while you raise this with Student Fees and Funding. An email should be sent to student.funding@admin.ox.ac.uk explaining the concern and the impacted applicant/s. SFF will then access the record centrally, make any necessary amendments if required, and confirm when the FDF is ready to be checked and released to the offer holder. 

The offer holder will be shown a funding total below all of their entered sources, but a total lower than the necessary amount does not prevent them from submitting the form. Offer holders must also acknowledge they have read the essential information before submitting.

The FDF will not appear on your dashboard until the fee status has been established. This is to reduce the possibility of fee errors.

Undergraduate offer holders who are expected to be able to access Student Loan Company support will not need to provide supporting evidence at the point of submitting their FDF. However, they will be asked whether they have their SLC funding confirmation letter when completing the FDF, and, if they do, there will be the option for them to upload this at the time of submitting the form. Undergraduates liable for fees at the Overseas rate, and those completing second degrees, will still need to provide full supporting evidence of their funding sources.

Offer holders will be advised on the FDF upload screen not to upload password protected files as this may delay the processing of their form. 

No, the FDF download just includes the form itself.  The supporting evidence can be accessed and downloaded in the 'Funding Checks' section when accessing an offer holder's submitted or approved FDF. Administrators will be able to continue to access this screen while students are enrolled on course.

The project team will be adding all relevant users before the form goes live, therefore these colleagues should have access to the system. Your Information Custodian will be able to provide any additional  users with access to the FDFs for your college or department.

You can send a query back to the offer holder explaining the evidence you need to see and asking them to log back into their FDF and upload it.  The evidence needs to be uploaded against the original source of funds entered, instead of entering a new source of funds.

You can also place the FDF 'On Hold' with a reason of 'Further evidence requested'.  You will then be able to search for this type of Hold via the FDF Search screen.

Guidance on acceptable documentation is included in the Essential Information at https://www.ox.ac.uk/students/new/financialdeclaration

The offer holder has a tickbox at the end of their FDF form asking them to confirm that they have read and agree to the terms of the Financial Declaration.  This agreement includes a declaration that they have read and understood the essential information. Hyperlinks out to the essential information are located throughout the text of the form itself.

Offer holders can send a query via the FDF and it will be highlighted in your dashboard for response. They will also have access via the form to contact details for their college or department.

Their FDF will move on your FDF dashboard for review for the new year of entry (fees and living costs will generate once the system 'rolls over' to the new academic year).

The FDF will remain available in its existing state (i.e. if it has been accepted this will still be available to view). However, the application status will have changed. You may wish to filter for only 'active applications' in the search tool, as this will only bring back FDFs where applications are still in an active status.

Offer holders can send a query to their FDF admin using the 'query' function. Once the query has been submitted, the hold status will change to 'yes' and the status 'query from offer holder'. You can search for these forms specifically using the search tool, or if you choose all active forms these will appear near the top due to a change in their status.

The original Magic Link email is valid for three months. When an offer holder generates a link from the original email, this is single use only.

If the Magic Link has expired you can re-send the form to an applicant by using the query function to send them a message. This will send them a new version of the link, valid for another three months. They will also be sent a new link with their reminder email two weeks before the deadline you have set to return the form.

For undergraduate offers: Financial Declarations can be released after offer letters have gone out and UCAS has been updated. Please note the system will not hold undergraduate FDFs - it is therefore important not to release these before the offer letters. Colleges may also wish to consider Student Loan Company application windows when deciding when to send forms. For direct applicants (e.g. those at OUDCE) the FDF should be sent after the offer has been sent.

For graduate offers (college owned): the FDF can be sent after the college offer has been recorded in eVision. Where possible, colleagues can prepare the FDF before sending the college offer letter; this will then send the two documents to the applicant together.

For graduate offers (department owned): the FDF can be released after the UAB decision has been added. Where possible, colleagues can prepare the FDF before sending the UAB letter; this will then send the two documents to the applicant together.

The earliest deadline as agreed by Conference is 30 June of the incoming year (e.g. 30 June 2026 for Michaelmas 2026 entry). It is at the college/department's discretion to extend beyond this date. The deadline can be amended within the FDF after it is initially sent out.

Yes, you can update the deadline date by opening the FDF and updating the deadline date field to the new date.

There will be an automatic email sent to the offer holder 14 days prior to their FDF deadline date reminding them to complete their FDF.  This email will also be sent 14 days prior to any amended deadline dates.  

No automatic action will happen (i.e. their offer status will not change unless you proceed to mark the condition as not met). The offer holder will still be able to access and complete the FDF. You may wish to move the deadline back, as this will trigger a reminder to the offer holder 2 weeks before the amended deadline date. Otherwise you can contact the offer holder by email or via the query functionality in the FDF.