---
title: Centralised References
description: This article will guide you through how the Centralised References feature simplifies the reference process for schools, students, and referees by offering a centralised location for managing reference requests
---

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# Centralised References

## This article will guide you through how the Centralised References feature simplifies the reference process for schools, students, and referees by offering a centralised location for managing reference requests

***Overview***

The **Centralised References** feature is designed to simplify the reference submission process for students applying to multiple schools, centralising tasks for both referees and schools. It enhances the referencing process by utilising Core and Common Questions, customising questions, and automatically filling in answers from previous references when applicable. This approach makes the process more efficient and reduces repetitive tasks for referees.

 

There has been a slight change to the user interface (UI) for *Reference* that you will notice. In the **Reference Section** of the **Education Step**, you'll now see a new column called "**Reference Category."** Under this column, you’ll find labels such as *Core*, and depending on the view, it could also display *Common* or be left blank.

 

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Screenshot%202024-10-03%20160311-png.png?width=670&height=313&name=Screenshot%202024-10-03%20160311-png.png)

 

**1. Core Questions**

These are essential and mandatory for all references. These typically include basic information such as the student’s name and the referee’s email. These questions cannot be removed from the form but can be reworded according to each school’s preference. The idea is to ensure that vital information is always included, making the system robust and consistent across all schools. 

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Screenshot%202024-10-03%20160754-png.png?width=670&height=310&name=Screenshot%202024-10-03%20160754-png.png)

 

**NOTE:** There is no delete option for core questions.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/NO%20DELETE-png.png?width=670&height=138&name=NO%20DELETE-png.png)

 

**Standard lookup values**

In order for you to maximise the benefits of automated reference completion, the core and common questions on your reference form should use a standard set of lookup values (those used by the vast majority of schools). Please see the standard list below:

![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Jan-07-2025-12-59-01-7500-PM.png?width=670&height=510&name=image-png-Jan-07-2025-12-59-01-7500-PM.png)

 

**2. Common Questions**: 

Common questions are those frequently asked by most schools in their reference forms. These questions include topics such as attendance, punctuality, strengths, and weaknesses. The major benefit of using common questions is that their answers can be auto-filled from previous references. If a referee has answered these questions for a student in a past reference request, those answers will automatically populate the new form, saving time and effort.

Schools can modify, remove, or reword common questions to fit their needs, giving them flexibility while still enjoying the efficiencies of auto-filling.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Common-png.png?width=670&height=193&name=Common-png.png)

 

 

**3. Other (Custom) Questions:**

Custom questions allow users to tailor the reference process by adding specific inquiries that meet their needs. You can incorporate these questions just as you did previously, using any existing custom questions from past forms. **Before adding a new custom question, it's a good practice to check the common questions section to see if your inquiry is already included, as you can modify existing questions if necessary.** If your desired question isn't present, feel free to add it, ensuring your reference process is as effective as possible.

![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXehTPP-J01OnfY5oZ6rCilDSuL5LJCsArQYyfnqDEOVToD9mfW2NbyIOpl46mJToc3_LwLCFY0cY2CXlAdOLqROxKYrntmyjlz6c2r9JS-NWBHhLyuIUXOpdwVsWw0FD0aaq21RGFJpwDjNOVaK-UvH1Y9E?key=sspAioifWxoAONWL1hMT9w)

 

| **Automatic Reference Completion** **Answers to core and common questions** can be **automatically filled in from previous references**, provided that the reference request is **made within the same year.** Automatically answered questions, such as core and common ones, reduce the workload for referees. **Reusing Previous Submissions** When a student applies to multiple schools and the common or core questions remain unchanged, the system automatically completes the reference using answers from previous submissions. This saves referees time by eliminating repetitive work. |
| --- |

 

***The Student Experience***

Students will **input their referee's contact information** as they normally would. If all Core and Common questions are automatically answered based on previous references, the **student will receive a notification** informing them that the reference is complete.

 

***The School’s Perspective***

From the school's perspective, **the process for viewing reference answers remains the same as before, with access to the reference details on the student profile.** On the reference page, schools will continue to see the status of each reference as either incomplete or complete, ensuring no changes to the current system. 

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Student%20Profile-png.png?width=670&height=251&name=Student%20Profile-png.png)

Referees will receive notifications throughout the referencing process. When a student requests a new reference, the referee will get an email with a link to complete the reference, similar to the current procedure. 

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Ref%20Template-png.png?width=670&height=171&name=Ref%20Template-png.png)

**NOTE:** While these updates aim to streamline the process and reduce repetitive tasks, referees might consider revising their initial email templates to inform them that some answers will be prepopulated from previous submissions, ensuring clarity and encouraging a review of their responses as needed.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Sample%20Email-png.png?width=470&height=629&name=Sample%20Email-png.png)

As part of our new email templates, if a **reference is partially completed** due to matching questions from different schools, the referee will receive a notification prompting them to log in and answer any remaining questions. Furthermore, when **all core and common questions match** between two school references, the system will auto-complete the reference and notify the referee, along with sending another email that contains a link to review their submission.

 

| **The system sends the following email notifications:**   Request for New Reference: Referees receive a request for a new reference in the same format as before.   Partially Completed Reference: A new notification is sent to referees if they need to complete a reference that was only partially answered.   Automatically Completed Reference: Both referees and students are informed if a reference is automatically completed using previous answers. |
| --- |

**Filtering for 'Partially Completed' references**

You can now filter all “Partially Completed” reference status.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Jan-12-2026-08-34-24-2116-AM.png?width=1342&height=747&name=image-png-Jan-12-2026-08-34-24-2116-AM.png)

'Date Reference Completed' filter has been added under 'Reference Form Filters' → “Date Reference Completed” filter is added under Reference Form Filters, enabling users to easily narrow down applications based on when their references were completed.![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Jan-12-2026-08-35-06-5449-AM.png?width=1308&height=788&name=image-png-Jan-12-2026-08-35-06-5449-AM.png)

In the **reference settings, there are configuration options** that will continue to function as they currently do. 

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Ref%20Setting%202-png-1.png?width=670&height=173&name=Ref%20Setting%202-png-1.png)

**Allow Resubmitted Applications:** Schools can permit students to resubmit their applications, triggering another reference request.

**Uploaded References:** Schools can accept manually uploaded references if needed.

**Reference Record on Student Profile:** Schools can choose to show the reference record on the student’s profile.

**Prevent Referees from Editing Submitted References:** Once a reference has been submitted, referees will no longer have the ability to make any edits or modifications to the content of that reference.

**Prevent Further Reference Submissions:** Schools can enforce deadlines by preventing referees from submitting any more references once the deadline has passed.

 

***The Referee’s Experience***

The referees will continue to view and respond to reference requests essentially the same, allowing them to forward emails as they do currently. Core and common questions may be pre-filled with answers from previous references, which helps speed up the process. For any remaining questions, referees will answer them in the usual manner unless the system has already auto-filled the responses.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/Referee-png.png?width=670&height=242&name=Referee-png.png)

If another school requests the same questions, the system auto-fills those answers, eliminating repetitive writing. Referees are notified when their answers are reused and can review and edit their responses as needed.

![](https://helpdesk.applicaa.com/hs-fs/hubfs/REF%20Form-png.png?width=646&height=431&name=REF%20Form-png.png)

 

### Q&A Summary

**What Questions Are Included?**  
References include Core, Common, and Custom Questions. Core and Common Questions may be auto-filled from previous references within the same year.

**How Do Students Complete Their Part?**  
Students enter referee details as usual and are alerted if all questions have been auto-filled, completing the reference.

**What Do Referees Need to Do?**  
Referees are notified when all questions have been answered automatically, and they have the option to edit their responses if necessary.

#### **What happens if a second school requests additional reference questions beyond the core central reference?**

If a second school includes *additional, school-specific questions* in their reference request, the referee will be notified that there are **extra sections to complete**.

**Initial Reference Request**

When a student applies to their first school:

- The referee receives a request containing: 
    - Core questions (standard across all schools)
    - Custom questions (specific to that school)
- The referee completes all questions
- Responses are stored in the system

**Subsequent Reference Requests**

When the same student applies to additional schools:

**Scenario 1: Complete Match**

- System checks if all required questions (core + custom) have been previously answered
- If yes: 
    - Reference is automatically completed
    - Notifications sent to: 
          - Student (reference completed)
          - School (reference received)
          - Referee (automatic completion confirmation)
    - No action required from referee

**Scenario 2: Partial Match**

- System identifies previously answered questions
- Pre-populates all available responses
- Referee receives email requesting completion of only the new custom questions
- Once new questions are answered, reference is submitted automatically

**System Benefits**

- Reduces referee workload over time
- As referees complete more references, the likelihood of automatic completion increases
- Students receive faster reference processing
- Schools receive complete references without delays
- Referees only answer each unique question once

This creates an efficient, cumulative system where referee effort decreases with each subsequent reference request for the same student.

#### **Can a referee return and amend a previously submitted reference if another school needs different info?**

Yes. When a referee receives an additional reference request for the same student, the system will:

1. Check if all required questions have been previously answered
2. If new questions are needed, the system will send the referee a request where they can: 
     - View all previously submitted answers (pre-populated)
     - See new questions that need completion
     - Edit any existing responses if needed
     - Add responses to the new questions

The referee has full access to amend previous answers before submitting the updated reference. This ensures they can provide the most accurate and relevant information for each school's specific requirements.

When a referee amends responses to core questions, these changes will not automatically sync back to schools that have already received completed references. This protects data integrity by ensuring that schools maintain the exact version of the reference they originally received and reviewed. Without this safeguard, reference content could change after submission without the receiving school's knowledge, potentially affecting admissions decisions already in progress.

#### **Will the referee see which schools have requested the reference?**

Yes, referees can view comprehensive information about each student's references through their dashboard, including:

- All schools where the student's reference has been shared
- All pending reference requests for that student
- Each individual application requiring a reference

The student may appear multiple times in the dashboard—once for each school application that requires a reference.

 

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