Direct Apply submission process : What do the other Direct Apply status labels mean
Once a student submits a Direct Apply (DA) application on Cialfo, the application progresses through the following stages before reaching the university:
In Progress — The student is still working on the application and has not yet submitted it.
Pending Counselor Review — The counselor reviews the application for accuracy, verifies supporting documents, and approves it for submission.
Pending Cialfo Review — The Cialfo team reviews the application to ensure:
all required documents are uploaded,
documents are valid and complete, and
the application meets the university’s submission requirements.
Submitted to university — The application has been successfully submitted to the university.
Decision Received — The university has provided an application outcome, such as : Accepted, Denied, Conditional offer.
Withdrawn — The application has been withdrawn by either the student or the counselor.
Note: No action is required from the student or counselor while the application is in the Pending Cialfo Review stage. If the application remains in this status for more than 3 business days, please contact the Cialfo Support team via Live Chat for a status update.
Applications have been submitted, now what?
Applications have been submitted, now what?
Congratulations on submitting your applications via Direct Apply! Once you have submitted the applications you will see the status of those applications in the Submitted table under the "Applications page".
The status of your applications can range from Accepted, Denied, Conditionally accepted, Academically qualified, or Waitlisted.
Where can I find my acceptance letter or other documents uploaded by the university and how can I download it?
Where can I find my acceptance letter or other documents uploaded by the university and how can I download it?
The documents that are uploaded by the university can be found by clicking on the chevron on the right. When you click on the offer letter link the letter will be downloaded. You can also check for other documents received by you under the "Documents Received" section.
What to do when universities request additional documents?
What to do when universities request additional documents?
To submit additional documents requested by the university, click on the 3 dots on the right and click on "Upload supporting documents" button and upload the required files by the university.
How can I withdraw my application and also undo my withdrawal?
How can I withdraw my application and also undo my withdrawal?
To withdraw an application, click on the 3 dots and select "Withdraw application".
Upon clicking the button, a pop-up will appear. Click on the Withdraw application in the pop-up and the application will be withdrawn and indicated with a red withdrawn button.
Note: Once the DA application has been withdrawn, you will be unable to undo the withdrawal action.
Can I recall or return a submitted Direct Apply application?
Can I recall or return a submitted Direct Apply application?
Once a DA application has been submitted to the university, it cannot be recalled or returned by the student. However:
If the application is still in "Pending Cialfo Review" (not yet sent to the university), contact the Cialfo support team immediately the team may be able to return the application to the counselor for corrections
If a wrong document was uploaded, contact support to see if a document correction is possible before the application is processed
If the application has already been submitted to the university, contact the university directly to request any changes or withdrawal
Can I request a deadline extension for Direct Apply?
Can I request a deadline extension for Direct Apply?
Deadline extensions are set by the universities and are not within Cialfo's control. If you require additional time :
Contact the university admissions office directly to request an extension
If the university approves an extension, contact Cialfo support to ensure the application remains accessible in the system
What to do if you uploaded a wrong document after submission
What to do if you uploaded a wrong document after submission
If you have submitted a DA application and realised a wrong document was included:
Contact Cialfo support immediately via Live Chat
Share the student's name, the university, and which document needs to be corrected
The support team will advise whether a document correction is possible at the current stage
What does “Cialfo Reviewing” mean for a student’s application?
What does “Cialfo Reviewing” mean for a student’s application?
This means the application has been approved by the counselor and is currently being reviewed by the Cialfo team before being sent to the university. This is a normal step in the Direct Apply process.
How long does the Cialfo review take for a student’s application?
How long does the Cialfo review take for a student’s application?
Most applications are reviewed within 5 to 10 business days. During peak application periods (typically November to February), it may take longer.
What does Cialfo check during the review process?
What does Cialfo check during the review process?
The Cialfo team verifies that all required documents are submitted and meet the university’s requirements. If anything is missing or needs correction, the student’s counselor will be contacted.
When should a student contact support about their application status?
When should a student contact support about their application status?
If the application has been in “Cialfo Reviewing” status for more than 10 business days, support can be contacted via Chat with Cialfo for further assistance.
Can a student make changes to speed up the review process?
Can a student make changes to speed up the review process?
No action is required while the application is under review. Making changes during this stage may cause delays. If something needs urgent correction, it’s best to contact support instead of editing the application.
What’s Fixed: Direct Apply & Applications Improvements
What’s Fixed: Direct Apply & Applications Improvements
The following issues affecting the Direct Apply and Applications experience have been resolved. If you were previously encountering any of these problems, they are now fixed.
Applications page now loads more reliably
An issue where the Applications page could fail to load or display an error has been resolved. The page now handles temporary system issues more smoothly.
Improved Direct Apply form completion and payment flow
Issues that caused failures during the Direct Apply form completion and payment process have been fixed. The submission experience is now more stable from start to finish.
Loading indicator added during program selection
A loading spinner is now displayed when selecting a program in the Add Application modal, making it clear when the system is processing your selection.
Direct Apply option available for all eligible courses
An issue where the Direct Apply portal was not appearing for certain courses and universities has been resolved. The correct application option will now be shown wherever applicable.
Student Received a New Passport After Submitting a Direct Apply Application
Student Received a New Passport After Submitting a Direct Apply Application
If a student receives a new passport after submitting a Direct Apply (UK) application, there are two important considerations:
updating the passport document in Cialfo, and
informing the universities directly about the updated passport details.
Before the Application Is Submitted
If the Direct Apply application has not yet been submitted, the new passport can be uploaded directly within the application form.
To upload the updated passport:
Go to the student’s Applications tab in Cialfo.
Open the Direct Apply application form.
Scroll to the Documents Upload section.
Upload the new passport document.
Please note that a passport is a mandatory document for Direct Apply applications.
After the Application Is Submitted
Once a Direct Apply application has been submitted, the application becomes read-only and can no longer be edited by the school within Cialfo.
In this case:
The student should contact their firm and insurance choice universities directly to inform them about the updated passport details and share the new passport copy if requested by the university.
If the updated passport needs to be added to the Direct Apply record in Cialfo, please contact the Cialfo Support team via Live Chat so the request can be coordinated with the Direct Apply Operations team.
Does the Student Need to Notify Their Firm and Insurance Choice Universities?
Yes. Since the new passport may contain a different passport number and expiration date, students are advised to proactively notify their firm and insurance choice universities. The universities will confirm whether they require the updated passport document before enrolment.
Can the School Update the Passport in Cialfo After Submission?
No. Once the Direct Apply application has been submitted, the application becomes read-only and schools cannot update the passport or any other application details within Cialfo.
To request an update to a submitted application, please contact the Cialfo Support team via Live Chat. The team will coordinate the request with the Direct Apply Operations team.
What If the Student Has Already Confirmed Firm and Insurance Choices?
The student does not need to change their firm or insurance choices due to receiving a new passport.
The student only needs to inform the universities about the updated passport details and provide the new passport document if requested.
Still need help?
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo