1. Principles

The Admissions Policy provides the basis for admissions practice across the University and sets out a framework for how the University encourages and considers applications and admits students.
The Policy is published on the University Registry website and key parts are also reproduced in the University prospectus.

The Admissions Policy complies with all relevant legislation:

• Equality Act 2010
• Data Protection Act 1998

and is underpinned by the principles outlined in the following:

• Schwartz Report, Fair Admissions to Higher Education: Recommendations for Good Practice (2004)
• Schwartz Report Review of 2008
• Quality Assurance Agency (QAA) for Higher Education’s Code of Practice Section 10: Admissions to higher education 2006
• Supporting Professionalism in Admissions (SPA) Good Practice Guidance for Higher Education Providers: Admissions Policies (2009).

The University’s Admissions Policy is committed to:

• Providing transparent, consistent and efficient information
• Selecting students who are able to complete the programme as judged by their achievements and potential
• Using reliable assessment methods (including consideration of evidence provided and auditions/interviews/tests as appropriate)
• Minimising barriers to applicants.

The Policy ensures that the University complies with all statutory and legislative requirements affecting the admission of students. The Policy is reviewed annually and by the Admissions Sub-Committee for approval by the University’s Learning and Teaching Committee.

2. Policy Statement

The University of Surrey offers a high-quality learning environment which supports students to achieve their full potential in their academic discipline and prepares them for professional life. It is University policy that all applicants are considered primarily on merit and their academic potential. 

Applications will be considered on the basis of the following:

• prior academic achievement
• any expected results in formal examinations for which results are not yet known
• personal statement in support of the application
• referee’s assessment of a candidate’s academic abilities

Prior academic achievement or experiential learning may be considered on a case by case basis in line with the University of Surrey’s guidance on Accreditation of Prior (Experiential) Learning (AP(E)L) Policy.

An interview or other forms of assessment as applicable to the programme in question may, on occasion, be part of the admissions process for some programmes. It is usual for mature students to be interviewed to assess academic potential and suitability for the relevant programme. All applicants are strongly advised to visit the University for an Departmental Visit Day before confirming their choice.

Compliance with the General and Programme Entrance Requirements does not in itself entitle any student to admission. Registration with the University is subject to acceptance and observance of the University’s regulatory framework.

3. Responsibilities and roles for admissions

The Admissions Office is responsible for:

• dealing with enquiries relating to the admissions process and to specific applications;
• receiving and processing all undergraduate applications to study at the university;
• decision making in line with agreed criteria and onward transmission to applicants;
• liaison with UCAS for undergraduate admissions and for organising online initial registration (OLIR)
• fee status classification
• issue of Certificates of Acceptance of Studies (CAS) for international students.

Assessing and communicating with applicants

The Central Admissions Office receives all applications. The Assistant Registrar (Admissions Business) acts as the University’s UCAS correspondent.

For those courses where assessment is based on application alone, the decision to offer a place is normally taken by the central admissions office, using approved entry criteria. In exceptional cases, where achievement against the criteria is not certificated or is otherwise unclear, an application may be referred to the Faculty.

Where further assessment activity is required (e.g. interview/audition), the Admissions Tutors will make the subsequent recommendations. In either case decisions and subsequent admissions related information are communicated by the central admissions office.

4. Entry Criteria

The President and Vice-Chancellor, together with the University Executive Board, has responsibility for setting the criteria for the admission of students and will annually confirm the minimum entry requirements for all levels of provision. The general principles and procedures set out in this policy will be followed by all programmes within the University.

Academic Conditions

Details of programme-specific entry criteria may be found on the programme pages of the University website and additionally for undergraduate programmes, on the UCAS website.

Appropriate levels of English Language and Mathematics are required and details of these requirements will be published on the University website.

Applicants who have non-standard qualifications or who request that their work experience be taken into account as part of their application may be considered on an individual basis, in line with the general aims and principles of the Admissions Policy and within the terms of the Accreditation of Prior (Experiential) Learning (AP(E)L) Policy contained within the University regulations.

Non-academic Conditions

Entry to some programmes of study requires students to meet additional non-academic conditions. These are usually requirements of professional programmes and may include a criminal records check and health checks. Where such checks are required, this will be specified in programme literature and advised to applicants.

5. Assessment of Application: academic issues

The main sources of information for assessing an applicant’s suitability for a particular programme will include the following information supplied on the application form:

• academic qualifications (achieved or predicted): minimum of three A levels or equivalent; English and Mathematics requirements
• a personal statement
• a reference from a previous school, college or employer
• an audition or interview*, or a additional task set by the programme tutor (as appropriate).

* interviews are required for entry to a small number of programmes only.

Prior academic achievement or experiential learning may be considered on a case by case basis in line with the University of Surrey’s guidance on Accreditation of Prior (Experiential) Learning (AP(E)L) Policy.

The University aims to admit students of the highest calibre, who have both the academic potential and motivation to succeed on the programme applied for and reserves the right to refuse admission to applicants who have not met academic entry thresholds; or where there is evidence that they cannot (or are likely to be unable to) meet the academic, professional (such as CRB checks) or vocational (as required from an audition) requirements.

In an holistic assessment of an application, admissions staff will take into account information provided within the personal statement and reference and will consider evidence of academic ability, self-discipline, suitability and motivation to study the chosen programme. The University will select students from a wide range of backgrounds, who can demonstrate the potential to complete their programmes successfully and who can constructively engage with and make a positive and valuable contribution to the University.

Interview and auditions

Where interviews and auditions are required for selection, they will be conducted by a member of staff who has undergone admissions training on fair and effective recruitment techniques and good practice in interviewing.

The interview or audition and consequent decision-making will be consistent with the University’s policy on equal opportunities. Applicants are encouraged to disclose any disability to help ensure that relevant resources can be planned to support their interview or audition.

A record of the interview or audition must be completed by the Admissions Tutor(s) conducting the interview and will be retained and used as the basis for feedback to the applicant (see Feedback Policy, paragraph 14).

Students whose normal place of residence is overseas should be interviewed wherever possible in their country of residence. Where a face-to-face interview is not possible, the applicant may be invited to participate in an online (Skype) interview and will be provided with a time and date by the relevant Admissions Tutor in advance.

UCAS Similarity Detection Service (SDS)

The UCAS application system has an automated Similarity Detection Service which checks each personal statement against a library of personal statements previously submitted. The university reserves the right to reject applicants who are identified through the SDS.

6. Minimising Barriers

The University has entered into an Access Agreement with the Office for Fair Access (OFFA), which sets out how it will safeguard and promote fair access. The Access Agreement will be reviewed, in consultation with OFFA, on an annual basis. 

The University has established a Scholarship Scheme which will be reviewed on an annual basis, as part of the review of the Access Agreement. In addition, the University will continue to develop widening participation and outreach activities designed to raise both aspiration and attainment among people from groups that are currently under-represented in higher education through a number of activities including the In2Surrey scheme. 

Educational context may be evidenced in a variety of ways, depending on an individual applicant’s circumstances. The University will consider contextual information where appropriate.

7. Equity of Consideration

Applicants will not be discriminated against on the grounds of race, ethnicity, nationality, gender, sexuality, religion, age, disability or any other protected characteristic. No conditions of entry will be imposed which may be more difficult for members of a particular group to satisfy than members not of that group unless such conditions are justifiable on academic grounds.

(i) Age

There is no minimum age for entry to the University but offers for undergraduate programmes are normally made on the basis of national qualifications which will be obtained by the age of 17/18. There is no upper age limit.

Minors

The University does not accept an in loco parentis responsibility for children (i.e. those under 18 years of age at entry). The University does, however, recognise that it has special duties of care towards children and is committed to practice that protects children, young people and vulnerable adults from harm. The University seeks to take every reasonable step to safeguard children by adopting child protection guidelines through a code of behaviour and following appropriate procedures for vetting and training of people who work directly with children and young people.

Mature students

The University welcomes applications from mature students, believing that mature students make an important contribution to University life through their range of experience and non-traditional qualifications. Anyone beginning an undergraduate programme who is aged 21 or over is classified as a mature student. Mature applicants may satisfy the entry requirements through standard academic qualifications. However, the University gives careful consideration to those who can provide evidence of their commitment to academic study through a range of other awards and experience. These awards may include, but are not limited to, credits with the Open University, Special Certificate programmes, NVQ awards, or other programmes specially designed to assist mature students to restart academic study. The University also recognises a number of Access programmes.

(ii) Applicants with disabilities

The University welcomes applications from students with disabilities or specific learning difficulties. The University’s policy of equal opportunity means that all applicants will be considered primarily on merit and their academic potential. It is very important, however, that applicants with a disability make this known to the University so that appropriate arrangements can be made to make reasonable adjustments to support their education and learning. 

However, in the unlikely event that support arrangements, health and safety issues or competency standards cannot be achieved, even with reasonable adjustments, this will be made explicit to the applicant. A procedure for exploring all possible reasonable adjustments with the participation of the applicant will be followed. In exceptional cases, the University may require further advice from health professionals.

Occasionally, other criteria may need to be considered, such as the requirements of professional bodies. For example, applicants to Nursing programmes must undergo an occupational health check.
The University of Surrey is committed to the implementation of a policy to achieve equality of opportunity for all of its students. Further details may be obtained from the following link;

www.surrey.ac.uk/undergraduate2012/apply/generalentrancerequirements/disabilities

(iii) Applicants with Criminal Convictions

Having a criminal conviction will not necessarily prevent an applicant from gaining admission to the University of Surrey but it is important that applicants disclose all unspent convictions. In reaching decisions on those with criminal convictions, the University will consider not only its own responsibilities and duties to the academic community at large but also the safety and well-being of the individual and its ability to provide any appropriate support arrangements.
The test the University will use is whether any criminal conviction disclosed by an applicant gives reasonable grounds for considering that the admission of the individual: (a) poses a real threat to the safety or property of staff, students, visitors, those coming into contact with the applicant during their studies or others involved in University business; or (b) would be contrary to the law or to the requirements of any relevant professional or other regulatory body.

(iv) Applicants who have been in care

The University is able to offer specific support to care leavers and a Guide is available through the following link;

8. Applicants requiring a Tier 4 visa

Applicants will be expected to comply and abide by the regulations set out by the United Kingdom Boarder Agency (UKBA). For full details please see http://www.ukba.homeoffice.gov.uk/. Applicants who have been made a formal offer will be required to pay an agreed sum of money to be offset against their tuition fees in advance of the University’s issuing a Certificate of Acceptance of Studies (CAS) required for visa applications.

9. Applicants requiring an ATAS Certificate

The Advanced Technology Approval Scheme (ATAS), introduced by the UK Government in November 2007, is designed to ensure that those applying for undergraduate integrated masters programmes (or postgraduate taught or research programmes) in certain sensitive subjects do not acquire knowledge that could be used in Weapons of Mass Destruction programmes. 

The University cannot issue a CAS to support a visa application until the applicant has been assigned an ATAS certificate. Applications for ATAS clearance can be made up to six months in advance of the beginning of a programme and may be submitted on the basis of a conditional or unconditional offer.

Further details about this requirement can be found by visiting:

www.fco.gov.uk/en/about-us/what-we-do/services-we-deliver/atas/apply/online

10. Fees and Funding

The University will ensure that full and accurate information about all fees and associated costs of studying a particular programme and the availability and sources of financial support is available on its website.

Tuition Fees Assessment

All Applicants are required to self-assess their own residential category as part of their formal application to the University. This will either be via the University’s online application form, or via the UCAS application form.

Applicants will be assessed from the information provided as to whether they are eligible to pay home tuition fees or overseas tuition fees. The Admissions Office will write to an applicant to ask for further information if their fee status is unclear from the initial information provided on the application form.

The University’s Fee Regulations Policy which details further information relating to tuition fees can be located on the website (see url:)

Funding

The University offers a number of undergraduate, scholarships and bursaries which are administered by the Student Fees and Funding Office of the Academic Registry. The Student Advice and Information Service provides dedicated advice and guidance on finance and welfare issues, including maintenance loans and other financial matters, accommodation, childcare, legal and tax queries, academic concerns and NHS health charges.

Equivalent or Lower Qualifications Policy 2012/13

With effect from 2009-10, government funding for students who are studying for a qualification that is the same level, or lower than, a qualification that they have already been awarded has been withdrawn from universities and colleges, on the basis that teaching such students 'is not…usually as high a priority for public funding as support for students who are either entering higher education for the first time, or progressing to higher qualifications'. The new equivalent or lower qualification (ELQ) policy for the 2012/13 academic year details that the postgraduate taught subject areas where ELQ is payable are as follows:

• Biochemical, Nutritional and Microbial Sciences
• Physics
• Chemistry
• All Engineering programmes

11. Making of Offers

The making of an offer of a place to study commits the University to a contract with the applicant. Any offer will therefore be legally binding. Formal offers to applicants who have applied to full-time undergraduate courses will only be made through UCAS.

Offers to applicants may be made conditionally or unconditionally. A conditional offer will require the applicant to achieve certain qualifications or meet specified non-academic conditions before entry is granted.

The University regards an offer of a place on a programme of study as a binding commitment. However, there may be circumstances where offers may be withdrawn, e.g. if personal information about an applicant becomes available which is at variance with the information on the basis of which the offer was made or where the University makes a decision that the programme to which an offer has been made is discontinued.

Accepting an offer

The University regards the acceptance of a programme offer as a binding commitment, although in exceptional circumstances the University may consider releasing an applicant from acceptance if substantive personal reasons apply.

Confirmation of offers

A place will only be confirmed once any and all outstanding conditions have been met; this includes both academic and non-academic conditions of entry.
All students are required, as a condition of their registration, to accept the University’s regulatory framework, rules and regulations which are set out on the University’s website, http://www.surrey.ac.uk and in student and programme handbooks.
Request for Deferral

While the majority of prospective students apply during the year running up to their proposed start date, the University recognises the potential value of the “gap-year”. Applicants wishing to apply for a deferment would normally be expected to indicate this to the Head of Admissions at the time of application.

In most cases, the intended year of entry is not taken into account in assessing an application. However, a deferral granted once an offer has been formally made may result in the conditions of the original offer being revised and the applicant will become liable for the fees applicable at the time of registration.

Places secured through Clearing, or Adjustment are valid for the current year only and may not be deferred.

Alternative Offers

There may be circumstances where an applicant may be offered an alternative programme of study. This will be offered on a case by case basis.

12. Meeting Conditions of Offer

Academic and non-academic conditions must be met by 31 August of the application cycle in which the application has been submitted (this also applies to applications for deferred entry). This means that the University must receive results either through UCAS via the Awarding Body Link (ABL) or for qualifications not verified by UCAS e.g. non-UK qualifications, Access to Higher Education Diploma, directly from the applicant by the 31st August to guarantee the place on the programme.

Applicants who have applied for a re-mark or appeal with an awarding body should notify the University immediately. While the University will make every effort to reconsider applicants whose grades are amended as the result of a successful re-mark, it may not always be possible to hold an offer open pending the outcome of an appeal. In the event that a re-mark is successful and the programme applied to is full, an applicant may be offered an alternative programme or entry year.

13. Registration and Enrolment

The Admissions Office will forward to all applicants holding a firm accepted offer details relating to their registration and induction prior to their commencement of studies. Applicants will be required to complete an online registration process prior to attending a registration event during Welcome Week. Once the initial online registration is complete applicants will be required to present formal education certificates and/or verification of qualifications which meet the offer conditions required.

New entrants from outside the UK will receive additional orientation during the induction period for their programme. Details will be included in their enrolment/induction information.

14. Applicant Feedback Policy

This policy takes into account both the Supporting Professionalism in Admissions (SPA) good practice statement on feedback and the QAA Code of Practice Section 5: ‘Academic appeals and student complaints on academic matters’.

In order to support our transparent admissions system the University recognises an applicant’s request to know why his/her application was deemed unsuccessful. An initial “reason for reject” will be communicated to each unsuccessful applicant and will be selected from an approved list based on the programme entry criteria. However, the Admissions Office will provide further written feedback on an individual basis in response to receiving a formal request (written or emailed) from the applicant within 4 weeks of the decision being made.

In line with its Data Protection policy the University will not be able to provide feedback to anyone other than the applicant unless granted permission to do so by the applicant in writing. Feedback will be sent to the email address the applicant has provided on his/her application form, or to the address stipulated on his/her letter.

A request for feedback does not constitute a request for appeal against the academic or professional judgment of those making admissions decisions. Any applicant wishing to make a complaint regarding his/her application experience should be directed to the Head of Admissions in the first instance.

15. Applicant Complaints Procedure

The University of Surrey is committed to delivering a high quality, efficient and fair admissions service in line with its selection criteria and policy. In the unlikely event that an applicant wishes to make a formal complaint the University will ensure that all complaints are dealt with fairly, promptly, consistently and with due regard to the Equalities Act. If a complaint is upheld, the University will take appropriate action promptly. If a complaint is not upheld, the reasons for the decision will be communicated clearly to the applicant.

Applicants have no right of appeal against the academic decision not to offer them a place at the university. As long as the decision can be shown to have been reached fairly and in accordance with the university’s published entry requirements and selection criteria, the original decision will not be overturned.

Applicants may complain if they are dissatisfied with the processing or consideration of their application where:

• there was some procedural irregularity in the way in which an application was handled by the university
• there is new material information which may have affected a decision on the application (with reasons why it was not made available at the time of application)
• there is evidence of bias or prejudice, or legal or statutory obligations have been infringed.

The University will correspond on any issue regarding an application only with the applicant him/herself unless the applicant has provided written permission for the University to discuss it with another person (eg parent, guardian or school adviser).

There will be no discrimination against any applicant who makes a complaint.

If an applicant wishes to submit a complaint this should be raised within 10 working days from the notification of decision. Complaints must be made in writing (by email) to the Head of Admissions, Admissions Office, Academic Registry, University of Surrey, Guildford, GU2 7XH), stating clearly the reason for complaint. Complaints received after 10 days will be considered only in exceptional circumstances.

The Head of Admissions will acknowledge receipt of the complaint within 5 working days and submit a written response to the complainant within 15 working days of receipt of the complaint. If it is not possible to respond fully within 15 working days, the applicant shall be informed in writing of the timescale for the receipt of a full response.

In the case of a complaint made about a Faculty procedure, the Head of Admissions will refer it to the relevant Faculty Registrar who will have 10 working days to investigate and to respond to the Head of Admissions who will then communicate with the applicant.

The Head of Admissions’ decision following completion of this process will be considered final.

16. Data Protection

The University collects and retains certain types of data, in various formats, about its applicants, current and past students in order that it can fulfil its functions as an education provider.

The University is required by legislation to comply with the provisions of the Data Protection Act 1998. All applicant information will be treated in the strictest confidence and will not be disclosed to family, friends or any third party without the applicant’s explicit consent, unless disclosure is permitted under the provisions of the Act. 

The University’s Data Protection policy is published on the website.

17. Disclaimer

Every effort has been made to ensure the accuracy of the information contained in this document at the time of publication. The University does not make any warranty that information contained is complete, accurate or up-to-date; and the University is not responsible for the results of reliance on any such information. To the extent permitted in law the University accepts no liability for any loss or damage which may be suffered by any party as a direct or indirect result of using this document (including loss of profit, loss of opportunity, loss of business and consequential loss).

Please refer to the University website for updated information – this information should be regarded as the definitive version and where the information contained on the website differs from that in the prospectus, the information on the website supersedes the information contained in the prospectus.

Applicants are therefore advised to refer to the website prior to making any application.