Postgraduate research admissions policy

Principles

1. The Admissions Code of practice provides the basis for the admission practice across the University and sets out a framework for how the University selects and admits students.

2. The University of Surrey offers a high-quality learning and teaching environment, which supports students to achieve their full potential in the academic discipline and prepares them for professional life.  It is University policy that all applicants are considered primarily on merit and their suitability and aptitude for carrying out doctoral level research, and the availability of appropriate supervision.

3. The University is committed to securing and promoting the freedom of speech of their students and staff (see Freedom of Speech Code of Practice (PDF)). These commitments also apply to admissions of postgraduate students such that no prospective student will be denied admission to the University for their lawful speech or expression, however controversial or unpopular their ideas or opinions may be, including when their speech may have caused offence.

4. The University’s Admissions Code of practice is committed to:

• Providing transparent, consistent and efficient information.
• Selecting applicants who are considered likely to be able to complete the programme within the expected registration periods as judged by their achievements and potential.
• Using reliable assessment methods, including consideration of evidence provided and interviews.
• Minimising barriers to access postgraduate research programmes.

5. Initially, applicants will be considered for entry on to our programmes based on the following criteria (see Sections 3 and 4 for full details of the admissions and selection criteria):

• Review of prior academic achievement of the applicant.
• Review of future examinations where results are not yet known.
• Review of the referees’ assessment of an applicant’s ability.
• Availability of appropriate supervisory arrangements.
• Interview.

6. In addition, the following may also be considered where applicable:

• Review of the personal statement in support of the application.
• Review of relevant work experience.
• Review of a research proposal.
• For visiting PGR students, the agreement in principle from the academic department and potential supervisor is also taken into consideration.

Roles & Responsibility

7. The role of the University of Surrey Admissions Office is to ensure that policies and procedures are carried out in a fair and consistent way in line with relevant legislation and the University strategy.

8. The Doctoral College Board has ultimate responsibility for setting the entry criteria for the admissions of postgraduate research students in conjunction with the University’s Admissions Steering Group. Applicants should consider the following points:

• Details of programme specific entry criteria can be found on the programme pages of the University website.
• We would ordinarily expect an applicant to be in possession of the required academic qualifications.  Academic requirements specific to the programme are published on the programme pages.
• All applicants must provide evidence that they possess at least the minimum level of English Language proficiency as set by the University’s Admissions Steering Group.  Details of the required English Language requirements are published on the programme pages or on the Doctoral College website for visiting students.  For further details, please refer to the English Language webpage English language requirements | University of Surrey.
• Applicants are normally expected to meet English language requirements to have an unconditional place onto the programme.  They may be granted exemption under certain circumstances when they don’t meet standard requirements.  For further guidance on this, please contact the admissions office via admissions@surrey.ac.uk.
• Applicants who have non-standard qualifications or have work experience they wish to have assessed may be considered on an individual basis, in line with the general aims and principles of the Admissions, Recognition of Prior Learning (RPL), or Recognition of Prior Credit (RPC) policies.
• Entry on to some programmes of study requires applicants to meet additional non-academic conditions.  These conditions usually apply to programmes that have professional requirements and may include Disclosure & Barring and Fitness to Study clearance.  Where such clearance is required, information will be provided in programme literature and advice given to applicants.

Admissions criteria and selection principles

9. The University’s aim is to select those applicants who are likely to succeed academically and gain from the provision available.  Aptitude for an individual programme is the primary criterion for selection, and an academic decision will always be reached on an application before other lawful factors are taken into account.

10. Our Selection Criteria ensures:

• Decisions are fair and consistent in relation to the published entry criteria.
• We consider evidence of a candidate’s potential to succeed on the programme.
• We operate a transparent selection process.  Selection is normally on the basis of an application form and, where applicable, a research proposal, and an interview conducted by two trained members of academic staff.  Candidates will be informed of the process in advance.
• We endeavour to communicate in a timely way with the applicant, advising them on the outcome of their application.  The University will communicate via email and Surrey Self-Service.
• The University of Surrey will take into account compliancy requirements in regard to external legislation (such as the UKVI requirements) when reviewing an application.

English Language

11. All applicants must meet the University’s minimum English language level through the most recent evidence of one of the following prior to admission:

• An approved Level 2 equivalent qualification including country equivalent.
• An approved English Language test taken within 2 years prior to the start of the course.
• Successful completion of the appropriate Pre-sessional English Language programme offered by the University of Surrey, provided it is completed immediately preceding the main degree programme or with exceptional agreement.
• Successful completion of an English Language assessment at the required level according to a University partnership agreement.

12. Applicants can also be exempted from completing one of the above if they are a national of a majority English speaking country or have studied for a minimum of one full academic year, and have successfully completed within the past five years a qualification at least equivalent to a UK Bachelors taught in English.  For further details please visit the English Language webpage.

13. In some cases, a student will present a variety of pieces of evidence, sometimes conflicting, regarding English language ability.

14. The principle here is to judge the student on the most recent piece of evidence, whilst taking all evidence into account, except that an IELTS taken no more than 6 months before the end of a degree course takes precedence over degree study.  Where a student registers for an IELTS test but subsequently withdraws without taking the test, they are judged on the other criteria and evidence of the cancelled test will be required. 

Applicants with Disabilities

15. The University of Surrey is committed to equality of opportunity for all of its students and encourages applications from students with disabilities or specific learning difficulties.  The University’s policy of equal opportunity ensures that all applicants are considered on the same academic grounds.  It is important, however, that applicants with a disability make this known to the University so that appropriate arrangements for reasonable adjustments to support their education and learning can be made.  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.

16. Occasionally, other criteria may need to be considered, such as the requirements of Professional, Statutory or Regulatory Bodies.  Any additional criteria will be specified on the PGR programme pages. 

Applicant’s Conduct

17. Applicants and their representatives should note that the University will not tolerate threatening behaviour or abusive language towards its employees or other applicants during the admissions process.  Hostile or abusive behaviour or language, whether expressed verbally or in writing, will be viewed seriously and may adversely affect the consideration of an application, appeal or complaint.  Such action may include the withdrawal of an offer or the rejection of an application.

Applicants who have been expelled by another educational institution or have a relevant criminal conviction

18. The University aims to select those applicants who are likely to succeed academically and benefit from its programmes.  Being expelled by another educational institution or having a criminal conviction (as defined in the Procedure for Expulsions and Criminal Convictions) will not usually prevent an applicant from gaining admission to the University.

19. A failure to disclose any expulsion or relevant criminal conviction(s) (as defined in the Procedure for Expulsions and Criminal Convictions) is taken seriously and could result in: the withdrawal of any existing or subsequent offer of a place; or to the termination of any subsequent registration in accordance with the Student Disciplinary Regulations or Regulations for Fitness to Practise.  Please see the Criminal Convictions Guidelines for further details.

Fraudulent and misleading applications

20. The University reserves the right to cancel an application or withdraw any offer made on the basis of an application which we have found to be fraudulent.  Any student found to have been admitted on the basis of fraudulent information may have their studies terminated.  International students who have been admitted on the basis of fraudulent information may have their studies terminated and also be reported to the relevant government agency.  We may carry out credibility checks; failure to pass these checks may result in an offer being withdrawn.

Deposit

21. In order to firmly accept a postgraduate offer of admission for research programme at the University of Surrey, applicants are required to pay a deposit of £2000 towards the fee.  If the total fee for the year is less than £4000, applicants are required to pay a deposit of 50% towards the tuition fees. There may be a higher deposit if students are applying from a country or region which is considered higher risk in terms of visa refusal rates or low conversion from deposit to enrolment.

22. The deadline to firmly accept your offer and pay your deposit will be highlighted in your offer letter which you can view on Surrey Self-Service.  If you pay the deposit after this deadline you will still be considered for entry, subject to places being available on the programme.

23. For programmes starting at any other times of the year, the deposit must be paid no less than 10 days prior to the start of the programme.

24. A deposit is not required where a student is in receipt of a studentship or is being sponsored by an external organisation.

Refunds

25. Once a deposit has been paid, it can only be refunded for the following reasons:

• Refusal of a student visa: An applicant will be asked to provide proof that a visa has been refused, and the University must be able to verify through the UKVI that the individual has been refused entry to the UK.  An administration fee of £150 will be deducted from the refund.  Any visa refused on the grounds of credibility or falsified documentation, or as a result of the applicant’s own negligence, will not be eligible for a deposit refund.
• Inability to meet the conditions of offer: An applicant will be asked to provide proof that they have been unable to meet the conditions of their offer. For English Language conditions it is expected that an applicant would continue to retake a test to fulfil conditions up to 6 weeks prior to the start of the course. An administration fee of £150 will be deducted from the refund.
• Extenuating circumstances: Extenuating circumstances may include illness, family circumstances, or other issues outside the applicant’s direct control.  An applicant will be asked to provide proof that these circumstances have resulted in them not being able to take up the place at the University.  An administration fee of £150 will be deducted from the refund.
• Programme Closure: In the event that the University can no longer offer a place on a programme, due to closure or substantial changes to the programme, a full refund will be given.

26. If applicants wish to request a refund, they must complete a refund request form within four weeks of the original start date of the course.

27. Should any applicant be found to use fraudulent documents at the time of application or at the time of applying for entry clearance, no refund will be due.

Applicants who require a Student Route Visa to study in the UK

28. The UK government operates a points-based immigration system for all overseas students.  Further details can be accessed at gov.uk/government/organisations/uk‐visas‐and‐immigration.

29. The University is licensed with the Home Office as a Student Route Visa Sponsor.  To apply for a Student Route Visa, students must have a Confirmation of Acceptance (CAS) for the University they wish to study at.  This is a unique number which will enable students to apply for their visa.  The University is under no legal obligation to sponsor any individual and exercises caution with respect to issuing a Confirmation of Acceptance for Studies (CAS) to not risk its status as a Student Route sponsor. 

30. Confirmation of Acceptance to Study (CAS) will be issued in accordance with the Student Route and CAS Issuing Policy, available at: https://www.surrey.ac.uk/apply/policies.

Academic Technology Approval Scheme (ATAS)

31. It is mandatory for some applicants who need entry clearance to study in the United Kingdom and who are applying to certain programmes to have an ATAS Certificate.  We will not be able to issue a Confirmation of Acceptance to Study (CAS) or register applicants on to the programme until their clearance has been received.  For further details, please visit the Foreign and Commonwealth Office website: https://www.gov.uk/academic-technology-approval-scheme.

Visiting Researchers

32. Visiting PGR students registered at another higher education institution who apply to undertake research at the University of Surrey are required to abide by University regulations and codes of practice.  The Pro-Vice-Chancellor, Executive Dean of the Faculty or the Head of School authorises these appointments upon satisfaction that the individual concerned is suitably qualified and that all necessary arrangements, including visas, can be made well in advance of their arrival.

33. Visting Researchers are not registered on research programmes offered by the University; therefore, they are not eligible for the University of Surrey award. 

Disclosure of Information

34. Failure to disclose relevant information or providing false information may result in the place being withdrawn.

Feedback

35. The University may provide feedback on an application if requested.  Applicants must be aware that feedback will only be given directly to them unless the University has received written permission that the applicant is willing for the matter to be discussed with another named individual.  The applicant should also be aware that there may be cases where highly specific or tailored feedback may not be possible. 

Complaints

36. The University of Surrey is committed to delivering a high quality, efficient, and fair admissions service in line with its selection criteria and guidelines.  In the 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 (See Appendix A).  If a complaint is upheld, the University will take appropriate action.  If a complaint is not upheld, the reasons for the decision will be communicated clearly to the applicant.

37. An applicant does not have the right to appeal against an 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 requirement and selection criteria.

38. The University will only correspond with the applicant, unless the applicant has provided written permission for the University to discuss the application with another person.  Full details of the complaints process can be found on Appendix A of this Code of practice.

Disclaimer

39. The University undertakes a continuous review of its programmes, services and facilities to ensure quality enhancement.  The University is also largely funded through public and charitable means and is required to manage these funds in an efficient and cost-effective way for the benefit of the whole of the University community.

40. The University, therefore, reserves the right if it considers it to be necessary:

• To make reasonable variations to the content and syllabus of programmes of study (including in relation to placements).
• To suspend or discontinue programmes of study or to combine or merge them with others.
• To make changes to its statutes, ordinances, regulations, policies and procedures which the University reasonably considers necessary.  Such changes, if significant, will normally come into force at the beginning of the following academic year and, depending on the nature of the change, will normally be applied to all students regardless of the date of their enrolment.
• To make reasonable alterations to the timetable, location, number of classes, content or method of delivery of programmes of study and/or examination processes.

41. To the extent permitted by law, the University hereby expressly excludes:

• All conditions, warranties and other terms which might otherwise be implied by statute, common law, or the law of equity.
• Any liability for any direct, indirect or consequential loss or damage incurred by any user in connection with our site or in connection with the use, inability to use, or results of the use of our site, any websites linked to it and any materials posted on it.
• Any liability for direct or indirect financial or other losses arising from any discontinuations, changes to or mergers of any programme of study, service or facility.

Monitoring and review

42. The Code of practice is reviewed regularly by the Admissions Steering Committee, Doctoral College Board and the University Education Committee.