East Durham College - Admissions Policy

POLICY TITLE: Admissions Policy
DOCUMENT NUMBER: 4.4
GROUPING POLICY: Teaching, Learning & Assessment
AUTHOR / REVISOR / OWNER: Director of Student Experience, Engagement & Wellbeing
DATE OF CURRENT VERSION: June 2023
REVIEW DATE: June 2025
IMPACT ASSESSED: Yes               
APPROVED BY: CMG 
DATE: 21/06/2023

The Policy applies to all staff involved with enquires, applications and enrolments of students at East Durham College. Applicants will refer to both current students and members of the community applying to the College for a place on a programme of study on Learner Responsive, Employer Responsive, Higher Education and full cost delivery.

This policy does not cover Engage 14-16.

The purpose of this Policy is to outline the process by which applicants may access learning at East Durham College, with a view to grow a viable, innovative and responsive college; to ensure we achieve student and funding number targets and provide equality of opportunity for all in line with the Equality Act 2010.

The College will make any reasonable adjustments to this policy to ensure that no protective characteristics under Equality Act 2010 are disadvantaged.

Responsibility

The administration of the student recruitment application process is the responsibility of the Director of Student Experience, Engagement & Wellbeing. Enrolment data is the responsibility of the Director of MIS & Exams.

Curriculum teams, who perform interviews, are responsible for fully completing initial interview forms and ensuring every student is given appropriate impartial advice and guidance at the point of interview, so that they can achieve their final career goals. If the student’s initial course choice is not appropriate then they should be referred to the correct course, curriculum area or other provider where appropriate.

Policy Objectives

The aim of this Policy is to ensure that all applicants have equality of opportunity in accessing learning at East Durham College and that they are not subject to discrimination.

Applicants have access to free and accurate college information via prospectuses, fact sheets and the College website. We also offer advice at open events held throughout the academic year and at enrolment sessions.

Student Services staff, supported by ALS for SEND, can offer initial advice regarding:

• Entry requirements
• Progression routes
• Support from Progression Coaches, Counsellors and other support staff
• Advice and support for students with special educational needs or disabilities
• Facilities available and other services such as the gym and nursery
• Travel to college
• Financial support, available including course fees and fees remission
• Advanced Leaner Loan application

All course enquiries are usually responded to within one working day, however at busy times such as main enrolment this may not be possible.

Specific information about course content, beyond what is published on the website, can be provided by a course specialist as requested, at an open event or at enrolment.

Telephone enquiries, e-mails, enquiry forms via the website or LiveChats are received by the Student Services Admissions Team and logged on the MIS.

The Student Services Admissions Team controls the enquiry by:

•    Answering the query, usually be e-mail or where appropriate by sending out any appropriate factsheets, applications forms or standard letters.

•    Contacting Curriculum Leaders or Lecturers, by e-mail, phone and getting necessary information to report back to the enquirer.

•    Making an appointment for the applicant with the specialist Level 6 careers advisor.

•    Where appropriate converting the enquiry to an application.

Note – Individual staff e-mails or telephone numbers will not be provided, as a response cannot be guaranteed.

All applications for courses must be held on the College’s MIS database, Pro-Solution. Under no circumstances should staff individuals or teams hold their own list of applicants as this could lead to missed opportunities for potential students, breakdown in communication and poor customer service. Exceptions can be agreed in relation to short part time courses with agreement of the Student Services Team Leader.

2.1 Open Evenings/Interview Schedule, IAG & Conditional Offers

The College run a range of open days, open evenings, learner experience nights and informal interviews as part of the College’s CEIAG and application process. The events schedule is agreed on the EDC Important Dates Calendar to cover October to June. The type of events and frequency of events varies between sites and provision. All programme of events are published by July for the forthcoming academic year. 

All applicants will be invited to attend an event following receipt of their application. A letter and text message will be sent confirming the date and time, the day prior a reminder text message will be sent.

The event experience should be positive and informative, where possible applicants will be given the opportunity to get a hands-on flavour of the course area they are interested in.

Applicants will receive a one-to-one informal interview where requested/required. This interview will be recorded on the Initial Interview Record Sheet, which must be fully completed. For full time or substantive Part Time courses, please use form FT-01, for short or very short Part Time courses please use for SC-01, both available from Student Services. 

In-school Y11 interviews will be provided if requested from key local feeder schools.

HE students will be provided with a distinct times and dates to ensure they receive an appropriate presentation/IAG.

Every student must be given appropriate, impartial advice and guidance at or before enrolment, so that they can achieve their final career goals based on the course(s) they are enrolling on to. Once the appropriate course is agreed with the student, the full course name and level should be recorded on the interview/enrolment form. If a referral to another curriculum area is required, so that the student can achieve their final career goals, this area should be recorded in the referral section.

The interview form must be signed by the potential student and the person who has given the initial advice and guidance.

Success at interview/enrolment will be based on:

•    Academic ability & potential 
•    Results (For predicted grades a conditional offers will be made)
•    Motivation & suitability for the course, as well as the course matching aspirations
•    Commitment & self-discipline

Applicants who attend an event will be sent a Conditional Offer letter, with a ‘conditional’ place in the curriculum are of their choice which is subject to meeting the specific entry requirements at the time of enrolment.

The letter will also request information on Form 8 exam concession. If the applicant receives special exam arrangements at school (e.g. Extra time, use of a computer, a Reader or Scribe) then those exam concessions can be rolled forward from the school to the College. To do this, the College requires a Form 8, which the applicant must request from their current education provider/school.  his should be sent to Student Services. It is important to note that the concessions must reflect a student’s normal ‘way of working’ during their studies at college and evidence must be provided from the college curriculum teams to guarantee the exam concessions they are entitled to. 

2.2 Did Not Attend Interviews

Applicants who fail to attend 3 successive interviews will be sent a letter by Student Services to advise that their application will be withdrawn. The application may be reinstated at any time should the potential student contact Student Services.

2.3 Half Term Taster & Early Induction Events

All Y11 applicants will be invited by letter and text to the February half term taster event. This event takes place on the Monday of half term 10am-2pm each year. In addition, all full time new applicants will also be invited by letter and text to the Early Induction/Bridging Day(s) events in late June/Early July. Information about these events is also published on the College website in the events section.

2.4 Entry Requirements

Entry requirements are described in Appendix 1.

Entry requirements are set for all levels, whether this be for new applicants or for students who wish to progress between levels. 

Entry onto any course at East Durham College is subject to final approval from the Assistant Principal. Where relevant, the term ‘entry requirements’ also includes DBS checks, references, fitness to practice, etc.

2.5 Additional Entry Requirements

If an applicant is declined a place based on their conduct or lack of interest in the course at interview/enrolment this should be explained to the applicant at the time and the full reason recorded on the Interview Record Sheet.

If a curriculum area wishes to attach other entry criteria to their programme outside of the academic achievements such as Skills Tests, Aptitude Tests, Portfolio Reviews or Auditions these must be part of the published Entry Criteria on the College Website. The curriculum area must have an agreed marking scheme for these entry criteria, which is differentiated for applicants with additional support needs. 

Employer Responsive (apprenticeship) applicants will be asked to confirm their understanding of the apprentice pathway and their employment position at interview.

Interview Record Sheets will be provided by Student Services at the time of the interview, copies must not be kept by curriculum teams as forms are updated on a regular basis according to government and college policy changes. These will be sent back to Student Services within one working day to record and action the outcome of the interview. 

2.6     Learners with an EHCP

Learners with an EHCP must go through the correct consultation period between the Local Authority and the College. When a Local Authority consults with the College regarding an EHCP and the College can meet needs, the student will be offered a place at the College. 

If, after the learner starts at the College, it transpires that the curriculum pathway and provision are not appropriate for the individual, an emergency EHCP review will be requested by the College to determine if the College is a suitable provider for the student. Depending on the situation, the student may be temporarily suspended on non-disciplinary grounds whilst awaiting an emergency EHCP review. 

During the consultation period, should the College have safeguarding concerns then the application will be referred to the Inclusion Panel.

All Full Time HE courses are required to complete an application through UCAS. The University of Sunderland/Teesside University will forward these applications to Student Services. Student Services will enter application details onto Pro-Solution. UCAS applications will be copied and forwarded to curriculum teams.

Procedures for the holding and recording of decisions are the same for HE applications as they are for FE applications. HE applicants are not subject to the same service levels for interview and offer of places.

HE interviews will be held at a time/date distinct from Full-Time FE applicants.

Students who are studying at the College will not be required to apply through the College Admissions process if they wish to return in the following academic year.

During the period from April to May, all 16-18-year-old students will have a meeting with their Progression Coach or a Lecturer. As well as their normal Progress Review, current students will be asked about their plans for the following academic year. 

Full time students aged 19 or over will also be met by a Progression Coach as assigned by their Line Manager to gather intended destinations following their course.

Details from students of all ages will be recorded on Pro-Solution by the Progression Coach. 

Any current student who expresses an interest in returning to the College is expected to have attendance at 85% or above in the current academic year, to not have been subject to a written warning or final written warning in the last three months and their standard of work must be sufficient as described by the awarding body to allow for progression. In addition, to be considered for progression, students must also have the required level of English and maths qualifications and satisfy the normal entry requirements for their intended course.

Programme Area Leaders and Curriculum Managers/Directors will review all What Next applications and approve or reject applications. Those that are rejected will be discussed at Progression Boards which are held June/July, exceptions to the conditions above will be discussed in detail and final decisions will be made by a member of the College Leadership Team.

Students will be notified of final decisions no later than August.

Those What Next rejected applicants who wish to appeal the Progression Board’s decision must do so in writing detailing their grounds for Appeal. They should email the college at enquiries@eastdurham.ac.uk. The Appeal will then be reviewed by an Appeals Panel and the applicant will be advised, within 10 working days, in writing of the final decision. There is no further recourse via the College against this decision.

Complaints about Further Education providers can be made to:

Complaints Team, Education & Skills Funding Agency, Cheylesmore House, Quinton Road, Coventry, CV1 2WT or email complaints.esfa@education.gov.uk

If an applicant declares a criminal conviction on their application, more details will be requested by Student Services and the applicant will be required to complete a Criminal Conviction Disclosure Form. Student Services record these on a spreadsheet to track their progress. The Criminal Conviction Disclose Forms are then passed on to the Designated Safeguarding Lead (DSL)who will determine whether the application can be processed or whether they need to go to the Inclusion Panel. If the disclosure is made at enrolment, the DSL will need to review the conviction details before the enrolment can be finalised.

Applicants with criminal convictions, complex additional support needs or who have been declined for reasons outside of the agreed Policy will be referred to the College’s Safeguarding Inclusion Panel.

The Panel will include at least one member of the College Leadership Group. All information relating to the applicant will be presented to the panel. The Panel will make a final decision about the student’s application. The decision will be based on whether the perceived risks presented can be managed appropriately with additional conditions or support from the ALS team.

If it is agreed that the risk is manageable the student and/or all relevant external agencies will be notified. 

If it is agreed that the risk is not manageable the student and/or all relevant external agencies will be notified. 

Students or agencies may appeal the decision. Appeals will be considered by the Principal who will be provided with all supporting documentation. The student and/or external agency will be informed of the decision within 10 working days. The Principal’s decision will be final.

Applicants disclosing a non-European Economic Area nationality or residence outside of the EEA in the past three years will have to be formally fee assessed by the Director of MIS.

Home students will be processed in accordance with their mode of study. 

International applications requiring a Tier 4 license to study are not considered by the College.

Applicants are encouraged to disclose any Special Educational Needs and/or disabilities so that the College can offer effective support.  Our Additional Learning Support team (ALS) can provide advice and support to students, parents/guardians, and members of staff. 

The ALS team will assess applicants’ support requirements and liaise with the Local Authority following receipt of the EHCP (Education Health and Care Plan). 

Applicants with Special Educational Needs and/or disabilities can request a confidential interview to discuss their particular needs. They may choose to bring an advocate to that meeting.  Students’ transition into college is arranged flexibly according to their needs, once accepted onto a course.

Initial maths and English assessments will usually take place at main enrolment, however if individual curriculum areas would like these to take place at an earlier stage with a skills test, this can be arranged in conjunction with the Maths & English team and Student Services teams.

All applicants included in the Full-Time Application process, who have not previously achieved a GCSE grade 3 (or equivalent) in English and/or maths, will be required to complete an Initial Assessment in maths and/or English at enrolment. Those with a grade 3 will be automatically enrolled onto GCSE.

An Initial Assessment is not a condition of entry to the College but may lead to a transfer to a more appropriate level of course or the requirement to undertake agreed additional courses. 

If you have previously received special exam arrangements at school (e.g. Extra time, use of a computer, a Reader or Scribe) then those exam concessions can be rolled forward from a previous education provider to the College. To do this, the College require what is known as a Form 8, which applicants can request from their current education provider/school.  It is important to note that the concessions must reflect a student’s normal ‘way of working’ during their studies at college and evidence must be provided from the college curriculum teams to guarantee the exam concessions they are entitled to.

If you have received such arrangements, applicants will meet with the ALS team, to complete a short digital assessment to identify if they are entitled to extra exam access arrangements. The screening will indicate if further testing is needed based on the output score.

Applicants with conditional offers or ‘not yet offered’ will be sent a letter by the first two weeks in August informing them of the arrangements for enrolment. These will include appointment times and places to report to. These letters will be sent by Student Services. Curriculum teams will be notified of the enrolment schedule when they return from Summer break. 

Curriculum Leaders must ensure that there is adequate staffing to cover the interview schedule. Interview times and volumes will be based on the number of applications divided by the number of enrolment days available. 

Potential students who withdrew their application in year will also be sent an invitation to enrol, so that potential students who have changed their mind do not miss the opportunity to start at the College in induction week.

New Full time and Part time students enrolling onsite.

Curriculum Teams will see all students prior to them being enrolled. Where a student has previously been interviewed at a college event during the year, their initial choice of course will 

be checked. If the course remains the student’s choice, and they meet the entry criteria the student can be enrolled using the enrolment pro forma. 

Where a student has not previously been interviewed, an initial interview form should be completed along with the enrolment pro-forma prior to being them enrolled.

In both cases, the enrolment pro-forma must be completed in full including prior learning as this may have implications for funding. The person interviewing must check this so that the student’s prior attainment does not mean they repeat any units or parts of a qualification that they will study in the current year should make checks.

New Full time and Part time students enrolling offsite.

Students enrolling offsite should receive the same information, advice and guidance regarding their course choice. In the case of enrolling offsite, the student should be interviewed using the paper enrolment form, which is available from Student Services.

Once the forms have been completed, and checked for accuracy, forms should be returned to MIS who are located in the main staff room at Willerby Grove, Peterlee.

All Key Point Indicators (KPIs) will be monitored through Pro-Solution and reported to CLG on request. The agreed KPIs for the admissions process are:

*Date may vary subject the time of year the application is received and the number of interview events run by the college/course area, which is subject to change.

This document is issued and controlled by Quality & Standards and may only be modified by the designated group after proposed modifications have been accepted by the College Management Group. The latest version of the policy will be maintained on the College Extranet.

Please feedback to Quality & Standards any constructive suggestions on how any aspect of the policy may be clarified or improved.