The Immigration Service has created these guidance notes to assist with the Tier 4 (General)
visa application process using screen-shots from the Home Office website and online form.
This guidance is not endorsed by UK Visas & Immigration.
YOU CAN ONLY APPLY FOR THE DOCTORATE EXTENSIONE SCHEME FROM INSIDE THE UK.
This guide is best used alongside information available on our website www.warwick.ac.uk/go/immigration and the most recent version of
the Home Office Tier 4 (General) Policy Guidance. The information shown here is correct at the time of writing, but immigration regulations
are subject to change at short notice so always contact the Immigration Service if you are unsure of something relating to your visa
application. Guidance last updated on 31 March 2015.
Throughout the online form you can access sections of the Home Office Policy Guidance and some of that information is shown here in
yellow and white boxes. Blue text boxes with the i symbol denote hints and tips from the Immigration Service.
Warwick Check & Send
All applications for leave under the
Doctorate Extension Scheme (DES)
can be submitted through the
Immigration Service. See our website
for more information:
This guidance is aimed
PhD STUDENTS applying
for the DOCTORATE
EXTENSION SCHEME
www.warwick.ac.uk/go/immigration/student/applying/batch/
Eg. PhD students with current
Tier 4 leave who have
submitted final corrections
and not yet had their award
conferred.
i
You must create an account to
begin the online application process.
https://apply.ukba.homeoffice
.gov.uk/iapply.portal
i
Access this webpage via the following link:
https://www.gov.uk/tier-4-generalvisa/extend-your-visa
i
Click ‘extend your stay’ to make an application to extend your current Tier 4
leave (visa) using a CAS issued by the University of Warwick
i
This application is suitable for students applying to
extend existing Tier 4 for leave, or students switching into
Tier 4 from another PBS visa category. Not all visa types
allow a switch to tier 4 from inside the UK, so check the
Home Office policy guidance carefully or contact the
Immigration Service f you are ensure whether you are
eligible to apply.
Click the ‘start now’ button.
i
If you are in the UK with a valid Tier 4 visa, either for study at Warwick or
another institution and you are making an application to extend this leave
(visa) using a CAS assigned by the University of Warwick, select the first
option show here:
Extending your Tier 4 (General) student visa
Click the ‘next step’ button
i
You will now be asked for the sponsor number of the institution who has
assigned the CAS you are using in your visa application. Copy and paste the
sponsor number from your CAS email. The sponsor licence number for
Warwick is shown here.
Click the ‘next step’ button
i
You will now be asked to check the details which
you provided so far. If you have made any mistakes
you can go back and change you answer using the
links circled above.
If everything is correct, click the ‘extend your visa’ link
which will take you directly to the Tier 4 online
application form. We suggest that you create an
account before doing this as it will same time.
i
If you have completed the
previous steps correctly you will
be taken through to the Tier 4
online application form, as
shown here.
i
Click the button highlighted
on the right to log in to your
account and access the online
application form. If you have not
already created an account the
following pages explain how to
do this.
Creating an account and logging in
i
You must create an account to
begin the online application process.
You will be asked to provide a
username, password, email address
and memorable word. You should
make a note of these and keep them
safe, as you will need to log in each
time you want to access your
application.
You can access your online application
to make changes at any time, but once
you have agreed to the final
declaration and payment has been
taken, the application has been
submitted and you will no longer be
able to make amendments.
We suggest that you gather all the
required documents before you begin
the online application.
i Complete the log in process by
entering details of your memorable
word as requested.
The system will time-out after 20
minutes of inactivity, so you will need
to log-in again if you leave your
computer unattended for too long.
For security reasons, if you do not
access your application for more than
56 days, it will be permanently
deleted, all your data will be lost and
you will not be able to recover it.
If you provide the wrong login details
too many times during one session
you will be locked out of your account
for 20 minutes, for security reasons. If
this happens during your immigration
appointment we will not be able to
check your application, so make a
note of your login details and bring
this with you.
i Dependant family members are applying at
the same time as you can use the same
account.
i If you will be submitting your application with the assistance of the
Immigration Service, make sure you mention that you have Dependants
when you book your appointment.
Customise application – DES Student only version
In the first section you will be asked questions about you and about the Tier 4
application you wish to make.
i
The information you give in this section will determine the contents of the rest of the online form, so make sure that you
answer all the questions fully and accurately. You may also refer to the online Home Office online help text if you do not
understand one of the questions.
i You may only use this form if applying from inside the UK.
i You can have Dependants under the Doctorate Extension
Scheme (DES). This guidance is aimed at students applying for
DES without Dependants
If you have Dependants applying at the same time as you,
select ‘Yes’ and then refer to the other specific guidance notes
available on our website when completing the Dependant
sections of the application form.
i You will only have a biometric residence permit, or BRP
card, if your most recent visa application was made inside the
UK. If you applied for your current visa from overseas, select
‘No’.
Select your age range from the drop down list.
i The Immigration Service are not acting as your representative .
Review section status – DES Student only version
Now complete the following sections. You may browse the sections before you
begin and they may be completed in any order.
i
As you complete sections of the form, your progress will be updated on this home screen. At the end of each section you can check what you
have entered by clicking a button ‘Check this section’. The form will highlight in red any question where information is incorrect or incomplete.
You will not be able to submit the form with any errors. You can review the form, make changes, save, exit and re-enter your in-progress
application as much as you like.
We would advise that you save each section after completion so that the information is stored whenever you log out.
i Select your title from the
drop down list and enter
your full name as shown on
your passport.
Personal details –
DES Student only
version
In this section you
will be asked to
provide information
about your personal
situation, for
example your name,
date of birth and
nationality and
information about
any other names you
have used, or other
nationalities you
have held.
i The day section of
the date of birth is
shown here as being
‘optional’. We advise
that you enter your
full date of birth as
shown on your
passport.
If you only have one name in
your passport you should
enter your name as a Family
name and add a single
hyphen ‘ - ‘ as your given
name e.g: Family name:
Jones, Given Name: Make sure you get your
surname (family name) and
first name the right way
round!
i If you answer ‘Yes’
to any of these
questions, additional
boxes will appear and
you will be asked to
provide details of any
previous names or
nationalities, and the
dates during which
you held these.
i If your address contains hyphens (-) or slashes (/), leave
these out as they may not be characters recognised by the
online system.
Contact details in
the UK – DES
Student only
version
In this section you will
be asked to provide
information about
how we can contact
you, including your
correspondence
address in the UK,
contact telephone
numbers, email
address, etc.
i If you enter the post code in the
wrong format, you will get an error
message.
i When submitting a
visa application through
Warwick Immigration
Service, you should
answer ‘No’ and give the
following as your
correspondence address:
i Enter this number and
select ‘work’ as your
preferred contact number
from the drop down list, so
that the Home Office will
telephone the Immigration
Service if they have any
queries about your
application.
024 7657 5229
Marianne Davies
International Office
University House
University of Warwick
Coventry
CV4 8UW
ENTER YOUR OWN EMAIL ADDRESS HERE
Reference numbers – DES Student only version
In this section you will be asked to provide information about any UK Border Agency or
Home Office reference numbers that you might have. These can be found on
documents and correspondence we have previously sent to you. You will also be asked
to provide any current and any previous National Insurance number(s).
i Your reference number can be found on any Home Office correspondence relating to earlier visa applications. The Home Office will use
this reference number to track and link past visa applications.
If you have more than one reference number, click ‘Add another’ to open a second box .
i Do not worry if
you cannot find
your Home Office
reference
number, just
select ‘No’.
i If you undertake paid work in the UK you should have an National Insurance (NI)
number for tax purposes. If you are unsure of whether you have an NI number,
contact your employer’s HR department for more information.
Passport or travel
document – DES
Student only
version
In this section you
will be asked to
provide
information about
your current and
previous passports
or travel
documents. If you
have lost or had
any passports or
travel documents
stolen then you
should have
reported this to
the Police and you
will be asked to
provide
information about
this.
i If you do not have
i Answer these questions
using the information as it
appears on your passport
or travel document.
i You must provide all previous
passports that have been used to
travel to the UK, even those which
have expired.
your current or previous
passport, you should
select ‘No’.
Additional questions will
appear so that you can
provide details of why
you do not have your
travel document(s).
If your passport was
stolen or lost, you will be
asked if it was reported
to the police, and if so,
to provide a crime
reference number.
If you have a photocopy
of a previous lost or
stolen passport, you
should enter details
from that, eg. passport
number, expiry date.
Biometric residence permit – DES Student only version
In this section you will be asked to provide information about the Biometric
Residence Permit(s) that have previously been issued to you.
i You will only see this screen if your last UK visa application was made inside the UK and you answered previous
questions to confirm that you hold a BRP card. If your current visa was issued outside the UK (Entry Clearance) and you
stated this in earlier questions, you will not see this screen.
i The BRP number is found on the front of the
card, in the top right hand corner.
i If you do not have your current BRP, you should answer ‘No’. Additional questions will
appear so that you can provide details of why you do not have your BRP. f your BRP was stolen
or lost, you will be asked if it was reported to the Home Office and police, and if so, when. If
you have a photocopy of a lost or stolen BRP, you should enter details from that.
Previous addresses – DES Student only version
In this section you will be asked to provide information about
any previous addresses in the UK, including Northern
Ireland, where you have lived in the last five years.
i If you have previously lived in Northern Ireland you should
select ‘Yes’. You will then be prompted to give further details.
After your application is processed, the Home Office will
contact you to arrange for access to be granted to police
records in Northern Ireland so that additional security checks
can be done. The Immigration Service can help you with this.
i You must enter all UK
i You must complete all the fields with a
addresses for the last 5
years.
red asterisk. You will be unable to submit
the form if any essential information is left
out.
If you are required to
register with the police,
but have not always
updated your certificate
each time you changed
address, you are still
required to provide the
Home Office with full
details of your previous
addresses.
If you enter a post code which does not
belong to the county you have selected, it
will register as an error.
Dates may be approximate if you cannot
remember exactly when you lived
somewhere.
If you have more than 1 previous address,
click the ‘Add another’ button to enter
additional details.
Personal history – DES Student only version
In this section you will be asked to provide information about any criminal
convictions you have, any civil judgements or immigration civil penalties against
you and details of any involvement you may have had in war crimes, genocide,
crimes against humanity or terrorism.
i You must answer all the questions in this section fully and honestly. It is a criminal offence to lie on a visa application.
i This first question also includes traffic offences, see note 
i Clicking on ‘More guidance’ will open a second
window which provides more in depth information, as
shown here in the above example.
If you answer ‘Yes’ to any of these questions,
additional boxes will appear so that you can provide
more information.
Additional guidance and definitions are available for
each of the questions by clicking on the yellow boxes
on the right hand side of the page, as in the example
above. If you are unsure what a question means, we
suggest that you check the UKBA guidance available.
PBS immigration history – DES Student only version
In this section you will be asked to provide information about your current and previous
immigration status in the UK, including previous applications that you have made.
i If applying while your current visa is still valid, select ‘I have leave to enter/remain for a limited period’.
i If you answer ‘Yes’ to any of these questions, additional
boxes will appear so that you can provide more information.
You must answer all questions truthfully.
If you have ever had a visa application refused, either
overseas or in the UK, you must answer ‘Yes’ and provide
more details.
Additional guidance and definitions are available online for
each of the questions. If you are unsure what a question
means, we suggest that you check the Home Office guidance
available or contact the Immigration Service for further
advice. Failure to disclose any such information may result in
your visa application being refused if the Home Office have
reason to believe you have used deception.
Public funds – DES Student only version
In this section you will be asked to provide information about whether or not you
have claimed public funds (benefits and housing) in the UK .
i International students are not normally eligible to claim public funds: this will be stated on your visa or BRP card as a condition of your leave.
However, you must answer this question truthfully. If you answer ‘Yes’, additional guidance and questions will appear as in the example below.
i You will not see these questions if your first
answer was ‘No’.
If you answered ‘Yes’ in error, you can return to
the previous question and change your answer
to ‘No’ which will clear this screen.
The following link will direct you to the Home
Office public funds guidance if you require
more information on this:
http://www.ukba.homeoffice.gov.uk/sitecont
ent/documents/policyandlaw/modernised/cr
oss-cut/public-funds/funds.pdf?view=Binary
Course details #1 – DES Student only version
In this section you will be asked to provide information about your sponsor, and the
Confirmation of Acceptance for Studies (CAS) they have issued to you, further details
about the course you are studying and about how you can demonstrate that you meet
the English Language requirement.
i Copy and paste the
sponsor licence number
from your CAS email and
then click the ‘look up’
button.
i Copy and paste the CAS number from your
i Enter the University
address as show here.
CAS email to ensure that it is correct. A CAS
may only be used once - do not attempt to
re-use an old CAS number as this will lead to
your visa application being refused.
The Immigration Service will assign your DES
CAS number in your final appointment.
Complete the rest of the application and we
will add your CAS number before it is
submitted.
We can also do this if you are applying inperson.
i To qualify for the Doctorate Extension Scheme you must:
•
•
•
•
have leave as a Tier 4 (General) student to study a course at a UK HEI that leads to the award of a PhD qualification conferring title of Dr.
have not yet completed your course
have a CAS from your Tier 4 sponsor confirming that they expect you to complete your course and will sponsor you for 12 months afterwards
be applying no more than 60 days before the end date of your course (as stated on your CAS)
Course details #2 – DES Student only version
i Copy and paste
the course title from
your CAS email.
i These will not be actual start and end
dates of your course.
A Student Adviser will liaise with you to
calculate the dates that will go on your CAS
as the end date will determine the date on
which you can submit your application.
Enter the dates as stated on your DES CAS.
i You should select the option ‘I have an academic qualification, at least equivalent to a UK
Bachelor’s degree, taught in English’.
Money #1 – DES Student only version
The amount of money, or funds, you need to show in your visa application
is made up of your tuition fees and maintenance (money needed for daily
living expenses).
i If you do not owe any money for fees because you are a Postgraduate student in academic extension, you
should enter £0 as your course fees, and answer ‘No’ to the next question.
i
Any money which you have paid to the University for your academic fees can be deducted from the total amount you need to evidence in your
visa application. If you are paying something towards your fees you should wait to receive an acknowledgment email from Student Finance which
confirms that the payment has been added to your CAS, before completing this section of the form.
We advise that all fee payments are made before you submit your visa application so that your CAS can be updated and the information on your
application form matches that on your CAS.
Money #2 – DES Student only version
This part of the money section deals with whether the lead
applicant qualifies as having an established presence in the UK. Students
who meet the UKBA definition of being ‘established’ are eligible to show a
reduced amount of maintenance funds in their visa application.
i
If you are applying while
you still have a valid Tier 4 or
General Student visa you
should select ‘Yes’.
If you hold another visa type,
such as Tier 1, select ‘No’.
i
Make sure that you read this question and answer carefully, as the answer you provide will be used to calculate whether you qualify as having
as established presence, and will inform the amount of money you are required to show towards your maintenance.
If you are in the UK on a valid Tier 4 visa issued for another course of study which has finished, and you are making a new application using a CAS
issued by Warwick in order to start a new programme of study, you should choose the first option. You will then be asked an additional question
concerning the length of your previous course (the course for which your current Tier 4 visa was issued). Make sure that you answer correctly.
i
Your study location also affects the amount of money you need to show for living costs, or maintenance. The University of Warwick is located
in Coventry which is in the West Midlands, so you should select ‘Outer London or anywhere else’ from the drop down list.
Money #3 – DES Student only version
This section allows you to give details of any money you have paid towards
University managed accommodation.
i
If you are living in University managed housing (either on or off campus) your accommodation fees will be stated on your CAS. If you have
paid some of your accommodation fees, you should answer ‘Yes’ and state the full amount of money you have paid. If you are not in University
housing, you should answer this question ‘No’.
From 1 July 2014 you can deduct a maximum of £1,020 paid to the University for accommodation from the total amount of money you need to
evidence in your visa application. Any monies paid to the University can be added to your CAS.
Money #4 – DES Student only version
This section allows you to give details of any scholarships or
financial awards you may be in receipt of.
i
If you are in receipt of a scholarship from the University of Warwick, or
any other organisation as listed in the guidance below, answer, ‘Yes’.
i
If you are funded by your Government or other agency as above, you will need to obtain an original letter stating how much money you
receive towards your tuition fees and/or living allowance.
Your sponsorship letter should be stamped and dated, and on official headed paper. It should confirm:
• Your name
• The name and contact details of your financial sponsor
• The date of the letter
• The length of your sponsorship
• How much you receive towards your tuition fees (if you are fully sponsored, the letter can state ‘full tuition fees’)
and/or
• How much your monthly allowance is
and/or
• The total sum of money you have been allocated
Money #5 - DES Student only version
Evidencing your funds with your own bank account, or that of a parent.
i
If you are using your own bank account, answer ‘Yes’.
i
You must show that you have held sufficient funds in your bank account for a period of 28 consecutive days during which the balance must
not go below the required amount. You may use either statements or a letter from your bank, but it must be no older than 31 days on the date
that your visa application is submitted (the date that the visa application fee is paid). Please refer to the information below to ensure that your
financial documents meet UKVI Policy Guidance:
Bank statements must show
• Your name
• The account number
• The date of the statement
• The financial institution’s name and logo
• The amount of money available
Ad hoc bank statements printed by the bank
on their letterhead are acceptable.
Electronic statements from an online account
are acceptable provided they meet the
requirements outlined and that each page
bears an official stamp from the bank, or you
submit a verification letter from the bank.
Bank letter must show
• Your name
• The account number
• The date of the letter
• The financial institution’s name and logo
• The amount of money available
• That there is enough money in the account for
the full 28 day period
i
If using a parent’s financial documents, answer ‘No’
and then ‘Yes’ to the next question.
i
If you are using a parent’s bank account to evidence your funds, you will need an original letter written, signed and dated by them
which confirms that they give their consent for the money to be used to fund your studies in the UK. You will also need your original birth
certificate/registration document or adoption certificate which proves your relationship. All documents not in English or Welsh will need to
be accompanied by a translation which meets Home Office guidelines
The format of the bank statements or letter must meet the Home Office guidance as stated above. If the account shows funds in any
currency other than GBP, you will need to provide a conversion from www.oanda.com which confirms that the equivalent funds are
available for the required period.
General attributes - DES Student only version
In this section you will be asked to provide information about the course
you are intending to study.
NQF 8
i
If your course was subject to ATAS then you will need to apply for a new ATAS certificate to support your DES application, unless you are
submitting your DES visa application within 28 days of the end date given on your CAS, in which case you will not need to provide a new ATAS
certificate as one of your supporting documents.
i
Fully sponsored students will need to include a letter of consent from their financial sponsor which confirms that they have permission to
remain in the UK and work for 12 months after graduation.
Checking your application
Once you have completed the online form you can ask the system to check for
any mistakes...
i
If you want the Immigration Service to check your application before it is submitted DO
NOT GO BEYOND THIS POINT. Once you go past this screen we cannot check your answers or
correct any mistakes you may have made.
i
Click the ‘Check application’ button and the system will check for any questions you have missed. It will check all applications, and any errors
will be displayed on the Home page so that they can be easily corrected (see example below).
It is not possible to submit a complete visa application with any errors.
Paying for your application
This section explains the different methods of
submitting your visa application, and how much
it will cost.
£422
£822
i You will have approximately 10 minutes on the payment screen before it times-out for security
reasons, so ensure that you have your debit or credit card to hand and that you have sufficient
funds to cover the application fee(s). If the debit/credit card is for the same bank account that
you are using to evidence your funds, you must ensure that paying the application fee(s) will
not put the balance below the amount you are required to show in your application.
i The standard service, or ‘postal
application’ is the cheaper option. We
normally advise to allow 6-8 weeks for a
decision to be made on your application,
although during peak times, it may take
longer.
The premium service, or ‘in-person
application’ is more expensive and involves
the applicant (and any Dependants)
travelling to a Home Office Public Enquiry
Office to hand over their supporting
documents. 90% of cases are decided on
the same day with the new visa being
dispatched 7-10 days later (you can choose
to have the BRP sent to the International
Office if you would prefer).
We recommend that only straightforward
applications be submitted using the
premium route.
If you are a new student joining Warwick
and you apply for your new Tier 4 visa using
our ‘Check & Send’ Service, you will be
permitted to enrol and start your course
before a decision has been made on your
application. If you submit your application
independently you will only be permitted
to enrol if you can provide sufficient
evidence of your in-progress application.
For more information, see the following
link:
www.warwick.ac.uk/go/immigration/enro
lment/
Booking a premium application appointment
This section explains how to search for and book a
premium application appointment.
i Please note, you cannot search for an
appointment within 48 hours of your
application date and must book an
appointment no more than 45 days after
the date of your online visa application
(that date that you pay the application fee).
If an appropriate appointment is not
available, you can return to the previous
screen and select the standard service
(postal application) instead.
i After selecting a range of suitable
dates, the next page will display all
available appointments. If there are no
appointments for a chosen location it will
return a blank search, as shown in the
example below.
You have not booked your appointment
until payment has been taken.
To maximise the chances of getting an
appointment try to be as flexible as possible
when selecting your availability.
Please note, there is a limit to the number
of times you can search for appointments
during the same session, so it is helpful to
already have an idea of what dates are
good for you, and a copy of your timetable
if necessary.
There are 7 PEOs located in the UK. You
should consider the time and cost involved
in getting to your appointment. Solihull is
located closest to the University; Cardiff,
Croydon, Sheffield and Liverpool are within
easy reach of trains from Birmingham;
Belfast is in Northern Ireland and Glasgow is
in Scotland.