University Code of Practice Devolution of Admissions Decisions to Partner Institutions Offering Collaborative Programmes Document Reference: Identifier: Version: Devolution of admissions decisions (validated programmes) QH: J1 1 04 Date: December 2014 Date coming into force: Immediate Approved By: University Learning, Teaching and Assessment Committee (ULTAC) Learning Enhancement and Academic Practice Originator: Responsibilities: Partner Institutions Head of the Admissions Service ULTAC Application to Collaborative Provision: Mandatory Contacts: LEAP 01482 466703 Applications for exemptions to: Report Exemptions to: ULTAC ULTAC Further Guidance: UK Quality Code for Higher Education, Chapter B2: Recruitment, selection and admission to higher education (Oct 13), Chapter B10: Managing higher education provision with others (Dec 2012). Summary/ Description: This code sets out the process through which the University will delegate authority to make admissions decisions to partner institutions, and the responsibilities and duties which must be adhered to by the partner institution in the event of such devolution. Version 1 04 incorporates the following amendments: Update to paragraph 47 to require partners who have been granted devolved admissions to prepare their report for ULTAC in the PQER template (section 3b). Version 1 03 incorporates the following amendments: Updates the code with reference to the new committee structure Several amendments for clarity Version 1 02 incorporates the following amendments: Provides greater detail regarding the reports which are to be provided to the University by those partners with devolved admissions authority and provides a template for use when preparing the reports. This template is published as annexe 2. Clarifies the relative roles of CPC and QSC. Clarifies the definition of “special cases” Devolution of admissions decisions (validated programmes) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:1 Version 1 01 incorporates the following amendments In line with legislation related to age discrimination the requirement for applicants over 21 be handled as ‘special cases’ has been removed. Paragraph 38 of the Code has been revised to provide an exemption for PI staff applying for teacher training programmes. References to AAC have been removed and replaced as appropriate. This university Code has been written in accordance with the approach approved by QSC to enhance clarity (Quality Handbook section A:2) involving the following terminology: must = mandatory should = advisable may = desirable. Where these terms are used they are emphasised in bold. This document is available in alternative formats from Learning Enhancement and Academic Practice Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:2 Contents Introduction ........................................................................................................................................ 4 Partner institution responsibilities ...................................................................................................... 4 Part I - Devolution Approval Process ................................................................................................ 5 Applications for devolution ............................................................................................................. 5 Decision making process ............................................................................................................... 5 Criteria for granting devolution ....................................................................................................... 5 Decision of the panel ..................................................................................................................... 6 Changes to entry requirements ..................................................................................................... 7 Entry requirements at ‘Clearing’ .................................................................................................... 7 Part Il - Determining Admissions Applications .................................................................................. 8 Admissions tutors........................................................................................................................... 8 Requirement for a written application as a precondition for an offer ............................................. 8 Programme approval ..................................................................................................................... 8 Admissions decisions .................................................................................................................... 8 Part lll – Monitoring of Compliance .................................................................................................. 11 Partner institution reports ............................................................................................................. 11 Withdrawal of authority to make admissions decisions ............................................................... 11 Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:3 Devolution of Admissions Decisions to Partner Institutions Offering Programmes Validated by the University of Hull INTRODUCTION 1. The purpose of this code of practice is to define: The procedure through which a partner institution may apply for such authority and through which the University will determine whether to grant such authority The conditions under which the University will devolve to a partner institution (PI) the authority to make decisions on the admission of students to programmes validated by the University The University’s expectations governing the way in which admissions decisions will be made, recorded and reported, and The responsibilities for monitoring compliance with the Code. 2. The University will grant authority to make decisions only in respect of applications which meet published and approved entry requirements for each programme. Applications must be made by partner institutions in respect of the entirety of that partner’s HE provision validated by the University. 3. The Code is the result of consultation with relevant University services (including the Head of the Admissions Service) and faculties, and the University’s Collaborative Provision Committee. It seeks to ensure that admissions processes are carried out in a fair, equitable and transparent manner. The Code reflects the expectations of section 2 (revised September 2004) and section 10 of the QAA Code of Practice as well as reflecting the University’s framework for the assurance of quality and maintenance of academic standards as applied to programmes validated by the University. 4. The University, through LEAP and other appropriate offices and faculties, undertakes to work with partner institutions who wish to apply for devolution to assist each institution to confirm or develop the procedures necessary to satisfy the requirements of this code of practice. PARTNER INSTITUTION RESPONSIBILITIES Responsibility for compliance with the code of practice 5. Before submitting an application for devolution the partner institution must identify a senior member of staff (office holder) who will be responsible for ensuring that the partner institution’s responsibilities as set out in this code of practice are properly and professionally discharged. Responsibility for admissions decisions 6. The partner institution must also identify a senior member of staff – who must not be the same person identified in accordance with paragraph 5 – who will be responsible for the admissions process, including specifically, having the authority to make written offers to applicants. Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:4 PART I - DEVOLUTION APPROVAL PROCESS Applications for devolution 7. Where a partner institution wishes to apply for approval from the University for authority to make admissions decisions, it must submit an application using the form set out in annexe 1 of this code of practice, and submit the supporting documentation identified in the annexe. Prior to submission to the University the application must be endorsed by the Principal of the partner institution or such person nominated by him/her. Decision making process 8. University Learning, Teaching and Assessment Committee (ULTAC) must establish a panel with delegated authority to determine an application in accordance with this code of practice. 9. The membership of the panel shall be approved by the Chair of ULTAC but must consist of the following: A member of ULTAC to act as chair, nominated by the Chair of ULTAC The Head of the Admissions Service A member, nominated by the Dean, of each University faculty involved in overseeing validated provision at the HE partner concerned A member of LEAP, nominated by the Head of Quality, to serve as secretary. 10. The Chair of ULTAC may approve the nomination of such additional members of the panel as s/he deems appropriate. 11. A meeting of the panel should be held no later than one month after receipt of the application for devolution. The panel must meet with relevant staff of the partner institution, such staff to include at least the persons designated as responsible in accordance with paragraphs 5 and 6 of this code of practice and a representative group of admissions tutors. Criteria for granting devolution General criteria 12. Devolution of the authority to make admissions decisions must not be granted unless the panel is satisfied that the partner institution has nominated appropriate persons in accordance with paragraphs 5 and 6 of this code, and that the partner institution has in place policies and procedures which appropriately reflect the expectations of the QAA Code of Practice, and govern effectively the following: accredited prior learning (APL) – certificated (APCL) and experiential (APEL) English language proficiency requirements parity between part and full-time study applicants equal opportunities monitoring applicants with disabilities applicants with criminal convictions (which should be in accordance with the University Code of Practice on the Consideration of Applicants who Declare a Prior Criminal Conviction, QH: J6) informing students of programme details and requirements the making of applications and offers assessment of fee status eligibility for ‘overseas’ students to study part time inducting new students staff development for those making admissions decisions monitoring admissions decisions retaining admissions data Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:5 13. complaints by applicants regarding admissions decisions and process Admission of non-EEA national students in relation to immigration status and Tier 4 visa sponsorship. The panel will expect processes to be similar to those operated by the University. University policies are available on request. Entry requirements The application for devolution must include, and approval of the application by the panel must include approval of, the existing entry requirements for each programme of study currently offered by the partner institution and validated by the University. The approved entry requirements will be attached to the formal record. 14. In approving the entry requirements the panel may seek advice from such persons internal or external to the University as it deems appropriate. 15. Entry requirements should normally be the same as for any comparable programme(s) offered by the University. The University acknowledges that there may be very good reasons why, in particular instances, different entry requirements may be justified. For example, a PI may have a very strong widening participation agenda and may have devoted considerable additional resources to support students from different backgrounds. 16. Entry requirements must detail any specific category of applicant where admission to the programme might be refused, for example as the result of a criminal conviction. They must also be consistent with the University’s minimum requirements for English language proficiency. 17. 18. 19. Application forms The application for devolution must include confirmation of the programmes which will recruit through the Universities and Colleges Admissions Service (UCAS) or an equivalent national admissions service. For programmes which will not recruit through such a service, the partner institution must submit for approval the application form (or forms) which will be made available to prospective students to apply for places on specific programmes of study. The approved form(s) will be attached to the formal record. Offer letter The application for devolution must include for approval the wording and stationery which the partner institution will use to make offers to those applicants the institution wishes to admit to a programme of study to which this code applies. The approved document will be attached to the formal record. University faculty procedures Before granting approval the panel must be satisfied that each applicable faculty of the University has in place, or is able to put in place, appropriate procedures to fulfil its responsibilities under this code of practice as defined in paragraphs 36, 40 and 43. Each faculty should submit a report specifying members of staff responsible for functions under this code, and the procedures which will operate. Faculties must ensure that staff are aware of the University’s admissions criteria and associated policies. Decision of the panel 20. The panel must reach one of the following decisions: Approve the application, with or without conditions or recommendations Defer the application pending further information Reject the application. Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:6 21. The panel must notify the partner institution of its decision in writing within five working days of the panel meeting. Such notification must where applicable include the details of any conditions, recommendations or further information required. In the event of a decision to reject, the notification must state the reasons for rejection. Within two weeks, a full written report must be produced. The notification and the full report together will constitute the formal record of the delegation of authority to the partner institution and will be submitted to the next meeting of ULTAC for information. 22. Conditions should be set where the panel is satisfied that an action or actions must be taken by the partner institution to achieve compliance with this code of practice. Such conditions must specify the deadline by which the action or actions must be taken and the means through which the panel will satisfy itself that the conditions have been met. 23. Recommendations should be set where the panel is satisfied that an action or actions should be taken by the partner institution as means of enhancing the institution’s policies and procedures. Such recommendations should specify the deadline by which the action or actions must be taken and the means through which the panel will satisfy itself that the conditions have been met. Changes to entry requirements 24. Programme Approvals Committee (PAC) must not approve a proposed programme of study from a partner institution to which this Code applies unless appropriate entry requirements for the programme have been specified in the proposal with appropriate supporting justification. 25. Entry requirements should be reviewed annually as part of the annual monitoring of programmes. Amendments to entry requirements for programmes to which this code applies must be submitted for approval by the relevant Joint Board of Studies via faculty and be approved by PAC. Entry requirements at ‘Clearing’ 26. Where the partner institution considers that it is appropriate to lower entry requirements during the UCAS Clearing period, it must apply in writing to the faculty for approval to lower the entry requirements for this purpose only. Such applications must be made in writing no less than six weeks before the start of Clearing, specifying the changes requested and the rationale for them. Entry requirements during the Clearing period must not fall below the minimum matriculation standards of the University. 27. Following completion of the Clearing period the partner institution must inform the faculty of any offers made which are at the lower level approved under the above paragraph. Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:7 PART II - DETERMINING ADMISSIONS APPLICATIONS 28. This part of the code of practice sets out the framework within which the partner institution must operate when making admissions decisions having been granted authority under Part I. Admissions tutors 29. The partner institution, through the person nominated in accordance with paragraph 6, must identify staff of the institution to serve as Admissions Tutors for each of the programmes offered by the institution and validated by the University. Tutors may be responsible for more than one programme however there should be no more than one named Admissions Tutor per programme. The person nominated must inform LEAP in writing of the names and responsibilities of each Admissions Tutor, including informing him/her of changes as they occur. 30. On receipt of the above information, LEAP must copy relevant parts of the information to each faculty administrator and to the Secretary of ULTAC for the official record. 31. Admissions tutors must engage in such staff development activities as are reasonably prescribed by the faculty. Requirement for a written application as a precondition for an offer 32. A candidate must not be admitted to, or be registered for, a programme of study without having submitted a written application using the form approved for the purpose, and without having been made an offer in writing which accords with this code of practice. Programme approval 33. A programme must not be advertised before the programme has been granted planning permission approval by the faculty. Where planning permission approval has been granted any advertising must explicitly indicate that the programme is ‘subject to approval’ until such time as full approval is granted. 34. An offer must not be made to any applicant before the partner institution has been informed in writing that the programme has been approved by the University PAC. The senior member of staff identified in accordance with paragraph 5 is responsible for ensuring compliance with this limitation. Admissions decisions Applications which meet the entry requirements 35. The partner institution has full authority to make an offer where the applicant satisfies or exceeds the entry requirements approved by a Full Approval Panel and published for the programme concerned. 36. ‘Special cases’ Where an applicant does not meet the approved entry requirements and the partner institution wishes to make an offer, the application must be deemed a ‘special case’ and be submitted to the University for decision. In this instance sufficient supporting evidence must be submitted which should be in the form of an Interview Report, detailing discussions with the applicant and indicating the PI’s reasons for recommending admission notwithstanding the entry requirements. Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:8 37. Where there are approved entry requirements that are different from the admission regulations (i.e. lower) then those programme requirements take precedence and whether a case needs to be considered is measured against those standards. 38. In determining whether an overseas qualification is lower than the normal standard the university uses Hull International Qualification Admissions Standards (HIQAS) information and if that is not sufficient then the National Academic Recognition Information Centre (NARIC) is used. 39. Each application must be considered on its merits by a person nominated by the Dean, who should be the ‘Academic Contact’ (or equivalent) for the partnership. The partner institution should be informed in writing of the decision within 7 working days of receipt by the University of the application. 40. Applications by members of staff of the partner institution with the exception of applications to teacher training programmes Where an application is made by a member of staff of the partner institution, the application must be submitted to the University for decision whether or not that person contributes to the University’s validated programmes. In this instance the application must be supported by a detailed report from a senior member of the partner institution (such as the HE Manager). The report must include: A description of the nature of the applicant’s work at the partner institution An explanation of the potential and actual access which the applicant has, or would have, to personal information about students on the programme of study – including assessed work and assessment results – and confidential material relating to the programme (such as examination papers) Confirmation that the applicant will not gain an advantage over other students on the programme as a result of his/her professional role within the institution. Where an application is made by a member of staff of the partner institution to a teacher training programme the following arrangements will apply: The partner institution should propose its own procedure for managing such applications The partner institution should confirm that this procedure will ensure that applicants will not gain an advantage over other students on the programme as a result of his/her professional role within the institutions The proposed procedure should be approved by the Dean of the Faculty of Education Any procedure and subsequent amendments should be agreed at a Joint Board of Studies, approved by the Dean of the Faculty of Education and reported to ULTAC. 41. 42. Applications by international students Where an applicant has non-UK qualifications the partner institution must make appropriate use of the guidance available from the United Kingdom National Academic Recognition Information Centre (UK NARIC) and / or UCAS. Applications for ‘advanced standing’ Subject to the preceding paragraphs, all applications for ‘advanced standing’ – that is to a stage higher than the first stage of the programme – must be determined in accordance with the Code of Practice on Accreditation of Prior Certificated and Experiential Learning (QH: J7). Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:9 43. 44. Applications after the commencement of the programme An application submitted on or after the first day of the commencement of the programme in any given year, must be submitted to the University for determination by the person nominated by the Dean to deal with special cases (under paragraph 39). Such cases should be assessed on an individual basis to determine the effects that late arrival may have on the student, both in terms of academic and pastoral matters in accordance with the University’s requirements for induction. Applications submitted later than 14 days after commencement of the programme must not be considered. Conditional offers Where an offer is made subject to conditions the person nominated by the partner institution under paragraph 6 must ensure, by receipt of appropriate documentation, that the conditions have been satisfied before allowing the applicant to attend lectures and to be registered on the programme of study. Record-keeping 45. The partner institution must retain sufficient records of each admissions decision to provide an audit trail, including any advice (such as NARIC assessments) on which the decision was based. Records must at least be kept until the applicant has successfully completed the programme on to which s/he was admitted or until s/he has formally withdrawn or been failed by the appropriate Board of Examiners. It is the responsibility of the partner institution to complete all statutory returns required for higher education students, including the Higher Education Students Early Statistics Survey (HESES) and the Higher Education Statistics Agency (HESA). 46. The partner institution must take reasonable steps to ensure the authenticity of the supporting documentation and that copies are certified by a reputable body. Devolution of admissions decisions (collaborative provision) Learning Enhancement and Academic Practice 1 04 – December 14 QH:J1:10 PART III – MONITORING OF COMPLIANCE Partner institution reports 47. ULTAC is responsible for overseeing compliance with this code of practice. Between six months and one year after devolution the partner institution must prepare a report for consideration by ULTAC: analysing the effectiveness of the procedures it has operated during that year identifying any strengths, examples of good practice worthy of wider dissemination listing any areas for development detailing the effectiveness of procedures to deal with applicants with criminal convictions detailing the effectiveness of procedures for identifying special cases providing details and copies of any relevant updated policies and procedures providing details of any significant changes in roles and responsibilities detailing the impact of any changes in relevant legislation. ULTAC must invite the faculties to comment on each relevant report and may consult other University services if appropriate. Section 3b of the Partner Quality Enhancement Report template must be used to provide the report. 48. Following consideration of the report ULTAC may determine any actions which it considers must or should be taken by the partner institution to enhance compliance with this code of practice or otherwise enhance its admissions processes. 49. ULTAC may direct such further reports as it deems appropriate. Normally further comment on the operation of the process and details of any changes in policy or staff should be included in the Partner Quality Enhancement Report. Withdrawal of authority to make admissions decisions 50. ULTAC is empowered to suspend or withdraw the authority to make admissions decisions where it is satisfied that there has been substantial non compliance with this code of practice. The decision must not be made until the partner institution has been provided with reasonable opportunity to make written representations to the Committee. This power should not be exercised unless it has been established that the non compliance cannot be remedied satisfactorily. 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