Admissions Policy and Procedure
Student Recruitment and Business Partnerships
1
Contents
Page
1. Responsibility
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2. Admissions Policy
3
3. The applications process
4
4. Disabilities and Specific Learning Difficulties
6
5. Criminal Convictions
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6. Contact Information
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Appendix A – Terms and Conditions
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Appendix B – Entry Qualifications
10
Appendix C – Admissions Complaints and
Appeals Procedure
13
Appendix D – Admissions Code of Practice
for Applicants with Disabilities or Specific Learning
Difficulties
17
Appendix E – Admissions Code of Practice for
Applicants declaring a criminal conviction
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Appendix F – University of Sunderland Equal
Opportunities Policy
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1. Responsibility
The University of Sunderland Admissions Policy relates to entry in the academic year 2009/10 is
reviewed annually and is the responsibility of the Director of Student Recruitment and Business
Partnerships (SRBP).
The Admissions Review Panel (ARP) and Admissions Co-ordinators Group (ACG) meet
regularly to ensure that the institutions policies and procedures for the recruitment and
admissions of students are fair, clear, explicit and implemented consistently. It also discusses
new legislation.
This policy covers all foundation, undergraduate, postgraduate taught and part time applications
which are processed by the Admissions Team within SRBP. The policy is aimed at applicants,
Higher Education Advisors and University of Sunderland admissions and academic staff. The
University Terms and Conditions (see Appendix A) are printed on the reverse of all offer letters.
Admissions Review Panel Membership:
Director, Student Recruitment and Business Partnerships (Chair)
University Secretary or his nominee
Assistant Director, Academic Services
Admissions Manager (Secretary)
Admissions Co-ordinators Group Membership:
Director, Student Recruitment and Business Partnerships (Chair)
Representative from each Faculty as decided by Faculty AD (Recruitment)
International Manager
Assistant Director SRBP (Admissions)
Assistant Director SRBP (Recruitment)
Head of International Recruitment SRBP
Admissions Manager
2. Admissions Policy
The University of Sunderland welcomes applications from students who have the ability and
motivation to succeed. The University is a strong advocate of lifelong learning and widening
participation providing study opportunities for all applicants who have the potential to benefit
from them. It also promotes the advantages of an inclusive national framework which recognises
the value of both academic and vocational qualifications. Factors such as work experience,
vocational training and non-standard qualifications can be taken into account when considering
an application. Admissions tutors and admissions staff have discretionary powers to assess
each case on individual merit. Qualifications which are not acceptable on their own may be
considered where there are particular combinations that are seen to meet the specific
requirements of an individual programme.
The University monitors changes in the curriculum to ensure that all new qualifications are fully
endorsed by the decision makers and recognises the importance of timely and accurate preentry information to prospective students to enable them to make informed choices and
decisions in their selection of programmes of study. To this end the University’s aim is to be
proactive in the provision of information and advice to all applicants.
The entry criteria for each programme is reviewed annually and agreed at a Executive level,
then passed to the Admissions Co-ordinators Group (ACG) for dissemination. The agreed
criteria is used by the admissions office to make decisions and only where there may be some
deviation will an application be referred to an admissions tutor and/or ACG/ARP for a final
decision.
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Potential candidates should not be discouraged if they do not meet the precise criteria and if, for
any reason, the University is unable to offer an applicant a place on their chosen programme,
they will, where possible, make an alternative offer to a programme which the applicant may find
suitable. This offer will not be made without first consulting the applicant.
Entry requirements for specific programmes of study are published in the University
Prospectuses, the University website (http://welcome.sunderland.ac.uk/) and, for undergraduate
programmes, on the UCAS (www.ucas.com) entry profiles which are updated as required by
admissions staff and faculty recruitment officers. Examples of acceptable qualifications are at
Appendix B and applicants are encouraged to contact the University for further clarification or
advice, if required. The University offers places to applicants using the UCAS Tariff
(http://www.ucas.ac.uk/students/ucas_tariff/).
The University ensures that staff involved with admissions, interviews, decision making etc. Are
professional and receive appropriate training and development in admissions and related areas.
This is done via in-house training for policy and processes and agreed guidance from the ACG.
External training is also used via the UCAS Continuing Professional Development programme,
conference sessions and shared best practice and advice via the Supporting Professionalism in
Admissions (SPA) team.
Feedback Policy
The University does not currently provide automatic feedback to unsuccessful applicants but will
provide feedback, where possible within seven working days, to those who submit a written
request (requests made by email do not count as ‘written’) to the Admissions Manager,
University of Sunderland, Student Gateway, Chester Road Campus, Sunderland, SR1 3SD. The
admissions manager will give the reasons and, where possible, offer an alternative study choice.
The request must include the applicant’s full name, address and application reference number
(where known). Applicants who wish to appeal against a decision will be referred to the
Admissions Review Panel under the Admissions Complaints and Appeals Procedure – see
Appendix C.
The Supporting Professionalism in Admissions (SPA) programme, the Delivery Partnership
Steering Group (DPSG) and UCAS are currently working together for a consistent method of
feedback to applicants following the Government’s response to the consultation on Improving
the HE Application Process. The University look forward to their recommendations and will
amend this policy accordingly.
3. The Applications Process
The applications process varies depending upon the type of programme applied for. All
applications, that are not given a decision on the day of receipt, will be acknowledged by either
email or postcard.
The University will endeavour to process standard applications (where no further information on
declared disability or criminal conviction is required) within 5 working days of receipt. For
Academic programmes which require interviews, all applications received by UCAS prior to the
15th January deadline will be interviewed before the 28th February and a decision made within 5
working days of the interview. Interviews for direct applications will be undertaken within a
reasonable time scale and a decision made within 5 working days of the interview.
External deadlines will be adhered to at all times. The admissions team have audits which run
on a regular basis to ensure applications are monitored and deadlines are achieved. Any
applications which have not received a decision within 5 working days will be given priority. The
ACG meet monthly and use application data and statistics to monitor the application process.
This data and statistics are used to inform policy changes if required.
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Full time Undergraduate programmes
Applications for entry to Undergraduate Programmes must be submitted through the Universities
and Colleges Admissions Service (UCAS) online facility apply at www.ucas.com where detailed
online help is available.
If an applicant does not have access to internet at home or school or college they can use a
UCAS online centre of which the University of Sunderland is one. Staff are available to assist the
applicant at the Student Gateway, Chester Road Campus. The UCAS institution code for the
University of Sunderland is SUND S84.
All applications received by UCAS prior to the 15th January 2009 deadline will be given equal
consideration. Any forms received after this date but prior to 30th June 2009 will be considered
as post-15 January and will be considered for programmes with vacancies. Applications
received after the 30th June 2009 will be considered under the Clearing System.
Studio-based Art and Design Programmes
There are currently two ways to apply for Art and Design programmes* – Route A and Route B.
If the programme you are applying to has a UCAS code beginning with letter W, you should
apply using route A. If the UCAS code begins with the letter E, you should apply using route B
Route A follows the same process as any other full time undergraduate application via UCAS.
Route B allows time for applicants studying, for example a Diploma in Foundation Studies (Art
and Design), to identify their specialisation and prepare their portfolio. You can enter up to three
choices for Route B and, if you make more than one choice, you must give your order of
preference. UCAS must receive your application for Route B between 1 January 2009 and 24
March 2009.
*For the application 2010 cycle all applications for Art and Design programmes will be made as with other
undergraduate programmes and the University will adhere to the 15th January deadline for equal consideration of
applications.
Postgraduate Certificate in Education (PGCE) Programmes
If you are a graduate and want to apply for an initial teacher training qualification through the
Graduate Teacher Training Registry (GTTR), you can apply online at www.gttr.ac.uk where all
the help you need is on the site.
Part-time and Postgraduate taught programmes
Applications for part-time and postgraduate taught programmes can be submitted directly to the
University by using the on-line application form.
A University application form can be completed at:
http://www.sunderland.ac.uk/study/postgraduate/howtoapply/
or by contacting:
The Student Helpline, Tel: (0191) 515 3000 Fax: (0191) 515 3805
Email: student-helpline@sunderland.ac.uk
Verifying Qualifications
In order to fulfil quality requirements the qualifications of all students entering the University will
need to be verified before full registration to study is completed. This verification is completed for
undergraduate applicants via the UCAS system if the results of their qualifications have been
received by them from the examining bodies. All other qualifications will be assessed by the
admissions team during confirmation of offers. If this is not practical, applicants will be notified
that they must bring original copies of their qualifications to registration.
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Non-UK Qualifications which are not in English must be translated and our applicants from
overseas will also be given the opportunity to produce original documents for verification to
University staff either working or visiting overseas.
Fraudulent Applications
The University takes the issue of fraudulent applications very seriously. If an applicant is found
to have submitted a fraudulent application the University their application will be withdrawn and
the relevant clearing house informed.
Applicants have the right to appeal and should follow the Admissions Complaints and Appeals
Procedure at Appendix C.
4. Disabilities and Specific Learning Difficulties
In line with the University’s commitment to a policy of Equal Opportunities (see Appendix F)
under its admissions policy, no student will be subjected to less favourable treatment on the
grounds of disability or specific learning difficulty. It is recognised, however, that support for
disabled students and students with specific learning difficulties may be restricted by the limited
resources of the University and appropriate procedures have been established to facilitate this.
These procedures are described in the Admissions Code of Practice for Applicants with
Disabilities or Specific Learning Difficulties – see Appendix D.
5. Criminal Convictions
To help the University reduce the risk of harm or injury to our students caused by the criminal
behaviour of other students, applicants are required to inform us of any relevant criminal
conviction. Relevant criminal convictions are only those convictions for offences against the
person, whether of a violent or sexual nature, and convictions for offences involving unlawfully
supplying controlled drugs or substances where the conviction concerns commercial drug
dealing or trafficking. Convictions that are spent (as defined by the rehabilitation of Offenders
Act 1974) and are not considered to be relevant and should not be revealed,
Please note: for courses in teaching, health, social work or courses involving work with children
and vulnerable adults, any criminal conviction including sentences and cautions (including verbal
cautions), reprimands, final warnings and bind-over orders are exempt from the Rehabilitation of
Offenders Act 1974.
Further details of these procedures are outlined in the Admissions Code of Practice for
applicants declaring a criminal conviction – see Appendix E.
6. Contact Information
For further information on entry requirements, general advice or the University Admissions
Policy contact:
The Admissions Office
Student Recruitment & Business Partnerships
University of Sunderland
Chester Road Campus
Sunderland
SR1 2SD
Tel: 0191 515 3154
Fax: 0191 515 3155
Email: admissions@sunderland.ac.uk
Last updated 19 March 2009 Edith Wilson
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Appendix A – Terms and Conditions
The attached offer is subject to the following terms and conditions:Course Directories and Prospectuses describe programmes available from the University of
Sunderland (‘the University’). Every effort is made to ensure that all details, including the list of
modules which make up each programme, are correct at the time of going to press but these
may be subject to alteration. Should you become a student of the University, you will receive
further documents describing the teaching, examination, assessment and other educational
services (‘the educational services’) offered by the University, including details of fees payable.
In the event of any inconsistency between the information contained in a Directory/Prospectus
and the information set out in these further documents then the further documents will prevail.
The University will take all reasonable steps to provide the educational services in the manner
set out in each Directory/Prospectus and in those further documents. The University does not,
however, guarantee their provision, nor does it provide education to UK undergraduates on a
commercial basis. It is also very largely dependent upon charitable and public funds, which the
University has to manage in a way which is efficient and cost-effective, in the context of the
provision of a diverse range of programmes to a large number of students. It should therefore be
noted that the educational services, programmes, facilities and other arrangements for students
described in each Directory/Prospectus are regularly reviewed and are naturally subject to
change from time to time sometimes without notice.
The University reserves the right to make variations to the contents or methods of delivery of
programmes and modules, to discontinue and to merge or combine programmes and modules,
if such action is reasonably considered to be necessary by the University in the context of its
wider purposes. If the University discontinues any programme, it will use reasonable endeavours
to place the student on a suitable alternative programme.
The University will not be deemed to be in breach of these Terms and Conditions, or otherwise
liable to its students in any manner whatsoever, for any failure or delay in its ability to provide the
educational services due to an event beyond the reasonable control of the University. Such an
event, for the purposes of these Terms and Conditions, means any cause preventing the
University from providing the educational services arising from or is attributable to acts, events,
omissions or accidents beyond the reasonable control of the University including, without
limitation, strikes, lockouts or other industrial disputes, protests, war or national emergency, an
act of terrorism, riot, civil commotion, malicious damage, compliance with any law or
government order, rule, regulation or direction, breakdown of plant or machinery, utilities failure,
fire, explosion, an Act of God, flood, storm, epidemic or other natural disaster, or default or
delays of suppliers or sub-contractors. The University will use all reasonable endeavours to
minimise the resultant disruption to those services.
It is the students' responsibility to familiarise themselves with and to ensure compliance with the
requirements of any professional body which they wish to join either before or after graduation.
Students should be aware that a change in their circumstances whilst studying (e.g. acquiring
criminal convictions or certain physical or mental ailments or illnesses) may affect their
continued compliance and in such cases should be notified both to the relevant professional
body and to the University for clarification. It should be noted that criminal convictions may not
necessarily be a bar to study, but must nevertheless be notified to the University. Where
appropriate, registration on a Programme may be conditional upon submission and subsequent
satisfactory clearance of a completed Protection of Children (Criminal Records Bureau
disclosure) and/or Medical Clearance form.
The University cannot accept responsibility and expressly excludes liability for damage to or loss
of students' property whilst on University premises or the transfer of computer viruses to
students' equipment unless caused by the negligence of the University.
Whilst registered as students of the University, the University requires its students to familiarise
themselves with and comply with University regulations and procedures, including 'Rules in
Respect of Student Conduct and Discipline', copies of which can be obtained from the University
and can be found on its web site:- www.sunderland.ac.uk/regulations
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The University requires its students, as a condition of enrolment, to ensure the payment to the
University in each academic year of the tuition fee and any other additional charges pertaining to
the course upon which they are enrolled. In addition to the tuition fee and charges for residential
accommodation, students may be required to pay for study materials provided by the University.
These may include but are not limited to consumables such as creative art materials, computer
disks, and special paper, to learning packs which are intended as cheaper alternatives to
textbooks. If field trips are included within the programme you may be required to meet the cost.
The University reserves the right to revise or add fees at any time but appropriate notice will be
given to those students affected by them. Students should be aware that if a student has not
paid the due fees or discharged any other financial obligation to the University, the University
reserves the right to neither allow the student to register nor continue in their studies, nor award
a degree or other certification and reserves the right to take action to recover outstanding
monies.
DATA PROTECTION ACT 1998
The University of Sunderland is registered as a data user with the Office of the Information
Commissioner. The University holds data relating to its students for a variety of purposes. These
include:
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maintenance of the student record (including personal and academic details,) and
management of academic processes (for example, academic audits, examination
boards and awarding of degrees)
the management of student accommodation
alumni operations, including fund-raising
the provision of advice and support to students (via, amongst others, Student
Services, Student Accommodation Service, the Counselling Service, the Students’
Union and the Careers Service)
The University (via academic departments, Student Services, and other ancillary departments)
discloses student information to a variety of recipients, notably:
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employees and agents of the University (on a need-to-know basis only)
students’ sponsors (including LEAs, the Student Loan Company, and funding
councils)
relevant government departments or agents acting on their behalf to whom the
University has a statutory obligation to release information (including the Higher
Education Statistics Agency, and Council Tax officers)
current or potential employers of students
current or potential providers of education to students including partner or franchise
institutions in connection with the delivery of programmes of education
the providers of the Campus Card
student survey agencies, including those contracted to manage the National Student
Survey
NB. Disclosures to persons or institutions not listed above will be made only with student
permission unless exceptional circumstances apply, as provided by law.
The University undertakes to maintain student data in secure conditions and to process and
disclose data only within the terms of its Data Protection Notification. The details above indicate
the nature of this notification but are not exhaustive – the University's Data Protection Officer
should be contacted if students have any specific questions. Please note that the University is
reliant on students for much of the data it holds: please help the University us keep records upto-date by notifying any alterations to student addresses, personal details, or course enrolments.
Under the Data Protection Act 1998 an individual has the right to a copy of the current personal
information held on him/her by the University and a right to raise an objection to data processing
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that causes damage and distress. For details of these procedures please contact the
University's Data Protection Officer.
It should also be noted that, in accordance with tradition, in many cases assessment results are
published openly within this University. By applying to enrol on a course of study with the
University students consent to the processing of personal data in the way described above and
also in terms of the right to privacy under the Human Rights Act, 1998.
EDUCATION ACT 1994
Under the provision of the Education Act 1994 any student has the right not to be a member of a
students’ union and not to be unfairly disadvantaged with regard to the provision of services, or
otherwise, by reason of having exercised that right. At the University of Sunderland all students,
members and non-members alike, have in general the right of access to services provided by
the University and the University of Sunderland Students’ Union (USSU). However, there are
some rights which are not extended to non-members, and these include the following:
(i) the right to participate in USSU and NUS (National Union of
Students) elections and decision-making processes, including those of clubs and societies,
(ii) the right of USSU and NUS representation,
(iii) the right of access to USSU bars, the Manor Quay night-club and certain USSU commercial
activities, except as guests of members,
(iv) the right to commercial advantages negotiated for the benefit of
USSU and NUS members.
Should you accept an offer to study at the University, these Terms and Conditions shall
constitute part of any contract between you and the University and your acceptance will signify
your consent to the incorporation of these Terms and Conditions. Any offer of a place made to
you by the University is made on the basis that in accepting such an offer you signify your
consent to the incorporation of this notice as a term of any such contract and also your
agreement to comply with University regulations and procedures.
These Terms and Conditions are governed by and are to be construed in accordance with
English law. The English Courts will have exclusive jurisdiction to deal with any dispute which
arises or may arise out of or in connection with these terms and Conditions, except that the
University may bring proceedings for an injunction or enforcement of any order or judgment in
any jurisdiction.
University of Sunderland, 4th Floor, Edinburgh Building, City Campus, Chester Road,
Sunderland, SR1 3SD, UK http://welcome.sunderland.ac.uk
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Appendix B – Entry Qualifications
The University accepts all nationally recognised advanced qualifications for entry to higher
education, and gives equal consideration to academic and vocational qualifications for all
programmes of study. The University may also take into consideration skills and expertise
gained from work experience or vocational training.
Examples of acceptable qualifications are listed below but if you do not have the exact entry
requirements please contact us for advice:
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GCE and VCE A level*/ AS
GNVQ/NVQ
BTEC and SCOTVEC qualifications
Recognised Access or Foundation Course
14-19 Diploma
Baccalaureates
Scottish and Irish Highers
Honours Degree
Professional Qualifications
*Unit grades are not currently taken into account.
Applicants to degree programmes will be expected to have:  Three passes at GCSE grade C or above (including Mathematics & English) For
some programmes or a minimum of level 2 Key/Basic Skills in Literacy, Application
of Number/ Numeracy and Information Technology will also be considered.
and
 A minimum of 2x 6 unit awards or 1x12 unit award or equivalent (Achievement at a
lower level will be subsumed into the higher level, ie, AS points will be subsumed
into the A level points for the same subject and is not acceptable for entry alone
 For some programmes 3 unit awards may be used to make up extra points
 Successful completion of a recognised Level 0 or Access Programme
 The full International, European or Welsh Baccalaureate
 Other qualifications as deemed acceptable by the University
Applicants to HND programmes will be expected to have:  Three passes at GCSE grade C (including Mathematics & English) or above or a
minimum of level 2 Key/Basic Skills in Literacy, Application of Number/ Numeracy
and Information Technology will also be considered
And
A minimum of 1X 6 Unit award or equivalent
 For some programmes 3 Unit awards may be used to make up extra points
 Successful completion of a recognised Level 0 or Access Programme
 The full international or European Baccalaureate
 Other qualifications as deemed acceptable by the University
Applicants to Foundation Degrees
 Three passes at GCSE grade C (including Mathematics & English) or above or a
minimum of level 2 Key/Basic Skills in Literacy, Application of Number/ Numeracy
and Information Technology will also be considered
and
 A minimum of 1x 6 Unit award including A levels or vocational equivalents e.g.
AVCEs/ GNVQs
 NVQ level 3
 Applicants without formal qualifications may qualify for entry through relevant work
based experience
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Applicants to Extended Programmes (Level 0)
 Level 0 programmes are intended for those students who may not have the
academic qualifications to enter a degree programme but may have relevant life
experience or vocational training and who, after interview with the appropriate
admissions tutor, display a likelihood of success.
Applicants to EDEXCEL Art & Design Foundation
 Applicants will be expected to have passed a minimum of 1x 6 unit award or
equivalent in an appropriate art based subject and present a visual portfolio of work
at interview.
Applicants for Direct Entry to Level 2/3
 Direct entry to Level 2/3 of a programme may be appropriate depending on prior
qualification or experience and with the agreement of the relevant Programme
Leader and Admissions Tutor.
Applications to Master and Postgraduate Programmes
 Applicants will be expected to have an honours degree, either in their chosen field or
a related subject. Alternatively, postgraduate applicants may have relevant work
experience connected to the area of study and students also need to show a clear
interest in their chosen programme, and have the motivation and determination to
complete it.
 Specific entry criteria for Masters and Postgraduate are listed within the University’s
Postgraduate Prospectus and on the website.
Applicants with non-standard qualifications
 The University will try to provide places on courses for all those who have the
potential to benefit from them. Factors such as work experience or vocational
training will also be taken into account when considering an application.
 Applications may be considered from students who do not have a nationally
recognised qualification to the required standard, but have the necessary ability and
determination to undertake and complete a programme.
International Applicants
Applications are considered on individual merits. Qualifications are assessed by experienced
admissions staff, with careful consideration to other factors such as work experience and
maturity. Our experience over many years has shown that our international students perform
very well on our courses.
English language requirements
Applicants, whose first language is not English, must have a sufficient command of the English
language to complete their studies satisfactorily and would be expected to have completed one
of the following or an equivalent qualifications:
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British Council IELTS band 6 or above;
TOEFL score of 550 or above or 213 CBT;
Cambridge Certificate of Proficiency in English (CPE) grade C or above;
Cambridge Certificate in Advanced English (CAE) grades A or B;
O level English Language or GCSE English Language, grades A,B or C (UK Exam
board);
Malaysian SPM 1119, grade 6 or above (only grades 1,2 and 3 are acceptable for
law);
Degree in English;
Entry to Teacher Training
Entry to all Teacher Training programmes are governed by the following regulations:
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All students must have passes a grade C or above in GCSE Mathematics and
English or a recognised equivalent qualification, applicants born after 1 st September
1979 require a Science at grade C or above. Mature students may in certain
circumstances be allowed to sit a special test for one or both of Mathematics and
English for Secondary Teacher Training programmes.
The provision of DfES Circular 9/93 concerning the disclosure of criminal
convictions for those with access to children apply to all Education programmes.
Provision for Medical assessments are based upon the DFEE Circular 8/92 and
apply to all Education Programmes
The General Teaching Council provisional registration
The University will, taking into account current DfES and Teacher Training Agency
regulations, do all it can to accommodate the needs of Initial Teacher Training
candidates who declare a specific learning difficulty.
The University’s Admissions Policy promotes the value of timely information to
applicants and the spirit of this statement is reflected in the procedures that have
been established to provide applicants with appropriate guidance on accessing
support for university selection procedures for all Initial Teacher Training
programmes.
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Appendix C – Admissions Complaints and Appeals
Procedure
Contents
1.
2.
3.
4.
5.
Introduction
General Provisions applicable to both complaints and appeals
Complaints Procedure
Appeals Procedure
Application for review of the outcome of complaints and appeals
1 Introduction
The Student Recruitment and Business Partnership’s Admissions Office are committed to
provide a high quality application process. This procedure explains how, where and to whom
your comments should be made if you wish to complain or appeal against a decision.
2 General Provisions
These provisions apply to both Parts 3 and 4.
Time Limits
Complaints received more than one month after the event in question shall not normally be
investigated. Appeals received more than one month after the date of the letter notifying an
applicant of a decision shall not normally be investigated. Complaints or appeals received
beyond the normal time limit shall be referred to the Admissions Review Panel who shall
determine whether or not circumstances exist which make it reasonable for the complainant or
appellant not to have made a submission within the normal time limit.
Anonymous Complaints
Complaints made anonymously shall not be investigated.
Responsibilities of Complainant
Complaints or appeals shall be made in writing to the Admissions Manager, University of
Sunderland, The Student Gateway, Chester Road Campus, Sunderland SR1 2SD. They shall
include the complainant’s full name, applicant number and as much detail as possible about the
grounds for complaint or appeal, including relevant names and dates. The complaint or appeal
shall also include confirmation that the complainant or appellant consents to the matter being
investigated with all relevant parties and to any information disclosed in the complaint or appeal
being divulged to those relevant parties.
Confidentiality
All information which a complainant provides to the Admissions Manager or any other staff
dealing with the matter in the course of an investigation shall be treated as confidential, subject
to the need to divulge it to relevant parties in the course of the investigation and subject to any
requirements of the Data Protection Act.
3 Complaints Procedure
The procedure described below shall be followed in cases where an applicant to the University
wishes to complain about the administration of the University’s admissions policies and
procedures. It shall not be used where a complaint relates to the service or procedures of the
Universities and Colleges Admissions Service (UCAS), in which case UCAS’ own complaints
procedure should be followed.
3.1 Initial Investigation
a)
The Admissions Manager shall, wherever possible, attempt to resolve complaints quickly
and informally.
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b)
The Admissions Manager shall determine whether the complaint discloses sufficient
grounds related to the administration of the University’s admissions policies and
procedures.1
c)
If it is decided that the complaint does not disclose sufficient grounds, the Admissions
Manager shall explain the reason(s) for this decision in writing to the complainant.
d)
If it is decided that the complaint does disclose sufficient grounds, the Admissions
Manager shall investigate it, consulting all relevant parties.
i)
Once all the necessary information has been gathered, the Admissions Manager
shall judge whether the complaint may be resolved at that point by conveying
information gathered, or whether the matter needs to be considered at a higher
level.
ii)
If it is judged that a resolution can be achieved, the Admissions Manager shall put
the response in writing to the complainant.
iii)
If it is judged that the matter needs to be referred for consideration at a higher level,
the Admissions Manager shall refer the matter to Admissions Review Panel. The
Panel shall then act as Complaints Officer.
3.2 Investigation by the Complaints Officer
a)
The Complaints Officer shall be given administrative support by an administrative officer
nominated by the Admissions Review Panel.
b)
The Complaints Officer shall investigate the complaint and may seek any further
information that is deemed necessary to come to a decision.
c)
A record of all proceedings shall be maintained by the nominated administrative officer.
d)
The Complaints Officer shall determine the outcome of the complaint.
e)
The outcome may include:
(i) dismissal of the complaint or
(ii) finding the complaint justified
f)
If the outcome is (e ii) above, the Complaints Officer shall determine the University
response.
g)
As soon as possible after completion of the investigation, which shall be conducted as
expeditiously as is reasonably practicable, the nominated administrative officer shall notify
the complainant in writing of the outcome and consequential action, if any, to be taken.
4 Appeals Procedure
This procedure shall be used in cases where an applicant wishes to appeal against the decision
of an admissions tutor.
Appeals against the decisions of admissions tutors may only be made on the following grounds:
i) Failure to apply the relevant policy or procedures
ii) Bias or Prejudice.
1
If the Admissions Manager is the object of a complaint, the Admissions Review Panel shall make arrangements for a
senior officer from another part of the University to undertake the Admissions Manager’s role in relation to the
complaint
14
Challenges to the academic judgement of admissions tutors may not form the basis of an
admissible appeal.
4.1 Initial Investigation
a)
The Admissions Manager shall determine whether the appeal discloses a prima facie
case on the specified grounds.
b)
If it is decided that it does not disclose a prima facie case, the Admissions Manager shall
explain the reason(s) for this decision in writing to the complainant.
c)
If it is decided that the appeal does disclose a prima facie case on the specified grounds,
the Admissions Manager shall investigate it, consulting all relevant parties.
i)
Once all the necessary information has been gathered, the Admissions Manager
shall judge whether the appeal may be resolved at that point by conveying
information gathered, or whether the matter needs to be considered at a higher
level.
ii)
If it is judged that a resolution can be achieved, the Admissions Manager shall put
the response in writing to the appellant.
iii)
If it is judged that the matter needs to be referred for consideration at a higher level,
the Admissions Manager shall refer the matter to the Admissions Review Panel who
shall act as Appeals Officer.
4.2 Investigation by the Appeals Officer
a)
The Appeals Officer shall be given administrative support by an administrative officer
nominated by the Admissions Review Panel.
b)
The Appeals Officer shall investigate the appeal and may seek any further information
that is deemed necessary to come to a decision.
c)
A record of all proceedings shall be maintained by the nominated administrative officer.
d)
Exceptionally, and where deemed appropriate by the Appeals Officer, the appellant and
any other relevant parties may be invited to a hearing. Any person invited to attend a
hearing by the Appeals Officer may be accompanied by a friend or representative. The
nominated administrative officer shall provide the appellant, as soon as is reasonably
practicable, with relevant case papers. The conduct of the hearing shall be for the
Appeals Officer to decide.
e)
The Appeals Officer shall determine the outcome of the appeal.
f)
The outcome may include:
(i) dismissal of the appeal or (ii) finding the appeal justified
g)
If the outcome is (f ii) above, the Appeal Officer shall determine the University response.
h)
As soon as possible after completion of the investigation, which shall be conducted as
expeditiously as is reasonably practicable, the nominated administrative officer shall notify
the appellant in writing of the outcome and consequential action, if any, to be taken.
5 Application for Review of Outcome
a)
An application for review of the outcome of a complaint or appeal shall be admissible only
on the ground of procedural irregularity on the part of the Admissions Manager or
Complaints or Appeals Officer.
15
b)
A person wishing to apply for a review of the outcome of a complaint or appeal shall do
so in writing, addressing the application to the Admissions Review Panel, University of
Sunderland, The Student Gateway, Chester Road Campus, Sunderland SR1 2SD within
14 days of notification of the outcome of the investigation. The Admissions Review Panel
may dismiss an application which does not provide a prima facie case on the specified
ground.
c)
If the Admission Review Panel, having reviewed the original complaint or appeal file and
sought any evidence as appears to be necessary to reach a decision, considers there to
be grounds for review, the matter shall be referred to the Vice Chancellor.
d)
The Vice Chancellor shall determine the outcome of the review which shall be final.
There shall be no further opportunities for review within the University.
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Appendix D - Admissions Code of Practice for
Applicants with Disabilities or Specific Learning
Difficulties
The University of Sunderland has worked steadily to remove many of the barriers placed in the
way of disabled people and those with Specific Learning Difficulties who wish to study in higher
education. We are proud of our many achievements and continue to plan further improvements.
The admissions office will work closely with the University’s Disability Support Team to provide
information, advice, guidance and support to disabled students who apply to the university.
Students who Declare Disability, SpLD or medical condition

Students who declare disability number one (SpLD) are processed by the Admissions
Administrator. The administrator will check the application form, e-mail the Senior
Admissions Administrator with the name, student number and what SpLD the applicant
has declared and process as usual.

Senior Admissions Administrator will contact student (telephone in first instance then email or letter if no reply to telephone call) to collate information on disability/medical
condition or specific learning difficulty and the support the applicant requires. This
information will be stored confidentially on the SPD (Student Personal Details) screen on
SITS database. This screen is password protected and the only people who have
access to the password are the Admissions Manager and the Senior Admissions
Administrator.

Once the information has been collated then the Senior Admissions Administrator will
liaise with the Disability Support Team or Health & wellbeing Service to assess whether
the university can meet the applicant’s support needs and to ascertain if additional
information/action is required. If so, the a Disability Support Adviser (Disability Support
Team) or Health & Wellbeing Adviser(Health & Wellbeing) will report back to the Senior
Admissions Administrator, once the applicants needs have been clarified and assessed
and the University is clear that it can make any adjustments required.

Copy of application form and all correspondence will be kept in a locked filing cabinet in
the Admissions Department for the current year and then archived for 5 years

If the applicant can be supported then the applicant will be advised to contact the
Disability Support Team or Health & Wellbeing Service to arrange all support needs.

If the applicant cannot be supported then application needs to be passed to Admissions
Manager and Head of Disability Services or Senior Health & Wellbeing Adviser.

Clearance will be noted on the SITS Database (ACD - SCC Screen)

Once applicant has been cleared then their formal offer can be sent.
What can we offer you as a student?
At pre-application/application stage:



An early visit to the campus/accommodation to check facilities, access etc and to work
with staff to assess your support requirements
Confidential discussion of individual support needs
Advice on physical accessibility of premises
17



Advice on adapted accommodation
Information on Disabled Students Allowances (DSA)
Information on the Disability Discrimination Act
What can you expect from us?






Courteous, helpful, appropriately trained staff who will focus on your needs and offer
appropriate advice and guidance
A prompt response to any reasonable query
Provision of information, advice, guidance and support on disability and/or health &
wellbeing issues. If this cannot be offered immediately a timescale will be agreed which
is acceptable to you.
Advance notification of any unavoidable changes to an appointment and an appropriate
and acceptable alternative arrangement
That any information, written or verbal, that you have given us about yourself is securely
stored and, within legal limitations, is treated with complete confidentiality. Your
permission will always be asked before any information is passed on to any third party.
An agreed course of action, with an understanding of timescale, of follow up activities to
be undertaken by us
What do we expect of you?





That you should make the best use of our service by spending some time in advance
considering exactly what you want from us and collecting together any relevant
information such as reports on your dyslexia, disability or medical condition and or
details of your support needs
If you are unable to attend an appointment that you let us know as soon as possible so
that another person may be able to be offered that appointment and yours can be
rearranged
To respond as promptly as possible to any requests that we may make for
feedback/suggestions which may help to improve our service or for monitoring
purposes
To treat all staff and other users of the Disability Support Team and Health & Wellbeing
team with courtesy
An agreed course of action, with an understanding of timescale, of follow up activities to
be undertaken by you
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Appendix E – Admissions Code of Practice for
Applicants declaring a criminal conviction
1.
Introduction
1.1
Since September 1998 UCAS have asked applicants to indicate on their UCAS
application form as to whether they have any criminal convictions, and the University
now asks the same question on all non-UCAS forms.
1.2
The information regarding an applicant’s declaration is only communicated via the paper
application (i.e., not electronically) and therefore the University must check the form for
this information and then act as appropriate upon the information given.
1.3
Vetting procedures are already in place for certain programmes within the University,
namely teacher education, social work, community and youth work, nursing and career
guidance. These procedures are unchanged by this new procedure, and will continue in
place of this new procedure in the areas to which they apply. For those programmes
which have admissions procedures which are not managed by the Admissions Office
(e.g short courses), this process applies, with a nominated person from the relevant
area acting in place of the Admissions Manager up to point 3.6 of this procedure.
2.
Principles
2.1
The aim of the University’s applications process is to select students who have the
ability to benefit from the course they apply for, and who will make a contribution to the
University community. This process takes place within the context of the University’s
Equal Opportunities Policy (see Appendix F) and the University’s policy of extending
opportunities for Higher Education study as laid out within the Strategic Plan. However,
it is important that the University achieves these aims without prejudice to the safety and
well-being of other members of the university community, and there will be occasions
when this has to be placed ahead of all other considerations.
2.2
The procedures outlined below are intended to provide a mechanism to ensure that the
well-being of the University community is secured so far as is possible without prejudice
to its principles of extending access and widening participation, by ensuring that an
application from an person with criminal convictions is fully considered in the light of
those convictions before admission takes place, in order to determine whether the
admission of that applicant could constitute a threat to the safety and security of the
University’s students, staff, visitors or property.
2.3
All information regarding an applicant’s criminal convictions is to be regarded as highly
confidential. However, it may be necessary for the effective discharge of the process for
information to be disclosed to relevant parties within the institution.
2.4
The procedure relates to all applications, both UCAS and non-UCAS, to those students
who have had an agreed leave of absence in excess of two years, and to those students
who have had an unagreed leave of absence of a year or more.
2.5
The procedure seeks to identify those students who could pose a risk to the University
community. A formal judgement will need to be made on all students with a conviction
which resulted in a custodial sentence, and those students with repeat convictions which
demonstrate a pattern of offending. Particular attention will be paid to crimes of violence
and crimes against the person, theft, drug-related crime and sexual offences.
Exceptional decisions may always be made to identify a student as posing a potential
risk and requiring further consideration by the University even though the student’s
conviction may fall outside these categories listed.
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3.
Process
3.1
Application forms are received by the Admissions Office. The relevant section of the
form is checked.
3.2
If an applicant declares no criminal conviction, the application proceeds as normal.
3.3
If the applicant does not complete this section of the form, their application is flagged. It
then proceeds through the normal academic decision-making process. If it is decided to
make an offer of a place the applicant is then asked for further information within a
specified time and informed that their application cannot be responded to until this
information is received. If there is no response to this request, the application will be
rejected.
3.4
Any application where a conviction is declared initially the application is flagged and then
proceeds through the normal academic decision-making process. If it is decided to
make an offer of a place the applicant is then asked for further information within a
specified time and informed that their application cannot be responded to until this
information is received. If there is no response to this request, the application will be
rejected.
3.5
If, on the basis of the evidence returned, the Admissions Manager determines that the
conviction is spent under the provisions of the Rehabilitation of Offenders Act (1974), or
that it does not constitute a risk as defined in 2.6, and that there is no other exceptional
reason for passing the case to the Admissions Review Panel, then the application
process is proceeded with as normal.
3.6
If the conviction is deemed to constitute a potential risk as defined in 2.6 above, or if it
should be deemed necessary for any exceptional reason by the Admissions Manager,
then the application is passed to the University’s Admissions Review Panel.
The Admissions Review Panel is constituted as follows:
Assistant Director, Academic Services (Chair)
University Secretary or his nominee
Director, Student Recruitment and Business Partnerships (Admissions)
Admissions Manager (Secretary)
3.7
The applicant may be asked to indicate sources for relevant information (e.g. probation
or social worker reports, medical evidence etc.) but the responsibility for a judgement on
the evidence to be requested and the process of requesting that information both lie with
the University. The applicant will not be invited to attend the meeting of the group, and
therefore all evidence must be identified in advance.
3.8
The Panel will consider each application based upon the principles outlined in this
document. The reasoning for all decisions will be minuted. If a conviction is spent it will
be disregarded unless completion of the course involves unsupervised contact with
vulnerable persons or gives an automatic right to practice any profession exempted
under the Rehabilitation of Offenders Act.
3.9
The Panel will make a decision, which may be to allow the application to proceed, to
refuse the application of any individual or in exceptional circumstances to lay down such
conditions as it thinks fit for the admission of an individual.
3.10
If a decision is taken to proceed with an application, this will be forwarded to the
Applications Unit so that an offer will be made, accompanied if necessary by a letter
detailing possible implications for future professional status. If a decision is taken not to
proceed with an application, this will be forwarded to the Applications Unit for a rejection
decision to be made.
3.11
In certain cases where a decision to refuse an application is made an appeal can be
made to the Vice-Chancellor via a written submission to the Secretary of the
20
Applications Review Panel within 14 days of the notification of the decision. An appeal
will normally be accepted for consideration only where the applicant submits new
evidence or information which was not available to the Panel at the time it made its
decision.
21
Appendix F – University
Opportunities Policy
of
Sunderland
Equal
The University of Sunderland wants to ensure that all members of the University community are
treated, and treat each other, with respect and dignity in all its activities.
Whilst recognising all the relevant statutory duties in respect of legislation against discrimination
on the basis of race, gender and disability, we acknowledge that people are also discriminated
against on the basis of other factors in addition to those prohibited by law.
The University therefore requires that discriminatory behaviour which is offensive or demeaning
to anyone is treated as a matter of concern and dealt with appropriately. It believes that this
principle is of fundamental importance in the context of a learning community in which the
exploration, formulation and exchange of ideas and knowledge, and the acknowledgement of a
wide diversity of opinion and belief, is central to its existence.
Accordingly, the University will ensure that the principles of respect and dignity of the individual,
and of equality of opportunity for all, will be incorporated in the policies, organisation and
management, and in all the activities of the University community.
22