Admission Policy

1.1 The University of Derby is a well-established and reputable higher education institution located within the Midlands region in the city of Derby in England, United Kingdom. There are two main campuses: Derby Campus and Chesterfield Campus.

1.2 As an institution we have a diverse offering available to prospective students from traditional on-site course delivery to online courses (through UDOL, University of Derby Online), undergraduate to postgraduate and research degrees, further education (FE) to professional qualifications and apprenticeships. This provision is predominantly delivered directly by the University, although we also operate within a network of partnerships in the UK and overseas, including franchise and progression agreements.

1.3 This policy looks to cover all schemes and business units operating under the name of University of Derby (UoD) except for our further education under Buxton & Leek College (BLC) which has its own admissions policy in place.

1.4 Within this policy, therefore, only specific sections may apply in some cases. Particulars of business areas this policy covers are as follows:

• On-campus undergraduate and postgraduate admissions
• PhDs and other Research degree admissions
• Admission onto full-time, part-time, online and blended-learning routes
• Higher Education Apprenticeship admissions
• International admissions
• HE in FE provision in Buxton & Leek College
• Admission onto courses validated by the University through our Partnerships
• Admission onto courses classified as Continuing Professional Development (CPD)
• For the purpose of this policy, applicants for UDOL and CPD courses are considered to be part-time. There is no admissions policy for short courses
• Massive Open Online Courses (MOOCs) require some information/checks eg age for enrolment and therefore aspects of this policy will be relevant for them

2.1 The University has a strong equality and diversity ethos and therefore seeks to admit a diverse student body locally, nationally and internationally in terms of gender, ethnicity, age, social background, sexuality, learning differences and special needs. In doing so, it looks to admit to its courses those applicants who, by virtue of their interests, abilities, knowledge, experience and motivation, will be best suited to realise their full academic, creative or professional potential by benefiting from the University’s educational provision.

2.2 The University aspires to ensure students gain the highest level of award of which they are capable. Therefore, the admission of each student is based on a reasonable expectation that the applicant will be able to achieve the aims and outcomes of the course and the standard required for the award they register on.

2.3 This expectation can be demonstrated through a wide variety of forms of preparation, including relevant experiential learning derived from employment or voluntary work, through vocational, professional and overseas awards, as well as through conventional certificated qualifications.

2.4 The University operates recruitment, selection and admission processes in accordance with the expectations of:

• the Office for Students (OfS) condition A relating to access and
  participation, but also B as part of overall responsibilities in being a
  registered provider relating to quality, standards and outcomes
• OfS conditions C to G which underpin conditions A and B; any temporary conditions that the OfS may implement at any given
  point
• the Quality Assurance Agency (QAA) UK Quality Code, Chapter B2;
  and
• the 5 Schwartz Principles for fair admissions as follows: be transparent; to select students who are able to complete the programme as judged by their achievements and their potential; strive to use assessment methods that are reliable and valid; seek to minimise barriers for prospective students; and be professional in every respect and underpinned by appropriate organisational structures and processes.

2.5 The QAA and Schwartz guidelines are informed by the Human Rights Act, Race Relations Act, Sex Discrimination Act, Equality Act, and other relevant legislation. We are also bound by the requirements of the Consumer & Markets Authority (CMA) and General Data Protection Regulation (GDPR) in certain procedural matters as well as case law

2.6 The Admissions Policy is part of the University’s overall Academic Regulations, Policies & Procedures and our Terms &Conditions.

2.7 Responsibility for oversight of and changes to our Admissions policy rests with the Academic Registrar with final approval from the Academic Board committee.

3.1 All courses can be applied for via the University’s online application system through our website.

3.2 Undergraduate full-time applications are predominantly received by the University through the Universities and Colleges Admissions Service (UCAS).

3.3 Teacher training courses are applied through the Department for Education (DfE) system.

3.4 Applications may also be received via in-country recruitment agents who are paid commission by the University. The criteria for admission and processing of applications remains as published regardless of application route. International applicants going through our listed agents are supported for the process of admission, meeting the University’s requirements and for adherence to UKVI procedures.

3.5 It is the responsibility of applicants to provide full and accurate information in any application and to notify the Admissions Office of any changes or corrections. The University will reserve the right to deny admission or amend its decision if, in our view, the change or correction is material enough to require us to do so.

3.5.1 where these have been set and published. Submitting an application by the deadline does not guarantee the offer of a place.

3.5.2 Other deadlines, such as for meeting offer conditions, submitting the correct documentation, UK arrival dates for international applicants and so on, may also be put into place particularly close to the intake start date to allow time for processing and ensure all requirements can realistically be met. Adherence to these deadlines alone does not guarantee admission.

3.5.3 UCAS/DfE applications will be treated as stated by UCAS/DfE.

3.5.4 Applicants must adhere to specific application deadlines

3.5.5 The University and external organisations such as UCAS and DfE may need to change the application deadlines in extreme circumstances eg during the Covid-19 pandemic. Any required change is usually to the benefit of the applicant and will be communicated with a rationale.

3.6 Application and other deadlines

3.6.1 Applicants must ensure contact details are up to date on their applications so important information is not missed. If applicant details have changed, the University Admissions Office should be notified as soon as possible. UCAS and DfE Applicants will also need to inform UCAS, DfE and/or any agents if applying through them.

3.6.2 Where a communication gives an option to unsubscribe, this will not unsubscribe applicants from all communications from the University. Active applications will continue to receive communications from Admissions and other relevant areas until a withdrawal request is made and processed.

3.6.3 In the event the Admissions Office is notified by UCAS/DfE or a family member that an applicant has deceased, the application will be withdrawn and all service department leads will be notified to ensure no further contact is made.

4.1 The Admissions Office reads and assesses each application individually where submitted directly to the University or via UCAS/DfE. Admissions Officials communicate with their academic teams on a regular basis to provide updates and raise any matters arising.

Before the start of each cycle, criteria for short-listing and offer-making are agreed with the academics and then administered on their behalf.

4.2  The University exercises full oversight and control for admissions to its programmes delivered through UK and Overseas Partnerships to ensure applications meet required standards and the admissions practice is fair.

4.3 Admissions Officials are guardians of this Admissions Policy who ensure that the process of admission is fair, consistent and in line with expectations.

4.4 The full application is assessed by the Admissions Official to determine the suitability of an applicant and their potential to succeed on the course. Where a decision cannot be made, the application will be forwarded to the academic admissions lead for review and final decision.

4.5 Applications are first assessed against the entry requirements of the course applied for. The reason for assessing this aspect first is to avoid applicants needing to undergo further procedures unnecessarily. For undergraduate and, in some cases, postgraduate applicants, we are usually able to consider the application for an offer either for the course applied for or a more suitable alternative. University of Derby’s diverse course portfolio is a key feature as there is usually a course of study available to undertake suited to an individual’s needs.

4.6 In determining whether any offer is possible, a number of regulatory checks are undertaken, including age to determine any under 18s; fee status assessment to determine the fee to charge and funding eligibility; disability or special needs requirements, etc. Such checks must be completed before we are able to proceed to make an offer or even shortlist for interview.

4.7 During this assessment phase, applicants may be contacted for further information or clarification on any aspect. Where an applicant does not respond to information requests in a timely fashion or as requested, the application will be withdrawn on the assumption that there is no longer any interest to continue or information is being deliberately withheld.

5.1 After all checks have been completed and where the outcomes have been established, a decision to offer or reject an application will be made.

5.2 For apprenticeship programmes, where an apprentice does not hold the required qualifications/grades in line with entry criteria, then the employer/University may consider alternative equivalents.

5.3 The University exercises full oversight and control for admissions to its programmes delivered through UK and Overseas Partnerships to ensure applications meet required standards and the admissions practice is fair.

5.3.1 In the event that an offer is made via UCAS, applicants will also receive an email to form the full offer contract. Applicants who have applied directly to the University will receive their full offer by email.

5.3.2 Where an applicant has applied for one course and is not successful, an alternative course may be offered, the details of which will be in the offer issued.

5.4 Receiving an offer

5.4.1 Offers made will either be conditional or unconditional. Offers are made in good faith, taking into account information as supplied by the applicant and/or referee at the time of the application.

5.4.2 Conditional offers are usually based on academic requirements but may also include non-academic conditions to be satisfied. After required conditions have been met, an applicant’s status will progress from conditional to unconditional. However, there may still be some non-academic conditions carried over that need to be satisfied in advance of enrolment.

5.4.3 On occasion, applicants may be asked to enrol and complete a qualification that they may not already be undertaking.

5.4.4 Such conditions will only be applied where the application is very strong and it is felt that it is realistic in terms of timeframe for the applicant to achieve these additional requirements. If it is not realistic as the application has been submitted late and such requirements are imperative for consistency and potential to succeed on the course, then most likely the application will be rejected.

5.4.5 Unconditional offers will not have any academic conditions stipulated, but the offer may still expect an applicant to meet non academic conditions such as criminal records and occupational health clearances. All such conditions, including those where qualifications or other information needs to be verified, will be expected to be met satisfactorily in advance of enrolment.

5.4.6 An applicant may be able to achieve an Unconditional Firm place and even enrol with conditions outstanding such as a Disclosure & Barring Service clearance for example. This will only occur at the discretion of the University on a case-by-case basis. The University reserves the right to withdraw an applicant’s place at any point within the first semester should outstanding conditions either remain unmet or the outcome is found to be unsatisfactory.

5.5 Types of offers

5.5.1 Applicants must accept their offer (whether conditional or unconditional) in order to secure their place on a course.

5.5.2 Where applicants have applied directly and received an offer, a response to the offer is expected to be received within 14 days of it being sent. The response should either be to accept or decline. Applicants will have a further 14 days as a cooling off period to change their decision.

5.5.3 UCAS applicants will have varying deadlines to respond to an offer.

5.5.4 No response will result in the offer being automatically declined by the UCAS system. For direct university applicants, the offer would become dormant. If this happens applicants will still have a 14-day cooling off period after the initial 14 days during which an applicant can override the automated decline/dormant status. Any acceptance/decline after the cooling off period is at the discretion of the University.

5.6 Responding to the offer

5.6.1 Where an applicant has made an institution/course their Insurance choice, the institution is obliged to hold the place on the course until results have been received. If the results meet the offer conditions (if there are any) then the offer will progress to unconditional status.

5.6.2 At this point, if an applicant’s Firm choice rejects their application based on results, then they will automatically move to Unconditional Firm status with what was originally their Insurance choice.

5.6.3 There may, of course, still be some non-academic conditions to be satisfied in order to be eligible to enrol or remain on the course.

5.7 Insurance Acceptances

5.7.1 Applicants are able to withdraw their application any time before enrolment by making a request in writing to the admissions office. After enrolment, Student Withdrawal rules would apply as outlined in the University’s Academic and General Regulations and Policies & Procedures.

5.7.2 The University may also withdraw the application if an applicant does not attend an interview, provide requested information within 14 days or by a stated deadline or complete enrolment.

5.8 Withdrawal of an offer or application

5.8.1 Deferral is the process by which, having held a university place on a specific course, an applicant is able to hold a place for the next year/intake.

5.8.2 Applicants are able to request a deferral of their place through the admissions office, providing they are holding an unconditional firm status, ie have met all offer conditions and accepted the offer. The request will need to include reasons for deferral and plans for the gap year.
5.8.3 Courses which are advertised as conducting a 'gathered field' do not offer a deferral opportunity. This means, even if an applicant has received an offer but can no longer take up the place, or where an applicant has been placed on a waiting list but a place is not available, a new application would need to be submitted in the following cycle for the next intake.
5.8.4 The University reserves the right to change entry criteria year to year, therefore if re-applying due to being unable to defer, it is important to be aware of any relevant changes.

5.8.5 The request will then be reviewed and accepted/declined at the discretion of the university. The ability to defer a place cannot be assumed by the applicant and can be declined. The University is often sympathetic but there can be valid reasons for denial which may not be able to be disclosed for example: if the course is not running for the next intake/academic year, expected changes in admissions requirements, funding changes.

5.8.6 If the deferral is granted, applicants can defer to the next intake or the next year. A deferral request can only cover up to one academic year for a September intake offer or the next September start after one year of a different intake month. For example, where original offer is for September 2021, the maximum deferral point is September 2022 or where the original offer is for March 2022, the maximum deferral point is September 2023.

5.8.7 Some academic courses require regulatory criteria which can include but are not limited to: interview, criminal records clearance,
occupational health checks. Therefore, it may not be possible to defer without conditions, for example: retake and pass the interview component, undertake a new criminal records clearance.

5.8.8 Applicants who have passed English Language tests as part of their entry requirements must maintain these levels during the time they defer the start of their degree. It is recommended that applicants undertake a local or online English class tuition to ensure that this happens.

5.8.9 If an applicant needs to defer for a further period, the application will be withdrawn and the applicant will need to re-apply.

5.9 Deferring your place

5.9.1 Applicants are able to apply up to two academic years ahead of the intake they wish to start. For example, an applicant applying on 1 September 2021 can apply for an intake start of September 2023. This is available for all courses except for courses conducting a 'gathered field' (see relevant section). Applicants will be required to meet academic conditions within the applying cycle of that academic year as normal. This means results will need to be received in the summer of 2022.

6.1 In line with CMA regulations, we define our point of contract at the point an offer is made and then accepted by an applicant. The offer letter is therefore ‘the contract’ and is an important document which will detail obligations for both parties and refer to the Terms & Conditions, regulations and policies of the University.

6.2 Application of the 14 day Cooling-off Period

6.2.1 Included in the offer letter is our 14-day cooling off period as required by law, allowing the applicant to accept or decline an offer and then change their mind within this timeframe. The University is not obliged to accommodate any change in decision to accept or decline the offer after this period.

6.2.3 Where applicants are admitted very close to an intake start and therefore unable to utilise the 14-day cooling off period as stipulated in the offer letter, their 14-day cooling off period will commence from the point they complete the online enrolment process.

6.3 Offer letter issuance

6.3.1 Where an applicant has applied direct to the University, the full offer letter contract will be issued through email to the email address supplied on the application form.

6.3.2 UCAS applicants will receive their offer contract in two parts.

Part one will be issued through official UCAS channels outlining conditions required to be met and any other important information.

Part two will be issued through email to the email address supplied in the application form which will outline further detailed information, any surprising terms, policies, terms & conditions and next steps. For some professional courses, due to complexities such as an employer’s ability to release staff for study, putting funding regimes in place, course development requirements and so on, the process of admission can be fast-tracked to enrolment. In these circumstances, the usual requirements of generating an offer letter and waiting for acceptance are bypassed due to information and time constraints.

Applicants in this situation must ensure they have enrolled on the right course as expected by their employer. The contractual relationship is with the student and the employer.

6.3.3 The University exercises full oversight and control for admissions to its programmes delivered through UK and Overseas Partnerships to ensure applications meet required standards and the admissions practice is fair.

7.1 The University welcomes applications from appropriately qualified applicants offering a wide range of qualifications. Specific details can be found on individual course pages on our website. International qualifications will be considered and evaluated by referring to independently published guides recognised within the United Kingdom higher education sector such as by UK ENIC, now operated and managed by Ecctis Limited (previously known as UK NARIC).

7.2 In addition to any programme-specific requirements, the University would normally expect evidence of some recognised systematic course of study within the five years prior to the start of a programme.

7.3 For international applicants, where the risk of visa refusal is realised even after an offer has been issued, the University reserves the right to adjust entry criteria to seek additional assurance, which if not satisfied could result in admission being denied.

7.4 How we review/set entry criteria

Entry criteria for courses is reviewed annually to keep in line with the academic demand of the course and any internal or external regulatory requirements eg for accreditation. Entry criteria considerations form part of the course validation process at the University also, but, as criteria is reviewed annually, this does not necessarily entail re-validation of a course or a change in programme specifications. The University website provides the most up to date entry criteria information.

7.5 Applications with no prediction on grades

The University normally expects a referee to provide predicted grades for pending qualifications. Where predictions are not available, we will normally base our assessment on the assumption that the applicant will likely achieve the entry criteria at the point an offer is made and the whole application will then be reviewed again upon receipt of actual results.

7.6 UCAS Tariffs for school/college qualifications

The University will publish entry criteria for undergraduate courses based on the UCAS Tariff points and/or grades. We accept qualifications which are part of the UCAS Tariff Tables as well as those which are not. Equally, there are qualifications within the UCAS Tariff Tables we would deem irrelevant for the purpose of admission. Each qualification is therefore assessed on its own merits.

7.7 Our Policy on Resits

The University does not discriminate against applicants who have retaken part or all of a qualification and will treat an achieved or predicted qualification grade in the same way irrespective of whether or not re-takes are involved. Where an applicant has re-taken a qualification to achieve a better grade but has been unable to do so, we only take into consideration the best grade attained in any sitting.

7.7.1 Teaching and assessment will take place in English. Therefore, applicants must be competent in the English language and most courses require at least GCSE English at grade 4 (or C) or an equivalent qualification.

7.7.2 Applicants who are not able to prove they meet the UK Government Knowledge of English requirements for student visas will need to submit other evidence of meeting the University’s minimum English Language requirements before starting the degree programme.

Our website contains further information on our English Language requirements.

7.8 Competence in English Language

7.8.1 In addition to the above, individual programmes within the University may set minimum entry requirements for levels of attainment at GCSE or equivalent, particularly in English Language, Mathematics and/or Sciences ie Physics, Biology or Chemistry. This information will be clearly stated within entry requirements for specific programmes.

7.8.2 As a University, in general terms, we accept most recognised GCSE equivalents. However, there are numerous claims of what is GCSE equivalent with new qualifications and tests being produced all the time. Where such a situation may arise, we will use our discretion on a case-by-case basis depending on the full applicant profile. Accepting GCSE equivalents is at the discretion of the University.

For some courses, such as Initial Teacher Education (ITE), certain equivalents are not accepted eg Function Skills or Key Skills, certificates in literacy and numeracy, City & Guilds certificates, modules within foundation courses, IELTS or other SELT, etc.

7.8.3 Applicants wishing to undertake a GCSE-equivalent qualification can contact the Admissions department for advice on whether it would be accepted for Admission.

7.8.4 For apprenticeship programmes, where an apprentice does not hold at least a grade 4 (or C) GCSE (or equivalent) qualification in Maths and/or English, they will be required (in most cases) to undertake and achieve at least level 2 in English/Maths alongside their apprenticeship.

7.9 Specific requirements at GCSE or equivalent

Whilst we will normally consider a wide range of subjects as appropriate for entry to our programmes, applicants are advised to check individual programme requirements, where we will, in some cases, advise on preferences in respect of particular subjects or subject combinations that we believe provide the best preparation for study on that programme. We do not accept A-Level General Studies as part of our offers, however, we may, on discretion, attribute some UCAS Tariff points towards the overall calculation.

7.10 Suitability of subjects for entry

We also recognise that applicants may have gained work experience which in some cases may be deemed equivalent to formal qualifications and will take this into account when considering applications. Applicants should supply full details of any such relevant work experience as part of their application.

7.11 Admission based on work experience

7.11.1 University of Derby is a partner of Midlands Enterprise Universities (MEU) where a framework has been developed to make the process of transferring academic credit more transparent and to support students thinking about leaving or have left university without completing their studies. The framework allows these students to transfer more easily across partner universities. The framework is called Midlands Credit Compass.

7.11.2 Applicants who have part completed degree courses at other institutions are also welcome to be considered for a course at the University of Derby.

7.11.3 In adherence to our academic regulations, an applicant who has already been ‘awarded’ a qualification in a particular area cannot undertake the same level of study or subject area again with us. For example, if an applicant has been awarded a 2:1 classification for BSc (Hons) Mathematics, they will be unable to undertake the same degree for the purpose of improving their classification. This will be the case regardless of whether the award has been given by University of Derby itself or another UK institution.

7.11.4 In the event of a transfer, applicants must ensure that they have declared all information relating to their funding and/or immigration status and have themselves checked for any impact.

7.11.5 For apprenticeship programmes, where applicants have previously been awarded a qualification at the same level or within the same subject area can undertake a new qualification at the same level or within the same subject area. However, eligibility will be determined in accordance with the ESFA funding rules. For further details, please visit the Government’s Become an apprentice webpages.

7.12 Transferring from another university

7.12.1 For the majority of our courses involving artistic talent or assessment of practical ways, there will be a requirement to either complete a portfolio or audition in person or online. The specific method is determined by the academic admissions lead.

7.12.2 Guidance is given to all applicants invited to submit a portfolio or audition on what to expect and how to prepare. Any work found to be fraudulently claimed as an applicant’s own will result in admission being denied and subject to student disciplinary procedures if discovered after enrolment. Written portfolio pieces may be processed through our plagiarism detection software to establish authenticity.

7.12.3 On occasion, applicants deemed to be highly talented in their art based on their portfolio may be admitted regardless of their qualifications profile. This decision will be at the discretion of the academic admissions lead who will judge the applicant’s overall potential to succeed on the course.

7.12.4 The University cannot be held responsible for any loss or damage to portfolio work brought on-site and there is no facility available to store any items.

The University does not attempt to define a mature applicant and therefore does not treat applicants who consider themselves as mature differently in terms of expectations in achieving entry criteria for admission.

However, as with all applications we receive, we make a holistic assessment of the whole application, including any interviews, work and life experience, the results of any testing undertaken, and other contextual factors.

9.1 The purpose of Recognition of Prior Learning (RPL) is to assess an individual’s previous educational attainment or experiential learning against the curriculum of the course being applied for. In doing so, the student may be able to reduce the modules required to be taken to achieve the award and thus reduce the length of their course and fee payable.
9.2 Applicants wishing to be considered under this procedure will need to notify the Admissions office in writing, then the application will be shared with the programme leader for further consideration in this respect.
9.3 The RPL process is always officiated at the point of enrolment, therefore the offer letter will still state the full course and fee or pro-rata fee if on a part time basis.
9.4 For more details, please refer to the University’s regulations for Recognition of Prior Learning (RPL). UDOL has its own process for applying for RPL, but is still covered by the said regulations.

10.1 In selecting candidates, we may also take into account information provided within the personal statement, reference or separately by letter where we are informed of extenuating circumstances which may have affected an applicant’s academic performance.

10.2 We are unable to guarantee a place and acceptance of an applicant’s grades will be at the discretion of the academic admissions lead.

11.1 Any application found or suspected to be fraudulent from any aspect will
be denied admission and immediately rejected. An alert will also be placed on the record should any future applications be made to the University.

11.2 Admission can also be denied if an applicant’s behaviour contravenes the University’s values and behaviours during any part of the admissions and enrolment process, including after an offer has been made and accepted.

Any misconduct in this respect, whether on-site, off-site, online (including personal social media activity), in-country or overseas, will be considered unacceptable.

11.3 Applicants who owe money to the University will be informed of this and their application will not progress any further until the debt has been cleared.

11.4 The University reserves the right not to consider an applicant for entry if the entry criteria has not been satisfied, the application, including experience, personal statement and reference, is unsatisfactory and where the interview/audition performance and/or portfolio submission is deemed unsatisfactory.

11.5 Although it is rare, applicants can also be denied admission based on the outcome of the criminal convictions or DBS panel, disability assessment and/or occupational health assessment.

11.6 The University holds the right to deny admission to applicants, including previous University of Derby students, on grounds which include failing any prior university study, having been given warnings or an expulsion under student disciplinary procedures or where their academic reference implies they may be unsuitable to undertake any further course of study due to ability or values and behaviours.

11.7 Additional grounds for denial are where the entrant has previously been withdrawn from the University on academic grounds, behaviour or misconduct due to submission of fraudulent information. Information received in this respect after a student has enrolled will be subject to student disciplinary procedures also.

11.8 The University holds the right to deny applicants or withdraw students after enrolment should the requirements for admission remain unmet e.g. DBS clearance, Prohibition List check clearance, occupational health clearance, etc.

11.9 Applicants can be denied admission if a course becomes full at any point during the process of admission. Offers made would be upheld providing all requirements have been met satisfactorily and within the timelines required.

11.10 For international applicants, the University reserves the right to deny admission where the risk of visa refusal is realised, even after an offer has been issued.

12.1 On receipt of results, regardless of the result outcomes, all applications are reviewed again for suitability. On this basis, an applicant could still be accepted on the course offered or offered a place on a relevant alternative course.

12.2 Where no alternative can be offered, the application will be rejected. For UCAS applicants, this may mean the applicant will then be considered by their Insurance choice where the offer requirements may be different.

12.3 If a change of course is offered at this stage, the applicant will be able to accept or decline the amendment. Applicants should consider other options available to commence their desired route of study before declining. If the change of course offer is declined, the application will become inactive and the place will be released. For UCAS applicants, this means the applicant will be eligible to enter into Clearing.

13.1 All applicants (holding conditional or unconditional offers) are required to confirm their qualifications/results in order to secure their place and this requirement must be completed at the earliest opportunity or, by the deadlines outlined to them or, where there is no deadline stated then at the latest, 2 weeks in advance of enrolment.

13.2 If there are any doubts on the accuracy and genuineness of a qualification/result, the University reserves the right to contact award boards for verification or to deny admission.

13.3 Lost or damaged certificates

Where an applicant may have lost their certificates for previous qualifications, an official letter or email from the institution where these qualifications were taken would be acceptable. However, we advise that applicants get replacement certificates through the relevant Awarding Board for their own benefit.

International applicants are unable to provide alternatives to official certificates due to the need to satisfy UKVI requirements and avoid the risk of visa refusal; certain exceptions may be able to be applied on a case by case basis at the discretion of the University where it is safe to do so.

13.4 English Translations of Certificates and Other Documentation

13.4.1 Applicants in possession of certificates or other relevant documentation issued in a language other than English will need to have them translated into English for assessment. The University does not provide a translation service nor is it able to recommend any such service providers.

13.4.2 The translation must be officiated by a good quality translation service. Often there are reputable online companies which can provide this service at a cost. Alternatively, for certain languages and at a cost, applicants can apply for a Statement of Comparability from the UK National Information Centre (UK ENIC), previously known as UK NARIC. For further details, please visit the UK ENIC website operated and supported by Ecctis Limited.

13.4.3 Translations of certificates or other documentation into English by individuals the applicant may know, for example, teachers, doctors, religious leaders, friends, parents etc, will not be accepted.

14.1 All applications reviewed are subject to fee-status assessment for the purpose of identifying whether an applicant should be classed as UK, EU Settled/Pre-Settled or International for fee payment and/or funding eligibility. For the purpose of fee status, applicants from the UK Channel Islands and Overseas British Territories will be classed as a UK fee payer, however, available funding mechanisms may vary.

14.2 An initial fee assessment is made from information supplied in the application form and usually requires no further information. However, there will be circumstances where an applicant’s fee status is not clear and further information will be sought through the completion of the fee status assessment form and copies of key personal documents.

14.3 These documents could include but are not limited to: identification eg passport, including all pages with immigration stamps; naturalisation or citizenship papers; Home Office correspondence; birth and/or marriage certificate; birth certificates and passports of parents, spouse and/or children; evidence of being a UK tax payer; evidence of home ownership; and membership of UK Armed Forces.

14.4 UK and EU Settled or Pre-Settled applicants applying for undergraduate funding from the Student Finance England (SFE) can expect to undergo similar procedures with the SFE. The SFE will not accept the University’s fee-status assessment, however, we are nevertheless obliged to determine fee status to ensure correct categorisation and fee charges as far as is reasonable.

14.5 The fee assessment process operates under the guidance of Government regulations, UKCISA, any case law, funding-body requirements and University-sector precedent.

14.6 The fee status assessment is only conducted during the admissions process. If an applicant’s immigration or residency status were to change at a later point, the University would not routinely amend the fee status for remaining study. However, a request can be made for consideration through the Student Records & Awards Office.

14.7 EU Applicants

14.7.1 The UK is no longer a member of the European Union. This means EU, EEA or Swiss applicants without a Settled or Pre-Settled status will be charged international fees and no longer be eligible for the same funding as UK applicants. EU applicants with a Settled or Pre Settled status would pay UK fees and remain eligible for funding.

14.7.2 EU, EEA or Swiss applicants who arrived in the UK before 23:00 on 31 December 2020 will not be required to apply for a visa for entry or to stay in the UK. However, it is important that applicants apply for the EU Settlement Scheme to be formally considered as EU Settled or Pre-Settled. You can find out more information on the UKCISA website.

14.7.3 EU, EEA or Swiss applicants who arrived in the UK after 23:00 on 31 December 2020 would not be eligible for the EU Settlement scheme and instead will need to apply for a Student Route visa which replaces the Tier 4 visa scheme. Please visit our website for further EU guidance on Brexit.

14.8 Residency Requirements

14.8.1 UK and EU Settled/Pre-Settled applicants are required to have continuously been resident in the UK, with the exception of holidays, for at least 3 years to secure a ‘Home’ fee status. Where an applicant has been living abroad for some time, then evidence will be required of where the applicant or their parents (if applicant is aged 18 or under at the point application is made) have continued to pay UK tax, eg council tax on a property in the UK.

14.8.2 If the above residency requirements are not met, UK nationals and EU Settled/Pre-Settled applicants will be classed as International.

14.9 Eligibility for entry onto our apprenticeship programmes will consider residency in accordance with the Education and Skills Funding Agency (ESFA) rules for apprenticeship funding.

15.1 For some courses applicants may need to complete admissions tests as part of the process of admission. Any such requirement will be stipulated in the entry criteria for the course. Testing can be used for assessment and/or selection of suitable applicants. Exercises sometimes conducted as part of an admissions interview, eg group work or question/answer sets etc, are not regarded as admissions tests in this context.

15.2 In some instances, all applicants may be required to complete a test for a particular course or applicants may be shortlisted against set criteria in order to progress to the test stage. Relevant applicants will be invited to complete the test online or on-site possibly as part of an interview day.

15.3 Tests will be time sensitive and deadlines will be set for completion. The test layout and assessment criteria and pass mark will be clearly stipulated in communications. The University will not supply a copy of the questions and answers given in any sitting nor will we routinely provide the test results for any individual. Applicants will be able to determine the test outcome from whether or not they have been able to progress to the next stage of the process.

16.1 The University does not apply a broad contextual data approach with respect to care leavers, parental education, information relating to the applicant’s school, or postcode relating to participation rates. This information will not be considered in the making of academic offers but may be used in reports for government bodies, such as the Office for Students, on the University’s achievement of its equality and social mobility ambitions.

16.2 The University works proactively to raise aspirations and provide support and information regarding the application process at events such as University Open Days and through our website.

17.1 The University of Derby seeks to admit the widest range of students who may benefit from our courses, seeing value in a diverse student community. As part of the application, we ask that applicants inform us about any long-term health condition, disability or specific learning difference.

17.2 The University of Derby is committed to equal opportunities and this policy aims to ensure that individuals with disabilities and learning differences receive fair treatment, in accordance with the Equality Act 2010.

17.3 Applicants are asked to inform us about any long-term health condition, disability or specific learning difference. All applications are reviewed for academic suitability first and foremost. If an applicant is suitable for an offer, we will then assess their support needs in relation to their disability/learning difference and the requirements of the course/profession the applicant is applying for.

17.4 In some cases, prior to making an offer, we may refer applications to our Student Wellbeing Team who will then contact the applicant directly for further information and assessment. This information will help us assess any support needs.

17.5 If the course applied for requires an occupational-health assessment, then the applicant’s disability/learning differences will be reviewed jointly with this to ensure that the necessary fitness requirement is met and to provide any essential support and reasonable adjustments. For some courses, due to required competence or professional standards, there may be limitations to the adjustments that can be made. If we are unable to make an adjustment, we will communicate this to the applicant as soon as possible, providing a clear justification.

17.6 The University will treat this information confidentially

18.1 For some courses, offer holders will be required to obtain a satisfactory occupational health clearance to secure their place in advance of induction and enrolment. The occupational-health questionnaire will be sent to applicants after they have made their Firm choice and up to four months prior to the start of the course.

18.2 The term ‘clearance’ refers to successful completion of the occupational health questionnaire and any subsequent assessments in advance of course start. All information supplied is treated confidentially and will be assessed by the occupational health nurse, after which your ability to go on placement during the course will be confirmed.

18.3 This means that, when applicants are asked to declare a health condition that could affect fitness to practice, the University is trusting the applicant as a potential autonomous professional to make an informed and reasoned judgement about themselves in relation to others.

18.4 We expect applicants to complete the occupational-health questionnaire honestly. Where full disclosure of a relevant health issue is not given, this could affect the applicant’s fitness to practice and by consequence affect their place on the course. It is important to know that making a declaration to the University about any health condition is a positive action which shows the applicant has an awareness of the possible effect of their health on the ability to practice safely and effectively.

19.1 We ask that applicants to the University inform us about any criminal conviction(s) or caution(s) once they have received an offer in line with the Rehabilitation of Offenders Act 1974 (excluding exempt courses) to protect and support the community within the University.

19.2 The University of Derby is committed to equal opportunities and this policy aims to ensure that individuals with criminal convictions/cautions receive fair treatment, in accordance with the Rehabilitation of Offenders Act1974.

19.3 The University seeks to admit the widest range of students who would benefit from our courses, seeing value in a broad range of talents, backgrounds and opportunities. We appreciate the important role that Higher Education can play in the rehabilitation process.

19.4 A criminal record will not automatically prohibit admission to the University. The specific details of each case will be considered on an individual basis. In each instance, we will review an applicant’s ability to meet the skills and experience required for the course/profession and assess the impact of the criminal record upon the needs of the course/profession. We are conscious of our responsibility both to consider the needs of each applicant, ensuring they receive the support required, while also safeguarding the public and the University community.

19.5 To assist us in this assessment, all applicants who receive an offer are required to provide details of unspent criminal records using the details provided in the offer letter. In line with the Rehabilitation of Offenders Act 1974, details of spent convictions will only be requested for courses considered to be exempt from the act due to the possibility of working with children and vulnerable adults.

19.6 All applications are reviewed for academic suitability first and foremost. Upon receipt of an offer, if an applicant has any relevant unspent criminal convictions, they must the contact the Admissions Team using the information provided in the offer letter.

19.7 The relationship between an applicant/student, the University and third parties, eg placement providers, is based on trust, confidence and professionalism. Failure to declare a relevant criminal conviction/caution and provide the requested information therefore means a risk assessment cannot be made. This could result in an application being withdrawn or becoming subject to student disciplinary procedures after enrolment.

19.8 When an applicant’s criminal records checks have been cleared by the University and therefore accepted for entry onto the course, they would be expected to self-declare any new cautions/convictions for review. If an applicant is yet to enrol, they would need to inform the Admissions team at the earliest opportunity to ensure continuation with the course of study. Or, if after enrolment, then they would need to inform their dedicated Student Liaison Officer or Programme Leader. Any new information will need to be reconsidered under the same procedures as described above and could affect an applicant’s/student’s place on the course.

19.9 The University will treat this information confidentially.

20.1 The Disclosure and Barring Service (DBS) conducts checks on UK criminal records only. Applicants who have been resident in countries other than the UK will be required to obtain a Certificate of Good Conduct (or equivalent) from each country they have been resident in for the past 5 years as well as one from their home country.

20.2 Applicants who have been resident in the UK but also in other countries in the past 5 years for more than 6 months will be required to obtain an enhanced DBS certificate as well as a Certificate of Good Conduct from the relevant country(ies). The DBS application and the non-UK check can be processed simultaneously.

20.3 For some courses, applicants will be required to obtain criminal records checks and subsequently clearance from the University prior to enrolment in order to undertake a placement requirement during the course. This can be in the form of an Enhanced DBS check or Certificate of Good Conduct or both. This clearance is needed to ensure that safeguarding measures have been fulfilled on behalf of placement providers where students may need to work with vulnerable adults and/or children.

20.4 If the course applied for has compulsory placements included, applicants will likely need to obtain an enhanced DBS clearance prior to enrolment. If, however, the course applied for offers the option to go on placement and therefore it is not compulsory, there may be no need to obtain an enhanced DBS clearance. The requirements will be determined nearer the time and will be dependent on the placement providers’ expectations.

20.5 If an applicant is unsure whether their course placements are compulsory or optional, they should check the ‘About this course’ and ‘Entry requirements’ sections on our website for the course which is being applied for.

20.6 When an applicant’s criminal records checks have been cleared by the University and therefore accepted for entry onto the course, they would be expected to self-declare any new cautions/convictions for review. If an applicant is yet to enrol, they would need to inform the Admissions team at the earliest opportunity to ensure continuation with the course of study. Or if after enrolment, then they would need to inform their dedicated Student Liaison Officer or Programme Leader. Any new information will need to be reconsidered under the same procedures as described above and could affect an applicant’s/student’s place on the course.

20.7 The relationship between an applicant/student, the University and third parties, eg placement providers, is based on trust, confidence and professionalism. Failure to declare a relevant criminal conviction/caution in itself could result in the application being withdrawn or, if after enrolment, become subject to student disciplinary procedures.

20.8 Enrolment will be withdrawn/restricted for any applicants/students who have not received a University clearance within 2 weeks of starting their course, or less where students are expected to attend on placement straight away or for international applicants who must meet all such requirements prior to being considered for CAS issuance.

20.9 If an applicant states in their application that they have any criminal convictions/cautions, this information will be considered in conjunction with their DBS certificate when it arrives and not necessarily prior to this point. We take this approach to avoid duplication of investigative processes. This means applicants could receive an offer without criminal records checks being undertaken even when declared. Due to the risk of visa refusal, any declaration made by an international applicant will be investigated on receipt to avoid issues further down the process.

20.10 DBS for Courses with a Compulsory Placement

20.10.1 For courses with compulsory placements, the criminal records check clearance needs to be achieved prior to enrolment where possible. A placement may not start during the first year of study, however, in order for students to go on placement at any point in the course, we need to confirm the criminal records check clearance ideally in advance of enrolment at the University alongside other conditions of any offer.

20.10.2 Applications for courses requiring a DBS/Certificate of Good Conduct clearance will be reviewed for academic suitability, following which, if an offer can be made, this will be subject to a DBS/Certificate of Good Conduct clearance. The term ‘clearance’ refers to required criminal records certificates and information being obtained for the University of Derby and relevant to the course applied for which either has no content; or, if it does have content, for it to be considered and cleared by the University for admission or continuation in studies.

20.10.3 International applicants are able to commence seeking their Certificate of Good Conduct or country equivalent no more than 6 months prior to the start of the course.

20.10.4 If applicants provide a UK address on their application to us, we will automatically assume that they are resident here for the purpose of identifying applicants requiring a DBS clearance. However, as already stated, relevant criminal records checks will be needed for all countries in which the applicant has been resident in for the last 5 years.

20.10.5 At the University of Derby, we use an online DBS registration system for UK criminal records checks. This is managed for us by GBG Online Disclosures. Once applicants firmly accept our offer, and no more than 4 months prior to the start of the course, we will contact them by email to commence the DBS application process. The system enables applicants to complete the process at their own convenience and we will provide full instructions on how to do this.

20.10.6 Applicants applying late or through Clearing need to be aware that they will have even less time to complete this full process.

20.10.7 A criminal record will not automatically prohibit admission to the University. The specific details of each case will be considered on an individual basis. In each instance, we will review an applicant’s ability to meet the skills and experience required for the course/placement provider/profession and assess the impact of the criminal record upon the needs of the course/placement provider/profession. We are conscious of our responsibility both to consider the needs of each applicant, ensuring they receive the support required, while also safeguarding the public and the University community.

20.10.8 Applicants who are unsure whether course placements are compulsory or optional, please check the ‘About this course’ and ‘Entry requirements’ section on our website for the course that is being applied for.

20.10.9 The University will treat applicant information confidentially.

20.11 DBS for Courses with an Optional Placement

20.11.1 For courses with optional placements, which, for example, usually occur in year 2 or 3 of an undergraduate degree course, any requirements for a criminal records check clearance will be assessed closer to the time depending on placement providers’ requirements.

21.1 Courses that lead to Qualified Teacher Status require applicants to complete a Prohibition List Check prior to starting the course. Prohibition List checks are conducted to determine suitability for qualified teacher status.

The check looks to establish any previous unacceptable conduct, relevant conviction or where an act may bring the profession into disrepute. These will be conducted automatically by the Admissions Office and applicants will be informed if they have not met this requirement.

21.2 Enrolment will be withdrawn/restricted for any applicants/students who have not satisfied this requirement within 2 weeks of starting their course or less where students are expected to attend on placement straight away.

22.1 For some courses, the University may choose to operate a ‘gathered field’ approach for admission to ensure places are offered to the best candidates.

22.2 This is usually the case where the candidate quality and the level of interest in the course far exceeds the number of places available.

22.3 Applicants would be required to apply by a set deadline and meet all requirements strictly. All applicants are considered as a part of a pool rather than on a first come first served basis.

Tuition Fees are set annually and can vary depending on an applicant’s residency status, programme and year of entry, and many are set within clearly defined government regulations. In some instances, inflationary rises of Retail Price Index (RPI) determined by government may be applied annually to fees. Existing students will never face an increase higher than RPI, but programme fees in some areas may increase if regulations allow for new students should the market dictate that.

Postgraduate research fees for home students are set in accordance to the process governed by the UKRI.

Offer letters will provide the actual or indicative fee depending on whether the fee has been set for the cycle at the point the offer is made. If the fee is indicative, then applicants must ensure to get the most up to date fee from the University website to ensure they understand their financial commitment.

We may require a deposit payment for certain programmes. Any such requirement would be outlined to applicants. International applicants are required to pay a deposit as standard, except where they may be sponsored.

Any request for a deposit refund must follow the University’s refund policy.

After enrolment, all forms and paperwork we receive are kept for a maximum period of seven years and then securely disposed of to comply with Data Protection Regulations. Please see the University’s data protection policy for further information.

Students can produce a sponsor letter from at Third party that will advise the University of their intention to pay a student’s fees. Should the funding be withdrawn at any moment by the sponsor, the student may become liable for tuition fees.

Our contract for payment is with the student and not the third party should the student become ineligible for funding as requested from the sponsor. If the sponsor does not cover all of a student’s fees, the student will be expected to make payment.

The University offers a number of scholarships, bursaries and discounts across undergraduate, postgraduate, and international areas. All scholarships and bursaries have their own set of Terms and Conditions to adhere to. Some bursaries will need to be applied for and/or undertake a selection process, others may be automatically applied during the admissions process.

28.1 We recognise from time to time we may not meet the standard that applicants expect and applicants may need to inform us of the experience which they have had.

28.2 Applicants who have made an application and wish to raise an informal complaint about the admissions process should contact the Admissions Team by emailing: admissionscomplaints@derby.ac.uk.

28.3 At the University of Derby, the experience of our applicants is important to us, and the University ensures that all complaints are dealt with promptly, fairly and consistently. Email will be acknowledged within 3 working days. The Admissions Officer will investigate the complaint and a written reply will be sent to the applicant within 10 working days.

28.4 If the outcome of the investigation is not satisfactory, applicants can raise  concerns by following the University Complaints Procedure. The complaint will then be escalated to the Assistant Registrar, Marketing and Communications, for further investigation.

28.5 Applicants undertaking admission through our Partnership programmes with other educational institutions in the UK and globally, should in the first instance look to resolve complaint matters with the partner organisation. Partnership applicants however are able to submit a complaint directly to the University admissions office in line with the above process.

29.1 The University of Derby sets out clear guidelines to all applicants and students regarding the University's Terms and Conditions.

29.2 When we make an offer of a place on a programme at the University, a legal contract is formed between the applicant and the University on the basis of the terms and conditions of the offer and the terms and conditions of the University.

29.3 Our Terms and Conditions contain important information which all applicants should read prior to accepting an offer. There is a distinct set of Terms and Conditions for UDOL which will be supplied to applicants as part of the offer or can be requested.

29.4 The University's Terms and Conditions are supplemented by regulations covering admissions, assessment, conduct, discipline, fitness to practise, fees, information technology, intellectual property, complaints and appeals, and personal information, all of which students must also abide
by.

29.5 Our Academic Regulations, Policies & Procedures apply to all taught programmes and to all students registered to study at the University of Derby. These include specific regulations relating to postgraduate research that must be complied with.