Procedure for

Admissions

Contents

Page
Key Information
Arranging Interviews – Curriculum Areas / 2
Arranging Interviews – Admissions / 2
Interview Organisation and Structure / 4
The Interview / 5
Interview Forms / 8
Interview Pack – Post Interview / 9
Offer Letter / 9
Additional Support Needs / 10
Apprenticeships / 11
Financial Assistance, Bursaries, Transport / 12
Customer Feedback / 12
Withdrawals / 12
Applicants Rights / 13
Reports / 13
Progression / 13
‘Full’ Programmes / 14
‘Did Not Attend Interview’ Full Procedure / 14
Offers not accepted
Customer satisfaction surveys / 14
15

This document is available in large print or in an alternative format that meets your needs.

Please contact the HR Manager. 

November 2016 / Page - 1 - / Ref:POL0027

Procedure for

Admissions

Key Information

The following contains detailed guidance of the procedure for the attention of all staff concerned with recruitment of students to full-time EFA/SFA funded programmes. It is important that all staff follow the procedures accurately to ensure applicants are dealt with fairly, consistently and in a timely manner.All staff must attend admissions procedure training before 15 December 2016 if they are carrying out admissions interviews.

1)All applicants will be treated fairly and equally at all stages of their application and in line with the College’s Charter Standards and requirements.

2)Fast and Responsive Service

The need to respond quickly and efficiently to interviews must be stressed to all concerned.

3)Remember, applicants are interviewing us, as much (or maybe more so), as we are interviewing them!

4)Applications

a)All applicants for Full Time programmes or substantial part-time programmes(as identified by managers) must have completed an application:

  1. Electronic application via the North Lincolnshire Council website (
  2. The ‘lincs4u’ e-prospectus website (
  3. NLC Application Form and submitted it via the Admissions Team.
  4. This also applies to students who enrol late and/or at Advice and Enrolment sessions.
  5. Applications for Apprenticeship programmes will also be accepted (in addition to those cited in (1) above) via the National Apprenticeship Services website.

b)Applicants declaring a criminal conviction shall have their application put on hold until they have completed and returned a ‘Criminal Conviction Self Declaration Form’, enabling the College to identify, manage or mitigate any risk. For all DBS applicants which need assessing and a decision made about offer of provision, admissions will seek the Head of Student Support approval before interviews can be arranged. The decision must be made within 7 working days of receipt of the application unless otherwise agreed with the Business Development Director. ►

5)Arranging Interviews – Curriculum Areas

Admissions will arrange interviews, working from information provided by the curriculum managers.

a)Any problems/queries with initial admission applications will be referred direct to the relevant Manager for resolving within 48 hours unless there is a reasonable reason for a delay.

a)Curriculum Areas must provide details of dates, times and tutors available for interview appointments in a timely manner. It takes time to contact applicants and for them to respond to appointment bookings so please advise as earliest as possible.

b)Admissions are responsible forthe administration of all the applications and interview arrangements.

c)In the event of staff being unavailable to interview for a confirmed appointment another staff member must be made available to carry out the interview unless in exceptional circumstances

d)If an interview has to be cancelled or rescheduled –Areas must notify admissions team on or 4032/4061tocancel the interviews and rearrange interviews at the earliest opportunity.

e)Admissions will inform the Head of Support & Inclusion(4171) or admin (4074) if any ‘red dotted’ interviews are cancelled.

6)Arranging Interviews – Admissions

f)Upon receipt, all application forms will be acknowledged within 2 working days. The application will be processed and interview planned within 10 working days. Interviews will be run during term and non-term time.

g)Those with parental responsibility will be encouraged to attend and participate in the interview. Interviews during term time will not be arranged before 4.30pm unless parents or mature applicants request this. ►

h)Interview appointment letters will encourage applicants to bring examples of their work or progress along to the interview where the interviewer may use this as part of a discussion.

i)The Guidance Team will obtain as much information from the Schools as possible, regarding projected grades, SEN Stage, etc., this will be attached (where applicable) to the Interview Pack, along with any school interview notes, references, etc.

j)A map of the College will be included with all interview letters to aid locating of interviewing rooms

k)The Admissions/Customer Services Team will contact all applicants by telephone or text message, prior to the day of the scheduled interview appointment as a reminder.

l)If the applicant is not able to attend, the appointment will be re-scheduled, where possible, with the Interviewing Tutor, curriculum administrators, line manager andHead of Student Support(where appropriate) informed by e-mail. The switchboard operator will try to make contact in the evening, if no success during the day.

m)An electronic copy of the interview schedule detailing all interviews taking place will be circulated to line managers, curriculum administration staff, and reception for the attention of the receptionist and Duty Principal. This information is also available on the Intranet.

7)Any applicant who does not attend the arranged interview, will be contacted as soon as possible that day by telephone, by the person responsible for the interview, to establish whether a further interview should be arranged – the outcome of this must be noted on the interview pack.

  1. A new interview appointment will be arranged or outcome identified, for example, withdrawn
  2. The new date/time of interview or outcome must be communicated to the admissions team by email
  3. The customer services team will follow up applicants who fail to keep two appointments.

See section 21 for further information ►

8)Interview Organisation and Structure

  1. An interview will be scheduled for the applicants first curriculum/programme choice

iAll applicants will be invited to attend an interview. This may follow one of two types, as determined by the Curriculum area:

  1. 1:1 – applicants will have a specific time slot when they will be invited in to have an individual appointment with the tutor.
  2. Group Interview – applicants will be called in small groups, with a presentation given by the Head/CL, followed by short 1:1 interviews.
  1. If applicants have applied for an apprenticeship as their first choice, they will be interviewed for their second choice of a full time programme. At interview both options must be discussed.
  1. Customer Services will arrange for Student Ambassadors to collect applicants/parent/carers and take them to the interview location UNLESS areas are requested to collect them as there is no cover available.
  2. If they are not collected within 10 minutes of their arrival during the day time then customer service staff will escort them to the area but the relevant curriculum leader will be informed
  3. If they are not collected within 10 minutes of their arrival during the evening then they will be provided with a map and signposted to the interview location but the relevant curriculum leader will be informed

d)Please provide a suitable waiting area where possible/appropriate

e)Tutors should show the applicants (and parents/carers) the area/resources of the area they hope to study in.

f)Where skills/aptitude/audition testing is an integral part of the admissions process, this should take place (wherever possible) on the same occasion as the interview.

g)Parents/Carers should be ‘looked after’ appropriately whilst the applicant undertakes this activity by, for example, showing them the facilities and/or having a Q&A session, showing them curriculum video and College introduction video

( ►

November 2016 / Page - 1 - / Ref:POL0027

Procedure for

Admissions

Key Information

f)It is essential that interviewing criteria/selection processes or entry grades do not change (as published in the course leaflet/prospectus/website) from when interviewing commences until the start of the academic year to ensure equality of opportunity for all

g)Course leaflets should be used during the interview and a copy given to the interviewee.

h)All interviewing staff should ensure that rooms of suitable size are being used for interviews are stocked with suitable College information, booklets and leaflets. General staff rooms should not be used.

i)Enrichment Opportunities (including: Functional Skills/GCSE/AS-levels, Additional Studies, Value Added, PAC Team), should be discussed and any support materialsissued. Additional guidance on AS-levels will be issued.

j)A generic PowerPoint presentation will be made available with these points included for use by those areas delivering a group interview. Each curriculum area can then add slides to tailor it to their own specific requirements. (G drive/admissions/Interview presentation)

k)Curriculum videos are available to be used as well as the generic introduction to the College. (

9)The Interview

During the Interview, the applicant and their parent/carer must be given information about the College’s provision and facilities to enable them to make informed decisions.This must include, but not limited to:

  • Entry Requirements/Projected Grades – remember to set aspirational targets for entry. (eg better to aim for a level 3 subject to grades rather than a level 2.)
  • Duration of Programme
  • Hours/Days per week – attendance pattern
  • Modules/Units explained
  • Assessment Methods explained
  • Work Placement (including need for DBS – if applicable
  • Equipment/Additional Expenses/approximatecosts if known and potential for student financial support
  • Progression Opportunities to FE/HE/Apprenticeships/Employment explained ►
  • Options for an AS level subject discussed (if applicable)
  • Opportunity to change programme up to half term – possibility explained
  • Financial Support (Apply via Student Revenue team for help with costs for travel, equipment, childcare, etc.)
  • Counselling Service – explain trained staff available for students to talk to in a confidential setting, if needed.
  • Learning Resources – explain open access IT and library facilities
  • Child Care (if appropriate) – apply for a place in Kingsway Childrens Centre.
  • Careers Guidance team support
  • Student Support – explain role including initial support, 1:1 support, in class support & disability needs.
  • Student Support Team – personal/attendance problems and UCAS application support.
  • Enrichment Activities explained (Functional Skills/GCSE’s, Additional Studies, Value Added, etc)
  • Acceptance & Enrolment Procedures. Explain what happens next and upto enrolment – offer letter, events, keep warm activities, etc.
  • Offer letter
  • Confirmation letter
  • Follow up contact if offers not accepted
  • Welcome event July
  • Keep warm campaign – communications to engage them before September
  • Social media – keeping up to date with the College
  • Apprenticeship employer requirement explained and alternative F/T Course identified, if employment not available
  • Equality & Diversity – embedded/awareness/support.
  • The interviewing tutor should ask the applicant if they require an interview for their second choice – the response being clearly marked in the appropriate box on the front sheet of the interview pack. Referrals to LWS (or any other programme) must be made via Admissions, the pack being returned to Admissions for the necessary arrangements to be made. ►

Offer during Interview:

  • Verbal offer is made subject to conditions below and section 8
  • Candidate is given an acceptance postcard and asked to complete it there and then:
  • Yes - An acceptance will be classed as a ‘green’ for marketing and application management purposes
  • No - A rejection will be classed as a ‘red’ for marketing and application management purposes
  • If a candidate takes the form away to complete and return later it will be classed as an ‘amber’
  • RAG (red, amber, green) rating the applications will help focus in the management and marketing activities to ensure we convert as many applications to starts in September as possible
  • Applicants will be offered a programme of study best suited to their needs – this may not necessarily be the course they originally applied for, however, there is no obligation to accept all applicants (see final paragraph of this section).
  • All applicants should be offered a place on the programme based on objective criteria and aspirational goals, as defined in the course leaflet/prospectus/website as published and in circulation from September 2016.
  • Unconditional offers should not be made at interview, unless the applicant has clearly already attained the prescribed entry requirements.
  • Any applicant causing concern can be officially contracted with any offer being ‘provisional and subject to review’. Tutors must ensure that their reasons are objective and in accordance with the Special Educational Needs & Disability Act 2001 (SENDA) and the Equality Act 2010.
  • Any applicant that, for whatever objective reason, is not to be offered a place, must on the front of the applicants pack clearly indicate this including reason/s and be endorsed by the Head of Performance or Assistant Principal Quality & Student Support. Without this endorsement, the pack will be returned to the tutor. ►

Key Notes:

a)All interviewing staff should encourage school students to do their best in their GCSE exams and stress the importance/impact of English & Maths.

b)All staff should be offering an aspirational programme of study. For example, if a student is borderline for a level 2 or 3 then offer level 3 subject to grades.

c)It is important that interviewees are aware of FE and Apprenticeship programmes and the opportunity to transfer between the options available should circumstances necessitate this or for progression.

d)Adult students should be made aware of any course fees which may be due. At this point it may not be possible to give exact prices but it is important they have an idea of expectations. It is aimed to provide prices by May.

  1. This is particularly important for applicants 19 or more years old, applying for a Level 3/4 course, as they may be required to take out a ‘Advanced Learning Loan’ to cover the full cost of their tuition fees - these applicants should be referred to Student Revenue for further help and guidance.
  2. It is imperative that all adults (19 and above) are clear about the level of tuition fees payable and have applied for any support that may be available to them in good time and in any case, prior to commencement of the course.

10)Interview Forms

  1. Interview forms must be fully completed or they will be returned to staff unprocessed.
  1. Ensure that a programme level and title is offered clearly
  1. Ensure the applicant and interviewer discuss the contents of the interview record
  1. Ensure that the form is signed by both tutor and applicant ►
  1. Ensure that the form is RAG rated immediately after the interview:
  2. Red – Is not/probably not going to come to North Lindsey
  3. Amber – Is likely to come but may change their mind, unsure
  4. Green – Is intending to come to the College
  5. This grading is based on how the applicant came across at interview, what they said and how they answered questions. This grading is important as it directs all marketing activities for the rest of the academic year.
  1. Any applicant that, for whatever objective reason, is not to be offered a place, must on the front of the applicants pack clearly indicate this including reason/s and be endorsed by the Head of Performance or Assistant Principal Quality & Student Support. Without this endorsement, the pack will be returned to the tutor.

11)Interview Pack – post interview

a)Admissions staff will deliver collect the interview packs from School Administrators each Thursday. Do not use the internal mail.No interview packs should be retained in the Curriculum Area.

b)Interview packs will be booked out of admissions and back into admissions. Any not returned within one week of interview will be followed up by admissions through the relevant curriculum areas administrator.

12)Offer Letter

A written offer will be sent to all applicants within 7 working days of their interview or if interview packs are returned late then as soon as possible.

a)An information card will be enclosed, listing the dates of events, mailings, etc.

b)Additional ‘keep warm’ communication/activities will be planned by marketing across the rest of the year to encourage applicants to start at College in September

c)An information sheet on Disclosure, will be enclosed with the offer letter to all Child Care, Hospitality and Health & Social Care applicants (full time andapprenticeship). The ‘DBS Disclaimer’ will be issued to any student presenting an ‘unclean DBS’ certificate prior to enrolment. ►

d)Any applicant causing concern can be officially contracted with any offer being ‘provisional and subject to review’. Tutors must ensure that their reasons are objective and in accordance with the Special Educational Needs & Disability Act 2001 (SENDA) and the Equality Act 2010.

e)The following sentence or similar will be included all offer letters: “This is an offer for you to complete the first term of the programme successfully. An initial assessment during this term will be carried out to judge your suitability and this will include your behaviour and attendance record. A decision regarding progression beyond the first term will be made on this basis. Should you not progress on your initial programme you may be offered an alternative appropriate to your needs”.

  • In addition, all offers are subject to the College receiving a satisfactory reference – this will also be stated in the offer letter.

13)Additional Support Needs

  1. Applicants with any additional support needs will be identified through a ‘red sticker’ on the top right hand corner of the admissions pack front sheet.
  1. If a need has been identified through a schools liaison interview, from the application form, from a schoolor careers adviser, the sticker will be in place before the interview, with a copy of the interview record/details being appended to the application form (wherever possible).
  1. Depending on the nature of the learning difficulty and/or disability, a member of the Student Support Team may attend the actual interview. The Head of Student Support will manage this, having obtained details prior to the interview from the Intranet report.
  1. For all ‘red dotted’ packs, following the interview, admissions will seek the Head of Student Support approval (to ensure needs can be met) before any offer can be made by the admissions team. This offer is subject to College being able to meet additional needs. The offer decision must be processed and decision made within 7 working days of receipt of the interview pack unless otherwise agreed with the Business Development Director. ►
  1. Those applicants whose previous School was a Short Stay School/Alternative Education/Pupil Referral Unit, all LWS/PEP applicants or students moving from these programmesand students who are pregnant, In Care, YOS or have mental health issues will be indicated with a ‘red sticker’ and noted on the MIS, with attendance/support by a member of Student SupportTeam at interview, if appropriate.
  1. Tutors identifying a particular need at interview (or gathering relevant information about an identified need) which has not been identified by “red sticker” must ensure that Admissions is made aware on the space provided (Interview Notes) for follow-up.

14)Apprenticeships