UNIVERSITY OF CAMBRIDGE
ACCESS TO LEARNING FUND 2015/16
GRADUATE APPLICATIONS: GUIDANCE NOTES
Important
§  Please read the guidance notes below carefully before completing and submitting the form.
§  Your application may not be considered if you do not answer all the appropriate sections and attach copies of all relevant, specified documents.
General Information and Application Procedure
1. Access to Learning Fund: purpose and scope
The Access to Learning Fund (ALF), a non-repayable discretionary fund, made up by funds provided by the University. The primary purpose of the Fund is to relieve financial hardship that might impact on a student's participation in higher education, including: assisting those who need extra financial help to meet particular costs which are not already being met from statutory (or other) sources of funding; meeting specific course and living costs, other than tuition fee costs, which are not already met from other sources; providing emergency payments for unexpected crises; and, intervening in cases where a student may be considering leaving higher education because of financial problems.
2. Eligibility
The ALF is there to help any eligible student who can demonstrate a particular financial need according to the guidance previously defined by the Department for Business, Innovation & Skills (BIS), but the University cannot always meet all of the costs that might be applied for and awards will usually cover only part of the student's additional need.
Full-time undergraduate students are eligible. Also eligible are: full-time and part-time students on a postgraduate course that is a minimum of 1 year, providing that part-time postgraduate students are studying at least 50% per academic year (for courses starting before 1 September 2012) and 25% per each academic year (for courses starting on or after 1 September 2012) of a full-time equivalent course.
The ALF is for ‘Home’ students, EU students and overseas students.
3. Priority groups for help
Institutions are expected by the university to give priority to the following: students with children (especially lone parents); disabled students (especially where the Disabled Students’ Allowances (DSAs) are unable to meet particular costs and the institution has no legal responsibility to do so); students who are self-funding.
4. Who should use this form
Use this form if you are a research (PhD), MPhil, MSc, MLitt, MSt, MEd, or LLM student. (If you are taking a PGCE, Part III Maths, MSci or MEng, or if you are a Clinical Medic, or Veterinary Student, or are on the Cambridge Graduate Course in Medicine use the UNDERGRADUATE form.)
5. General rules for the Fund
Graduate Students must be able to demonstrate that they made realistic financial provision to fund their full course of study (i.e. to cover tuition fees, course costs, and living costs); students in general are thus expected to have funds available for their course as guaranteed on any Financial Undertaking Form submitted to the University. Where students have clearly not made realistic provision, a payment from the Fund may not be appropriate. The Fund should not be expected to provide help with core living costs and administrators are hence required to assume a Notional Postgraduate Income (NPI) that is indicative of adequate and proper provision having been made; it is assumed that such income will be derived from a number of sources – e.g. earnings, partner’s earnings, savings, loans (e.g. Professional & Career Development Loan, or other forms of professional development loan), overdrafts, etc. Students who have been in receipt of a research council maintenance stipend or studentship are expected to have made some provision from their studentships for any costs incurred through over-running.
6. How grants will be assessed
Applications will be treated either as a ‘standard’ or a ‘non-standard’ claim; the assessment process is designed to identify students who have particular financial needs and those who are in unforeseen financial difficulty, respectively. The overall objective previously set by BIS and the university is that most of the available funding should be directed towards students with a low income and those who have exceptionally high course-related costs.
Standard awards are those made to help with the general costs of being a student. Standard assessments operate in a largely formulaic way, comparing level of income against level of expenditure; if the latter is higher, the student is viewed as having an ‘additional need’. ALF administrators have some discretion to determine how much or what percentage of this additional need can be met, in the light of the needs of other students and of the ALF budget at their disposal. Grants will be paid only to applicants who show a net annual deficit, at a percentage of that deficit which has yet to be fixed, up to a maximum sum. The percentage of deficit awarded ranges, typically, from 50%-80%, with the university priority groups receiving the highest levels of support.
In arriving at the level of income that is assessed, the starting point is the notional postgraduate income (NPI), which will be applied to all full-time postgraduate applicants. The student’s net income, and any net income from a partner (including civil partner) or spouse, over and above the NPI will also be taken into account (the partner’s essential expenditure should be stated in full to balance this). Applicants should note, however, that income from certain sources will be disregarded in whole or in part, according to BIS directives.
Assessment calculations are based on the number of weeks the student applying will be in residence. Under the university common assessment process, standardised rates are adopted for assumed income. The Fund should not be expected to provide help with core living costs and administrators are hence required to assume a Notional Postgraduate Income (NPI) as set by the Graduate Admissions Office as a condition of admission (£12, 250 for 2015/6). It is assumed that such income will be derived from a number of sources – e.g. grants/scholarships, earnings, partner’s earnings, savings, loans (e.g. Professional & Career Development Loan), overdraft facilities, etc.
Non-standard awards are assessed on an individual basis and are typically made to students who face exceptional costs, unforeseen/unforeseeable financial hardship, or emergency situations. Students who are about to withdraw from HE for financial reasons can also be assessed on this basis, especially where they do not show additional need under the standard assessment process. Institutions are expected to award the minimum amount required to allow the student to continue their course.
I
n addition, expenditure not fully met through the Disabled Students' Allowance or other statutory support can be considered. This includes, for example, the cost of a diagnostic assessment for Dyslexia or other specific learning difficulty (SpLD), provided that the assessment is undertaken by an Educational Psychologist approved by the Disability Resource Centre. Applications will be subject to means testing, in accordance with previously defined BIS guidelines; these allow institutions discretion to carry out an income assessment in order to establish that a student is facing financial hardship prior to making an award.
7. When to apply
Students may apply throughout the academical year, but they should note that most of the ALF will have been distributed by the middle of Easter Term. Applications will be accepted until 30 June 2016 or when funds are exhausted, whichever is sooner. Students may apply more than once during the year (submitting a new application form each time), but usually only where their circumstances have materially changed, or where they are applying for exceptional support. The level of any additional award will take into account the amount awarded previously. Awards from the Fund are usually non-repayable. ALF awards may, however, affect entitlement to state and other benefits.
8. How to complete the form
Please answer all questions truthfully, fully and accurately by printing clearly in black ink and by ticking the appropriate boxes. If in doubt about how to complete the form, consult your Tutor. This form should be returned to your Tutor for checking and counter-signature.
NB: Research Students in their 10th term or beyond should note that an additional declaration by their Supervisor (or Head of Department) is required in Section 7. Completed forms should be forwarded to the Scholarships & Funding Administrator, Fees & Funding Section, Student Registry, 4 Mill Lane, Cambridge CB2 1RZ.
9. Evidence required from applicants
The following documentary evidence should be submitted with each application, as appropriate:
·  Evidence of funding from a sponsor/ research council, OR the Financial Undertaking Form, as submitted to the Student Registry/Board of Graduate Studies (self-funding students);
·  Evidence of costs claimed in Section 6(b), where specified (e.g. childcare).
·  Rent/tenancy agreement (if accommodation is NOT University/College-owned) or evidence of mortgage
Your Tutor may ask to see other supporting documents, in line with university recommendations, before signing the declaration: bank statements; assessment notices for benefits or tax credits, where appropriate; evidence of savings or other income, or evidence to show that you have applied for other sources of income available; evidence of rent (if private/non-college) or mortgage; if necessary, proof that you meet the residency requirements. ALF administrators may also request for this information to be supplied, in order to carry out the assessment.
10. Decisions and payments
Applications will ordinarily be assessed, decisions made and payments made within 4 working weeks of receipt, provided that the form has been fully and accurately completed. Decisions will normally be notified to your Senior Tutor's office within this timescale above; your Tutor should be able to inform you of the outcome of your application shortly thereafter. Awards will be paid in a single instalment and by cheque, which will be sent to your Senior Tutor’s office.
11. Administration
The ALF is administered centrally under the supervision of the University Council's Committee on the Access to Learning Fund, which consists of representatives from the Senior Tutors' and Graduate Tutors' Committees, CUSU and the Graduate Union.
If you are dissatisfied with the outcome of your application and believe that there has been a miscalculation or misunderstanding of the figures you have provided, you should initially discuss the matter with your Tutor before contacting the ALF Administrator. The ALF Administrator will seek to resolve cases of disagreement through discussion with college tutorial staff, and if necessary through consultation with the Chairman of the Committee, whose decision shall be final.
ALF Administrator
Student Registry
4 Mill Lane
Cambridge CB2 1RZ

UNIVERSITY OF CAMBRIDGE

ACCESS TO LEARNING FUND 2015/16

GRADUATE APPLICATION FORM

Office use only:
RECEIVED IN STUDENT REGISTRY: / SURNAME: ______COLLEGE ______
HUSID
CUFS SUPPLIER - Section 1 to Clerk? o HOME’? o

ALF – GS

UNIVERSITY OF CAMBRIDGE
ACCESS TO LEARNING FUND 2015/16
GRADUATE APPLICATION FORM
1. Personal Details – to be completed by all students
University Student Number
(to be entered by College)
Title - Mr / Mrs / Miss / Ms / Other ………….
Surname …...... …
(or family name) / First names ...... ……......
Gender / M / F / Date of birth (DD/MM/YY) ………/….……/.….…… / Age in years on 1/10/2015 ...... …
College ...... ……...... Email ...... @cam.ac.uk
Is this your first application to the ALF for the 2015/16 academic year? / Yes / No
2. Course Details – to be completed by all students
Graduate Student: Research (e.g. PhD, MSc, MLitt)
Graduate Student: 1-2 year course (e.g. MPhil)
Other Postgraduate Student (e.g. LLM)
Number of Terms already completed at 1 October 2015
Weeks in residence this academic year /
Length of course
(If you are about to submit your thesis, calculate the weeks from 1 October 2015 until the expected submission date.)
52
39
Other / (Please specify)
Degree/Course (as appropriate) .………………………….……………………………………….……….…….
Faculty/Dept. ……………….…………………………..………………. / Are you studying part-time? / Y / N
Start date of course (DD/MM/YY) ……...... …/..…..………/.……...... …
Year of study / - 1 / - 2 / - 3 / - 4 / – Other
(Please state year:)
3(a). Special Personal Circumstances
Please tick if:
§  Live with a partner or spouse
§  Your partner, or other adult, is financially dependent on you / Give full financial details in Section 4
Give name & date of birth below.
§  You have any dependent children / Please indicate how many –
& give details below.
Dependants
If you have any children or adults who are financially dependent on you please give details here.
Full name Date of birth (DD/MM/YY) Gender ( M / F )
Tutor’s comments:
3(b). Disability/Special Medical Needs
§  Do you have a disability (including a long-term health condition, mental health condition or specific learning difficulty such as dyslexia)? / Yes / No
§  Have you applied for the Disabled Students’ Allowances (DSAs)? / Yes / No
§  Do you wish to apply for assistance to help pay for specialist equipment or other support not covered by the DSAs, or to help with the cost of a diagnostic assessment (e.g. dyslexia or other specific learning difficulty)?
Yes / No
If yes, give details of what your DSA currently covers and what additional support you are requesting. For a diagnostic assessment, state type, name of the DRC-approved educational psychologist and amount applied for:
4. Student’s Income – if you are a Self-Funding Student go straight to Section 5
§  Research Council Grant or other major award this academic year / £ / p.a.
§  Total other sponsorship/scholarships/awards this academic year / £ / p.a.
(include ALL college or University grants and awards; exclude travel grants)
Please give details:
______/ ______
______/ ______
______/ ______
______/ ______
______/ ______
______/ ______
§  Net earnings, savings, and private income this academic year / £ / (include income from capital investments, trusts, subletting, supervising, demonstrating or other part-time employment etc.)
§  Professional & Career Development Loan / £ / §  Child Benefit / £
§  Contributions from parents/ guardians/partner/families / £ / §  Child Support Maintenance / £
§  Child/Working Tax Credit (per week) / £ / §  Disabled Students’ Allowances / £
§  State benefits & support (per week) / £ / §  Partner’s income
(e.g. Income Support / Jobseekers’ Allowance / Pension Credit) / - Net earnings / £