Admissions, fees and

refunds policy

March 2017
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Document Version: Issued: i

Contents

1 Registration Procedure ........................................................................................................................................ 1

1.1 Enquiry .............................................................................................................................................................. 1

1.2 Interview & Entrance Tests ...................................................................................................................... 2

1.3 Offer of a place ................................................................................................................................................ 2

1.4 Acceptance ....................................................................................................................................................... 3

1.5 Pre-Arrival........................................................................................................................................................ 4

1.6 Induction, Registration and Enrolment ............................................................................................... 4

2 Compliance with UKVI requirements ............................................................................................................. 5

3 Fees and refunds ..................................................................................................................................................... 5

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1 Registration Procedure

1.1 Enquiry

1.1.1 Telephone or e-mail enquiries are received by the Registrar or Admissions and
Marketing Administrators.

1.1.2 The Registrar or Admissions and Marketing Administrators send full

information about the College (including application procedure, fees), address
the specific query, if applicable, encourages them to ask further more specific
questions and posts a hard copy of the prospectus and application form if
requested.

1.1.3 The prospective applicants are welcome to send their academic information,
including IELTS level for our consideration prior to making the application;
however, the decision on their suitability to make an application is usually left to
them. The students are made aware of the high academic profile of the college
and are encouraged to self-assess their level of knowledge before submitting the
application.

1.1.4 Any student expressing an interest in Cardiff Sixth Form College will be invited
to attend an Observation Day. These days enable prospective students to sit in
on lessons and speak to both staff and current students about the College and
our courses.

1.1.5 If a completed application form is returned along with the requested academic
information and if the registration fee is paid, arrangements are then made for
the necessary entrance tests and interviews.

1.1.6 A prospective student file will be created.

1.1.7 The prospective student data is recorded on the admissions spreadsheet.

1.1.8 All applicants are interviewed unless the applicant decides to withdraw before
the interview takes place. Interview and entrance tests can be take in any order.

1.1.9 The students are encouraged to revise before taking the entrance tests. Only one
attempt is allowed.

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 1.2 Interview & Entrance Tests

1.2.1 All students are asked to complete relevant entrance tests along with the GL
assessment to gather initial base line academic data.

1.2.2 All applications are considered by at least two senior members of the College
academic staff.

1.2.3 Applicants resident in the UK are required to attend the college for the
interview. International students would be offered the option of being
interviewed by Cardiff Sixth Form College staff at an overseas Education Fair or
to be interviewed via skype.

1.2.4 Applicants are required to sit the College’s entrance tests in the subjects they
have selected to study.

1.2.5 Follow-up correspondence is sent from the Registrar. An offer may be made
(see the process outlined in the section ‘Registration – Stage 1: Offer’); or the
applicant may be notified of the College not offering them a place.

1.3 Offer of a place

1.3.1 The College offers three possible entry routes:

1.3.1.1 Entrance tests

This route is used for international students only. The admissions
decision is based on the student’s entrance test results and there is
usually no further academic condition attached to the offer. There may
be further academic conditions attached if the student is applying for
scholarship.

1.3.1.2 GCSE/IGCSE-unconditional route.

This route is used for international students who are able to provide
their existing results at the point of application. Students will be
generally required to have A* grades in the subjects they will be taking
at A-Level and the whole combination of results will be taken into
consideration. Students may be required to sit additional tests if deemed
necessary. A standard offer would be a minimum of six A* grades.

1.3.1.3 GCSE- conditional route.

This route is used for local UK students. The standard offer for GCSE
exams would be six A* grades which must include the subjects to be
taken at A level and nine A* grades for scholarship applicants.

1.3.2 All applicants will be required to sit GL assessment and will be interviewed.

1.3.3 The Registrar sends an offer letter which outlines the conditions of the offer
which always include a deposit, an IELTS qualification and copies of recent
school reports and academic certificates. This list is not exhaustive and may
include other conditions.

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 1.3.4 Offers made to ALL international students would include reference to
demonstrated levels of proficiency in English Language, usually with a minimum
IELTS or equivalent level of 6.5.

1.3.5 The registrar will then send a letter to the student to inform them that a place
has been reserved for them at Cardiff Sixth Form College and stating the amount
of deposit received.

1.3.6 When an applicant notifies the Registrar of a transfer of funds for a deposit, this
is verified by the Finance Department.

1.3.7 No further action is taken until all the conditions of the offer have been fulfilled.

1.3.8 Any documentation received in the process of the applicant fulfilling their
conditions is added to their prospective student file.

1.3.9 If the applicant was required to have an IELTS qualification as a condition of

their offer, the received copy of their IELTS Test Report Form (TRF) is verified
on the online IELTS Test Report Form (TRF) Verification Service. The students
are required to bring original copies to their enrolment session.

1.3.10 A file for the student is then created on Bromcom and Volume.

1.4 Acceptance
1.4.1 Prospective student file becomes a student file.

1.4.2 The file is passed over to the Operations Manager to enter on to Bromcom and
place into the filing cabinet. The file is then made available to other members of
admin staff:
 Accommodation Manager – to allocate accommodation; send pre-arrival
documentation/forms;
 Finance Department – to issue an invoice;
 Operations Manager/Administration Assistant – to create a timetable

1.4.3 Once all the conditions of the offer have been fulfilled, the Registrar sends an
unconditional offer to the student.

1.4.4 In the case of all non EU applications, a CAS request form is sent to Taylor
Partnership.

1.4.5 A CAS is issued where relevant via the Taylor Partnership, in line with our Tier 4
policy.

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 1.5 Pre-Arrival

1.5.1 A confirmation of the issue of a visa is received by the Registrar.

1.5.2 The Accommodation Manager finalises arrival and accommodation

arrangements.

1.5.3 The Operations Manager finalises the student’s timetable and notifies tutors.

1.5.4 The student’s timetable may be emailed to the student in advance of their start
date, but in most cases, timetables are given to students on the first day of their
course.

1.5.5 The Finance Department confirms payment of the first term’s fees to the
Registrar, the Principal, the Head of Pastoral, the Office Manager and the
Accommodation Manager.

1.5.6 Pre Arrival Information will be sent by the Registrar to the Student/Parents/
Agent. This will contain:
 Pre Arrival Guide
 Medical Questionnaire
 Insurance Form
 Travel and contact form for students arriving by plane
 Uniform Guide
 Textbook List

1.5.7 The Administration Team will then send out enrolment information and an
invitation for the initial Parents Evening.

1.6 Induction, Registration and Enrolment

1.6.1 During this process, the student will be made to feel welcome and provided with
all the relevant information and support to enable them to settle in quickly to
Cardiff Sixth Form College.

1.6.2 The following events will take place during this stage:

 Registration with the College (Bromcom)

 Receive student handbook
 International Student Data Form
 Immigration check/BRP/Visa/Passport
 Police Registration
 Student ID Card issued
 Speak with IELTS and Careers representatives
 Collect Uniforms
 Complete enrolment with College Secretary (who takes copies of all the
documents stamps and files)
 Assistance to open a bank account
 Be given a tour of the building.
 Be introduced to staff and at least one other student.

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  Be briefed on Health & Safety and Fire Evacuation rules.
 Be introduced to Head of Academic Studies and given an up-to-date
timetable
 Presentations given by senior staff and guest speakers
 Team building activities

2 Compliance with UKVI requirements

2.1 If a student has been found to have provided the College with false documentation at
Registration they may be asked to leave the College and the UKVI notified.

2.2 The College informs Agents/students of any changes to the admissions procedures in a
timely manner.

2.3 Please also see the College Tier 4 policy.

3 Fees and refunds

3.1 Prospective international, EU and EEA students receive an offer letter that contains
information relating to the type of course and the start and completion dates.

3.2 At the point of registration there is a charge of £185 (international) or £160 (EU/local).

3.3 Students are asked for a deposit of £9,500 (International), £3,000 (EU) and £500 (UK). It
is explained that the entire deposit is held until completion of the course, when it is
returned in full, minus any outstanding charges.

3.4 The incidental charges are explained to the students which are currently £500.

3.5 UK students are given a conditional offer letter based on their GCSEs.

3.6 International students, EU and EEA students are given an acceptance letter upon receipt
of their deposit. Invoices accompany the acceptance letter.

3.7 Tuition fees for each term must be paid for before, or on, the first day of each term.
Tuition does not commence until fees are received.

3.8 Each student is a separate customer within the College’s accounting system. This records
all invoices issued and funds received, and therefore the balance owed or paid in
advance for each student.

3.9 If the student is unsuccessful in obtaining a Tier 4 education visa, or in meeting the
conditions contained in their offer letter, a full refund will be given upon evidence of the
same.

3.10 At the end of the course, a full financial reconciliation is undertaken. Unused hours are
credited. The College aims to reconcile all accounts within three weeks of the end of the
course (usually an academic year) and return any deposit and fees for unused tuition.

3.11 Annual fees for the A level course are currently £40,000 - £44,000.

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