Undergraduate Admissions Policy
Authors: Admissions
Publication date: October 2021
Amended: May 2023
Review date: May 2024
Table of Contents
Undergraduate Admissions Policy 3
Scope of policy 3
Responsibility for policy 3
Review of policy 3
Principles governing Undergraduate Admissions 3
Section 1 – Marketing and Student Recruitment 4
Section 2 – Outreach and Widening Participation 5
Section 3 - Admissions 6
Section 4 – Registration and induction 17
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Undergraduate Admissions Policy
Scope of policy
This policy applies to all admissions to full-time undergraduate courses at the University’s campuses in
Colchester, Loughton and Southend. It covers all stages of an applicant’s interaction with the University
from initial enquiry through to application, receipt of the University’s selection decision and the transition
to first registration and induction for successful applicants.
Responsibility for policy
The Undergraduate Admissions Policy is approved by the Senate. Implementation of the policy is the
responsibility of the Director of Admissions, Communications & External Relations.
Review of policy
Monitoring and review of the Undergraduate Admissions Policy is undertaken annually by the Senate
and its sub-committees.
Principles governing Undergraduate Admissions
The University recognises the value of diversity and is committed to equality of opportunity. It aims to
provide an environment in which applicants are treated with dignity and respect.
The University is committed to fair access and encourages applications from all students who are able
to demonstrate the potential to meet the entry criteria for the relevant course and to benefit from study
at undergraduate level. Individual applicants are considered on the basis of their merits, abilities and
potential, regardless of their race, ethnic origin, gender identity, sexual orientation, disability, age,
socio-economic background, family circumstances, religious or political beliefs and affiliations or other
irrelevant distinction. The University’s admissions policies and procedures are designed to ensure that
all applications are considered fairly and consistently and in accordance with professional standards.
The University acknowledges the guiding principles and precepts governing good admissions practice
set out by the Schwartz Report and in the Quality Assurance Agency (QAA) UK Quality Code for Higher
Education: Admissions, recruitment and widening access (November 2018). The University welcomes
the recognition by Schwartz and the QAA of the autonomy enjoyed by higher education institutions in
making admissions decisions and of the need to exercise judgement in making such decisions.
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Against this background, the University of Essex Undergraduate Admissions Policy is intended to
provide a policy and procedural framework within which admissions decision-making is characterised
by transparency, fairness and consistency.
The University strives to observe the rules and procedures set down by UCAS and the Office for
Students (OfS) and other good practice guidance provided by the sector (for example by Universities
UK), and to comply with all relevant legislation in relation to its undergraduate admissions activity. The
University is also a signatory of the Fair Admissions Code of Practice co-owned by Universities UK and
GuildHE, which can be found at: Fair admissions code of practice
Section 1 – Marketing and Student Recruitment
The University is committed to the provision of comprehensive, open and consistent messaging in its
marketing and recruitment information, and to the management of activity which leads to the admission
of students to the University in ways that are fair, clear and, explicit and implemented consistently.
Ensuring consistency is important especially in relation to the very wide range of different countries, in
which the University undertakes marketing and recruitment activities.
The University’s marketing and recruitment messages are delivered through promotional materials and
activities which we aim to ensure are accurate, relevant, current, and accessible in order to provide
information that will enable applicants to make informed decisions about their options.
Marketing and Student Recruitment activities include:
◼ participation at education exhibitions around the world
◼ collaboration with potential and existing partner institutions
◼ communicating with enquirers and applicants
◼ working with recruitment agents who represent us around the world
◼ on-campus and online Open Days and Applicant Days
◼ working with schools and colleges around the world
Marketing and Student Recruitment information is communicated via a number of different channels
and includes:
◼ the University main website (www.essex.ac.uk) which includes specific pages for international
students (www.essex.ac.uk/international) and www.essex.cn for China
◼ printed prospectuses and other marketing collatoral
◼ email campaigns to enquirers and applicants
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◼ social media
◼ print and digital advertising campaigns
Marketing and Student Recruitment also ensure that communications with applicants and enquirers
adheres to CMA (Competition and Markets Authority), GDPR (General Data Protection Regulations)
and PECR (Privacy and Electronic Communications Regulations) legislation.
Marketing and Student Recruitment and admissions staff maintain a strong working relationship in
order to ensure a holistic approach that is informed by the principles set out in the Undergraduate
Admissions Policy.
Section 2 – Outreach and Widening Participation
The University seeks to recruit students with the merit and potential to take full advantage of the
opportunities offered by the University, irrespective of their background (e.g., socioeconomic
background, ability to pay) or characteristics (e.g., protected characteristics). Our commitment to
levelling up, is demonstrated in our admissions processes, for example recognition of prior work
experience (where appropriate) and accepting a wide range of qualifications, including those of a
vocational nature. For more information, please see the University’s Access and Participation Plan.
The University’s Outreach team is engaged in a range of activity targeted at students in schools and
colleges that are under-represented in higher education. This includes:
◼ Information talks and IAG (information, advice, and guidance) for students, parents/carers and
teachers/advisors
◼ On campus and in school visits and workshops
◼ Mentoring
◼ Subject specific activity with departments within the University
◼ Regular engagement with schools/colleges with low progression to higher education
Alongside working with schools and colleges, Outreach aims to deliver activity to parents/carers to
provide information so they can support their young person to make informed decisions.
The University aims to deliver a cohesive approach to widening participation and fair access across the
whole student lifecycle, which is expressed in its Access and Participation Plan and the Undergraduate
Admissions Policy. Outreach and Admissions staff maintain a strong working relationship with
appropriate representation on formal University committees, to ensure that the admissions policy and
Outreach strategy are mutually informed and maintain a whole lifecycle approach to fair access and
success.
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Outreach activity is informed by the principles set out in the Undergraduate Admissions Policy.
Section 3 - Admissions
The University operates a centralised undergraduate admissions function for all full-time applications
received via UCAS and directly. Applications are processed by a team of Senior Admissions Advisers
who, along with Customer Service Advisers, act as the principal contact for applicants throughout the
admissions process. Selection decisions are made by Admissions Selectors, who may be members of
academic staff or members of the central Undergraduate Admissions team.
The Undergraduate Admissions Office is responsible for processing the application decision and
determining whether there should be any conditions where an offer is made. A formal offer letter and
the University’s Terms and Conditions (and other documents that form part of the ‘student contract’) are
communicated to applicants at the initial offer stage.
Applicants’ responsibilities
Applicants are expected to:
◼ provide complete and honest information in applications submitted to the University
◼ respond in a timely manner to requests for further information from the University
◼ communicate any changes to the information originally supplied in their application as soon as
possible
◼ be courteous and respectful in their communications with University staff involved in admissions.
Entry requirements
1. Academic requirements
Applicants for undergraduate study who are under 21 at the point of entry must meet the
University’s General Entrance Requirements, as set out in University’s Academic Regulations:
https://www.essex.ac.uk/governance-and-strategy/governance/regulations
All applicants for undergraduate study must meet the course-specific academic entry.
Requirements which are published annually on the University website and on UCAS.com.
Academic entry requirements are normally expressed in terms of three A-level grades or
equivalent, but they may also be expressed in terms of the minimum UCAS tariff points required
for individual courses. Academic entry requirements are reviewed and approved annually and
may include specific subjects and attainment at GCSE and/or A-level or equivalent.
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2. English language competence
All undergraduate applicants are required to achieve the equivalent of grade C/4 or above in
GCSE English, as set out in the University’s General Entrance Requirements.
Applicants whose first language is not English are required to achieve a minimum level of
English equivalent to GCSE English grade C/4 (for example IELTS 6.0, unless they have already
achieved GCSE English grade C/4) to be admitted to the first year of an undergraduate course.
Lower English language requirements apply to foundation level study; higher English language
requirements may apply to direct entry to the second, third or final year of an undergraduate
course and entry to certain accredited courses. The University accepts a range of English
language qualifications. The English language qualifications and tests which are acceptable for
entry to the University and the levels required are listed our website.
Applicants who do not meet the English language requirement for their course may be referred
to the University of Essex International College for a pre-sessional English course as a route to
achieving this, or to a relevant Pathways course where a lower English language requirement
may be accepted.
3. Publication of entry requirements
Entry requirements are normally determined up to eighteen months before the proposed point
of admission, e.g. by January 2023 for October 2024 entry, and are published in the
undergraduate prospectus, on the University website and on the UCAS website. The
University reserves the right to amend its entry requirements up to 12 months before the
proposed point of admission, and in exceptional circumstances it may be necessary to amend
requirements after this point (but wherever possible this will be done ahead of any offers
being made in a new admissions year). Amended entry requirements will be published on the
University website and the UCAS website. Applicants already holding offers at the time of the
change will be admitted in accordance with the terms of the existing offer unless the new
requirements are in favour of the applicant, in which case a revised offer will be issued
automatically.
4. Acceptable qualifications
The University accepts a wide range of level 3 qualifications from the UK, including A-level
and AS-level, International Baccalaureate, T-Level, BTEC and OCR National qualifications,
Access to HE Diploma courses (approved by the Quality Assurance Agency), Open University
qualifications and a range of professional qualifications.
A wide range of foundation courses, EU and other international qualifications are also
accepted. The equivalence of such qualifications to level 3 UK awards will be evaluated in
accordance with independent national guidance provided by UK ENIC, UCAS, Ofqual and
other recognised sources.
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For courses with subject specific entry requirements at GCSE level, a wide range of
equivalent qualifications are also accepted, including components from high school
qualifications from outside of the UK.
The Head of Admissions (Undergraduate) has overall responsibility for undertaking such
evaluations in consultation with Admissions Selectors and recruitment staff, for maintaining
the University’s Undergraduate qualifications guidance for use by Academic Selectors and the
admissions team.
5. Verification of qualifications
The University will normally verify the result of any qualification that is not received from
UCAS either directly, or via the Awarding Bodies Linkage (ABL). If the University has not
received results from UCAS, applicants will be required to submit evidence of results of their
admitting academic qualifications and their English language test/qualification (if applicable),
before they are permitted to register at the University. Information and guidance on
qualification verification is made available to applicants at both the initial offer and at the
confirmation stage of the admissions cycle.
6. Student visa requirements
Where an applicant requires a Student visa to study in the UK, an offer of a place will be
subject to compliance with relevant aspects of the Home Office’s Student visa sponsor
guidance and University guidance relating to the admission of Student visa applicants.
Selection
7. Assessment of applications and initial checks
All applications for undergraduate degrees, including Higher and Degree Apprenticeships, are
subject to an initial check by admissions staff. The initial check will identify applications which
require specific attention (see section on Consideration of Additional Data in Selection and
Offer-Making, paragraphs 19 to 27 below), in order to ensure that they are dealt with in
accordance with relevant procedures. On completion of the initial checks an Admissions
Selector will make the selection decision.
Applications from individuals who do not meet the University’s General Entrance
Requirements or the course-specific entry requirements may be rejected at the initial
assessment stage.
8. Selection decision
Applicants who have the potential to achieve the course-specific academic entry
requirements, but do not meet the University’s General Entrance Requirements will be
considered by the Admissions Selector against set criteria to determine whether Dean’s
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approval can be granted on behalf of the Faculty Dean (Education) in order to make an offer
of admission.
In accordance with the University’s commitment to fair admissions, all applicants are
considered individually to determine whether an offer should be made on the basis of
academic achievements to date, predicted academic achievement and other evidence of the
applicant’s ability and potential to complete the course for which they have applied. This
includes evidence of the applicant’s motivation, skills and experience, as expressed in the
personal statement and the academic reference.
The Admissions Selector may take into account any extenuating circumstances which have
affected an individual applicant when deciding whether an offer should be made.
9. Interviews and auditions
Interviews are not part of the standard admissions procedure for the majority of
undergraduate courses, but exceptions apply, and applicants are notified accordingly during
the admissions process where attendance at interview or any other evidence is required.
Application processes and requirements are set out on the University website.
Applicants that will be required to attend an interview or audition include:
◼ Applicants to East 15 Acting School are required to undertake an audition, interview or
workshop as part of the selection process.
◼ Applicants to some health-related courses, for example BSc Nursing, Foundation Degree
in Oral Health Science, BA Social Work, BSc Physiotherapy, BSc Occupational Therapy
and BSc Speech and Language Therapy, are required to attend a compulsory interview
before an offer can be made.
This list is not exhaustive. Applicants to courses with a compulsory interview or audition are
offered the opportunity to be interviewed via video link where practical or necessary.
For courses where an interview or audition is required, a formal offer will be dependent on a
satisfactory performance at interview or audition.
The University reserves the right to reject applications from applicants who are invited to
attend an interview but do not book an interview slot, or who book but then fail to attend.
Offer-making
10. Communication of offer
Where the University decides to make the applicant an offer, this is communicated to
applicants via UCAS Hub and/or via the myEssex applicant portal. Applicants will receive an
offer letter, ‘Important information about your offer’ booklet and information on the University’s
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Terms and Conditions (and other policies that make up the ‘student contract’) via the
myEssex applicant portal.
11. Conditional offers
A conditional offer will be issued to an applicant who is still to complete an academic or
English language qualification, or where additional documentation is required (for example a
reference or receipt of a completed ‘under 18’ form).
The offer letter will set out the specific conditions that the applicant has been asked to
achieve in order for their place to be confirmed. The offer will be expressed in terms of A-level
grades or the equivalent for applicants who are taking non A-level qualifications, or UCAS
tariff points. Where appropriate the offer will include the English language requirement that
the applicant must achieve in order for their place to be confirmed and/or other necessary
conditions.
The University has standardised requirements for each course, which are set in advance by
the relevant department/school, and approved by the Deputy Vice-Chancellor. However,
Admissions Selectors may make a different offer in individual cases, in accordance with the
admissions criteria for the department or course applied for.
12. Unconditional Offers
An offer of a place to an applicant who has already demonstrated achievement of both the
academic and any English language entrance requirements, and has fulfilled all other
requirements, will be unconditional. The applicant is not required to demonstrate any further
achievement in order for their place to be confirmed at the University.
Credibility assessments required in order for the University to make a decision regarding
immigration sponsorship can still take place after an offer has been confirmed as
unconditional.
13. Applicants made an alternative offer
In cases where the applicant is deemed unlikely to achieve or has not achieved the entry
requirements for the course for which they have applied, but where an alternative course is
available, a ‘change of course offer’ may be made.
14. Tuition Fees
The tuition fee for the first academic year of the course is included in the offer letter. Further
information on tuition fees is provided in the documentation issued with the offer letter.
15. Deferred entry
Applications for deferred entry are welcomed and will be given equal consideration with
applications for entry in the current admissions cycle. Applicants requesting deferred entry
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must still be able to meet the academic and English language requirements for the course in
the current admissions cycle as well as meeting any credibility requirements. In addition,
applicants who require a Student visa to study in the UK will need to meet the Home Office
rules and requirements in force at the point of entry, including any changes to the immigration
rules that may have been introduced since the initial application.
16. Unsuccessful applicants and feedback
Where the University decides that an offer cannot be made, this is communicated to
applicants via UCAS Hub and/or via the myEssex applicant portal. Admissions selectors are
required to record the reason(s) for not making an offer in each individual case. The
University aims to provide feedback, if requested, in accordance with its feedback policy
(.pdf).
17. Discontinuation, suspension or change of course titles
The University reserves the right to discontinue or suspend a course for which offers have
already been issued but undertakes to do this in exceptional circumstances only. Where a
course is discontinued or suspended, applicants holding offers are informed as soon as
possible; where possible and appropriate, applicants are offered a place on an alternative
course offered by the University or given the opportunity to add a new course choice on their
UCAS Hub. Where the title or content of a course is changed, applicants holding offers are
informed as soon as possible of the change and given options for how they would like to
proceed. Further information about changes or possible closures of courses is provided to
applicants at the initial offer stage in the Student Terms and Conditions.
Consideration of additional data in selection and offer-making
18. Access to Student Wellbeing and Inclusivity Service (SWIS)
The University’s Student Wellbeing and Inclusivity Service offers a confidential advice service
which takes place independently of the academic selection process. The selection process, is
based entirely on academic merit and takes place in accordance with standard policy.
Students can access support from SWIS by emailing [email protected] for an initial
appointment or by contacting their caseworker, if one has been allocated.
Applicants who declare a disability in their application will be contacted by SWIS with
information, advice and guidance. When a disability was not disclosed and the student would
benefit from finding out more information, they are advised to contact SWIS as soon as
possible after they have applied. Where appropriate, SWIS can make recommendations
about the applicant’s reasonable adjustment needs and what arrangements may be
necessary to facilitate their access to learning. In individual cases, SWIS may invite
applicants for a meeting and further discussion to support their understanding of the
applicant’s requirements.
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SWIS staff members work closely with the diverse student population to widen participation
with our service and celebrate diversity; applicants are encouraged to contact SWIS to check
what support is available.
19. Mature applicants
Applications from mature students, formally defined as students over the age of 21 at the start
of the course, are welcomed and will be given equal consideration with all other applications.
20. Extenuating circumstances and other events that impact an applicant’s studies
As well as the Admissions Selector taking into account any extenuating circumstances which
may have affected an individual applicant when deciding whether an offer should be made -
the University also seeks to be as responsive as possible to international conflicts and natural
disasters. The relevant Admissions Selector will show due flexibility and sensitivity in dealing
with applicants or prospective applicants who have been affected by global issues including,
but not limited to, war and pandemics, including applicants from forced migration
backgrounds.
21. Applicants who will be under 18 at the time of entry to the University
In accordance with University regulations, applicants who will be under 18 at the time of entry
will be required to comply with the University’s safeguarding policy and guidance. Such
applicants will be required to complete the relevant under 18s form satisfactorily, providing
parental/guardian approval and details of a UK-based emergency contact who is over the age
of 21, before their place is confirmed. Applicants who require a Student visa to study in the
UK and who are under 18 at the point their Confirmation of Acceptance for Studies (CAS) is
issued, will also be required to complete the required under 18s form satisfactorily, but are not
required to provide a UK-based emergency contact if they will be over the age of 18 at the
start of their course. Offers cannot be made to applicants who will be under the age of 16 at
the start of their degree course.
22. Accreditation of Prior (Experiential) Learning
Applicants seeking recognition for prior or experiential learning are handled in accordance
with the University’s policy and procedure on AP(E)L. If the AP(E)L request is approved, the
offer will note the volume of credit which has been accredited and the changes to the
applicant’s planned course structure which result from the approval. Applications for second
or final year entry are submitted via UCAS or directly to the University and considered in the
normal way.
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23. Applicants requesting readmission
Applicants who have previously withdrawn, or been withdrawn, from study at the University,
and who wish to be readmitted, will be considered in accordance with the University’s policy
and procedure on the readmission of students.
24. Applicants admitted under specific link agreements
The University may admit applicants to specific degree courses under link agreements with
overseas institutions. Link agreements may include specification of the academic and English
language entry requirements for admission to the relevant year of the relevant degree course.
25. Assessment of applicant fee status
The Senior Admissions Adviser checks information in the application relating to fee status,
including the nationality, country of residence, address, personal statement and reference of
each applicant. If an applicant’s fee status is unclear from the information provided on the
application form, a fee status assessment will be undertaken.
Fee status assessments are carried out by trained members of admissions staff in
accordance with UK fees and awards legislation and guidance provided by the UK Council for
International Student Affairs. The University does not exercise discretion when determining
applicants’ fee status, and an assessment of eligibility for home fees by the University does
not guarantee funding from the Student Loans Company/Student Finance England.
Confirmation of the applicant’s fee status is included in the offer letter issued to the applicant,
however the University reserves the right to amend the applicant’s fee status after the formal
offer has been issued.
Further information about fee status is available on the University’s website.
26. Fraudulent applications and credibility checks, including similarity detection in
personal statements
The validity of the documentation submitted by applicants at the initial offer, confirmation and
CAS-issue stage are checked by trained staff in the Undergraduate Admissions Office. Where
possible and appropriate the validity of a document submitted will be checked with the issuing
authority. English language test results will be verified with the qualification awarding body
(e.g. IELTS), where possible.
Where there is evidence that fraudulent or incorrect information has been included in the
application, the University reserves the right not to proceed with the application. Where there
is satisfactory or sufficient evidence that fraudulent documents or incorrect information have
been used at any point of the admissions process, the University reserves the right to
withdraw an offer, CAS, or a student following registration with immediate effect.
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Applications submitted via UCAS are subject to the anti-fraud procedures and checks carried
out by UCAS. All personal statements submitted via UCAS are subject to the UCAS similarity
detection procedure. Where a personal statement contains significant similarities to another
previously submitted to UCAS the University is notified of this and of the extent of the
similarity. Applicants highlighted by this service will be sent information about the University’s
policies on academic offences.
The University reserves the right to carry out further checks at any stage of the admissions
process to determine that an applicant is genuine and credible.
27. Declaration of criminal offences
For courses that require an enhanced Disclosure and Barring Service (DBS) or Occupational
Health check, applicants may not be able to register and/or undertake the relevant course
placement, pending successful outcome of these checks.
Applicants for courses that are subject to a mandatory DBS check
1
are required by the
University to declare all criminal offences that are deemed to be unspent and spent in
accordance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
(Amendment) (England and Wales) Order 2013 and 2020. This requirement extends to
offences committed in the UK and overseas. If the Admissions Selector recommends that an
offer be made, such applications will be referred for consideration in accordance with the
University’s Student Membership and Disclosure and Barring Service Checks Policy (.pdf).
Formal offers of admission will only be made following consideration of the offence and
application in accordance with the policy. Application of the policy takes place independently
of the academic selection process, which is based entirely on academic merit and takes place
in accordance with standard admissions policy.
Applicants who are convicted of a criminal offence or receive a police caution after submitting
an application for a course where a DBS check is mandatory must inform the University.
Disclosures can be made in writing to the Head of Admissions (Undergraduate).
Applicants who accept a place for study on a course where a DBS check is not mandatory are
not required to disclose their criminal record prior to admission, but applicants under
supervision or currently on licence are encouraged to make us aware of any conditions or
requirements which may prevent them from fully engaging with their course and the broader
University community. Where possible, the University will undertake to make reasonable
adjustments, but if it becomes apparent that the applicant is unable to meet the course
1
A list of the courses that require a mandatory DBS check is published on the University’s DBS webpages. Courses that
require a mandatory DBS check involve regulated activity as defined by the University’s Policy on Safeguarding Adults and
Children at Risk. An overseas criminal record check is required in addition to a DBS check where the applicant has lived
outside of the UK for 6 months or more in the last 5 years.
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learning outcomes, they may be required to withdraw their application or transfer to an
alternative course.
In all cases, where applicants choose to share information about a criminal offence with the
University, they will be offered support and guidance through the University’s specialist
support services.
Students studying a non-mandatory course may be required to disclose their criminal record
at a later date after registering for the course where they engage in regulated activity that
requires a DBS check, for example, through selecting a particular research topic or an
optional module.
28. Credit accumulation and modular study
Applicants may also be admitted to any programme or individual module that leads to the
award of credit and modular study (where individual modules are studied over a period of time
and the credits are accumulated towards an award of the University). Applications for modular
study are normally processed directly by the relevant department or school, and not centrally
by the Undergraduate Admissions Office.
Acceptance of offers
29. Applicant contract and 14 day right to cancel
Applicants who apply to the University through UCAS are able to accept an offer of admission
from the University as their firm or insurance choice via UCAS Hub. Applicants who apply
directly to the University can accept their offer of admission via the myEssex applicant portal.
A contract is made between the applicant and University at the point an offer of a place is
accepted as either a firm or insurance choice via UCAS Hub or via the myEssex applicant
portal. If an applicant changes their mind after accepting the offer, they have the right to
cancel the contract within 14 days. The cancellation period ends 14 days after the day on
which the offer was accepted, but it is still possible to cancel after the 14 day period.
Further information about the contract and the 14 day right to cancel is sent to applicants at
the initial offer stage, in the University’s Terms and Conditions.
Confirmation
30. Consideration of applicant results
The University considers the results of applicants who are holding a Conditional Firm (CF) or
Conditional Insurance (CI) place (UCAS applicants) or Conditional Accept (CA) place (Direct
Admissions applicants) before deciding whether to confirm their place. A-level, BTEC and
Access to HE Diploma results and the results of some other qualifications are automatically
provided to the University by UCAS. In the case of results not provided by UCAS, it is the
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applicant’s responsibility to provide the Undergraduate Admissions Office with evidence of the
results of academic and English language qualifications. The University reserves the right not
to confirm an applicant’s place if they do not provide evidence of having met the conditions of
their offer by the relevant deadline.
31. Verification of results
The University reserves the right to verify all results by checking appropriate qualification
documentation prior to confirming an applicant’s place and/or permitting registration with the
University. English language test results will be verified online with the qualification awarding
body (e.g. IELTS) where this is possible. The validity of documents at confirmation is checked
by trained staff in the Undergraduate Admissions Office. Where results cannot be verified or
where there is evidence that fraudulent documentation has been submitted, the University
reserves the right not to confirm an applicant’s place, or withdraw the place if the offer was
originally unconditional.
32. Applicants holding conditional firm offers
On receipt of the applicant’s results, Undergraduate Admissions staff check to see if the
conditions of the offer have been met. Where they have, the place is confirmed and UCAS is
informed that the applicant’s status is now Unconditional Firm (UF). Direct applicants will
become either Unconditional Firm (if they do not need to pay a deposit) or Unconditional
Accept (if they are required to pay a deposit) and receive this notification via the myEssex
applicant portal. Where the applicant’s results have fallen short of the conditions of the offer
by a narrow margin, the applicant’s place may be confirmed at the discretion of the Head of
the relevant department, commonly delegated to the Admissions Selector and subject to the
availability of places. Other factors relating to the applicant’s circumstances may be
considered for example any extenuating circumstances.
33. Applicants holding conditional insurance offers
The confirmation process for applicants holding conditional insurance offers is the same as
for applicants holding conditional firm offers.
34. Communication of Confirmation Decisions
All applicants holding conditional firm offers are informed of the University’s confirmation
decision via UCAS and/or via the myEssex applicant portal.
35. Applicants requiring a Student Visa
Where an applicant requires a Student visa to study in the UK, confirmation of their place and
the issue of a Confirmation of Acceptance for Studies (CAS) will be subject to compliance
with relevant aspects of the Home Office’s Student visa sponsor guidance
and University
guidance relating to the admission of Student visa applicants.
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36. Payment of deposits
Applicants who require a Student visa to study in the UK must pay a deposit prior to receiving
their CAS. This is in line with the University’s policy on Tuition Fee Deposits (.pdf) (which also
includes information about applicants who are exempt from paying a deposit and the amount
of deposit required).
Complaints
The Undergraduate Admissions Office strives to provide a high quality experience for all applicants
throughout the admissions cycle. In the event that an applicant is dissatisfied with any aspect of the
University’s admissions process, procedure or policy, they may submit a complaint to the Head of
Admissions (Undergraduate) or to the Director of Communications and External Relations, in line with
the Complaints Policy for Applicants.
Training of staff involved in admissions
The Undergraduate Admissions team (including all Senior Admissions Advisers), academic Admissions
Selectors and those involved in processing higher or degree apprenticeship applications are required to
undertake training. Training is the responsibility of the Head of Admissions (Undergraduate). Regular
briefings for both the Undergraduate Admissions team and academic Admissions Selectors take place
during the admissions cycle, with a particular focus on identifying and sharing good practice, and
updates relating to undergraduate qualifications, offer making and confirmation and clearing. Specific
training delivered by Compliance staff in Admissions is also regularly undertaken by staff involved in the
processing and decision-making of international applications, where a Student visa is required.
Data protection and communication with third parties
The Undergraduate Admissions Office operates in compliance with data protection legislation and good
records management practice. Applicant data is treated as confidential by all staff involved in the
admissions process and is not divulged unnecessarily or inappropriately. In accordance with University
policy, staff involved in admissions communicate only with applicants themselves, unless the applicant
has given express permission for a third party to communicate on their behalf. Third parties may be
parents, teachers, advisers or agents acting on behalf of applicants.
The University’s Privacy Hub explains how the University processes data, data subject rights and the
contact details of the Data Protection Officer. The Hub includes a link to the Student Privacy Notice.
Section 4 – Registration and induction
As part of its Welcome and academic induction process, the University aims to provide a
comprehensive programme in order to support the transition of applicants to registered students at the
end of the admissions process.
Undergraduate Admissions Policy
Page 18 of 19
Firstly, students are prompted to activate their University of Essex email and IT account. This email
and IT account is used to access our pre-registration system and the online Welcome programme. This
account also provides access to a range of resources once students are registered and throughout their
studies at Essex, whilst also enabling free internet access on campus.
Before commencing their studies, all University applicants are prompted to complete pre-registration
(including payment of fees where required), followed by an in-person Right to Study check on campus.
Once students have completed these stages, they can access a central Welcome programme as well
as their departmental induction.
These arrangements will as standard include registration to the University (comprising or pre-
registration and in person Right to Study checks) which permits the commencement of studies, a
central Welcome programme and academic induction to a student’s home department or school
supporting transition to University life. Together these items will provide introduction to the University
and Students’ Union; introduction to starting studies, including learning and study resources; support for
settling in and signposting to student opportunities, such as arts, sports, volunteering and societies; as
well as where to get help and support; and specific information for international students. Additionally,
the welcome and induction activities aim to help create a sense of belonging for students to the learning
community within their Department or School.
Undergraduate Admissions Policy
Page 19 of 19
Document Control Panel
Field
Description
Title
Undergraduate Admissions Policy 2023-24
Policy Classification
Policy
Security Classification
Open
Policy Manager Role
Director of Admissions
Nominated Contact
Responsible UoE Section
Admissions, Communications and External Relations
Approval Body
Senate
Signed Off Date
June 2023
Published Date
October 2023
Last Review Date
May 2023
Minimum Review Frequency
Annually
Review Date
May 2024
UoE Identifier
0136
If you require this document in an alternative format, such as braille, please contact the nominated
contact at [email protected]
