Admissions Policy

1. Aims, Principles and Scope

1.1 This policy applies to undergraduate, postgraduate taught and postgraduate research
admissions at Newcastle University. The University is committed to equality of opportunity,
social justice, and fair access and diversity. It is intended to set out for all interested parties
our position on matters relating to admission to our undergraduate and postgraduate courses.
Where there are variations for undergraduate and postgraduate this will be clearly explained
in the relevant section.

1.2 The setting of admissions requirements plays a key role in maintaining academic excellence
and inclusivity throughout the process of admission. Our policies and practice are driven by
the belief that the life of the University is enriched by having a body of students which reflects
the community at large and includes students from all parts of the UK and overseas.

1.3 The University is committed to providing a professional admissions service through

implementation of clear and transparent policies and procedures. The University’s
overarching Admissions Policy is underpinned by guidelines issued to undergraduate and
postgraduate selectors, together with the following related policies and procedure:

• Criminal Convictions Policy and Procedure

• Under 18s Policy and Procedure
• MBBS Admissions Policy
• Dental School Admissions Policy
• Contextual Admissions
• Admissions Complaints and Appeals Procedure
• Good Practice Applicant Feedback Process
• English Language Policy

1.4 The University wishes to encourage able, highly-motivated and enthusiastic students of all
ages, and from all backgrounds and contexts, to apply to its degree programmes. In providing
fair and equitable access to all prospective students who have the potential to benefit and
contribute to academic life, the University may demonstrate a flexible approach and, where
appropriate, make adjustments for individual applicants. These approaches are set out in the
relevant policies set out above.

2. Governance and Responsibility for Admissions

2.1 The Student Recruitment Management Group (SRMG) has responsibility for the development
and review of the University Admissions Policy, and for ensuring that policies and procedures
comply with relevant discrimination legislation, consumer rights legislation, the QAA’s Quality
Code and the UUK Code of Practice.

2.2 The University welcomes applications from candidates who can demonstrate that they have
the potential to succeed on the programme to which they have applied and that they will
benefit from and contribute to the learning, research and social environment at the University.
 The University sets entry requirements based on evidence of what students need to succeed
on the programme, alongside marketing insights. The University’s typical academic entry
requirements for each programme are set by the relevant Faculty in consultation with the
Admissions Service. The entry requirements, academic and non-academic, are then reviewed
and approved annually by the Student Recruitment Management Group (SRMG) ensuring
these are in line with the University’s aim to provide fair and equitable access to all prospective
students.

2.3 On receipt of an application, the responsibility for applying the agreed entry requirements
criteria and making a decision on an application lies with undergraduate and postgraduate
selectors and with the Admissions Services staff.

2.4 Responsibility for determining the number of offers to be made to applicants relative to the
number of places available on programmes of study rests with Faculty Education Deans and
the Head of Admissions.

2.5 All members of academic and professional services staff with responsibility for the admissions
process are given appropriate guidance to fulfil their roles competently and in line with this
policy. Structured guidance is given in light of any national or institutional changes to
admissions policy or procedures and ongoing training and information is provided to all
admissions staff in the Admissions Services1. All newly appointed staff to the university are
provided with admissions guidance as part of induction to the university.

2.6 All applicants are required to meet certain minimum academic and non-academic standards
for entry, however the University recognises that how these requirements are met may vary
by individual applicant. Flexibility may be exercised in response to contextual factors when
assessing the overall profile of an applicant. Applicants who do not meet the criteria listed in
the published entry requirements but have other qualifications and/or experience are
encouraged to contact the Undergraduate or Postgraduate Admissions Service. This allows the
applicant’s individual circumstances, to be considered. Applicants are however expected to
demonstrate the ability to successfully study at a progressive and concentrated level.

2.7 Some courses will have additional checks and requirements for an applicant to be admitted to
a course, in particular those courses which require Disclosure and Barring Service (DBS) checks
(set out in the Criminal Convictions Policy and Procedure) and Fitness to Practise requirements
(including any Occupational Health e.g. vaccinations requirements).

2.8 Every effort will be made to ensure that all published material and statements are accurate
and provide information which will enable applicants to make informed decisions. This
information includes entry requirements, tuition fees, availability of financial support, dates
of terms and any additional costs incurred on the programme. The University website will
provide the definitive information.

2.9 Where there are any changes to a programme of study, mid application-cycle, the University
will notify all applicants in writing as soon as possible, and before a programme’s expected
start date.

1
For the purposes of this policy, ‘central Admissions Service’ includes staff who process undergraduate and
postgraduate applications in Admissions; in the School of Medical Education; and in the School of Dental Sciences
2.10 The University makes all reasonable efforts to deliver the programmes of study and research
opportunities described on its website and in printed prospectuses. Course content may
change periodically to reflect developments in the discipline, the requirements of external
bodies and partners, and student feedback. It may be required on occasion to suspend,
discontinue or combine programmes of study (for example because a key member of staff
leaves the University or there are too few applicants for a programme). In such cases,
applicants will be informed in writing at the earliest opportunity.

2.11 It may sometimes be necessary to close a programme to new applications if the programme
has too many applicants. In the case of undergraduate programmes, this will not be before the
relevant UCAS ‘equal consideration’ deadline.

3. Application Process
3.1 The University accepts a broad range of qualifications and combinations of qualifications for
entry to its programmes of study, including vocational and Access qualifications and a wide
range of qualifications offered by international applicants. Typical requirements are published
on the University webpages and prospectus materials.

3.2 All applications received by the relevant deadline (UCAS or University) are to be given equal
consideration. Where no deadline exists selectors shall make conditional, unconditional or
reject decisions at the earliest opportunity

3.3 Some subjects, because of limits to the number of places available, may hold applications until
after the relevant deadline for consideration in a ‘gathered field’.

3.4 Offers of places to applicants are made, within the constraints of the number of places
available, on the basis of individual academic achievement, ability and potential to succeed on
their chosen programme of study. This is regardless of age, religion or belief, race, ethnicity,
gender, gender identity and/or transgender people, marital or family status, sexual
orientation, disability, or background.

3.5 The University welcomes applications from disabled students. Applicants are strongly
encouraged to disclose information about any disability, including mental health, when they
apply but this is not taken into account when assessing their application. If an offer is
progressed, information relating to a candidate’s disability will subsequently be shared with
the Student Wellbeing Service and the relevant Faculty to allow them to engage in further
discussion with the applicant and identify appropriate adjustments where applicable in order
to ensure that the applicant is supported effectively on the course.

3.6 However, applicants who choose not to declare their disability should be aware that, without
the knowledge it may be more difficult, or in rare cases impossible, for the University to provide
support and/or make the reasonable adjustments. Exceptionally, it may not be possible to
make offers to applicants with a disability in cases where the adjustments needed to make a
programme of study accessible to a particular applicant compromise the programme
competency standard or, where it would not be practicable for the University to make a
reasonable adjustment within the terms of the Equality Act 2010.

4. Application Assessment for all programmes

4.1 Admissions decisions are based, within the constraints of the number of places available, on
professional judgement of applicants’ individual academic achievement, ability and potential,
taking into account all of the information presented in applications and applying established
entry criteria in a consistent manner.

4.2 It is the responsibility of applicants and referees to provide full and accurate information in an
application and to notify the University of any changes or corrections to the original
application. Any unsupported or inaccurate claims within an application may invalidate the
application and may lead to the application being withdrawn.

4.3 Some programmes have particular criteria for assessment of applicants other than entry grade
requirements. Admissions tests, portfolios or auditions are examples. These requirements are
set out in the published entrance requirements for individual programmes.

4.4 In any given admissions cycle, the terms of conditional offers made to applicants will not
normally differ significantly from the entry requirements published in advance. Any necessary
amendments to typical entry requirements which take place during the admissions cycle will
be published on the University’s central website.

4.5 Where entry requirements for an undergraduate degree programme are expressed as a range
of grades (eg AAA-ABB), each offer is based on specific criteria on an individual basis, taking
account of an applicant’s profile. Subjects and qualifications being taken, predicted grades,
contextual data, and information in the personal statement and reference all contribute to an
individual’s profile.

4.6 Admissions selectors have discretion to make conditional offers which differ from the typical
entry requirement, if in their judgement the typical entry requirement would not be
appropriate because of the particular circumstances of an applicant.

4.7 For certain programmes that require the submission of a portfolio or performance as part of
the selection process, unconditional offers may be made to selected students before the
outcome of their entry qualifications is known.

4.8 Where it is judged that an applicant is not appropriately qualified for the programme applied
for, an application may be considered for entry to an alternative programme or stage. For
Postgraduate Admissions this may be deferred entry conditional on achieving the required
grade on an INTO Newcastle International Graduate Diploma course.

4.9 Where an admissions selector decides, after taking all relevant factors into account, that an
applicant should not be made an offer, the reason or reasons for the decision are recorded.
This information is used for audit and monitoring purposes.

4.10 The University reserves the right to correct errors where they have been made in the
communication of decisions and offers but will treat each case on its merits.

5. Contextual Admissions
5.1 If an application for an undergraduate programme is submitted via UCAS, the Admissions Team
use certain contextual data alongside a students’ application, to consider challenges that they
 may have faced in their education and the potential effect this may have had on their
qualifications.

5.2 When applications for undergraduate degrees are received by the University, any applicant
who meets certain criteria will be automatically given a conditional contextual offer that is two
A Level grades (or equivalent) lower than the standard offer for the undergraduate programme
to which they have applied.

5.3 To receive a contextual offer, applicants must meet specific eligibility criteria as outlined in the
Contextual Admissions Policy.

5.4 As part of our commitment to the Care Leaver Covenant and as a University of Sanctuary,
applicants who indicate that they have been in care or are seeking sanctuary will be offered
the opportunity to ask questions and discuss issues or concerns with a dedicated member of
staff when they apply to the University.

6. Alternative offers
6.1 As part of Newcastle University’s longstanding commitment to widening participation, we also
offer a number of programmes that allow eligible applicants to receive an alternative offer:
• PARTNERS Programme
• Realising Opportunities
• Pathways to Law and Pathways to Medicine (Sutton Trust Programme)

Further information is available in the Contextual Admissions Policy.

7. Specific processes for Undergraduate Applications

7.1 Applicants who do not fully meet the terms of a Conditional offer may nevertheless have a
place confirmed when results are received. A decision for results received prior to mid August
may be delayed until Confirmation and Clearing, when the majority of results will have been
received.

7.2 Any offer made to an applicant who has not fully met the terms of their offer will be subject to
the availability of places once all those who have met their conditions have been accepted. In
considering such applicants, admissions tutors may take into account factors such as unit
grades, overall performance (which may include performance at interview) and personal or
educational circumstances which may have affected attainment.

7.3 We welcome applicants who wish to apply for deferred entry to the next academic
year. Applicants may wish to provide some information about plans for the year prior to entry
in their personal statement. Applicants who request deferral or change to year of entry after
an offer is made will have their request considered, but the decision may not be confirmed
until August when the majority of examination results have been received. Requests are
usually only considered for deferral for one academic year.

8. Specific processes for Postgraduate Applications

8.1 Postgraduate applicants will be informed promptly of an offer of a place at the University with
information on how they notify the University if they wish to take up their place. For certain
programmes offer holders will be asked to pay a tuition fee deposit or provide proof of
 sponsorship to secure their place. The deposit is non-refundable except under the
circumstances outlined in the Postgraduate Applicant Deposit Refund Policy.

8.2 Where practical, postgraduate research selectors shall interview shortlisted postgraduate
research applicants seeking admission to doctoral degree programmes.

8.3 Final offers of a place made to postgraduate research applicants shall be made with the
involvement of more than one member of academic staff who have relevant experience and
for whom training in selection shall be available. Offers of places for postgraduate research at
the University shall only be made where appropriate resources are available to support the
proposed programme of study.

8.4 Advice will be available for applicants who request a deferred entry to the programme or who
do not achieve the conditions of their offer.

9. English Language Requirements

9.1 All applicants to the University whose first language is not English are required to show evidence
of the level of their proficiency in the English language.

9.2 Teaching, assessment and student support will take place in English, unless otherwise stated.
Academic Schools must be confident that candidates have the proficiency in English language
necessary to succeed on their chosen course and that, where relevant, they meet the UKVI (UK
Visas and Immigration) minimum requirements to obtain a Student visa.

9.3 The University requires that all applicants to courses at degree-level and above meet our
minimum requirements for English, however many courses will have requirements which are
higher than this minimum in order to ensure candidates are appropriately prepared for their
chosen course. Acceptable English qualifications and the University’s minimum requirements
(including validity periods) can be found on our webpages. Applicants can view course-specific
English requirements on the relevant course web pages.

9.4 Applicants who do not meet the relevant English requirements at the point of application may
be made an offer which is conditional on successful completion of one of the approved tests.

9.5 Where an applicant has already satisfied the English language requirements but subsequently
provides further evidence that falls below the University’s or the UKVI’s requirements, the offer
must be revised.

10. Age and safeguarding

10.1 The University recognises that someone’s age (if under 18) or safeguarding position may need
to be taken into account. For certain courses there may be restrictions in place for module choice
or admission for those under 18; please see the Under 18 policy for further information as well
as our Safeguarding Policy.

11. Applicants with Criminal Convictions

11.1 Applicants seeking admission to courses involving work with children or vulnerable adults will
be required to undergo an enhanced disclosure check with the Disclosure and Barring Service
(DBS). The requirement for a DBS check is set out in the entrance requirements for individual
degree programmes provided in Prospectus’ and other publicity documents. The Newcastle
 University central website will have the most up to date information at any given time.

11.2 All applicants will be asked to make a criminal conviction declaration when accepting an offer.

11.3 The Criminal Conviction Policy and Procedure sets out full information for applicants.

12. Confidentiality and Declaration of Interest

12.1 All individuals involved in the admissions process are to observe the relevant regulations and
principles of ethics, confidentiality and data protection.

12.2 The University complies with the requirements of the General Data Protection Regulation
(GDPR) and with the Data Protection Act 2018. On submission of their application, applicants
give permission to the University to process their personal data. The University’s Prospective
Students Privacy Notice2 provides full details of the data the University collects and how this
data is used.

12.3 Any member of staff who has personal connection with or other interest in an individual
applicant is to declare that interest to his or her line manager who will determine how the
application is to be considered.

12.4 Representations on behalf of candidates made other than in the application will be given such
weight, if any, as is appropriate under this Admissions Policy. Any perceived improper pressure
from any person, whether employed by the University or not, will be disregarded and reported
in the first instance to the Head of Admissions.

13. Fraud
13.1 Undergraduate applicants suspected of providing, or found to have provided, false information
shall be referred to UCAS if their application was originally submitted through that service.

13.2 If any application is found to contain false or misleading information, the University reserves
the right to cancel an application and withdraw any offer.

13.3 The Academic Registrar may exclude from the University students who are found to have
gained admission through the provision of false or misleading information, or through failing
to disclose information that would have materially and adversely affected the determination
of the application for admission. A student so excluded shall not have an automatic right to a
full refund of tuition fees.

14. Applicant Feedback

14.1 The competitive nature of admission to many of the University’s degree programmes means
that good applications are unsuccessful. The University has developed a Good Practice
Applicant Feedback Process
14.2 Applicants may submit a request of feedback to the Admissions Service (Undergraduate or
Postgraduate)

14.3 The University maintains an Admissions Complaints and Appeals Procedure.

2
GDPR Student Privacy Notice (ncl.ac.uk)
14.4 No applicant who requests feedback or complains about or appeals against the decision of
an admissions tutor, shall be disadvantaged in any way in any future applications to the
University as a result of the feedback request, complaint or appeal.

15. Queries about this Policy

15.1 Any queries about the policy and procedures set out in this document should be directed
to:
Undergraduate – [email protected]
Postgraduate – [email protected]