Admissions Policy

1. Context

The aim of this policy is to ensure equitable treatment for all people seeking entry as learners to the College.

2. Scope

This policy applies to all full-time and part-time learners who wish to enrol in the College.

3. Statement of purpose

The purpose of this policy is to ensure the fair treatment of all applicants.

The College welcomes applications from all sectors of the community. We will consider all applications on their merit and ability and will not discriminate on the basis of gender, race, disability, age, religion or belief, faith, socio-economic status, responsibility for dependents, sexual orientation, pregnancy and maternity, gender reassignment, marriage or civil partnership.

4. The Policy

Applying to the College

4.1 All applicants can gain accurate and up to date information from the College by visiting the website (full and part-time) or requesting a current School Leavers’ Guide (full-time) from the College’s admissions team.

4.2 All full-time and some part-time courses may be required to have an interview as part of the admissions process.

4.3 Programmes will have their own entry requirements, based on qualifications, experience and suitability. Learners will be informed of these at an early stage of the application process.

4.4 Falsification of entry qualifications by applicants may result in disciplinary action or the applicant being refused a place.

4.5 The College is committed to ensuring that people with disabilities or Additional Learning Needs (ALN) are treated fairly. All reasonable adjustments to provision will be made to ensure that learners are not disadvantaged. All disclosures of disability or ALN will be treated sensitively and used only for the potential benefit of the learner.

4.6 The College can only run classes in courses and subjects where there are sufficient numbers of students. If a course or subject is not viable, the learner will be advised on making an alternative choice.

4.7 Applicants must:

• Meet the specific entry requirements of any programme or course
• Agree to pay any fees required
• Agree to abide by the College’s Learner Charter and fully engage with their programme of study.
• Confirm acceptance or rejection of any place offered by the date specified.
• Complete a medical disclosure and consent agreement online if they are a full-time student.

4.8 Internal applicants

• Internal applicants must meet the same entry criteria as full-time external applicants
• Learners who are progressing to another curriculum area will be expected to attend any welcome days that are arranged
• If internal applicants had poor attendance, performance or behaviour it may be decided that they will have a probationary period with conditions at the start of their course .

4.9 Places will be allocated based on:

• The learner fulfilling the conditions for entry
• The availability of places.

4.10 Normally applicants under the age of 16 will not be allowed entry onto full-time programmes. In exceptional circumstances, where the applicant’s educational needs cannot be met in school, the application will be considered.

All Key Stage 4 (14-16 year old) pupils from schools applying for courses at the College as part of their Year 10 and 11 studies must follow the 14-16 enrolment process (Appendix 4).

Students under the age of 16 cannot be enrolled onto part-time courses.

4.11 Applicants whose first language is not English may be asked to provide evidence of their ESOL qualifications or to undertake an English Language assessment to establish whether their level of English is appropriate for the course.

4.12 International students are accepted based on the following criteria:

• IELTs for UKVI score, this needs to meet the course specific entry requirements
• Overseas qualifications - these must be equivalent to the course specific entry requirements (UKENIC used to compare)
• Students must meet all of the criteria set out in the UKVI Student Route policy guidance, which is updated regularly.  

Welsh Language Standards

4.13 Applicants wishing to discuss their application in Welsh can do so with a Welsh speaking member of the admissions team.

4.14 All applicants will receive bilingual correspondence 4.15 Applicants who have identified themselves as fluent Welsh speakers or are from a Welsh medium comprehensive school will be given the option to have their interview in Welsh.

4.16 A Welsh/bilingual culture and ethos is actively promoted at the College.

4.17 Learners on all courses may complete written work through the medium of Welsh if they wish to do so. Support will be given to assist any learner opting to write some or all of their coursework through the medium of Welsh or bilingually.

4.18 Courses/modules that can be taught through the medium of Welsh/bilingually are listed on the website and are indicated in the School Leavers’ Guide.

The right to refuse an application

4.19 The College reserves the right to refuse admission to any applicant who:

• Is unable to meet the entry requirements (however, this does not remove the learner’s rights to Reasonable Adjustments under the Equalities Act 2010).
• Has a relevant criminal conviction which is either not spent or can never become spent (see section 5 below)
• Has previously been excluded or subject to the College’s Disciplinary Procedure. If this is the case, a final decision is based on a return to study interview
• Has outstanding debts with the College
• Provides false or misleading information on an application or enrolment form.

4.20 The College reserves the right to make the final decision on whether or not to accept an application or enrolment to the College.

4.21 In the event that the College offers a place and subsequently discovers that the learner has committed an action that would constitute gross misconduct under the College’s Disciplinary Procedure, the College reserves the right to withdraw the offer.

4.22 Applicants who are unsuccessful in obtaining a place on the course for which they have applied will be offered appropriate advice and guidance to discuss other options.

Criminal convictions and DBS checks

4.23 Where the College has knowledge of a criminal conviction the College will follow the process outlined in the Ex-Offenders Policy (learners).

4.24 All students on courses involving placements with children or vulnerable adults are required to have a current DBS certificate, undertaken in the last three months (if by another organisation) or within the last three years if undertaken by the College.

4.25 The cost of the DBS certificate is expected to be paid by the learner. Learners who receive Financial Contingency Funding will not be expected to pay for their DBS certificate as it will be covered by the fund.

5. Appeals

5.1 Should an applicant dispute a decision not to admit them to the College, they may appeal using the College Appeals Procedure. The original decision will only be reconsidered if it did not follow the College’s Admissions Policy or other relevant policy and/or the applicant provided evidence that was not revealed earlier in the admissions process.

6. Related documents

6.1 This policy should be read in conjunction with the following documents:

• Strategic Equality Action Plan
• Equality and Diversity Policy Statement
• Learner Charter
• Student Disciplinary Procedures
• Ex-Offenders Policy
• Fees Policy
• College Appeals Procedure
• College Privacy Notices
• Prevent Policy
• Safeguarding Children and Vulnerable Adults Policy.

7. Policy date and review

7.1 The date of this policy is November 2024. The policy will be reviewed every three years. The date of the next review is October 2027.

7.2 Gower College Swansea is committed to the promotion of the Welsh language, in accordance with the Welsh Language Standards.

Appendix 1: admissions process for full-time applicants

1. An application form is received via the College website.

1.1 Applications received via the College website are acknowledged automatically.

1.2 Applicants can disclose their language preference, disabilities or additional learning needs on the full-time application form and can request adjustments to the interview process.

1.3 Exceptions:

1. All applications for full-time higher education courses are processed via the UCAS application system.
2. If criminal convictions are disclosed the Ex-Offenders policy is implemented.

2. Learning area interviews are arranged with the appropriate member of staff.

2.1 An interview invitation is sent to the applicant giving a minimum seven days’ notice. Invites are usually sent by email unless the applicant has requested a letter.

2.2 During the admissions process the applicant receives the following information about the programme:

• Entry requirements
• Content and type of assessment
• Pre-enrolment assessment
• Progression opportunities
• College expectations e.g. Learner Charter
• Support available for those applicants with additional learning needs
• Information on financial help
• Additional course costs e.g. equipment, books, etc.
• Qualifications which will be achieved on successful completion of the course.

2.3 Exceptions:

1. If the applicant has been excluded in the past, they will undertake a return to study interview before their application can progress.
2. The ILS department arrange their interviews directly. The process has been adapted and is flexible to meet the needs of the individual students.
3. Pre-screening may be required for some learning areas.

3. The applicant attends the faculty interview.

3.1 At this stage most applicants will be offered a place on their chosen course and given a course offer booklet.

3.2 Confirmation of this offer is also sent by email. The applicant accepts their course offer and completes the medical disclosure and consent agreement online.

3.3 Exceptions

1. If an applicant is not offered a place on their chosen course, an alternative faculty interview is arranged if appropriate.
2. If an applicant does not attend the first faculty interview then they are automatically rescheduled a new one.
3. If they fail to attend the second interview, they are sent an email asking if they want to continue with their application.

4. At enrolment if the applicant meets the entry requirements they will be enrolled onto the course.

4.1 If the entry requirements are not met, the Learning Area Manager or Dean of Faculty must sanction the decision to enrol the learner onto the course.

4.2 If the applicant does not achieve the entry requirements then they are referred to a lower level course in an appropriate area.

4.3 If the applicant decides they do not want to enrol on the course they originally applied for, then they are referred back to admissions.

4.4 If the applicant does not attend the enrolment interview, they are contacted to find out why they have not attended and if they would like to rearrange.

Appendix 2: admissions process for part-time students

1. For many part-time courses, the applicant can enrol or request a call-back discussion online.

1.2 Call-back discussions or interviews can be over the phone or in person as required. Where available a link to enrol is forwarded for completion to secure the place.

1.3 Exceptions:

N/A

2. Where interviews are required they will be held by the faculty staff.

2.1 The decision on whether an interview is necessary for the course is decided by the faculty team.

2.2 During the admissions process the applicant is entitled to the following information about the programme:

• Entry requirements
• Content and type of assessment
• Progression opportunities
• College expectations e.g. Learner Charter
• The support available for those applicants with additional learning needs
• Information on financial help
• Any additional course costs e.g. equipment, books, etc.
• Qualifications which will be achieved on successful completion of the course.

2.3 Exceptions

1. If the applicant has been excluded in the past, they will undertake a return to study interview before their application can progress.
2. If criminal convictions are disclosed the Ex-Offenders Policy is implemented.

3. At this stage most students will be offered a place on their chosen course. This is confirmed by the student completing the enrolment process and paying the appropriate fee. Alternatively, by completing the part-time enrolment form, with staff authorisation.

Appendix 3: admissions process for international students

1. Prospective students must fully complete an international application form.

2. Students must provide evidence to satisfy course entry requirements – Level 2 equivalent and IELTS for UKVI Certificate.

3. Qualifications are checked by the international office (UKENIC/IELTS verification service). Translations provided if applicable.

4. Students must provide a copy of their passport and any visa pages.

5. If satisfied that the student meets our academic requirements and has provided genuine identification documents, international office staff conduct an online interview using a pre-written list of credibility/interview questions.

6. If the interview is satisfactory, a conditional offer letter is issued.

7. Conditions include payment of tuition fee deposit, proof of maintenance funds, parental consent to travel and live independently in the UK and any other specifics required by UKVI e.g. TB certificates.

8. We also state our refunds policy on the conditional offer letter which states that any students deemed not to be genuine by the UKVI will not be entitled to a refund. This is to deter any non-genuine applications.

9. Once conditions are met, we issue a CAS, which forms our unconditional offer.

10. Visa application support is provided to all students if required.

11. If visa is acquired, students are then assigned a homestay accommodation provider (we have a portfolio of risk assessed and DBS checked host families). We also issue a pre arrival pack, which provides guidance on studying in the UK and travel options to ensure their safe arrival in Swansea.

12. If the student’s visa is accepted, we will become their UKVI sponsor.

Appendix 4: admissions process for the schools’ programme.

1. Junior Academy - an alternative pathway for 14-16 year olds.

1.1 During April and May, the school will refer eligible Junior Academy learners to the College. They will complete an application form with their school.

1.2 In June, the applicants will be invited to attend a series of taster sessions and offered an interview. Successful applicants will be offered a place on the course. This will be confirmed via the school.

1.3 During the admission processes the applicant is entitled to the following information about the course:

• Course information card
• Clothing and costs
• Qualifications gained
• Progression opportunities
• Content and type of assessment
• Any special arrangements for support needs.

1.4 Parents to return any forms to faculties prior to starting to the course. In July, learners attend College for enrolment.

1.5 Parents are requested to return any required forms to the College before the course begins. In July, learners are invited to attend the College to enrol.

2. Junior College - is the Programme of courses offered to schools.

2.1 The school requests a course via the Schools Manager. On confirmation of booking, the school will receive enrolment and consent forms. Learners will complete these forms with the schools.

2.2 The school will return the forms to the College before the start of the course.

3. Exceptions:

1. If the student has been excluded in the past or has a criminal record, an interview with the Schools Manager and Curriculum Leader is arranged.
2. If the student is not accepted, the reason must be given to the school first. The school may appeal by providing further references to the Schools Manager and Curriculum Leader.

4. Progression

For learners on a two-year programme, the Curriculum Leader will arrange re-enrolment at the end of year 10.

Appendix 5: admissions process for full-time and part-time higher education students

1. Full-Time

1.1 An application form is received via UCAS. Details of the applicant are entered onto QL and a student ID is created.

1.2 The application form is sent to the Programme Leader via PDF for a decision.

1.3 The Programme Leader gives the applicant a conditional or unconditional offer based on the application form. This is entered onto UCAS by the HE Admissions Officer for those who have applied via UCAS and not the direct application route. All decisions are entered onto a spreadsheet. An electronic offer booklet is sent to the applicant.

1.4 Contextual Admissions statement:

The College may in some cases contextualise admissions offers based on Higher Education widening participation criteria. The College will be required to operate in line with partner university, awarding organisation, employment sector and Professional Statutory and Regulatory Bodies (PSRB) requirements, guidance and policy with regard to any admissions decisions made.

1.5 Entry onto some courses require an interview, this is arranged by the HE Admissions Offer.

1.6 When the applicant replies and makes a Firm or Insurance choice, the stage code is changed on QL and an email outlining the next steps is sent.

1.7 During the admissions and enrolment process the applicant is provided with the following information:

• Course fees and information on Student Finance (SFW)
• Entry requirements
• Qualifications gained
• Progression opportunities
• Learner Charter – College expectations
• The Learner Support available and DSA
• Support available for students who have left care or who are care leavers
• Any additional course costs and bursaries
• University and College terms and conditions.

1.8 Prior to enrolment, qualifications are checked and places confirmed. If an applicant holding a conditional offer does not meet the entry requirements, they are made aware of alternative courses at the College. If an applicant is offered an unconditional place and is unable to provide evidence of their qualifications, they will not be able to enrol until these are produced.

1.9 Enrolment is online, the enrolment link is sent to the applicants prior to the start of the course. Once enrolled they are sent information on their induction and start date.

1.10 Exceptions:

1. Current Level 3 Learners at GCS:
   There are two ways to apply for a full-time Higher Education course at GCS. There is application via UCAS and direct application.
   Option 1 – if a student wishes to apply to several Universities and Colleges, including GCS they must apply via UCAS.
   Option 2 – if a student wishes to apply ONLY to GCS they can apply directly via their e-ILP.
2. If criminal convictions are disclosed the Unspent Criminal Convictions Policy is implemented.

2. Part-Time

2.1 An application is received via the college part-time higher education form (college website). The form is received by the HE Admissions Officer automatically via email, details of the applicant are entered onto QL and a student ID is created.

2.2 The application form is sent to the course leader via PDF.

2.3 An interview is arranged with the Programme Leader – this can be face to face, Microsoft Teams, or by telephone.

2.4 The Programme Leader gives the applicant a conditional or unconditional offer and the decision is entered onto a spreadsheet. An electronic offer booklet is sent to the applicant.

2.5 Contextual admissions statement: The College may in some cases contextualise admissions offers based on Higher Education widening participation criteria. The College will be required to operate in line with partner university, awarding organisation, employment sector and Professional Statutory and Regulatory Bodies (PSRB) requirements, guidance and policy with regard to any admissions decisions made.

2.6 When the applicant replies and accepts or declines their place, the stage code is changed on QL and an email outlining the next steps is sent.

2.7 During the admissions and enrolment process the applicant is provided with the following information:

• Course fees and information on Student Finance (SFW)
• Entry Requirements
• Qualifications gained
• Progression opportunities
• Learner Charter – College expectations
• The Learner Support available and DSA
• Support for students who have left care or who are care leavers
• Any additional course costs and bursaries
• University and College Terms and Conditions.

2.8 Prior to enrolment, qualifications are checked and places confirmed. If an applicant holding a conditional offer does not meet the entry requirements, they are made aware of alternative courses at the College. If an applicant is offered an unconditional place and is unable to provide evidence of their qualifications, they will not be able to enrol until these are produced.

2.9 Enrolment is online, the enrolment link is sent to the applicants prior to the start of the course. Once enrolled they are sent information on their induction and start date.

2.10 Exceptions:

1. Part-time Higher Apprenticeships
2. If criminal convictions are disclosed the Unspent Criminal Convictions Policy is implemented.

Appendix 6: Admissions process for Work Based Learning.

1. An application form is received via the College website and processed via the WBL Learner Services and Quality team.

2. Exceptions:

1. If criminal convictions are disclosed the Ex-Offenders Policy is implemented.

3. If the applicant identifies on the application form that they are employed, the WBL Learner Services and Quality Team will ensure that all the necessary accounts are set up and the apprentice is allocated to an assessor and or a member of WBL staff who is responsible for completing the WBL apprenticeship enrolment paperwork.

4. Interviews to be arranged as agreed by the delivery partner and WBL Learner Services and Quality Team.

5. Aptitude/initial assessments/WEST/BKSB to be carried out before the learners starts (as applicable).

6. For construction and the built environment routes, eligibility checks are performed by the Learner Coach prior to potential start and range of works checked.

6.1 The entry requirements for carpentry, brickwork and plastering are:

List a, this Apprenticeship is suitable for learners who:

• are aged 16+ currently working in the trade area and have 
• achieved the Foundation in Construction and Building Services Engineering Qualification or
• achieved the Progression in Construction Qualification in which the apprenticeship is to be undertaken or
• achieved a Level 2 or 3 Certificate or Diploma in the trade in which the apprenticeship is to be undertaken or
• verifiable 3 years or more employment in the trade in which the apprenticeship is to be undertaken.

List b, and one or more of the following, or equivalent qualifications, at or above level of the list below:

• Welsh Baccalaureate National Diploma
• Foundation Qualification in Construction and Building Services Engineering
• Level 2 or 3 Diploma in the Construction Trade in which the apprenticeship is to be undertaken
• Essential Skills Wales or Key Skills in Communication and Application of Number at level 1 or above
• GCSE grade A*-D in any two of the following: - a communication subject, maths and either a science or technical-based subject
• A*- D grade in The WJEC Built Environment GCSE
• Level 2 Merit WJEC Level 1/2 Vocational Award in Designing the Built Environment
• WJEC A/AS Built Environment GCE Merit, Pearson BTEC Level 1/Level 2 Tech Award in Construction and the Built Environment 1 Direct entrant onto the Construction Core in Construction and Building Services Engineering pathway will only have to have achieved one of the entry requirements from list b.

From 2023 onwards the Progression in Construction Qualification will not be eligible as an entry requirement option.

Will require verification from the employer that the learner has the necessary trade employment experience.

6.2 For electrical and plumbing apprenticeships, the entry requirements are for learners who:

• are aged 16+ currently working in the trade area
• have passed all relevant sector specific entry assessment (where appropriate)
• have achieved one or more of the following (or recognised equivalent):
  • Foundation in Construction and the Built Environment qualification at Level 2
  • Progression in Building Services Engineering qualification at Level 2
  • Welsh Baccalaureate National Diploma
  • GCSE grade A-C in each of the following: a communication subject, maths and either a science or technical-based subject (e.g. Design & Technology, Electronics etc)
  • GCSE grade A-C in WJEC GCSE Built Environment

  • Level 2 'Access to Building Services Engineering' qualification and/or equivalent qualifications*

    *This qualification may be considered as a proxy for the Foundation and Core qualifications during the transition period which runs 31 December 2023.

7. The applicant is invited to attend Day Zero (our enrolment / induction day). Day Zero allows us to welcome new apprentices to the college, the apprenticeship programme they are following, services and support they can receive. The WBL enrolment paperwork will also be completed at this time with a WBL member of staff, the assessor and the employer.

8. If the applicant has applied for an apprenticeship but does not have employment, the Recruitment Officer within the WBL Central team will contact, work with the applicant and link with Better Jobs Better Futures Team to provide employment and other employability support.

9. If appropriate, they are referred to the admissions team for a full-time interview.

10. If the applicant is a school leaver and does not have an employer they are contacted by admissions for advice and guidance and are offered an interview for a full-time course.

11. Admissions keep in touch with the applicant so if they do decide to have a full-time interview, one can be arranged.

12. Once an applicant has secured employment the details are taken and passed along to WBL Learner Coaches.