Admissions Policy

University of Westminster Admissions Policy

Author: Samantha Matthews (Head of Admissions)

Approved: December 2024

Review: November 2025

1. Principles

The University of Westminster is committed to supporting diversity and ensuring equality of opportunity for all applicants, in keeping with the Equality Act, 2010.

The Admissions Policy provides the basis for the admissions practice across the University and sets out a framework for how the University selects and admits students.

The University of Westminster offers a high-quality learning environment, which supports students to achieve their full potential in the academic discipline and prepares them for professional life. It is University policy that all applicants are considered primarily on merit and their academic potential.

The University’s Admissions Policy is committed to:

• providing a transparent, consistent, fair and equable Admissions process
• selecting applicants who can complete the course as judged by their achievements and potential
• using reliable assessment methods, including consideration of evidence provided, and where appropriate, portfolios and interviews
• minimising barriers in line with the University’s Access and Participation Plan

Initially, applicants will be considered for entry based on some, or all of the following criteria:

• review of prior academic achievement of the applicant
• review of predicted examination results where results are not yet known
• review of the personal statement in support of the application
• review of the referee’s assessment of an applicant’s ability
• review of professional experience, where relevant
• review of their employment status, for applicants applying for an apprenticeship programme

See Sections 3 and 4 for full details of admissions and selection criteria

2. Roles and responsibilities

The role of the University of Westminster Admissions Office is to ensure that policies and procedures are implemented in a fair and consistent way in line with relevant legislation and University strategy.

3. Admissions criteria

The Colleges’ Executive Groups, together with the University Executive Board, have the responsibility for setting the entry criteria for the admission of students and will annually confirm the minimum entry requirements for all levels of provision and, where relevant, consider professional regulatory body requirements. General entrance requirements, including the required minimum level of English Language proficiency, are set and reviewed annually. Applicants should consider the following points:

• Details of course specific entry criteria can be found on the course pages of the University website and on the UCAS website.
• Prior to entry, minimum levels must be obtained in GCSE (or equivalent) qualifications in English Language, Mathematics and in some cases Science. The details of these requirements are published on the programme pages of the University website. *
• Applicants must provide evidence that they possess at least the minimum level of English Language proficiency.  Details of the English Language requirements are published on the course pages of the University website. For further details, please refer to the English Language requirements on our website. **
• Applicants who have non-standard qualifications or have work experience they wish to have assessed may be considered on an individual basis in line with the general aims and principles of the Admissions and RPL/RPC policies (Recognition of prior learning or credit).
• Entry onto some courses of study requires applicants to meet additional non-academic conditions. These conditions usually apply to courses that have professional requirements.
• Applicants for apprenticeship programmes must meet the current Education and Skills Funding Agency (ESFA) eligibility criteria for the full duration of their apprenticeship. For further details on the ESFA eligibility criteria, applicants should consult the How to Apply for an Apprenticeship webpage.
• We reserve the right to withdraw an offer if an apprentice employer does not set up payments in the Apprenticeship Service as requested.

4. Additional requirements

• Any applicant who requires a Student visa to reside and study in the UK must declare this requirement and provide a copy of the visa on request.
• Any applicant for an apprenticeship programme who requires a visa, needs to supply evidence that their visa covers the full duration of their apprenticeship, which includes their End Point Assessment.
• Applicants who are classified as international fee payers are required to pay £5500 of the first year’s tuition fees as part of the application process.
• All applicants are required to meet the deadlines set within the admissions process. Failure to do this could result in the application not been carried forward to a successful enrolment.

5. Selection

The University’s aim is to select those applicants who are likely to succeed academically and benefit from its courses. Aptitude for an individual course is the primary criterion for selection.

Our selection criteria and process ensure the following:

• Decisions are fair and consistent in relation to the published entry criteria.
• Evidence of a candidate’s potential to succeed on the course is considered. Where appropriate, admissions staff may consider contextual factors in relation to an application.
• We operate a transparent selection process. Selection may be based on an application form (with or without additional required written work or a portfolio) or on application form plus interview. Where interviews form part of the selection process, candidates will be informed of the process in advance.
• We communicate outcomes to the applicant in a timely way. The University will communicate via email and via UCAS *.

6. Refunds

Refunds will be made on request to students who have been refused a Student visa, providing the reason for refusal is not due to a fraudulent application. When requesting a refund, evidence of the visa refusal must be submitted. Refunds will also be considered under the following circumstances:

• If the University withdraws a course
• If you do not meet the conditions of your offer and your application is rejected. This includes failure to pay your deposit by the required deadline
• If you have applied for your CAS by the deadline and the University declines to issue a CAS
• If your CAS is withdrawn for any reason other than where it is confirmed that fraud has taken place.
• If you request a refund within 14 days of the payment being received by the University
• If you have paid more than the required deposit, you can request to have the additional monies refunded
• In exceptional circumstances and on receipt of verifiable documentary evidence that you are unable to commence your studies and choose not to defer your offer, a refund may be approved. Such exceptional circumstances might include but are not limited to, serious illness, natural disaster or conflict that may lead to international restrictions on travel

If you wish to request a refund of a tuition fee deposit for a postgraduate academic course you will need to provide documentary evidence to support this and you must request a refund by emailing the Admissions Team, no later than 30 days after the start date of your course, as detailed in your offer. For further guidance, please refer to our Student Fees and Other Charges Policy. 

7. UCAS Similarity Detection Service (SDS)

UCAS carries out an automated Similarity Detection Service which checks each Personal Statement against those that have previously been submitted to detect plagiarism. The University reserves the right to reject applicants who are identified through this process*.

8. Age

There is no minimum age for entry to the University but offers for undergraduate courses are normally made on the basis of national qualifications which will be obtained by the age of 17/18. There is no upper age limit.

Under-18s living in England are considered by law to be children, which means the University has additional responsibilities towards younger students outlined in our Safeguarding Policy and practices. Offers are made on the condition that parents or guardians accept that the University cannot assume parental responsibility for students under the age of 18. The University will require the completion of the consent form during the enrolment process.

For further guidance, please refer to the Under 18’s Policy.

9. Mature students

The University encourages applications from mature students, believing that mature students make an important contribution to University life through their range of experience and qualifications. Anyone beginning an undergraduate course who is aged 21 or over is classified as a mature student. Mature applicants may satisfy the entry requirements through standard academic qualifications. However, the University gives careful consideration to those who can provide evidence of their commitment to academic study through a range of other awards and experience.

10. Applicants who require a visa to study in the UK

To apply for a Student visa, students must have a Confirmation of Acceptance (CAS) for the University they wish to study at. This is a unique number which will enable students to apply for their visa.  The University is under no legal obligation to sponsor any individual and exercises caution with respect to issuing a Confirmation of Acceptance for Studies (CAS) to not risk its sponsor licence.

Confirmation of Acceptance to Study (CAS) will be issued in accordance with the UKVI regulations.

11. ATAS

It is mandatory for some applicants who need entry clearance to study in the United Kingdom and who are applying to certain programmes, to have an ATAS Certificate. We will not be able to issue a Confirmation of Acceptance to Study (CAS) or register applicants on to the programme until their clearance has been received. For further details, please visit the Foreign and Commonwealth Office website.

12. Exceptional circumstances

We recognise that in some instances applicants may have exceptional circumstances, which may impact their application for admissions. These might include illness, family circumstances, personal responsibility or instability affecting the school or the college. It is expected that applicants will have taken appropriate action to ensure that examining bodies have allowed for mitigating circumstances prior to the announcement of any results. Applicants should also advise the Admissions Department as soon as possible so that further consideration can be given.

13. Applicants with disabilities

The University of Westminster welcomes all disabled applicants, those with Specific Learning Difficulties (such as dyslexia, dyspraxia, and ADHD) and those with long-standing medical conditions.

Applicants are strongly encouraged to inform the University of their individual requirements at the application stage to allow adequate time for reasonable adjustments to be made, and the required support in place at the point of commencing studies. 

14. Fitness to study and fitness to practice

Applicants must be physically and mentally fit to undertake the course they have applied for considering any reasonable adjustments to be made in the context of applicants/students with disabilities. Where we reasonably determine that an occupational health check is necessary, for example, courses leading to a professional qualification, applicants must complete a confidential medical questionnaire which will be sent to the designated (or approved) occupational health service. They will make a recommendation on the applicant’s fitness to study and/or (in appropriate cases) practice. Some courses, such as those leading to a professional qualification and/or regulated by a professional regulatory body and where placements are a requirement of the programme, have a specific fitness to practice requirement. Applicants to such courses may be invited to also attend suitability interviews.

Applicants who do not complete the occupational health process when reasonably requested to do so will not normally be permitted to enrol. Where the report recommends that adjustments reasonably need to be made to ensure the safety of the applicant or others, we will work with the applicant to put those adjustments in place and may make compliance with such adjustments in appropriate cases a condition of enrolment. We will not normally refuse admission to an applicant who complies with the occupational health process but may do so in cases where there is a risk to the safety of the applicant or others that cannot be mitigated by other means. An unsuccessful applicant will have the right to appeal under the Admissions Complaints procedure.

15. Disclosure of criminal convictions

We require all applicants for regulated courses, including those leading to a professional qualification and international applicants, to provide information on previous criminal convictions (including cautions). The extent of disclosure required will depend on the type of course applied for. We may withdraw an offer or exclude a student where we discover that the applicant failed to make the relevant disclosure at the required stage in the application process or if a mandatory disclosure demonstrates an applicant’s inability to successfully complete their chosen course.

The University’s policy on applicants with criminal convictions is intended to fulfil the following purposes:

• To ensure that the admissions process is fair, inclusive and transparent
• To help to identify and minimise any risk to the safety of staff, students and visitors;  ie To help ensure public protection and to identify and minimise any risk to the safety of staff, students, visitors and the wider public
• To protect the University’s property
• To enable the University to assess eligibility for admission to, and ability to complete, specific courses

International students and those students who intend to apply for a course leading to a professional qualification are required to make the disclosure when making an application to the University. Applicants are encouraged to make disclosures and provide any supporting documentation at an earlier stage, on a voluntary basis, to enable the University to conduct a risk assessment in good time and, in appropriate cases, to help to put any arrangements in place to mitigate risk. Offers of places will be made conditional upon disclosure of all convictions, subject to approving the applicant as suitable to study on the course at the University and any additional conditions that may be imposed. The duty to disclose convictions will continue to apply in relation to any new convictions (including cautions) obtained after the time for disclosure as part of the admissions process as set out in this policy and will continue until the student has completed a course at the University or leaves the University prior to completion. The University reserves the right to move the applicant to a future intake should the criminal convictions information be provided later than two weeks before the teaching commences to allow for proper checks and assessments to be made.

For courses leading to a professional qualification (for example allied health professions, nursing and teaching) or courses which otherwise involve working with children or vulnerable adults, applicants are required to disclose all spent and unspent convictions (including cautions), unless the convictions are “filtered” (ie convictions/cautions that are minor and are historic and would not appear on a Disclosure and Barring Service (DBS) check1 ). Applications for these courses are exempt from the prohibition under the Rehabilitation of Offenders Act 1974 on asking questions regarding spent convictions by virtue of the Rehabilitation of Offenders (Exceptions) Order 1975. We therefore also require successful applicants to undergo a DBS check as part of any conditional offer to study on the regulated course. Students with criminal convictions may not be able to undertake work or placements, depending on the convictions in question and hence may not be able to complete their course or where completed, may not be able to register and practise. It is for that reason that applicants to those courses are asked to make the disclosures and to undergo DBS checks. Admissions decisions relating to courses leading to a professional qualification will be made by the relevant school.

We may, in appropriate cases, seek additional information from you eg a probation officer’s report, pre-sentencing report, employer reference. Third parties will be approached for such information only with the applicant’s consent. A failure to provide the information or to consent to obtain it from third parties may mean that there is insufficient information to provide appropriate assurance that any relevant risk identified is capable of mitigation and as a result, we may be unable to make an offer of a place or withdraw the offer if one had been made.

Having a criminal conviction will not be an automatic bar to admission to the University. The following factors will, depending on the particular course, usually be taken into account when assessing the possible risks posed by the convictions:

• the nature of the offence(s)
• the nature of the course applied to and the relevance of the offence if any to the course
• the seriousness of the offence(s)
• the date(s) on which the offence(s) occurred
• the frequency of offence(s) and any pattern of offending
• any changes since the conviction e.g. treatment received by the applicant
• any additional relevant information e.g. probation officer’s report, pre-sentencing report and/or details of the circumstances surrounding the commission of the offence

All cases will be referred to the Criminal Convictions Panel to conduct a risk assessment and to make the admissions decision.

The Criminal Convictions Panel is comprised of the Head of School (or nominee), the Head of Admissions (or nominee), a senior manager from Student Services and a representative from the relevant partner. Admission may, in appropriate cases, be subject to additional conditions to mitigate risk, eg access to the course may be provided by means of distance learning only or admission may be deferred. Where admission to the course is denied on the basis of the conviction, the applicant will be notified of the decision in writing supported by reasons by the Head of Admissions (or nominee).

If the matter concerns an international student requiring a Student visa, the decision will be made by the International Admissions Compliance and Experience Group.

Information relating to criminal convictions will be stored separately from the applicant’s other application-related information and will only be made available to those who need to consider it as part of our risk assessment and admissions process. The information will be anonymised where reasonably possible and appropriate. Information will usually be retained in a form that identifies the applicant for no longer than is necessary.

If an applicant with criminal convictions believes that their application has not been dealt with in accordance with this policy, they can submit a request for a review of the decision in accordance with the University’s Applicant Complaints Policy.

Regardless of the course applied for, all applicants who require sponsorship for a Student visa to study in the UK, are required to declare any criminal conviction, as this information is a mandatory part of the CAS application process.

Applicants with convictions currently on license, are expected to notify the University of any license conditions which may prevent full engagement. Where possible, the University will make reasonable adjustments to facilitate inclusion.

16. Collaborative partners

Consideration of applications and decisions relating to places on collaborative courses in the UK and overseas, may be delegated to a nominated postholder(s) in partner institutions in respect of collaborative courses which lead to academic awards of the University of Westminster, in accordance with the approved Memorandum of Collaboration.

17. Disclosure of information

Failure to disclose relevant information or providing false information may result in the offer of a place being withdrawn.

18. Feedback

The University may provide feedback if requested. Applicants must be aware that feedback will only be given directly to them unless the University has received written permission that the applicant is willing for the matter to be discussed with another individual.  The applicant should also be aware that there may be cases where highly specific or tailored feedback may not be possible.

19. Complaints

The University of Westminster is committed to delivering a high quality, efficient and fair admissions service in line with its selection criteria and policy. In the event that an applicant wishes to make a formal complaint, the University will follow a complaints procedure which ensures that all complaints are dealt with fairly, promptly, consistently and with due regard to the Equalities Act 2010. If a complaint is upheld, the University will take appropriate action. If a complaint is not upheld, the reasons for the decision will be communicated clearly to the applicant.

An applicant does not have the right to appeal against an academic decision not to offer them a place at the University, as long as the decision can be shown to have been reached fairly and in accordance with the University’s published entry requirement and selection criteria.

The University will only correspond with the applicant, unless the applicant has provided written permission for the University to discuss the application with another person.

20. Monitoring and review

The Admissions Policy is reviewed annually by the Head of Admissions, Director of Global Recruitment, Admissions, Marketing and Communications and Assistant Registrar Compliance and Development for approval by the University’s Executive Board.

21. Data protection

All personal data is managed in accordance with the University’s published Student Data Privacy Statement.

All information about applicants offered a place should be treated as personal and sensitive data, and stored in a secure records system to ensure that confidentially can be maintained.

The collection of data relating to applications, offers on courses, acceptances, enrolments and progression will be collected to facilitate analysis and ensure the data integrity of statutory reports, including monitoring reports which relate to the University’s access Agreement.

*Undergraduate applicants

**International applicants

Appendix A – Admissions Complaint Procedure

General principles

1. The Complaints Procedure may be invoked by any individual who has submitted an application for full-time, part-time or apprenticeship study for either undergraduate, postgraduate or research studies.

2. This procedure sets out how an applicant may raise a complaint about the admissions process. In the vast majority of cases an applicant’s complaint can be resolved fairly, amicably and to the satisfaction of all concerned without the necessity of a formal complaint.

3. The University will ensure that all complaints are dealt with promptly and with fairness and with consistency. There will be no discrimination against any applicant who makes a complaint.

4. If a complaint is upheld, the University will take appropriate action and will do so promptly. If the complaint is not upheld, the reason for the decision will be communicated in a timely manner to the applicant.

5. An applicant making a complaint, and those whom the complaint is made about, can expect the complaint to be dealt with confidentially. It may be necessary however, to disclose information to others in order to deal with the complaint and in these circumstances the parties concerned will be informed of such disclosure.

6. A complaint should be made by the applicant. Complaints made on behalf of the applicant by parents, representatives, school or another third party will only be considered in exceptional cases where there are clear reasons for doing so. Complaints that are made anonymously cannot be dealt with under this Complaints Procedure. Permission in writing will be required from the applicant for the complaint to proceed.

7. This Complaints Procedure covers both the informal and formal stages in handling a complaint.

Informal Complaint

1. Most complaints can be resolved satisfactorily at this stage.

2. The applicant should first raise their complaint in writing with an Admissions Officer. In most cases this should be the member of staff who processed the application unless the complaint is about that individual. In those cases the complaint should be addressed to the Admissions Manager.

3. A complaint must be made within 14 working days of the admissions decision or any other action about which the applicant wishes to complain. Complaints made outside of this timeframe will not be considered, unless there are valid reasons why the complaint could not be made within the time scale. The Admissions Officer will respond to the complaint within 10 working days of the complaint being made and shall retain a record of the correspondence and any action taken. If it is not possible to fully respond within the 10 days, the complainant will be advised of the timescale for a full response.

4. Where the complaint concerns non-selection and the Admissions Officer is satisfied that the application was considered fairly and that the decision complies with the selection criteria, they will respond explaining the context of the decision and any selection processes that were applied. The Admissions Officer will also at this stage draw to the attention of the complainant the Complaints Procedures, should they wish to pursue the matter further.

5. In relation to complaints about all other matters relating to the admissions process, the Admissions Officer will provide written reasons for their decision.

6. If the Admissions Officer concludes that the decision was unfair and/or not in accordance with the Admissions Policy; they will refer the complaint to the Head of Admissions in accordance with paragraph 9.

Formal Complaint

7. If the applicant is dissatisfied with the response received from the Admissions Officer or Admissions Manager, they should submit, within 10 working days of receiving the response from the Admissions Officer or Admissions Manager, a written complaint to the Head of Admissions. Any complaints received out of the timeframe will not be considered.

8. The complaint should be set out to include a timeline of events, the informal steps that have already been taken and details of any response received, a statement as to why the applicant remains dissatisfied and the outcome the applicant is seeking.

9. The Head of Admissions will acknowledge in writing a receipt of the complaint within 5 working days. The Head of Admissions will then investigate the complaint and submit a written response to the complainant within 14 working days from acknowledgment of receipt of the complaint.

10. The Head of Admissions’ decision following completion of this process will be considered as final.

11. If the Head of Admissions has had previous involvement in the applicant’s admissions process or complaints procedure for an individual, they will refer the complaint to the Director of Global Recruitment, Admissions, Marketing and Communications, whose decision will then be considered as final.

12. Director of Global Recruitment, Admissions, Marketing and Communications will then investigate the complaint and submit a written response to the complainant within 14 working days from acknowledgment of receipt of the complaint.

Appendix B – Associated guides

• Admissions guide on course change or closure
• Admissions guide on plagiarism of personal statements
• Admissions guide on process and decision making
• Admissions guide on recruitment of younger students
• Admissions guide on rejection of applicants to courses
• Admissions guide on the Issue of Confirmation of Acceptance to Study (CAS)
• Admissions Guide for Applicants with Special Needs