ADMISSIONS GUIDANCE NOTES FOR APPLICANTS 2018 - CONNECTING YOU TO A WORLD OF OPPORTUNITY - Queen's University Belfast

 
ADMISSIONS GUIDANCE NOTES FOR APPLICANTS 2018 - CONNECTING YOU TO A WORLD OF OPPORTUNITY - Queen's University Belfast
CONNECTING YOU
            TO A WORLD OF
            OPPORTUNITY

      ADMISSIONS
      GUIDANCE NOTES
      FOR APPLICANTS 2018

194767_QUB Guidance Notes_2018_V3.indd 1   02/07/2018 12:06
Contents

                            02         Admissions Procedures -
                                       Important Information for All Applicants

                            17         Finding Out About the Progress of Your Application(s)

                            20         When to Contact Us -
                                       UCAS Support Lines and Advice Sessions

                            22         Summary of Important Dates

                            Appendices

                            1          Notification of Results Form (For the use of Access/
                                       Foundation applicants only)

                            2          Notification of Results Form (For the use of Leaving
                                       Certificate/Institute of Technology applicants only)

                            3          Enquiry Form

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Guidance Notes for 2018 Admissions 01

          Introduction

          Most of you will now have completed examinations and we hope
          that these have gone well. The purpose of this publication is to
          provide you with comprehensive information and guidance on
          the various procedures which will operate between now and the
          beginning of the academic year.

          It is intended for applicants holding either a   For your convenience, our contact details
          Firm or Insurance offer through UCAS, for        and web addresses are given on this page.
          admission to Queen’s. Please note:               If you do have to get in touch, please
                                                           remember that you will need to quote your
          • For applicants holding offers for
                                                           UCAS Personal ID.
            deferred entry in September 2019,
            this is largely for information only.          Sandra Bloomer
            Up-to-date information will be provided        Admissions Manager
            to you again next year, as appropriate.        Admissions and Access Service
          • Applicants holding offers for Adult            Queen’s Web:
            Nursing, commencing in February 2019,
            will receive further information from          General Information:
            the School of Nursing and Midwifery in         www.qub.ac.uk/new-students
            December 2018.                                 UCAS Decisions:
          There are just over five weeks between the       www.qub.ac.uk/ucas-decisions
          release of A-level and other results and the
                                                           Clearing and Adjustment Vacancies:
          start of the first semester so the time-scale
                                                           www.qub.ac.uk/clearing
          for completing the various procedures is
          very tight. I would therefore ask you to         Admissions and Access Service:
          study the contents carefully as the details      Tel: 028 9097 3838
          given will help you in August when we            Fax: 028 9097 5151
          operate limited opening hours (see pages         Email: admissions@qub.ac.uk
          20 and 21).

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02 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       1. Accommodation                                Queen’s Accommodation
       Information about new student                   Elms BT9 (Elms Village)
       accommodation at Queen’s                        78 Malone Road
       and how to apply is available at                Belfast BT9 5BW
       www.qub.ac.uk/accommodation. The
                                                       Tel: 028 9097 4403
       Accommodation website is designed to
                                                       Email: accommodation@qub.ac.uk
       guide you through your options for living in
                                                       Web: www.qub.ac.uk/accommodation
       Belfast when at Queen’s and to make sure
       you know what you need to do in order to
                                                       2. Applicants with a disability or long term
       arrange your accommodation. Applications
                                                       condition
       for new students are now open. You should
                                                       Applicants who have disclosed a
       apply for accommodation online via the
                                                       disability or long term condition should
       website.
                                                       have received a letter from Disability
       Accommodation will be available from            Services requesting that they complete
       15 September 2018 for a 38-week                 a questionnaire, to identify their support
       contract, or 8 September 2018 for a             needs. If you have not received any such
       39-week contract, most suitable if you          communication, please contact the
       are an international student attending          Admissions and Access Service (email:
       the International Students’ Welcome             admissions@qub.ac.uk). The questionnaire
       and Orientation Programme. You                  should be completed and submitted as
       should read the Allocation Policy on            soon as possible, to help the University
       the Accommodation website, noting in            respond to your support needs.
       particular relevant closing dates. We would
                                                       The University is committed to a policy
       highlight that, for students from Northern
                                                       of equal opportunity and seeks to ensure
       Ireland, the closing date for applications is
                                                       that students with a disability or long term
       1 August 2018 to be included in the first
                                                       condition have equitable access as far
       round of allocations.
                                                       as reasonably possible to all aspects of
       Any queries about accommodation should          university life.
       be addressed to:

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Guidance Notes for 2018 Admissions 03

          Admissions Procedures -
          Important Information for All Applicants

          Support is provided to students with a           this from the Admissions and Access
          wide range of needs, including physical and      Service prior to 20 July
          mobility difficulties, sensory impairments,      (email: admissions@qub.ac.uk).
          medical conditions, specific learning
          difficulties such as dyslexia, Autistic          4. AccessNI/Criminal Records checks
          Spectrum Disorders and mental health             Applicants for courses in Medicine,
          difficulties. Applicants who disclose a          Dentistry and Pharmacy will receive
          disability or long term condition and            instructions regarding completion of
          complete a questionnaire will be contacted       an online application for an AccessNI
          by the University’s Disability Services in the   Enhanced Disclosure check. Please take
          coming months to arrange an appointment          care with completion and provide the
          to register with the Service and agree           correct verification of identity, if this is
          appropriate supports. Depending on               requested, as we will be unable to process
          individual support requirements, this            your application without this. There are
          appointment may take place prior to final        tight deadlines and we would ask for your
          confirmation of a place at the University.       assistance in ensuring that the application
          In the meantime, further information on          is submitted as quickly as possible.
          the support available can be found at
                                                           Nursing and Midwifery applicants,
          www.qub.ac.uk/sgc/disability.
                                                           who have been made offers, should
          Applicants can also contact Disability           have already returned their AccessNI
          Services, should they have any queries or        applications and paid the fee, as advised
          wish to discuss their individual needs.          earlier.

          Tel: 028 9097 5251                               Applicants for the above courses should
          Email: disability.office@qub.ac.uk               note that a separate criminal records
                                                           check from any country outside the UK/
          3. Deferred entry applicants                     Republic of Ireland, where you have been
          If you have deferred entry from 2017 and         resident for one complete calendar year
          require a formal statement of admission,         or more, will also be required.
          for a particular purpose, please request

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04 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       5. Verification of results already achieved    offer. In view of the deadline for decisions,
       If your offer asked that you forward           this should be done immediately results
       copies of previous qualifications, already     are received.
       achieved (eg GCSE English, Mathematics
       and Science), and you have not done so         8. Re-grading of A-level/AS-level or other
       already, you should send a copy of your        examination results
       results to the Admissions and Access           Decisions on applications will not be
       Service, to arrive not later than 20 July.     delayed pending the outcome of a request
       As stated, original documentation will be      for a remark. However, if, as a result of
       required at Registration in September.         a request for re-grading, your A-level/
                                                      AS-level results are changed by an
       6. Summer A-level/AS-level and Scottish        examination board, it is essential that you
       Advanced Higher/ Higher examination            notify the Admissions and Access Service
       results                                        as soon as possible, otherwise no action
       The University receives results for all        will be taken. It must also be emphasised
       local applicants direct from the various       that it is the responsibility of the applicant
       examination boards in the United Kingdom,      to provide the Admissions and Access
       although it may sometimes be necessary         Service with documentary evidence of the
       to contact applicants where results cannot     grade and not simply marks or modular
       be matched to an application. In this event,   results. It should also be clearly understood
       we require an actual certificated result and   that the University is not bound to honour
       not modular results or marks.                  re-grades but it does so up to 31 August,
                                                      and after that, only if places are available.
       7. GCSE examination results
       The University does not receive these          9. BTEC/OCR/SQA qualifications
       results direct from the examination            (including HNDs and HNCs)
       boards and it is essential that you provide    Applicants are not required to forward
       the Admissions and Access Service with         these results to the Admissions and Access
       documentary evidence of such results if        Service since they are automatically
       they have been included in a conditional       received via UCAS. However, in the

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Guidance Notes for 2018 Admissions 05

          Admissions Procedures -
          Important Information for All Applicants

          event of results not being matched to             note that, if you have already provided full
          an application the applicants concerned           information as indicated above, no further
          will be contacted by the Admissions               action is necessary.
          and Access Service, normally by email.
          Please note that offers have been made            11. Degree/Foundation Degree results
          in terms of results in individual units and       Where offers are conditional on degree
          confirmation decisions will be made on            results, official confirmation of these
          this basis.                                       (including overall degree classification/
                                                            percentage, if applicable) should be
          10. Access/Foundation courses                     forwarded to the Admissions and Access
          (Appendix 1)                                      Service, not later than 20 July.
          In order to ensure that such applications
          are dealt with by the normal deadline,            12. Irish qualifications (Appendix 2)
          we would ask all applicants taking these          In order to ensure the speedy processing
          qualifications to arrange for Appendix 1          of applications, applicants taking Irish
          to be completed fully and returned to the         qualifications, including the Leaving
          Admissions and Access Service as soon             Certificate, Institute of Technology
          as results are received and not later than        Certificates, Diplomas and Ordinary
          20 July. For those undertaking Access/            Degrees, should send their results to the
          Foundation courses validated by Queen’s           Admissions and Access Service as early as
          University or Ulster University, a clear          possible using Appendix 2. If the results
          statement of the overall result and the           form is faxed or emailed (as a scanned
          percentage marks obtained in each module          attachment), the original should not be
          (including title and level, eg 3) are required.   posted since this can lead to confusion
          In the case of those completing an Access         and may delay processing of your decision.
          to Higher Education Diploma, validated            Whilst the University receives Leaving
          by QAA, details of performance in each            Certificate results direct from UCAS,
          unit (including title, number of credits          we still require applicants to complete
          and its level) should be provided. Please         Appendix 2 to indicate their continued
                                                            interest in our offer.

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06 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       13. International Baccalaureate                and Access Service as soon as possible
       Applicants are not required to forward         (assuming you have not already done so)
       these results to the Admissions and Access     and keep us updated on the position.
       Service since they are automatically
       received via UCAS. However, in the             16. Interpretation of conditional offers
       event of results not being matched to          Conditional offers are expressed in terms
       an application, the applicants concerned       of specific grades or marks in A-levels
       will be contacted by the Admissions and        and AS-levels or other qualifications. The
       Access Service, normally by email.             University does not make offers in terms of
                                                      the UCAS tariff. In order to be guaranteed
       14. Musicianship examinations                  admission, applicants must precisely meet
       The School of Arts, English and Languages      the conditions of the offer. Some flexibility
       requires evidence of the highest Grade         in the grades accepted is likely to be
       achieved in Practical and/or Theory            possible, though this will be dependent
       Musicianship examinations. Applicants for      on the competition in individual subject
       the BMus should therefore arrange for          areas and on government funding which
       photocopies or scanned copies of relevant      determines the number of places available
       Certificates to be forwarded to the            for NI and EU students.
       Admissions and Access Service not later
       than 20 July.                                  17. Decisions on borderline applications
                                                      Where applicants have not quite met the
       15. Late notification of results               conditions of their offer, a range of factors
       If, for any reason, your results will not be   is taken into account in deciding whether
       available within the normal anticipated        or not to confirm a place. While Queen’s
       timescales, please advise the Admissions       specifies offers in terms of three A-levels
                                                      for most of its degree courses,

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Guidance Notes for 2018 Admissions 07

          Admissions Procedures -
          Important Information for All Applicants

          performance in additional subject(s)          Successful applicants will receive an email
          at AS/A-level can be very important           from UCAS indicating there has been an
          at Confirmation. Other information            update in Track. Applicants must log into
          considered includes:                          Track to read their AS12 letter to find out
                                                        what action they need to take. This varies
          • Performance in relevant subjects
                                                        depending on the preferences of individual
            (eg Mathematics for Engineering
                                                        universities.
            programmes).
          • A* grades and the overall combination of    For Queen’s, we require you to tell us
            grades achieved.                            whether you are accepting or declining
                                                        the offer. Where offers are declined,
          • In tie-break situations, preference may
                                                        even in error, there is no guarantee of
            also be given to applicants holding
                                                        places being reinstated. You should
            the offer as their Firm (rather than
                                                        therefore take care when making your
            Insurance) choice.
                                                        reply. Applicants who are away from home
          18. Publication of decisions in August        in August may authorise their parents
          Details of how to find out about the          or other nominated contact to take the
          progress of your application(s) are           necessary action on their behalf.
          contained on page 17.                         You should follow the instructions
                                                        carefully as failure to reply promptly to
          19. Confirmation of offers (AS12)             the offer made will delay the despatch of
          The University will make decisions on all     your Welcome Guide (see section 24).
          applications which are conditional (CF
          and CI) on an on-going basis as results are   20. Changed course offers
          received and will notify UCAS accordingly.    If, having received your results, you
          Applicants will then receive decisions        wish to be considered for an alternative
          through UCAS and not direct from the          course, you should complete the Enquiry
          University.                                   Form. Only one Enquiry Form should be
                                                        submitted as multiple copies delay the
                                                        processing of your request.

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08 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       NB This procedure should be used for             22. UCAS Adjustment Process
       a request for a change to a different            Each year some applicants pass their exams
       course within Queen’s, rather than the           with better results than expected. This may
       Adjustment Process, which only applies if        mean that some will have not only met
       you wish to change to a course at another        the conditions of their Firm choice, but
       university.                                      will have exceeded them. The Adjustment
                                                        Process provides such applicants with an
       It is essential for applicants who receive
                                                        opportunity to reconsider where and what
       changed course offers (notified via the
                                                        to study.
       UCAS AS12C letter) to take the necessary
       action. If you fail to do so within five days,   The Adjustment Process is available
       UCAS will decline the offer on your behalf.      from A-level results day (16 August) until
                                                        31 August. Your individual Adjustment
       21. Change of year of entry                      period starts on 16 August or when your
       If, having been accepted for admission           Conditional Firm (CF) choice changes to
       this year, you decide that you would             Unconditional Firm (UF), whichever is later.
       like to defer entry until September              From this time you have a maximum of
       2019, you should put your request in             five calendar days (five 24-hour periods,
       writing to the Admissions and Access             including Saturdays and Sundays) to
       Service for consideration by the selector        register and secure an alternative course,
       (email: admissions@qub.ac.uk). Requests          if you decide this is what you want to do.
       to defer entry to courses in Midwifery,          Your Track ‘Choices’ page shows when
       Nursing and Social Work are not normally         your Adjustment period ends. Remember,
       considered.                                      you must have met and exceeded the
                                                        conditions of your Conditional Firm (CF)
       If you have been accepted for entry in
                                                        choice. It is not possible to adjust your
       2019 and wish to take up your place this
                                                        Insurance choice (CI).
       year, you should also put your request in
       writing to this Office. Permission can only      You should not register for Adjustment
       be granted if places are available this year.    if you wish to change to another course

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Guidance Notes for 2018 Admissions 09

          Admissions Procedures -
          Important Information for All Applicants

          within Queen’s. This is handled using the       Your Welcome Guide will contain your
          Enquiry Form as outlined in section 20.         username (student number) and password.
                                                          You will be able to use these to log into
          For full details about Adjustment and
                                                          your new Queen’s email account. Please
          to check your eligibility, please visit the
                                                          check on a regular basis as the University
          UCAS website at www.ucas.com.
                                                          and your academic department (School)
                                                          will use your Queen’s email to send you
          23. Clearing and Adjustment vacancies
                                                          crucial information that you need to know
          Details of Clearing and Adjustment
                                                          before arriving.
          vacancies will be listed on the University’s
          website at www.qub.ac.uk/clearing and
                                                          25. Welcome and Induction Week
          the UCAS website at www.ucas.com.
                                                          Information about Welcome and
          24. Welcome Guides                              Induction events is available online at
          Guides containing information about             www.qub.ac.uk/welcome from early
          Enrolment and Registration will begin to        August. Join our social media (facebook.
          be despatched from the end of August            com/studentwellbeingatqueens) and
          onwards to those who have accepted an           check back regularly for updates and
          unconditional offer of a place (see section     information about arrivals and settling in to
          26). If you have submitted your AS12            Queen’s.
          reply but have not received your Guide by
                                                          There are three key elements to the
          7 September, please contact the Student
                                                          Queen’s Welcome and Induction:
          Helpline (Tel: 028 9097 3223).
                                                          • School Induction Programme during
          The Guide will be sent to your home
                                                            Welcome and Induction Week. Your
          address so it is important that you notify
                                                            School will contact you after you have
          both UCAS and the Admissions and
                                                            accepted an unconditional offer of a
          Access Service of any change to your
                                                            place, normally in early September, to
          contact details, or if you will be in transit
                                                            provide you with a programme.
          to Queen’s before you receive your Guide.

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10 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       • Enrolment and Registration which must        timetable and all students are required
         be completed to become a Queen’s             to attend, so please ensure that you are
         student. (Refer to section 26 below.)        available. During this week, some Schools
         This will take place from Monday 10          will start their lecture programmes or run
         September to Friday 21 September and         courses, which it is essential for students
         for students moving into Elms Village,       to undertake.
         facilities will be available during the
                                                      Your School (which is the name the
         weekend of 15 and 16 September.
                                                      University gives to your academic
       • The Central University Programme The         department) is responsible for your degree
         main ‘Welcome and Induction Week’            programme. Each School organises an
         takes place from Monday 17 September.        induction programme with activities to help
         Staff from Student Wellbeing will be         you get to know other students on your
         present throughout Welcome Week,             course, introduce you to staff from your
         providing information on Wellbeing           School, and learn more about your course
         Support that is available to students        and the facilities of the University. As part
         throughout their time at Queen’s.            of your School induction programme, you
         Themed events will also take place during    will meet your personal tutor (adviser) and
         Welcome Week to help equip students          other academic members of staff who will
         with the skills and knowledge to manage      assist you with module selection. Details
         their wellbeing during key points in their   of the programme and appointments
         student journey. Details of events will      with academic staff will be sent to your
         appear on our website in August              Queen’s email address (details on how to
         (www.qub.ac.uk/welcome) and on               access your Queen’s email account will
         our social media site (facebook.com/         be included in your Welcome Guide – as
         studentwellbeingatqueens).                   mentioned in section 24 above).
       Welcome and Induction Week (17 - 21
       September) is a compulsory part of your

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Guidance Notes for 2018 Admissions 11

          Admissions Procedures -
          Important Information for All Applicants

          Events during the University Welcome and        It is not until you have completed the full
          Induction Week complement your School           registration process that you will be a fully
          induction programme and provide you with        enrolled student of Queen’s and entitled
          the opportunity to gain more information        to use the wide range of services and
          on the range of services offered by both        facilities.
          the University and the Students’ Union,
                                                          Registration comprises:
          including details about sports services,
          clubs and societies, student support and        • Online Registration: completing all 10
          much more.                                        steps of the online Registration Wizard;

          Full details (including links to our Facebook   • On-site completion of registration
          pages) will be available on the Welcome           to verify your qualifications and
          website at www.qub.ac.uk/welcome.                 identification;
          Please make sure you visit the website and      • Allocation of your Queen’s University
          check your Queen’s email regularly to stay        Student Card.
          in touch with what’s on.                        If registration is not fully completed by the
                                                          end of the fourth week of Semester 1, you
                                                          will be withdrawn from the University. If
          26. Enrolment and Registration                  you wish to re-register and are permitted
          Enrolment and Registration commences            to do so, a re-registration fee of £50 will
          on 10 September 2018. You will be               be charged.
          allocated a specific time slot to register at
          the Medical Biology Centre (MBC). Details       In order to complete your registration at
          of this will be included in your Welcome        Queen’s and be fully enrolled, you must
          Guide letter and you must adhere to the         bring with you:
          slot allocated. If you are checking into the    • Original documentary evidence of
          Elms Accommodation, you will be able to           entrance qualifications (except where
          complete enrolment and registration at            these are provided by UCAS) and a
          The Treehouse during your check-in.               certified English translation, where
                                                            applicable;

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12 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       • Any financial notification letters received        Tax Credit; Letter from Jobs & Benefits
         from your Education and Library Board,             Office; P45 or P60; Payslips; and
         the Student Loans Company, a sponsor             • Current Driving Licence issued in the
         letter or payment;                                 UK or Ireland; and
       • An approved form of identification:              • An original Deed Poll or marriage
          International Students:                           certificate to evidence a change of
                                                            name, if applicable.
          Passport and visa. The University is
          legally required by UKVI to retain a copy       Irish Students:
          of your immigration documents and               • Original Full Birth Certificate issued in
          ATAS certificates.                                Ireland which includes the name of at
          All other students:                               least one of the holder’s parents; and
                                                          • Current Driving Licence issued in the
          A current UK/EU passport; or
                                                            UK or Ireland; and
          A current EU National Identity Card; or         • An original Deed Poll or marriage
          The following combination of documents            certificate to evidence a change of
          for UK and Irish students:                        name, if applicable.
                                                        No other forms of identification will be
          UK Students:
                                                        accepted.
          • Original Full Birth Certificate issued in
                                                        With the exception of Nursing and
            the UK which includes the name of at
                                                        Midwifery students (please see paragraph
            least one of the holder’s parents; and
                                                        below), the Registration Wizard will be live
          • An original official document issued        from 10.00am on Monday 10 September
            by a Government Agency or previous          for undergraduate students. Your username
            employer giving the student’s National      and password will allow you to go online
            Insurance Number and name, eg               to check emails and start your registration
            National Insurance card; Letter from        before you arrive at the University. The
            HM Revenue & Customs about Tax or           Registration Wizard leads you through the

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Guidance Notes for 2018 Admissions 13

         Admissions Procedures -
         Important Information for All Applicants

         required steps, but a Registration Wizard         Christmas Vacation
         Guide is also available online and details will   Monday 17 December 2018 –
         be provided in your Welcome Guide.                Friday 4 January 2019
         For Nursing and Midwifery students only,
                                                           Weeks 13-25
         the Registration Wizard will be live from
                                                           Monday 7 January –
         10.00am on Thursday 30 August and, in
                                                           Friday 5 April 2019
         advance of this, you will receive details
         about your enrolment and registration
                                                           Easter Vacation
         from the School of Nursing and
                                                           Monday 8 April –
         Midwifery. Please note that enrolment and
                                                           Friday 26 April 2019
         registration normally takes place on 4 and
         5 September.                                      Weeks 26-30
         Depending on your programme of study,             Monday 29 April –
         you may be allowed to choose your                 Friday 31 May 2019
         modules, when using the Registration              For undergraduate students, formal
         Wizard. Please note that this differs vastly      examinations, if required, will be scheduled
         between programmes and Schools. You               during weeks 26-28. Developmental
         must check your Queen’s email on an               opportunities will be scheduled during
         ongoing basis, following receipt, to find out     weeks 13, 29-30.
         what is required regarding enrolment.
         Information will also be available on the         28. Tuition fees
         Welcome website at www.qub.ac.uk/                 Detailed information on tuition fee
         welcome.                                          assessment and payment options,
                                                           including applying for a tuition fee
         27. Semester dates                                and maintenance loan is available at
                                                           www.qub.ac.uk/tuitionfees. The website
         Weeks 1-12
                                                           also provides information about the
         Monday 24 September –
                                                           University’s Bursary Schemes and the
         Friday 14 December 2018
                                                           Student Support Fund arrangements for the
                                                           academic year 2018-19.

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14 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       The basis of the determination of your     Ireland, entering the full-time Social Work
       residency status for fees purposes is      degree in September 2018. The main
       available at www.qub.ac.uk/tuitionfees     elements of the current scheme are as
       under the Student Finance Framework        follows:
       section.
                                                  • a non-means-tested Incentive Grant
       If you have any queries in relation to       for each year of the agreed duration of
       tuition fees, payment options, the           the course towards the costs of study,
       University’s Bursary Schemes or Student      including tuition fee costs; and
       Support Fund, please refer to the          • a contribution towards expenses
       University’s website www.qub.ac.uk/          related to work-based learning.
       tuitionfees or contact the Student
       Finance Office on 028 9097 2974.           Further details of the Scheme are
                                                  available on request from:
       29. Scholarship programmes                 The Office of Social Services
       Queen’s offers a range of scholarships     Department of Health
       and bursaries for new students. Find out   Room C4.22
       more by visiting http://go.qub.ac.uk/      Castle Buildings
       fees-scholarships.                         Stormont
                                                  Belfast BT4 3SQ
       30. Student Incentive Scheme for Social
       Work students                              Tel: 028 9052 0517
       The Department of Health (DoH)             Email: oss@health-ni.gov.uk
       provides a Student Incentive Scheme for    Web: www.health-ni.gov.uk
       new students, domiciled in Northern

194767_QUB Guidance Notes_2018_V3.indd 14                                                  02/07/2018 12:06
Guidance Notes for 2018 Admissions 15

          Admissions Procedures -
          Important Information for All Applicants

          31. Funding and Bursary information for       32. Meningitis
          Nursing and Midwifery students                The Admissions and Access Service
          Eligible students may have their fees paid    has been asked by the University’s
          for the duration of the three-year degree     Occupational Health Service to bring the
          by the Department of Health (DoH) and         following information to your attention.
          may also receive a bursary – this is known    Local, EU and international students aged
          as a ‘commissioned’ place. The bursary is     up to 25 years and starting university for
          intended to assist with daily living costs    the first time, should get the Meningitis
          incurred while training and is awarded for    ACWY vaccine from their GP before
          each year of the three-year course; it will   going to university. The Meningitis ACWY
          normally be paid in monthly instalments.      vaccine will increase protection against
          To be eligible for a commissioned place,      four Meningitis groups (A,C,W and Y).
          applicants must be an NI or EU national       There is a risk of infection with
          (excluding GB). Further conditions            meningitis spreading when people
          may apply.                                    live closely to each other such as in
          In order to find out more about the           university halls of residence and other
          bursary, please contact the Bursary           shared accommodation. It is therefore
          Administration Unit:                          recommended that students receive
                                                        vaccination at least 2 weeks before
          Bursary Administration Unit                   starting university.
          Business Services Organisation
          2 Franklin Street                             All students who are changing their GP
          Belfast BT2 8DQ                               or who are registering with one for the
                                                        first time should choose a GP in the
          Tel: 028 9536 3988 / 3818                     area when starting university. If not
          Email: studentnurse.bursaries@hscni.net       already vaccinated, they can arrange to
          Web: www.health-ni.gov.uk                     get this vaccine and other vaccines as

194767_QUB Guidance Notes_2018_V3.indd 15                                                            02/07/2018 12:06
16 Guidance Notes for 2018 Admissions

       Admissions Procedures -
       Important Information for All Applicants

       appropriate. This should be done straight
       away – ideally in the first week of term –
       don’t leave it until later.
       If you would like further information
       about meningitis vaccination, visit
       https://www.nidirect.gov.uk/articles/
       men-acwy-vaccination-teenagers-and-
       students#toc-5

194767_QUB Guidance Notes_2018_V3.indd 16           02/07/2018 12:06
Guidance Notes for 2018 Admissions 17

          Finding Out About the Progress
          of Your Application(s)

          Please have your UCAS Personal ID            The following are some of the most
          available for all enquiries.                 frequently asked questions and the
                                                       responses may help you to obtain the
          The priority of the Admissions and Access    information you require in August. A more
          Service is to provide applicants with        detailed list is available on the website at
          decisions on their applications as early     www.qub.ac.uk/ucas-decisions.
          as possible. Therefore, due to the tight
          deadlines for decisions and the volume of    1. How do I obtain a decision on my
          work in the Office, the opening hours will   application?
          be restricted and enquiries limited to the   Decisions are conveyed to you formally
          times stated on pages 20 and 21.             by UCAS but you can obtain up-to-date
                                                       information from the Admissions and
          For a number of reasons (including missing
                                                       Access Service website (www.qub.
          results and student number controls),
                                                       ac.uk/ucas-decisions) or via UCAS Track
          decisions on borderline applications may
                                                       (www.ucas.com) from early morning on
          take some time, but are communicated to
                                                       Thursday 16 August. The Admissions and
          applicants as quickly as possible, and we
                                                       Access Service website will be updated
          appreciate your patience at this anxious
                                                       at 2.00pm on that day and thereafter at
          time. We are trying to accommodate
                                                       9.00am and 2.00pm each day.
          as many applicants holding CF and CI
          offers as possible at this stage, but if
                                                       2. If the decision is ‘Decision Pending’
          you are concerned that you may lose
                                                       on the Admissions and Access Service
          out on a place elsewhere, you may email
                                                       website what do I do?
          admissions@qub.ac.uk and request that
                                                       This is the advantage of our website – it
          an unsuccessful decision is registered
                                                       provides you with additional information.
          with UCAS.
                                                       Click on the ‘Decision Pending’ link for
                                                       guidance on what this means.

194767_QUB Guidance Notes_2018_V3.indd 17                                                           02/07/2018 12:06
18 Guidance Notes for 2018 Admissions

       Finding Out About the Progress
       of Your Application(s)

       3. How do I enquire about the progress of     5. How can I find out about what
       my application?                               vacancies are available?
       Check the website (www.qub.ac.uk/             The most reliable information about
       ucas-decisions) morning and afternoon.        vacancies at Queen’s is available from the
       This gives the most comprehensive             Admissions and Access Service website
       information available.                        (www.qub.ac.uk/clearing). For vacancies
                                                     at other institutions, consult the UCAS
       4. What do I do if I want to change my        website (www.ucas.com) or the national
       course?                                       press.
       If you have not met the conditions of your
       offer or would prefer to be considered        6. Should I contact the University if I have
       for an alternative course at Queen’s,         a query?
       you should complete the Enquiry Form          Please check the Admissions and Access
       and post, fax or email it (as a scanned       Service website before making contact.
       attachment) to the Admissions and Access      Details of the telephone number (multiple
       Service. Only one Enquiry Form should         lines) for the UCAS Support Line and
       be submitted as multiple copies delay the     operating times are stated on pages 20
       processing of your request.                   and 21. Telephone lines are very busy
                                                     at this time of year and should only be
       Full instructions are provided on the form.
                                                     used if you cannot obtain the answers
       The outcome of your request will be
                                                     to your queries by other means or if you
       dependent on vacancies being available
                                                     require advice.
       and also on your academic qualifications.

194767_QUB Guidance Notes_2018_V3.indd 18                                                     02/07/2018 12:06
Guidance Notes for 2018 Admissions 19

          Finding Out About the Progress
          of Your Application(s)

          7. Does the University hold advice
          sessions?
          There is an open session in the Whitla Hall
          on the afternoon of Monday 20 August
          from 2.00pm. Admissions and Access
          Service staff provide advice about courses
          at Queen’s which are still considering
          applications or about options available in
          the future
          The session is not intended to provide
          general advice about options available
          elsewhere. If your application has already
          been unsuccessful, the decision cannot be
          reversed. In order to avoid an unnecessary
          visit, you should check the status of your
          application and also the availability of
          places in Clearing and Adjustment on the
          Admissions and Access Service website
          (www.qub.ac.uk/ucas-decisions)
          before coming to the Whitla Hall. Those
          considering Clearing and Adjustment
          should pay particular attention to the
          grade requirements (www.qub.ac.uk/
          clearing).

194767_QUB Guidance Notes_2018_V3.indd 19                                             02/07/2018 12:06
20 Guidance Notes for 2018 Admissions

       When to Contact Us
       UCAS Support Lines and Advice Sessions

       To enable the processing of decisions by
                                                    Tuesday 21 August
       the deadline, the Admissions and Access
                                                    Telephone Support Lines
       Service will be open for telephone and
                                                    9.30am - 5.00pm
       personal callers only as indicated. At all
                                                    028 9097 3838
       other times, the Office will be closed.
       The telephone number to use is               Wednesday 22 August
       028 9097 3838 (multiple lines).              OFFICE CLOSED FOR FINAL
                                                    DECISION PROCESSING
        Thursday 16 August
        Telephone Support Lines                     Thursday 23 August
        9.30am - 6.00pm                             Telephone Support Lines
        028 9097 3838                               2.00pm - 5.00pm
                                                    028 9097 3838
        Friday 17 August
        Telephone Support Lines                     Friday 24 August
        9.30am - 6.00pm                             Telephone Support Lines
        028 9097 3838                               2.00pm - 5.00pm
                                                    028 9097 3838
        Saturday 18 August
        Telephone Support Lines                     Monday 27 August
        10.00am - 4.00pm                            Personal Callers
        028 9097 3838                               UCAS Advice Session
                                                    Whitla Hall
        Monday 20 August                            2.00pm - 5.00pm
        Telephone Support Lines
        9.30am - 5.00pm                             Tuesday 28 August
        028 9097 3838                               Telephone Support Lines
                                                    2.00pm - 5.00pm
        Personal Callers
                                                    028 9097 3838
        UCAS Advice Session
        Whitla Hall
        2.00pm - 5.00pm

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Guidance Notes for 2018 Admissions 21

          When to Contact Us
          UCAS Support Lines and Advice Sessions

           Wednesday 29 August                     Wednesday 5 September
           Telephone Support Lines                 Telephone Support Lines
           2.00pm - 5.00pm                         2.00pm - 5.00pm
           028 9097 3838                           028 9097 3838

           Thursday 30 August                      Thursday 6 September
           Personal Callers                        Personal Callers
           Room 0G/074                             Student Plus Reception Area
           Lanyon North                            Lanyon North
           2.00pm - 5.00pm                         2.00pm - 5.00pm

           Friday 31 August                        Friday 7 September
           Telephone Support Lines                 Telephone Support Lines
           2.00pm - 5.00pm                         2.00pm - 5.00pm
           028 9097 3838                           028 9097 3838

           Monday 3 September                      Monday 10 September
           Personal Callers                        Normal Office Hours
           Room 0G/074                             (except lunchtime 1.00pm - 2.00pm)
           Lanyon North                            Tel: 028 9097 3838
           2.00pm - 5.00pm                         Email: admissions@qub.ac.uk

           Tuesday 4 September
           Telephone Support Lines
           2.00pm - 5.00pm
           028 9097 3838

194767_QUB Guidance Notes_2018_V3.indd 21                                                    02/07/2018 12:06
22 Guidance Notes for 2018 Admissions

       Summary of Important Dates

        Thursday 16 August                             Friday 7 September
        –    Official publication of A-level and       –   Students who have not received their
             AS-level results.                             Welcome Guide by 7 September
                                                           should contact the Student Helpline
       –     Information about decisions and
                                                           (028 9097 3223). Remember
             Clearing and Adjustment vacancies
                                                           that your Welcome Guide cannot
             will be available on the web from early
                                                           be sent out until you have replied
             morning.
                                                           confirming acceptance of a place
        UCAS Decisions:                                    (see section 24).
        www.qub.ac.uk/ucas-decisions
                                                       Monday 17 September
        Clearing and Adjustment Vacancies:
                                                       –   Start of Welcome and Induction Week
        www.qub.ac.uk/clearing
                                                           (www.qub.ac.uk/welcome)
        –    Telephone Support Lines will be open
             for enquiries from 9.30am – 6.00pm        Monday 24 September
             028 9097 3838.                            –   Commencement of first semester.
        Details of opening hours from Friday 17
        August on are given on pages 20 and 21.

        Thursday 23 August
        –    University aims to have all decisions
             registered with UCAS, provided
             applicant results have been received.

194767_QUB Guidance Notes_2018_V3.indd 22                                                    02/07/2018 12:06
Appendix 1

                                                                                                                  Fax: 028 9097 5151
                                                                                                        Email: admissions@qub.ac.uk

        Access / Foundation courses - notification of results
        This form is for use by applicants who have completed an Access/Foundation course. It is not intended for applicants
        completing other qualifications. Please refer to section 10 (page 05) of Admission s Guidance Notes.

        Section A (this section must be completed)
        • In order that your application may be processed by the decision deadline, you are requested to forward the results of your
          Access/Foundation course to the Admissions and Access Service as soon as they are received and not later than 20 July 2018.
          You may use this form, countersigned and stamped by the college or, alternatively, attach an official signed copy of the
          results to the form. Please note that, in the absence of information about your results, it will be assumed that you have
          withdrawn your application and an unsuccessful decision will be registered with UCAS.
        • Please complete using BLOCK CAPITALS.

        Name of applicant (in full):

        UCAS Personal ID                                         Course code(s)               Status at Confirmation

                                                                                              CF choice            (please tick
                                                                                                                   appropriate box)
                                                                                              CI choice

        Section B

        Name of college:

        Title of course:

                                                                                                                 Percentage
                               Module Title and Level, eg 3                             Date Taken
                                                                                                                    Mark

        Overall average (in percentage terms)/classification:                         Has qualification been awarded? YES / NO
                                                                                       (Delete as appropriate)
        I hereby certify that the above information is correct.

        Signature of authorised officer:
                                                                                                                        official
        Position held in college:                                             Date:
                                                                                                                        stamp
        Please return to Admissions and Access Service, Lanyon North, Queen's University
        Belfast, Belfast, BT7 1NN as soon as possible but not later than 20 July 2018.

194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 1                                                                             02/07/2018 12:07
Appendix 2

                                                                                                                      Fax: 028 9097 5151
                                                                                                            Email: admissions@qub.ac.uk

        Notification of results for applicants offering Leaving Certificate
        or Institute of Technology qualifications
        Please refer to section 12 (page 05) of Admissions Guidance Notes

        Section A (to be completed by all applicants)

        Name of applicant (in full):

        UCAS Personal ID                                             Course code(s)                Status at Confirmation

                                                                                                   CF choice              (please tick
                                                                                                                          appropriate box)
                                                                                                   CI choice

        Section B (to be completed by Leaving Certificate applicants)

        Ÿ   In order that your application may be processed by the decision deadline, you are requested to forward your results in the Leaving
            Certificate to the Admissions and Access Service as soon as possible using the section below. This may be done by returning this
            form by first class mail, by fax or by email (as a scanned attachment) to the Admissions and Access Service. If you send your
            results by fax or email, please do not also send them by post since this can cause confusion. You should certify that the
            information is correct, bearing in mind that proof of your results will be required at Registration.

        Ÿ   It is appreciated that many students from the Irish Republic will have applied to both CAO and UCAS. Applicants who no longer
            wish to proceed with their UCAS applications should notify the Admissions and Access Service at the earliest possible stage,
            otherwise places may be held for them at the expense of other applicants. In the absence of information about Leaving
            Certificate results by 5.00pm on Saturday 18 August 2018, it will be assumed that you have withdrawn your application
            and an unsuccessful decision will be registered with UCAS.

                                                                                                    Grades Achieved
                                                                                                (please give precise grades,
                                 Irish Leaving Certificate                                            ie H1, H2, H3 etc)
                                      Subjects Taken
                                                                                        Higher Level                  Ordinary Level

        I hereby certify that the above information is correct.

        Signature:                                                                          Date:

        Please return to Admissions and Access Service, Lanyon North, Queen’s University Belfast, Belfast,
        BT7 1NN as soon as possible but not later than 5.00pm on Saturday 18 August 2018.

194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 2                                                                                  02/07/2018 12:07
Notification of Institute of Technology results
         Students from Institutes of Technology please ensure that you have completed Section A and then arrange for your
         college to complete Section C below and return the form direct to the Admissions and Access Service as soon as possible
         and not later than 20 July 2018.

         Section C (to be completed and returned by Institute of Technology)

         We should be grateful if you would release examination results, in strict confidence, for the applicant named in Section A.

         Name of applicant (in full):

         Name of college/institute:

         Title of course:

                                           Module/Unit Title                                    Year Taken               Mark

         Average mark:                                        Overall result (ie Percentage/Pass, Merit, Distinction):

         Comments:

         Signature of authorised officer:
                                                                                                                           official
         Position in college/institute:                                                Date:                               stamp
         Please return to Admissions and Access Service, Lanyon North, Queen's University
         Belfast, Belfast, BT7 1NN as soon as possible but not later than 20 July 2018.

194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 3                                                                           02/07/2018 12:07
Fax: 028 9097 5151
                                                                                                                                          Email: admissions@qub.ac.uk
                                                                                                                                      web: www.qub.ac.uk/new-students

         Enquiry Form
                                                                                       UCAS Personal ID

         This Enquiry Form should only be completed on or after Thursday 16 August. If you have not met the conditions of your offer or would
         prefer to be considered for an alternative course at Queen’s, you should complete the Enquiry Form and post, fax or email it (as a scanned attachment) to the
         Admissions and Access Service. Only one Enquiry Form should be submitted as multiple copies delay the processing of
         your request.
         In order to assist us in dealing with your enquiry as quickly as possible, please ensure that you have completed in full the Personal and Application details and
         indicated the nature of your request by ticking the appropriate box below.
         While every effort will be made to accommodate the wishes of applicants, the outcome of any request will be dependent on vacancies being available and also
         on your academic qualifications. If we are in a position to agree to your request you will be contacted by the Admissions and Access Service.
         ONLY ONE ENQUIRY FORM SHOULD BE SUBMITTED.

         Name:                                                                                   Home telephone no:
         (BLOCK CAPITALS please)                                                                 (inc STD code)

         Email address:                                                                          Mobile telephone no:

         Did you apply to Queen’s University Belfast in the current admissions cycle? (please tick appropriate box)                            YES                      NO

         TUITION FEE STATUS
         For tuition fees purposes I am classified as: (please tick appropriate box)                       NI                 GB               EU                Overseas

         Please indicate below your CF / CI choice university(ies), if any. If you were not holding any offers, write NONE.

                    Inst Code                    Institution Name                                             Course                            Decision
                                                                                                                                                (ie Accept / Unsuccessful / Pending)
         CF

         CI

         REQUEST: (please select one of the following options by ticking the appropriate box)

         Ÿ I wish to be considered for the course indicated below ONLY IF I AM UNSUCCESSFUL in gaining admission to my CF / CI
            (delete as appropriate) offer at Queen's.

         Ÿ I wish to be considered for the course indicated below INSTEAD OF the CF / CI (delete as appropriate) offer I am holding at Queen’s.

         Ÿ I have been confirmed (UF) on my Firm choice AT ANOTHER INSTITUTION and wish to apply for the course indicated below through the
            ADJUSTMENT process. (See UCAS website for conditions of eligibility: www.ucas.com.)

         Ÿ I wish to apply for the course indicated below through the CLEARING process.

         Ÿ OTHER – please explain overleaf.

         ALTERNATIVE COURSE:                   Name:                                                                               Course code:
                                             (eg English)                                                                          (eg Q300)

          AS and A-levels or equivalent (subjects and grades in June 2018):                           Previous AS and A-levels or equivalent (subjects and grades - give dates):
                         Subject                   Level (AS or A)       Grade                                    Subject                 Level (AS or A)        Year             Grade

         Ÿ If you have completed qualifications other than A-levels/AS-levels, eg Edexcel Diplomas/Certificates, Access Courses, or Irish Leaving Certificate, you
           should also provide a copy of your Certificate(s) to accompany this form.
         Ÿ If you have not applied to Queen's University Belfast, you should also provide a brief CV and copy of your GCSE results to accompany this form.

         Signature:                                                                                                   Date:

         Office Use Only         Original to                     Copy to                                                                             (continue overleaf if necessary)

194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 4                                                                                                                               02/07/2018 12:07
Admissions and Access Service
        Lanyon North
        Queen’s University Belfast
        Belfast
        Northern Ireland
        BT7 1NN

        Should you need to contact the Admissions and Access Service, make sure you have the following
        information to hand:

        UCAS Personal ID:
        		                                                    Institution                     Course Code

        Course(s):                           CF choice

                                              CI choice

        Queen’s Web:
        General Information:
        www.qub.ac.uk/new-students
        UCAS Decisions:
        www.qub.ac.uk/ucas-decisions
        Clearing and Adjustment Vacancies:
        www.qub.ac.uk/clearing
        Admissions and Access Service:
        Tel: 028 9097 3838 (see pages 20 and 21 for availability)
        Fax: 028 9097 5151
        Email: admissions@qub.ac.uk
        UCAS Web:
        www.ucas.com

        Data Protection
        The information provided by you will be used by the University in accordance with the Data Protection Act, 1998
        and, from 25 May 2018, the General Data Protection Regulation (GDPR), for the purpose of Education and Training
        Administration including the receipt and processing of applications for admission to the University.
        The information which is held in relation to your application and its progress may be disclosed to your parents, named
        nominee on your UCAS application and/or your school in response to queries that the University receives from them.
        Your current school may also have access to this information online, via a secure login.
        If you do not want this information to be accessible to your school or parents, you should write to the Admissions and
        Access Service, Queen’s University Belfast, giving reasons for your decision.

194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 5                                                                      02/07/2018 12:07
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