| Admission
& Induction Procedure (Student Admission Policy)
Step 1 – Application
Once the student has decided on the course, the student
must complete an application form as the first step
of the application process. Students can simply complete
this application form online or fill it out manually
by printing a hard copy from the college website and
return it to the college. The college recommends that
the application form should be filled in student’s
own handwriting.
Step 2 - Review by the Academic Committee
Once the college has received the application form and
supporting documents, it will be reviewed by the Academic
Committee (AC) that comprises of Principal, Director
of Studies and Course Coordinator. The AC will recommend
if Skype interview is necessary involving questions
on student’s intention to study as well as to
establish their financial position to pay fee and cost
of living.
Step 3 - Making an Offer
Once approved by the AC, the college will then make
an unconditional offer by email and/or letter. Students
can expect to receive a decision by an email on their
application within 7 working days of us receiving their
applications.
Step 4 - Accepting the Offer
In order to accept an offer from the college, overseas
students will be required to pay full or part of their
tuition fees, as described in their unconditional offer
letter. Students can pay the full fee in advance as
this will be considered a good example of their intent
to study. Students are required to confirm acceptance
by email, telephone fax or through their agents.
Step 5 – CAS issued
Once college has received the acceptance and tuition
fee, student will be issued with a CAS (Confirmations
of Acceptance for Studies). This will enable student
to apply for a student visa.
Step 6 – Students applies for UK visa
When students apply for the visa, they should include
all the documents they can to show that they qualify
for entry clearance to come to UK as a student. If they
can’t, UKBA may refuse their applications.
The following items will usually be needed to be included
with the complete visa application form. However, we
recommend students to check with their respective British
High Commissions for additional requirements.
• A valid passport
• Two passport-sized photographs
• The final letter of acceptance of studies (CAS)
from the college confirming enrolment on the chosen
course, the start and finish dates of the course and
the payment of tuition fees. Although this letter can
be issued on payment of the registration fee and appropriate
deposit, intending students are strongly advised to
pay the full course fees in advance.
• Confirming that all tuition fees and living
expenses will be met during the student’s stay
in the U.K via financial statements or a letter from
a sponsor.
• Students on courses of more
than 9 months’ duration will be required to evidence
sufficient funds to pay the first year of fees only,
plus £7,200 (London) or £5,400 (outside
London) to cover a typical academic year in the UK (i.e.
9 months).
• Confirmation and details of
accommodation in London.
• Provisional date of departure
and flight details.
Step 7 - Final Registration
Once visa is granted to enter the UK, the student is
encouraged to inform college as soon as possible. If
a student fails to inform college and also fails to
complete enrolment within 10 working days of the specified
enrolment date, a No Show Letter will be sent to the
UKBA and a copy to the student.
Step 8- Induction
First week will be an induction week where a thorough
induction is given to the new students. The course timetable
will usually be distributed on the induction day. The
course coordinator will be responsible for arranging
activities during the induction week. This normally
includes:
• A tour of the college; get to know various academic
and administrative staff the students are expected to
interact with.
• Health and safety introduction and explanation
of the procedure in case of fire alarms and other emergencies.
• Getting logins and passwords done to use the
computer lab.
• A meeting with the principal of the college.
• Introduction to the local area.
• Letters issued for bank account, NI application
and council tax exemption.
• Advice about finding work locally.
Refund Policy
As an international student, applicants will need to
be accepted by the British Embassy before coming to
study in the UK. Essex College endeavours to do all
it can to prepare students for securing this opportunity.
Nonetheless, there are a small number of applicants
who do not meet the necessary requirements. These students
can be rejected for a variety of reasons. Therefore,
it is necessary for us to establish a refund policy.
This is designed to minimise the financial loss of legitimate
students, whose applications were not successful.
Valid refund claims
In the event of a student visa being rejected from the
British Embassy because of 30 points for the sponsor,
Essex College will refund the full tuition fees, excluding
an administration cost amounting to two hundred pounds
only.
Refund:
In the following circumstances, a deduction of 50% of
the fee deposited will be made and the balance will
be refunded:
1. If the student did not obtain the 10 points required
for maintenance funds, due to insufficient funds or
not maintained for 28 days.
2. If the student did not submit the necessary documents
and visa was refused based on that.
3. If the student failed to fill the visa application
forms correctly.
Non refunds:
According to Essex College’s policy no refund
will be made to a student under the following circumstances:
• If a student’s visa is rejected as a result
of any forged documents submitted by students.
• If a student obtains a CAS and fail to apply
for a visa for any reason.
• If a student obtains a student visa on any of
our programmes, and cancels his/her admission.
• If a student enters the UK but not enrolled
with the college.
• If a student stops attending the college after
the commencement of the course.
• If the student leaves the course before its
completion.
• If a student is suspended by the college because
of non-attendance, non-payment, not showing progress
or misconduct.
• If a student has requested for an administrative
review or appeal.
• If a student failed to submit the original visa
refusal letter and the passport copy bearing the refusal
stamp within two months of visa refusal.
• If a student withdraws his/her application before
a visa is submitted or processed irrespective of visa
delays or other unforeseen delays.
Please note Essex College does not take responsibility
for any amount paid to external agents or consultants.
Health and Safety Policy and Procedures
It is the policy of the Essex College to promote the
health, safety and welfare of all of its staff, students,
visitors, contractors or members of the public who could
be affected by the Department’s activities.
The college is based in Alperton House which has its
own health and safety policy and procedures. These are
displayed prominently at various places throughout the
building. All new staff and students are made aware
of this.
The college has its own information and directions displayed
prominently in case of fire or other emergency. All
students and staffs are made aware of this during the
induction.
Mr Kashif Jawaid, is the person to contact in case of
any emergency.
The college expects all employees to take reasonable
care of their health and safety and that of others who
may be affected by their acts or omissions at work.
It is also a legal requirement under the Health and
Safety at Work etc Act 1974 and Management of Health
and Safety at Work Regulations 1999.
Hazards that might pose a risk to the health and safety
of anyone in the college should be reported to the Administrator
or a senior member of college team. Safety Inspections
are carried out by competent persons of Alperton House
regularly. First Aid is provided by Lara Portyrova /
Zsuzanna Katona . A first aid kit is also available
in the college. The College operates a general no smoking
policy.
Fire Drill:
During the induction week, all the students will be
explained about the fire procedures. A fire drill rehearsal
will be conducted by Kashif/ Malar / Zsuzanna the fire
Marshal of the college during the induction week. Alperton
house conducts the fire drills regular intervals for
the entire building. Fire Alarm is checked in Alperton
house on every Wednesdays at 10 AM.
EQUAL OPPORTUNITIES POLICY
• The Essex College realizes the importance of
diversity and equality of opportunities and, therefore,
is fully committed to equal opportunity policy for all
its staff, students and members.
• Essex College aims to create an environment
where individuals deal with each other with dignity
and respect.
• Essex College aims to provide learning and knowledge
suitable for personal development and employability
skills to all of its students from all backgrounds and
origins.
• Essex College is conducive the continued professional
development of its staff and encourages participation
in conferences and courses likely to bring new skills
and understanding among the individuals.
• Essex College hires staff from the whole community
and enables them to contribute positively to achieve
college objectives.
• Essex College fosters environment where both
staff and students view their stay at the college a
remarkable experience.
• Essex College discourages and Endeavour to eliminate
direct and indirect discrimination on the basis of race,
gender, sexual orientation, ethnic or national origin,
color, age, marital status, disability, social class,
political or religious belief etc.
• The college shall name a senior member of staff
and will allocate responsibility for the monitoring
of the implementation of the equal opportunity policy.
• Essex College will inform all members about
its equal opportunity policy. A copy of this is normally
displayed on the notice board and is given to the new
member of staff during induction.
Quality Assurance Policy &
Procedure
Essex College’s quality assurance policy and procedures
are embedded in college’s mission statement, which
is:
“At Essex College, we aim to provide
higher and professional education with high quality
teaching-learning process transforming skills, knowledge
and understanding inevitable not only to enhance the
employability but also to compete successfully in the
dynamic and ever changing business world.”
To achieve this mission, the college sets itself the
following aspirations and values:
• To set ourselves high standards for teaching,
learning and assessment.
• To help our students and staff develop, grow
and realise their full potential.
• To play our part in the development and betterment
of local community.
• To show professional integrity and respect each
individual.
• To provide environment fit for high quality
learning.
• To share our success with our staff, students
and community.
The quality assurance system at Essex College is to
deliver high quality education in accordance with the
following principles and practices:
• All members of staff, both academic and administrative,
are committed to quality assurance in all aspects of
college activities.
• A participative approach is followed to ensure
quality in curriculum areas.
• All lecturers are required to adhere to the
‘Core Module Guidelines (CMG)’ with respect
to the teaching contents and ensure that assessment
is in line with the learning outcomes.
• Senior member of staff, namely Principal, Registrar,
Director Studies and Course Coordinator use a range
of indicators to both monitor quality and assess its
improvements in various areas.
• Administrator, who is also responsible for quality
assurance, attends all meetings, keep record of minutes
and is seated at all panels to ensure quality.
• Various standards, academic and administrative,
are set and defined in measurable terms and serve as
benchmarks.
• The college sets high standards in teaching,
learning and assessment and attainment of the overall
quality of student’s experience at the college.
• All modules have a nominated internal moderator
or second examiner.
• A simple grading and reviewing of observations
to develop good practice is established.
• The system of teaching and learning is annually
reviewed and upgraded.
• The complaint procedure is simplified and hands
on.
• There is annual system of staff appraisal which
aims to develop key skills and attributes necessary
for personal development and on the job efficiency.
• A student feedback questionnaire (SFQ) is done
at the end of each semester and for all modules. This
provides valuable feedback from students and their assessment
of quality of teaching, learning and assessment at the
Essex College. The feedback is discussed with the individual
member of teaching staff and is also discussed in appropriate
college meetings.
• The college has a flexible complaint and grievances
handling procedure. All senior members of staff are
hands on to discuss any complaints and grievances.
Data Protection Policy:
Essex College is committed to protecting the rights
of individuals to privacy with regard to the processing
of personal data.
• It is necessary for the college to process personal
data in the normal and proper conduct of academic and
business operations.
• Such processing will be conducted fairly and
lawfully in accordance with the Data Protection Act
1998.
• If you have a query regarding the accuracy of
your personal data then your query will be dealt with
fairly and impartially.
General Use of Personal Data:
• The college holds data on: prospective, current
and former students; prospective, current and former
staff; other business and academic contacts; and other
individuals interested in the college.
• This personal data is held in a variety of formats,
electronic and manual.
• The processing of personal data is subject to
the rules laid down under the Data Protection Act 1998.
Your personal data will be used only for proper purposes
that are considered by the college to be for your benefit.
• For students this will include (but not be restricted
to) monitoring academic performance, statistical reporting,
awarding qualifications and the provision of general
academic and business services.
• For staff this will include (but not be restricted
to) the conduct of normal business management and employment
matters.
Agent Recruitment Policy
The aim of this policy is to:
• Ensure consistency in the delivery of high quality
standards in student recruitment procedures.
• Ensure that only genuine and appropriate agents
are hired for overseas recruitment.
• Ensure compliance with UKBA’s rules and
regulations and fulfil Essex College’s duties
under its sponsor license arrangement.
Essex College, whilst maintaining the overall responsibility
of fulfilling its duties will work closely with a number
of reputable agents to ensure that its activities and
business is not brought into disrepute. For that reason
Essex College follows the Ethics Policy on International
Marketing. The college has strict criteria for the appointment
of international agents.
Therefore it requires all agents to satisfy the following
conditions:
• All agents must be genuinely registered companies
in their country and/or countries of operations or have
other acceptable legal status.
• All agents must submit a formal application
form.
• All agents must submit suitable and verifiable
ID documents including a copy of the Director’s
passport, company registration certificates, photographs
of the company offices, two proofs of address and three
references of institutions you have represented.
• All agents must complete and submit an application
declaring their intention to become Essex College’s
agent.
• All agents should sign the contract with Essex
College.
• Essex College provides briefing documents for
all the authorized agents.
• All agents should follow the Ethics Policy on
International Marketing.
Recruitment of the students:
Essex College will accept applications from
candidates for various programs of studies and will
look for academically suitable applicants who demonstrate
their ability to complete the applied course of study
and to benefit from the course that they have applied
for. All international applications will be considered
under the Tier 4 (Points Based System) of the UKBA at
the head admissions office in UK. We are committed to
a fair and just admissions system, which will considers
applicants regardless of their race, religion, gender,
sexual orientation or background.
• Essex College follows “Student Admission
Policy” for recruiting the overseas students.
• Interested students send us an application either
through agents or contact us directly.
• The college follows admission criteria by verifying
all the scan documents of the students. We track IELTS’
score by going online and checking its authenticity.
Degree certificates are checked, telephonic / Skype
Interview is taken if required. This is to make sure
that the students are genuine in their intent to study.
• Once the student pays full / part of the tuition
fee CAS is issued to the student.
• In case of visa approval, student is asked to
complete an airport pick up form and accommodation form
(if required). Once student reaches the college, they
are asked to complete all formalities of enrolment.
• In case of visa refusal, the refusal letter
for relevant embassy is required before the refund is
processed.
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College
Statement:
At Essex College we aim to meet the definition of Special
Educational Needs (SEN), as stated in the Code of Practice.
Special educational provision means: educational provision
which is additional to, or otherwise different from,
the educational provision made generally for student
of their age in college. At any point in their college
life a student and staff may have Special Educational
Needs.
This policy ensures that curriculum planning and assessment
for student with special educational needs takes account
of the type and extent of the difficulty experienced
by the student.
The Disability Discrimination Act identifies the fact
that some pupils with disabilities may have learning
difficulties that call for special educational provision.
However, not all students defined as disabled will require
this provision.
The definition of disability used at
Essex College that set out in the DDA
Pt 4 and includes people who have any of the following:
• physical disability (e.g. limitations to dexterity
or mobility)
• sensory impairment (e.g. visual, hearing)
• mental health difficulties
• chronic illness (e.g. asthma, epilepsy, diabetes)
• medical conditions, which may cause pain or
other symptoms, which affect your studies (e.g. side
effects of treatment, poor attention, poor concentration)
• specific learning difficulties (e.g. dyslexia,
dysphasia)
• any other condition which has a significant
effect on your ability to study
We will assess each student and staff as required, and
make the appropriate provision, based on their identified
needs.
Aims:
In our college we aim to offer excellence and
choice to all our students and staff, whatever their
ability or needs. We have high expectations of all our
students. We aim to achieve this through the removal
of barriers to learning and participation. We want all
our students to feel that they are a valued part of
our college community. Through appropriate curricular
provision, we respect the fact that students:
• have different educational and behavioural needs
and aspirations;
• require different strategies for learning;
• acquire, assimilate and communicate information
at different rates;
• need a range of different teaching approaches
and experiences
• to create an environment that meets the special
educational needs of each student;
• to ensure that the special educational needs
of students are identified, assessed and provided for;
• to make clear the expectations of all partners
in the process;
• to identify the roles and responsibilities of
staff in providing for student’s special educational
needs;
• to enable all student to have full access to
all elements of the college curriculum;
• to ensure that our students have a voice in
this process
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Student
Complaints Procedure
The College recognizes that students may have
complaints relating to their program of study, the availability
or quality of facilities, or other students or staff
of the College. Such complaints should, wherever possible,
be put simply, clearly and promptly directly to the
members of staff or student(s) concerned.
It is the College’s policy to
respect the rights of any student to state a complaint
and to expect such complaints to be dealt with without
recrimination. Staff of the College are expected to
treat legitimate complaints seriously, with due confidentiality
where appropriate, to recognize that other members of
the College may need to be consulted to resolve the
matter; and to seek as speedy and as full a resolution
of the complaint as is reasonably practicable.
It is hoped that most complaints can
be resolved speedily by means of students pursuing matters
informally but directly with the person concerned. In
circumstances where the informal approach fails or where
the matter is sufficiently serious or urgent, the formal
complaints procedure may be used. The Student Complaint
Report Form is available in the admin office. Student
can collect the form, fill-in and submit to the Course
Coordinator.
Investigation will be done and the
action taken will be reported in the form. The Director
of studies will sign and approves. The student will
be informed about the action taken. Where a complaint
is found to be justified, possible outcomes might include
apology, a practical resolution such as restoration
or improvement of inadequate facilities, a commitment
to prevent/avoid recurrence of a problem, extension
of deadline(s) for completion/submission of assignment
or other assessment.
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