East Durham College - Admissions Policy

POLICY TITLE: Admissions Policy
DOCUMENT NUMBER: 4.4
GROUPING POLICY: Teaching, Learning & Assessment
AUTHOR / REVISOR / OWNER: Director of Student Experience
DATE OF CURRENT VERSION: November 2025
 

This Admissions Policy applies to all applicants seeking entry on to programmes delivered by the College, including full-time, part-time, apprenticeships, adult education, and bespoke or community-based provision. It covers all stages of the admissions process, from initial enquiry and application through to enrolment.

The policy applies to:

• All prospective learners including school leavers, home ed learners, adult learners, apprentices, and those returning to education.
• All Further Education courses, including Foundation, Entry Level, Level 1–3 programmes, Access to Higher Education, and vocational or technical qualifications.
• All College staff involved in recruitment, information advice and guidance (IAG), assessment, and enrolment.
• External partners and subcontractors who support delivery or recruitment on behalf of the College, who must operate in alignment with this policy.
• This policy applies, in part, to Higher Education programmes franchised or validated by partner universities, but applicants are subject to the partner institution’s admissions regulations. The College will ensure clear communication of entry requirements to applicants.

This policy does not cover Engage 14-16 provision. Please see Policy 10.1.

The purpose of this Policy is to outline the process by which applicants may access learning at East Durham College, with a view to grow a viable, innovative, and responsive college. 

The college will make any reasonable adjustments to this policy to ensure that no protective characteristics under Equality Act 2010 are disadvantaged.

Policy Objectives

The aim of this policy is to ensure that all applicants have equality of opportunity in accessing learning at East Durham College and that they are not subject to discrimination. 

The administration of the student recruitment application process is the responsibility of the Director of Student Experience and teams within their directorate (please see table below). Enrolment data is the responsibility of the Director of MIS & Exams.

Applicants have access to free and accurate college information via prospectuses, student guides, leaflets, and the college website. The College also offers advice at open events and at enrolment led by curriculum. Student Services staff, supported by Additional Learning Support (ALS) for Special Educational Needs & Disabilities (SEND), can offer initial advice regarding: 

• Entry requirements
• Progression routes
• Applying for a course
• Support from Progression Coaches, Counsellors, and other support staff
• Special educational needs or disabilities
• Facilities that are available and other services such as the gym and nursery
• Travel to college
• Financial support available including course fees, bursary, and fees remission
• Advances Learner Loan application

All general course enquiries are usually responded to within one working day, however at busy times such as main enrolment this may not be possible. 

Specific information about course content, beyond what is published on the website, can be provided by a course specialist as requested, at an open event or at enrolment.

Telephone enquiries, e-mails or enquiry forms via the website are received and managed centrally by the Student Services team. The Student Services team:

• Answer the query on the phone or by e-mail
• Contact curriculum leaders or lecturers, by e-mail, phone and obtain necessary information to report back to the enquirer
• Make an appointment for the applicant, where necessary, with a Level 6 Careers Advisor
• Where appropriate, convert the enquiry to an application

Individual staff e-mails or telephone numbers will not be provided, as a response cannot be guaranteed.

All applications for courses are held on the college MIS database, Pro-Solution. Under no circumstances should staff individuals or teams hold their own list of applicants as this could lead to missed opportunities for potential students, breakdown in communication and poor customer service.

A summary of the entry requirements is published on the college website: 

General Entry Requirement Criteria | East Durham College 

Entry requirements are set for all levels, whether this be for new applicants or for students who wish to progress between levels. Entry onto any course at East Durham College is subject to final approval from the Assistant Principal. Where relevant, the term ‘entry requirements’ also include DBS checks, references, fitness practice, etc.

6.1 Additional Entry Requirements

If a curriculum area wishes to attach other entry criteria to their programme outside of the academic achievements such as skills tests, aptitude tests, portfolio reviews, or auditions, these must be part of the published entry criteria on that specific course on the website. The curriculum area must have an agreed marking scheme for these entry criteria, which is inclusive of applicants with additional support needs. 

Employer Responsive (apprenticeship) applicants will be asked to confirm their understanding of the apprentice pathway and their employment position at the interview.

6.2 Learners with Education, Health, and Care Plan (EHCP)

Learners with an EHCP must go through the correct consultation period between the Local Authority (LA) and the college. When a LA consults with the college regarding an EHCP and the college can meet needs, the student will be offered a place at the college. Applicants and their parents/carers will work closely with the ALS team throughout the transition and onboarding process. 

Learners with an EHCP or SEN plan are identified either via the school 4.4 Admissions Policy 5 transitions team or upon application/interview. The relevant information will be passed to the ALS team to follow up and process. If, after the learner starts at the college, it transpires that the curriculum pathway and provision are not appropriate for the individual, an emergency EHCP review will be requested by the college to determine if the college is a suitable provider for the student. Depending on the situation, the student may be suspended on non-disciplinary grounds whilst awaiting an emergency EHCP review. 

During the consultation period, should the College have safeguarding concerns then the application will be referred to the Safeguarding Group for discussion.

6.3 Transitions and Visits

The College recognises the importance of a positive transition experience for all prospective learners, inclusive of those with an EHCP, SEN plan or additional needs. Visitors, school pupils, or applicants not yet enrolled may be invited to attend campus visits, shadowing sessions, taster days, or transition activities to support informed decision making and successful progression into college life. All visitors participating in transition or taster activities will be supervised by college staff and are subject to college safeguarding and health and safety procedures. 

For applicants with an EHCP, SEN Plan or identified additional needs, the College will work with schools, parents, carers, relevant external agencies, and the Local Authority to agree a bespoke transition plan prior to enrolment. Participation in transition or taster events does not constitute enrolment or guarantee a place on a course; all standard admissions procedures and entry requirements apply.

A summary of the entry requirements is published on the college website: 

General Entry Requirement Criteria | East Durham College 

Entry requirements are set for all levels, whether this be for new applicants or for students who wish to progress between levels. Entry onto any course at East Durham College is subject to final approval from the Assistant Principal. Where relevant, the term ‘entry requirements’ also include DBS checks, references, fitness practice, etc.

6.1 Additional Entry Requirements

If a curriculum area wishes to attach other entry criteria to their programme outside of the academic achievements such as skills tests, aptitude tests, portfolio reviews, or auditions, these must be part of the published entry criteria on that specific course on the website. The curriculum area must have an agreed marking scheme for these entry criteria, which is inclusive of applicants with additional support needs. 

Employer Responsive (apprenticeship) applicants will be asked to confirm their understanding of the apprentice pathway and their employment position at the interview.

6.2 Learners with Education, Health, and Care Plan (EHCP)

Learners with an EHCP must go through the correct consultation period between the Local Authority (LA) and the college. When a LA consults with the college regarding an EHCP and the college can meet needs, the student will be offered a place at the college. Applicants and their parents/carers will work closely with the ALS team throughout the transition and onboarding process. 

Learners with an EHCP or SEN plan are identified either via the school 4.4 Admissions Policy 5 transitions team or upon application/interview. The relevant information will be passed to the ALS team to follow up and process. If, after the learner starts at the college, it transpires that the curriculum pathway and provision are not appropriate for the individual, an emergency EHCP review will be requested by the college to determine if the college is a suitable provider for the student. Depending on the situation, the student may be suspended on non-disciplinary grounds whilst awaiting an emergency EHCP review. 

During the consultation period, should the College have safeguarding concerns then the application will be referred to the Safeguarding Group for discussion.

6.3 Transitions and Visits

The College recognises the importance of a positive transition experience for all prospective learners, inclusive of those with an EHCP, SEN plan or additional needs. Visitors, school pupils, or applicants not yet enrolled may be invited to attend campus visits, shadowing sessions, taster days, or transition activities to support informed decision making and successful progression into college life. All visitors participating in transition or taster activities will be supervised by college staff and are subject to college safeguarding and health and safety procedures. 

For applicants with an EHCP, SEN Plan or identified additional needs, the College will work with schools, parents, carers, relevant external agencies, and the Local Authority to agree a bespoke transition plan prior to enrolment. Participation in transition or taster events does not constitute enrolment or guarantee a place on a course; all standard admissions procedures and entry requirements apply.

A summary of the entry requirements is published on the college website: 

General Entry Requirement Criteria | East Durham College 

Entry requirements are set for all levels, whether this be for new applicants or for students who wish to progress between levels. Entry onto any course at East Durham College is subject to final approval from the Assistant Principal. Where relevant, the term ‘entry requirements’ also include DBS checks, references, fitness practice, etc.

6.1 Additional Entry Requirements

If a curriculum area wishes to attach other entry criteria to their programme outside of the academic achievements such as skills tests, aptitude tests, portfolio reviews, or auditions, these must be part of the published entry criteria on that specific course on the website. The curriculum area must have an agreed marking scheme for these entry criteria, which is inclusive of applicants with additional support needs. 

Employer Responsive (apprenticeship) applicants will be asked to confirm their understanding of the apprentice pathway and their employment position at the interview.

6.2 Learners with Education, Health, and Care Plan (EHCP)

Learners with an EHCP must go through the correct consultation period between the Local Authority (LA) and the college. When a LA consults with the college regarding an EHCP and the college can meet needs, the student will be offered a place at the college. Applicants and their parents/carers will work closely with the ALS team throughout the transition and onboarding process. 

Learners with an EHCP or SEN plan are identified either via the school 4.4 Admissions Policy 5 transitions team or upon application/interview. The relevant information will be passed to the ALS team to follow up and process. If, after the learner starts at the college, it transpires that the curriculum pathway and provision are not appropriate for the individual, an emergency EHCP review will be requested by the college to determine if the college is a suitable provider for the student. Depending on the situation, the student may be suspended on non-disciplinary grounds whilst awaiting an emergency EHCP review. 

During the consultation period, should the College have safeguarding concerns then the application will be referred to the Safeguarding Group for discussion.

6.3 Transitions and Visits

The College recognises the importance of a positive transition experience for all prospective learners, inclusive of those with an EHCP, SEN plan or additional needs. Visitors, school pupils, or applicants not yet enrolled may be invited to attend campus visits, shadowing sessions, taster days, or transition activities to support informed decision making and successful progression into college life. All visitors participating in transition or taster activities will be supervised by college staff and are subject to college safeguarding and health and safety procedures. 

For applicants with an EHCP, SEN Plan or identified additional needs, the College will work with schools, parents, carers, relevant external agencies, and the Local Authority to agree a bespoke transition plan prior to enrolment. Participation in transition or taster events does not constitute enrolment or guarantee a place on a course; all standard admissions procedures and entry requirements apply.

A summary of the entry requirements is published on the college website: 

General Entry Requirement Criteria | East Durham College 

Entry requirements are set for all levels, whether this be for new applicants or for students who wish to progress between levels. Entry onto any course at East Durham College is subject to final approval from the Assistant Principal. Where relevant, the term ‘entry requirements’ also include DBS checks, references, fitness practice, etc.

6.1 Additional Entry Requirements

If a curriculum area wishes to attach other entry criteria to their programme outside of the academic achievements such as skills tests, aptitude tests, portfolio reviews, or auditions, these must be part of the published entry criteria on that specific course on the website. The curriculum area must have an agreed marking scheme for these entry criteria, which is inclusive of applicants with additional support needs. 

Employer Responsive (apprenticeship) applicants will be asked to confirm their understanding of the apprentice pathway and their employment position at the interview.

6.2 Learners with Education, Health, and Care Plan (EHCP)

Learners with an EHCP must go through the correct consultation period between the Local Authority (LA) and the college. When a LA consults with the college regarding an EHCP and the college can meet needs, the student will be offered a place at the college. Applicants and their parents/carers will work closely with the ALS team throughout the transition and onboarding process. 

Learners with an EHCP or SEN plan are identified either via the school 4.4 Admissions Policy 5 transitions team or upon application/interview. The relevant information will be passed to the ALS team to follow up and process. If, after the learner starts at the college, it transpires that the curriculum pathway and provision are not appropriate for the individual, an emergency EHCP review will be requested by the college to determine if the college is a suitable provider for the student. Depending on the situation, the student may be suspended on non-disciplinary grounds whilst awaiting an emergency EHCP review. 

During the consultation period, should the College have safeguarding concerns then the application will be referred to the Safeguarding Group for discussion.

6.3 Transitions and Visits

The College recognises the importance of a positive transition experience for all prospective learners, inclusive of those with an EHCP, SEN plan or additional needs. Visitors, school pupils, or applicants not yet enrolled may be invited to attend campus visits, shadowing sessions, taster days, or transition activities to support informed decision making and successful progression into college life. All visitors participating in transition or taster activities will be supervised by college staff and are subject to college safeguarding and health and safety procedures. 

For applicants with an EHCP, SEN Plan or identified additional needs, the College will work with schools, parents, carers, relevant external agencies, and the Local Authority to agree a bespoke transition plan prior to enrolment. Participation in transition or taster events does not constitute enrolment or guarantee a place on a course; all standard admissions procedures and entry requirements apply.

HE applications are managed by HE Programme Leads. HE Applicants can apply online, and the Student Services team will enter application details onto Pro-Solution. UCAS applications will be copied and forwarded to the relevant curriculum teams. 

Procedures for the holding and recording of decisions are the same for HE applications as they are for FE applications. HE applicants are not subject to the same service levels for interview and offer of places; the college’s HE partners entry requirements will apply. 

HE interviews will be held at a time/date distinct from Full-Time FE applicants.

Students who are currently enrolled at the college will not be required to apply through the college admissions process if they wish to return and progress the following academic year. 

During the period from April to May, all 16-18-year-old students will have a meeting with their Progression Coach and/or Lecturer. As well as their normal Progress Review, current students will be asked about their plans for the following academic year. 

Full-time students aged 19 or over will also be met by a Progression Coach to gather intended destinations following their course. 

Details from students of all ages will be recorded on Pro-Solution by the Progression Coach and Student Services. Any current student who expresses an interest in returning to college is expected to have attendance at 85% or above in the current academic year, to not have been subject to a written warning or final written warning in the last three months and their standard of work must be sufficient as described by the awarding body to allow for progression. In addition, to be considered for progression, students must also have the required level of English and Math’s qualifications and satisfy the normal entry requirements for their intended course. 

Programme Leaders and Curriculum Heads/Directors will review all What Next applications and approve or reject applications. Those that are rejected will be discussed at Progression Boards which are held June/July. Exceptions to the conditions above will be discussed in detail, and final decisions will be made by a member of the College Leadership Group. 

Students will be notified of final decisions no later than July. 

Those What Next rejected applicants who wish to appeal to the Progression Board’s decision must do so in writing. They should email the college at enquiries@eastdurham.ac.uk. The appeal will then be reviewed by an appeals panel, and the applicant will be advised, within 10 working days, to make the final decision. There is no further recourse via the College against this decision. 

Complaints about Further Education providers can be made to the Department for Education (DfE): If an individual is unhappy with the outcome of an appeal, they can complain to the DfE about how the complaint was handled using DfE’s customer help portal: https://customerhelpportal.education.gov.uk/access-the-enquiryportal/.

If In line with the Rehabilitation of Offenders Act 1974 and the Exceptions Order 1975, if an applicant declares a criminal conviction the Student Services team will ask the applicant to complete an online ‘Applicant Disclosure Form’. The information on this form will be sent to the DSL to risk assess and determine whether the application can be processed. Depending on the nature and outcome of the offence, a supporting professional statement may also be required to support the applicant's application. Once assessed, the DSL will notify the Student Services team who will record the outcome and notify the applicant. At times, the DSL may request to speak with the applicant to support their next steps. 

If a disclosure is made at enrolment, the DSL will need to review and risk assess the disclosure made before the enrolment can be finalised. 

If a disclosure is made only after the learner is enrolled, the DSL will gather all relevant information from the learner and curriculum staff and will be discussed with the Safeguarding group. A suspension may need to be put in place whilst a risk assessment is carried out.

Applicants who do not meet the eligibility for funding criteria as defined by the North East Combined Mayoral Authority (NEMCA), such as those disclosing a non-European Economic Area nationality or residence outside of the EEA in the past three years, will be fee assessed on an individual basis by staff within the Data Management & Exams team up to and including the Director of Data Management & Exams. 

Home students will be processed in accordance with their mode of study. 

The college does not consider international applications requiring a Tier 4 license to study. 

19+ students will be individually assessed based on highest prior attainment, employment status, income, and/or postcode depending on the course they wish to enrol on and advised on fee remission eligibility based on the current guidelines. 

East Durham College is unable to fund learners who live outside of the NEMCA funded area; however, learners may still attend college by paying the appropriate fees. This is assessed on a case-by-case basis, depending on but not limited to the qualification type, level, and the learners' personal circumstances. 

If an Advanced Learner Loan is applicable, applicants will be provided with a LAFIL letter (Available from May) and advised on how to apply.

Applicants are encouraged to disclose any Special Educational Needs and/or disabilities at an interview so that the College can offer effective support. Our ALS team can provide advice and support to students, parents/guardians, and members of staff throughout the academic year. The ALS team will assess applicants’ support requirements and liaise with the LA following receipt of the EHCP or SEN Plan.

Applicants with Special Educational Needs and/or disabilities can request a confidential interview to discuss their needs in addition to interviews held throughout the year. They may choose to bring an advocate to that meeting. Students’ transition into college is arranged flexibly according to their needs, once accepted onto a course.

Initial Math's and English assessments will usually take place at main enrolment, however if individual curriculum areas would like these to take place at an earlier stage with a skills test, this can be arranged in conjunction with the Math's & English team and Student Services teams.

16-18 applicants who have achieved a GCSE grade 3 (or equivalent) in English and/or Math's w must be enrolled onto GCSE. Those who achieved a grade 2 or below will be required to complete an Initial Assessment in Math’s and/or English at enrolment and enrolled onto the appropriate programme.

An Initial Assessment is not a condition of entry to the college but may lead to a transfer to a more appropriate level of course or the requirement to undertake agreed additional courses.

If an applicant has previously received special exam arrangements at school (e.g., extra time, use of a computer, a reader or scribe), then those exam concessions may be rolled forward from a previous education provider to the college which may be subject to a further assessment. To do this, the college requires a Form 8, which applicants should request from their current education provider/school. It is important to note that the concessions must reflect a student’s normal ‘way of working’ during their studies at college and evidence must be provided from the college curriculum teams to guarantee the exam concessions they are entitled to.

If an applicant has received such arrangements, they will meet with the ALS team to complete a short digital assessment to identify if they are entitled to extra exam access arrangements. The screening will indicate if further testing is needed based on the output score.

Applicants with conditional offers will be sent an enrolment invitation letter in July/August. These letters will be sent by the Student Services team. Curriculum teams will be notified of the enrolment schedule.

Curriculum Leaders must ensure that there is adequate staffing to cover the interview schedule.

New full-time and part-time students enrolling onsite

Curriculum teams will see all students prior to them being enrolled. Where a student has previously been interviewed at a college event during the year, their initial choice of course will be discussed. If the course remains the student’s choice and they meet the entry criteria, the student can be enrolled.

New full-time and part-time students enrolling offsite

Students enrolling offsite should receive the same information, advice, and guidance regarding their course choice. In the case of enrolling offsite, the student should be interviewed using the paper enrolment form, which is available from Student Services.

Once the forms have been completed, and checked for accuracy, forms should be returned to MIS who are in the main staff room at Willerby Grove, Peterlee.

All Key Point Indicators (KPIs) will be monitored through Pro-Solution and reported to CLG on request. The agreed KPIs for the admissions process are:

*Timings may vary subject to the time of year the application is received and the number of interview events run by the college/course area

This document is issued and controlled by Quality & Standards and may only be modified by the designated group after proposed modifications have been accepted by the College Management Group. The latest version of the policy will be maintained on the College Extranet.

Please feedback to Quality & Standards any constructive suggestions on how any aspect of the policy may be clarified or improved