Student Information

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Student Information2020-12-09T09:21:46+00:00

Students Admission Process

  • Application Form completion
  • Initial Students Suitability Assessment
  • Finance / Fee payment
  • Original Documents Verification/Attestation
  • Compiling students Records
  • Pre CAS Checklist

Admission Assessment

  • Assessment Procedure
  • Conditional Letter

CAS Processing

  • Final pre CAS processing checkup
  • CAS Data Entry and sheet
  • Issuance of Unconditional Letter

File and Record Scanning

  • Scaning and Uploading the Documents
  • Database Entry
  • Final Storage

Application Processing

  • Application Form completion
  • Initial Students Suitability Assessment
  • Finance / Fee payment
  • Original Documents Verification/Attestation
  • Compiling student Records
  • Pre CAS Checklist

The College practices strict adherence to UKBA instructions for student’s enrollment.

  • Applicant must fill in the application form completely and sign it before the college can start processing the case
  • Concerned staff member must ensure that all the fields are filled in properly
  • Concerned staff member must ensure that the student has signed the relevant sections of the Application form.
  • In case the application is submitted online then all the fields must be properly filled in including the Overseas Contact address, email address and phone number

Concerned staff member will ensure following papers are produced with the application;

  • Valid passport copy
  • Valid Visa copy ( Incase Of Local student)
  • English language course certificate
  • Relevant academic certificates
  • Financial viability check
  • Concerned staff member will ensure that the minimum admission fee as per the policy of the college is received and a receipt is issued to the applicant
  • Received cash is deposited into the bank or is given to the person responsible for the cash handling and records  a confirmation on the cash register
  • Remaining amount must filled into the fee installment plan form and must be agreed to and signed by both the student and the concerned staff member
  • The concerned staff member must check each and every document and match it with the original and should ensure that every copy provided matches with the original and must attest the document after ensuring as “Seen as Original”.

Compiling Students Record

  • Student files creating procedure should be followed
  • Store Photo copies into the folder
  • Fill up the checklist

Pre CAS Checklist

  • Fill up the pre CAS checklist form
  • Ensure that all the documents are printed and attached to the form
  • Sign up the pre CAS form
  • Fill in financial information

Signing Off

  • Sign off the periodic checkup table to indicate that the procedure is complete
  • Assessment Procedure
  • Conditional Letter

Assessment Procedure
Assessment form must be filled both online and paper form.  All the relevant fields must be filled in and the eligibility of the student must be established on the following criteria and each field must be separately approved and clearly written

  • Valid passport copy
  • Valid Visa copy ( Incase Of Local student)
  • English language course certificate
  • Relevant academic certificates
  • Financial viability check

Once the assessment has been approved the final approval must be granted.

Conditional Offer Letter
After the assessment form is completed with all the relevant fields filled in and approved and the eligibility of the student has been established the student can be issued a conditional letter from the principal or his office.
Conditions for admission must be clearly written on the letter. It should also clearly mention the subject and the session for which the offer has been made.
The offer letter should clearly mention the starting and ending dates of the session along with the course fee and the yearly fee incase of the course runs over a year.
A copy of the conditional letter must be kept and logged for future reference.

Signing Off

  • Sign off the periodic checkup table to indicate that the procedure is complete
  • Final pre CAS processing checkup
  • CAS Data Entry and sheet
  • Issuance of Unconditional Letter

Final pre CAS checkup

  • All the important documents must be checked and rechecked
  • Concerned person must verify and authorize the enrolment after due diligence
  • Documents must be re-checked Pre CAS checklist
  • Authorization signatures must be recognized before the CAS is issued

CAS Data Entry and sheet

  • CAS data must be filled in and the amount paid for data entry must be recorded on the payment confirmation receipt and singed by the authorized person
  • CAS data sheet and the payment receipt copies must be saved and stored in the student file and the CAS file in the admin files
  • CAS Number must be filled in on the checklist/Summary sheet of the student file
  • After attaining CAS number the Authorized person will  print the Visa letter and along with the file will forward it to the person authorized to sign the visa letter
  • Person Authorized to sign the Unconditional offer letter will check that all the formalities have been met after which he/she will sign the letter.
  • Any amendments to the CAS letter must be pointed out at this stage
  • A photo copy of the Signed Unconditional offer Letter must be put into the student file
  • Unconditional offer Letter must be printed and copy must stored in the file

Signing off

  • Sign off the periodic checkup table to indicate that the procedure is complete
  • Scanning and Uploading the Documents
  • Database Entry
  • Final Storage

Scanning and Uploading the Documents

  • All the documents generated so far must be scanned and stored into the database
  • Preferably the documents should be stored with a width of 800 and in the JPG format.
  • Scanned documents must be saved in a separate folder and should be named exactly the same as the name of the applicant. For example documents for  John Fitzgerald Kennedy  must be stored in a folder named “John Fitzgerald Kennedy”
  • At the end of every recruitment session all the folders must be copied and burned on a CD and stored along with the student files in the index file hanger in a pouch clearly labeling the time period and starting and ending roll numbers of the  students
  • Make sure that the passport size picture is also scanned and stored in the same folder and is named exactly as the name of the student For example stamp size picture  for John Fitzgerald Kennedy  must be stored in a folder named “John Fitzgerald Kennedy.jpg” and in the .JPG format
  • Student’s induction form will only be available after the student arrives at the college and reports for joining.  Incase of international students there can be a delay of the few months.  As soon as the induction form is filled in and signed by the student, the form must be scanned and stored in the relevant student’s folder.

Signing off

  • Sign off the periodic checkup table to indicate that the procedure is complete
  • After the visa letter is issued the information regarding the student will be fed into the database
  • Passport size picture should be uploaded  and ensured that it’s for the same person
  • Following information should be double checked before the data is considered ok
  • Name of the student
  • Passport expiry date
  • Visa Expiry date
  • CAS starting date
  • CAS expiry date
  • Course starting date
  • Course ending date
  • Country of origin

Signing off

  • Sign off the periodic checkup table to indicate that the procedure is complete
  • After all the procedures are done the person in charge of the files will be handed over the file
  • Person in charge will enter the receipt of the file in the file log
  • Contents of the file will be checked and the Periodic Check Report on the summary sheet will be signed
  • File will be stored in the filing cabinet under lock and the key will be handed over to the custodian
  • Signing off
    • Sign off the periodic checkup table to indicate that the procedure is complete

Following steps must be taken for a comprehensive students’ induction on their first day at the college by the student affairs officer:

  • Take initial information from the student about his UK residential address, own-contact no. contact no. of his close relative(s) or friend(s).
  • Show student the college premises and make him aware of the fire/emergency exits, introduce him to in-charge of first aid and show him first aid box which is visibly displayed in the reception/administration room of the college.
  • Show student the wash rooms, cafeteria, computer laboratory, library and the class rooms along with other relevant departments.
  • Students should be given their time-tables and (if possible on the same day) a meeting should be arranged with the teacher(s) to explain the methods of learning and teaching in the college and the basic requirements of the respective courses the students are enrolled to.
  • The student must also be told about how to proceed for his National Insurance Number, Bank Account and other things do to.
  • A very impressive briefing must also be given to the students about how to become a responsible UK resident and what are their rights and duties as being international student in this country.
  • Students must also be told by the administration about the traffic rules, train routes towards and from the college to different places especially student’s residence.
  • Students must also be informed about the current policy of the college regarding the strict attendance regime
  • Student must be provided with his course outline and the examination dates
  • Student must also be given the national and college holiday plan
  • Every student must be provided with the upcoming semester timetables
  • A Hand book of student must be given to every student
  • Induction letter must be given to the student for his signatures and stored in the student file
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