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Applicant Guidance

Cardiff University On-Line Application Form

Guidance Notes

General Information

These guidance notes are for use with the Cardiff University on-line application form.  You will need JavaScript enabled on your browser in order to view the online application form properly.

Please consult our website (www.cardiff.ac.uk), the Prospectus, Course Finder, and/or relevant School brochure before completing the application form.

Existing students of Cardiff University using the online application form to submit a new application are advised that personal data included on the online application form will override personal data held on the existing student record.

The application form is divided into nine pages:

Page 1: Language Selection

Page 2: General Information

Page 3: Personal Details

Page 4: Professional Experience 

Page 5: Personal Statement 

Page 6: Confidential References

Page 7: Funding Your Study and Non-UK applicants currently in the UK

Page 8: Criminal Convictions and Equality Monitoring

Page 9: Submitting Your Application

 

 Our Frequently Asked Questionssection will also help you with any general questions on the applications service.

 

 

Fields marked * on the application form are mandatory and must be completed.

The information provided on the application form will be used to consider your application and, if you are offered a place, to make arrangements for your admission.

Application information will be made available to relevant Admissions Tutors and to other administrative staff responsible for recruitment and admissions.  

 Page One - Language Selection

Completing the Application Form

You may complete the on-line application form using the English or Welsh language.

To complete the application form using the English language, click the “English” button at the bottom of page one.

To complete the application form using the Welsh language, click the “Welsh” button at the bottom of page one.


   

 Page Three - Personal Details

Title

Please provide your title by using one of the options provided on the drop down menu.

Last name/Family Name and Forename(s)/Given Names

Please provide your full name (with no initials) in the order it appears on official documents. You can enter up to three forenames/given names and one last name/family name.

If you are an international student and you will need visa assistance documentation, you must ensure that the name provided matches the name on your passport.

Previous Surname

Please give details of any previous surnames you have had, e.g. maiden name.

Known As

If you have more than one forename/given name you may specify which of your names you would prefer us to use.

Nationality

Please specify your nationality by using one of the options provided on the drop down menu.

Second or Dual Nationality
If you have a second or dual nationality use the drop down option here to specify your dual nationality.
*Note if you will require a visa, please ensure that you enter the country whose passport you will be using for your visa application as your first nationality. The University will use your first nationality on your visa correspondence.

Country of Birth

Please specify your country of birth by using one of the options provided on the drop down menu.

Country of Residence

Please specify the country in which you are normally resident, by using one of the options provided on the drop down menu.  For the purpose of this question, time spent studying away from your main country of residence is classed as temporary.

Home address

Please enter details of your home address.

This address will be used for all correspondence relating to this application, unless you specify an alternative correspondence/Educational Advisor’s address.  

Please inform the University immediately, using the Online Application Service (http://sims.cf.ac.uk/onlineapplications), if you change your home address or email address after you have submitted your application form.

Correspondence/Educational Advisor address

Please complete this address if you do not want correspondence to be sent to your home address or if you are not resident in the UK and you are applying via an Educational Advisor.

Please inform the University immediately, using the Online Application Service (http://sims.cf.ac.uk/onlineapplications), if you change your correspondence address or email address after you have submitted your application form.

Member of Staff
If you are a member of Cardiff University staff please tick the box, and provide your personal staff ID number (you can find this on your payslip).


 

 Page Four - Professional Experience

Please provide details of any professional experience including current employment or any previous employment experience that is relevant to your application.

If you are a member of a professional institution/body, e.g. GMC, UKCC, and that membership is relevant to your application, please provide details of membership.


   

 Page Five - Personal Statement

All applicants must submit a personal statement to support their application, which must be no longer than 3,000 characters.

The personal statement is your opportunity to tell the Admissions Tutor why you wish to follow your proposed programme and what you hope to gain from it. You should provide any information that would support your application for admission, such as relevant skills, experience and career goals.

Recent Study and Other Information

Please provide any information relating to your latest year of study (you can upload any information through the document upload facility).

Subjects of Interest

 Please provide information on which subjects you are interested in studying at undergraduate level


   

 Page Six - Confidential References 

You must provide the names and addresses of two people (referees) who have knowledge of your academic or professional ability and who will be prepared to support your application by providing a reference.  If you are currently a student or have recently completed your studies, at least one of your referees must be a lecturer or professor from your university.

Personalised referee report forms will be available from the Online Application Service after you have submitted your online application.  Please send one of these forms to each of your referees for completion and direct return to the University.  Alternatively, your referees may produce typewritten letters, but these must be provided on headed paper and include your full name, online application reference number and the name of the programme you have applied for.

Your application cannot be considered by the University until references have been received.


   

 Page Seven - Funding Your Study

Non–UK applicants currently in the UK

Funding your studies

Please confirm how you intend to fund your study by choosing one of the options from the drop down menu.

The University understands that the information you provide at this stage may change at a later date and may be dependent on scholarship applications.  It does not constitute a binding agreement and it will not affect your application.  You do not need to provide evidence of available funds.

Postgraduate Studentships

Cardiff University offers a limited number of postgraduate studentships.  These are extremely competitive awards and you are advised to explore alternative methods of funding.

More information about postgraduate funding, is available from www.cardiff.ac.uk/postgraduate.  

An application for any of the funding opportunities listed on these web pages will not be considered until you have a firm offer of a place to study.  Therefore it is very important to apply for your chosen postgraduate programme well in advance of the application deadline imposed by the relevant funding agency.

International students are advised to contact the British Council for information about funding opportunities in their own country. Contact details can be found on the web at http://www.britishcouncil.org/learning-funding-yourstudies.htm

 

Non- UK applicants currently in the UK

Please tell us if you have received, or are applying for, Home Office permission to live and work in the UK without time restrictions.  This information will help us determine your fee classification if your application is successful.

If you have Home Office permission to live and work in the UK without time restrictions, please send copies of relevant correspondence with the Home Office and copies of appropriate pages from your passport to the University with your other supporting documentation (e.g. copies of transcripts and references).

 


   

 Page Eight - Criminal Convictions and Equality Monitoring

Criminal Convictions

The University has a duty of care to its students and staff and, in order to fulfil that duty, asks all applicants to provide information relating to criminal conviction.  The University will process all information received about convictions fairly and in accordance with relevant legislation.

If you have a criminal conviction, the information you are required to declare on your application form depends on the programme you are applying for.

Programmes in teaching, health, social work and involving work with children or vulnerable adults.

Admission to these programmes may be subject to the Rehabilitation of Offenders Act (1974) Section 4 (2) (Exemption) Order 1975 and DHSS Circular HV (88)9 guidelines regarding child protection and police checks.

If you are applying these programmes, you must click the “Yes” button if you have any criminal convictions, including spent sentences, cautions (including verbal cautions) and bind-over orders.

If your application is successful, you may be required (as a condition of acceptance) to satisfactorily complete the Criminal Records Bureau Disclosure process.  If this is necessary, the School will contact you to provide the relevant forms.

Other Programmes

If the programme you are applying for does not involve teaching, health, social work or work with children or vulnerable adults, you must click the “Yes” button if you have any relevant criminal convictions (relevant criminal convictions are defined below).  This information will not form part of the selection decision but, when appropriate, the University will contact you to request more information about the conviction so that it can assess your suitability for admission to the University.

What are relevant criminal convictions?

Relevant criminal convictions are defined as:

  • convictions for offences against the person, whether of a violent or sexual nature;
  • convictions for offences involving unlawfully supplying controlled drugs or substances where the conviction concerns commercial drug dealing or trafficking.

Convictions that are spent (as defined by the Rehabilitation of Offenders Act 1974) are not considered to be relevant and you should click the “No” button.

If you are not sure whether to tell us about a previous conviction, you should get more advice from your local Citizens' Advice Bureau or probation service, or from NACRO (the National Association for the Care and Resettlement of Offenders). You can also contact a solicitor, but you may have to pay for legal advice.

 

Equality Monitoring

Cardiff University is committed to promoting equality and diversity in all of its practices and activities, including those relating to student recruitment, selection and admission.  The University’s  Equality and Diversity Policy is available on our website at www.cardiff.ac.uk.

In order to monitor the effectiveness of University procedures, working practices and equality and diversity policies, applicants are asked to provide information relating to gender, ethnicity and disability. Completion of these fields is mandatory and applicants are asked to choose one of the options available from the drop down menus, which include an “Information Refused” option.

Data will be used solely for monitoring purposes and will not be available to staff involved in selection decisions. Use of these data will be subject to the provisions of the Data Protection Act 1998.

Information requested from UK Resident (Home – fees status) Applicants Only
Cardiff University wishes to ensure that social diversity and its widening access objectives are reflected in the student population at all levels of study – undergraduate, postgraduate and continuing education.   Currently socio-economic data is collected only for undergraduate applicants through the UCAS process.   Cardiff University would like to extend this process to those applying directly to the University.   This will enable statistical analyses to be undertaken in order to identify any groups which may be under-represented in the University’s student community and to establish the support mechanisms which could be put in place to encourage such students to consider applying to Cardiff University.  Although providing this information is optional, we would be grateful for your assistance in this process.
The information which you provide below, as part of the Equality Monitoring Form, will be detached from your application and will not be available to staff involved in selection decisions.  In the event of your admission onto the course, this information will form part of your student record and will continue to be used for monitoring purposes throughout your studies at Cardiff University.  Such use will be subject to the provisions of the Data Protection Act 1998.

Cardiff University welcomes applications from disabled people and will try to meet their needs wherever it reasonably can. The information that you give on this application form will help the University to do this and plan the support and adjustments to be put in place for you.


   

 Page Nine- Submitting Your Application

Source of Information

Please help us improve our marketing and recruitment strategies by using the drop down menu to tell us how you heard about opportunities to study at Cardiff University.

Declaration

Applicants must tick the Declaration box to:
• confirm that the information provided on the online application form is true, complete and accurate;
• confirm that any work submitted in support of the application is entirely your own;
• give consent for application information to be seen by relevant Admissions Tutors and other administrative staff responsible for recruitment and admissions.
• give consent for their personal data to be retained by the University for a specified period. In so doing, the applicant accepts that such information may be used and shared with UCAS or other relevant bodies for the purposes of verifying the identity, qualifications or references of the applicant. 

Submitting Your Application

Once you are satisfied that your application form is ready, please select the ‘submit’ button. 


  

 Frequently Asked Questions

How do I upload documents in an online application?

The online application service enables applicants to upload .doc, .docx, .gif, .jpeg, .jpg, .pdf, .txt and .xls•files up to 1MB.

Whilst you are completing your application form, you will be given the option to upload supporting documents alongside the relevant information.

To upload documents:
- click “Browse...” and locate and  select the file you wish to upload;

  • click ‘Open’
    - click “Upload Selected document”.

 

Should I upload copies of certificates or transcripts for qualifications listed in my application as "awarded”:

The University will be able to progress your application more quickly if you provide copies of certificates or transcripts for qualifications listed on your application as awarded.
- you may upload a maximum of  8, relevant, qualification related documents;
- if possible, individual certificates/transcripts should be collated and uploaded as one document.  However please note the information about file size restriction below;

Is there a file size restriction?
The online application upload facility will upload individual files up to 1MB.
If you upload larger files, the process will stop when 1MB of data has been uploaded.  Consequently your document will be incomplete and will not be considered.
Please check the size of your document before proceeding if you are unsure whether it exceeds 1MB.

How do I check the size of a document?
- left click the "Browse" button;
- locate the document you wish to upload;
- right click the document filename;
- select "Properties" from the drop down menu;
- select the "General" tab.
The "Size on Disk" value must not exceed 1MB.

If your document is bigger than 1MB please split it into smaller documents before uploading.

How Do I View Documents?
You are responsible for ensuring that uploaded documents can be considered by the University.
This means that all documents must be complete, legible and translated into English by a verifiable source, where necessary.
If the University is not able to read a complete document easily, the document will be deleted and you will be asked to submit a suitable replacement.  This will delay progress of your application.

Please view each uploaded document before you click the “Submit” button:
- click the “View” option positioned alongside each uploaded document;
-select ”Open” from the File Download window;
- your document will open in a new window;
- check that you are able to read your document easily and that, where necessary, it has been translated into English by a verifiable source;
- check that the entire document has uploaded successfully;
- close the window to close your document;
- return to your online application.

Deleting Documents

If your document has not uploaded correctly, you can select ‘delete’ to remove the document.

What if my documents are not ready for submission?

If any of your documents are not available at that stage, but you will be able to upload them within three days, you are advised to click the “Save and Return Later” button to pause your online application.
When you have prepared your documents, log back into your online application (you will receive an email explaining how to do this) and upload your documents before you submit your application.

If some of your documents are available at that stage, and you will not be able to upload the remaining documents within three days, upload the documents that are ready before you click the "Submit" button.
You will be able to upload the remaining documents later, using the online application service (after you have submitted your application you will be sent an email explaining how to access this service).

If none of your documents are ready for upload at that stage and you would prefer to submit your online application without delay, click the "Submit" button.
You will be able to upload documents later, using the online application service (after you have submitted your application you will be sent an email explaining how to access this service).

Should I send paper documents by post?
You do not need to send the University paper copies of uploaded documents.

If you are unable to upload documents electronically, you can send documents by post.  Please follow the instructions below, for applicants who submitted their application using a paper form.

Can I send documents by e-mail?
Please do not send documents as email attachments.
Online applicants must submit electronic documents via the online application upload facility.

If you are submitting your application using a paper application form:

Applicants who submit their application using a paper application form must submit all supporting documentation to the University by post.  Please do not send originals as they will not be returned.

Documents submitted by post must include:
- your full name;
- the name of the programme you have applied for.

Documents should be posted to:
Admissions Team
Registry
Cardiff University
Mackenzie House
30-36 Newport Road
Cardiff CF24 ODE
UK.