Admissions regulations – variations and procedures

1. Introduction

1.1 The admissions regulations and associated policies and procedures have been approved by Senate and form part of the University’s Academic Regulations.

1.2 There are a number of approved variations to the Admissions Regulations that are outlined in this policy, and admissions procedures which support the admissions process.

2. Data protection and records management

2.1 We take our responsibilities seriously when processing the personal data we collect with regards to applicants and all others with whom we interact.

2.2 We collect a range of data from applicants during the application process, including:

• contact and personal information required in order to administer the application process (including information to determine immigration and fee status)
• information required to inform decision-making about the applicant’s suitability for their chosen programme of study
• equality and diversity monitoring and contextual information to enable us to monitor the impact of its admissions policies and procedures on particular groups.

2.3 We do not use sensitive personal data to inform our decision-making processes. This information will only be used for monitoring purposes and, in cases where an applicant has declared a disability, to allow Student Support and Wellbeing to contact an applicant to assess any support needs the applicant may have when they become a student.

2.4 We store documents and data in accordance with the University’s Records Retention Schedule, and applicants have a right to request a copy of the personal data held by us. We are bound by the requirements of the Data Protection Act 2018 in terms of safeguarding personal information.

2.5 We are not able to discuss an application unless the applicant has confirmed in writing the details of a third party who is authorised to respond on their behalf.

3. Welsh language

Applicants to Cardiff University can choose to have their correspondence in Welsh or in English. The preferred language can be amended at any point in the process at the applicant’s request. Corresponding in Welsh will not lead to any delay.

4. Advertised entry requirements

4.1 Programme-specific entry requirements for each year of entry are advertised on each individual programme page (and UCAS for undergraduate programmes). Entry requirements are reviewed annually.

4.2 Changes to entry requirements – autumn intakes

For programmes with an autumn start date, we guarantee to not change published entry requirements after 1 October in the preceding year (for example, entry requirements will not be adjusted for September 2027 entry after 1 October 2026). However, information may be updated to provide further clarification.

4.3 Changes to entry requirements – spring and summer intakes

For programmes with a spring or summer start date, we guarantee to not change published entry requirements after 1 December in the preceding year (for example, entry requirements will not be adjusted for January 2027 entry after 1 December 2026). However, information may be updated to provide further clarification.

4.4 Resits (retakes) for academic qualifications

We welcome applications from applicants who are determined to succeed and will consider applicants who are re-sitting a qualification on a single occasion for the majority of our programmes. Additional resits (i.e. where qualification has been taken on more than one occasion previously) may only be considered in exceptional circumstances.

4.4.1 Programme specific variations to acceptance of resits

• School of Dentistry
  • For the BDS programme (A200), Level 3 (e.g. A level) resits are not considered.
  • Level 2 (e.g. GCSE) resits are considered for entry to A200, B750, and B752 and the resit grade must be achieved by the relevant application deadline. The exception to this is English Language which has no time limit for resit but must be included as achieved or pending on the application form.
• School of Healthcare Sciences
  • For the Child Nursing (B732) and Midwifery (B720) programmes resits at Level 3 (e.g. A level) are not considered.
  • Resits at Level 2 (e.g. GCSE) are only accepted if achieved prior to application. The exception to this is English Language which has no time limit for resit but must be included as achieved or pending on the application form.
• School of Medicine
  • For the MBBCh programme (A100 and A101) resits at Level 3 (e.g. A level) are not normally accepted. Resits at Level 3 are only considered if evidence is provided of extenuating circumstances. These must be provided to the School of Medicine Admission Group (via medadmissions@cardiff.ac.uk) so that these can be discussed and a decision taken before an application is made. The Group will consider applications where modules have been re-sat in either AS level or A level, on the understanding that they are completed within the standard two-year A level period.
  • For the MBBCh programme (A100 and A101) resits at Level 2 (e.g. GCSE) are only accepted if completed within 12 months of the original sitting. The resit grade must be achieved prior to application. The exception to this is English Language which has no time limit for resit but must be included as achieved or pending on the application form.

5. How we make decisions

5.1 It is the role of Professional Services staff to provide expert guidance and support for our admissions process, to undertake and process decisions based upon pre-determined entry criteria, and to communicate these decisions to applicants.

5.1.1 Where an applicant does not meet the entry requirements for their selected programme of study (or where all places have been filled) and meets the requirement for a related programme, we will write to an applicant to offer an alternative choice. If an applicant accepts the alternative, this will be processed and confirmation sent to the applicant accordingly. If the alternative is declined, an unsuccessful decision will be processed on the original programme choice. This practice will also be applied when we receive results (confirmation) if the conditions of offer have not been met.

5.2 Academic staff within the relevant subject area are responsible for the timely provision of selection decisions about applications that fall outside the predetermined entry criteria.

5.3 The role of the Director of Recruitment and Admissions is to take responsibility for the setting of School entry requirements, under the guidance of our Recruitment and Admissions Strategy Group (RASG), which is chaired by the Pro-Vice Chancellor responsible for admissions.

5.4 All staff involved in admissions processing receive the necessary training and support to ensure that an efficient, professional, and competent service is provided to applicants. Training addresses legal and external constraints.

5.5 Decision errors

Every endeavour is put into ensuring the decision-making process is correct. However, very rarely, errors will occur due to system failure or human error. Where a genuine error has been made in relation to an applicant’s offer, we reserve the right to amend this where:

• an applicant has not accepted their place and has not therefore been disadvantaged in the decision-making process
• the applicant is not qualified or has not met regulatory requirements for the programme of study.

We will inform the applicant with details of the error and any mitigating actions being taken.

5.6 Readmission

We reserve the right not to consider an applicant for entry if they have previously been withdrawn from Cardiff University or any other institution on academic grounds or due to submission of fraudulent documentation.

6. Confirmation of results

6.1 Applicants are required to supply evidence of qualifications certificated or the attainment of other conditions of offer. Where an applicant has been made an unconditional offer of entry, the University will request proof of the qualifications stated.

6.2 Where an applicant has failed to achieve the conditions of their offer, the application will be referred to the relevant academic selector(s) for a decision about whether the offer can be confirmed on the basis of the qualifications achieved or attainment of non-academic conditions. This will be determined by the availability of places on the programme. The final confirmation decision will be notified to the applicant by the body to which the application was initially submitted, either UCAS or the University.

7. Applicants requiring a Student Visa to enter the UK

7.1 Once an unconditional offer of a place of study has been accepted (Firm acceptance), all required documentation/evidence has been provided, and a deposit paid (where relevant), we will issue a Confirmation of Acceptance for Studies (CAS) to applicants who require a Student visa. Our International Recruitment Office offers support and guidance to international applicants relocating to Cardiff. If an applicant requires a visa to study, it is particularly important that they apply with sufficient time for both the application and visa process. The UKVI requires a fully-certified original translation for each document provided that is not in English or Welsh. A visa application can be refused if the translation does not meet UKVI requirements.

7.2 We reserve the right to withdraw our sponsorship of a Student Visa due to submission of fraudulent documentation or failure to comply with our document verification procedures.

8. Enrolment

New entrants to Cardiff University will receive a Welcome to Cardiff email and brief guide to online enrolment approximately three weeks prior to the start of their programme. Before starting their studies with Cardiff University all applicants must register with the University using the online enrolment system. Once an applicant starts the enrolment process, they are classified as a student, at which point student policies and procedures will apply.

A1 How to apply

A1.1 Applications for full-time undergraduate programmes must be submitted via UCAS (Universities and Colleges Admissions Service). All application processing and deadlines will be in accordance with UCAS guidelines, with the exception of the deadline for submitting results.

A1.2 European exchange

Applications for European exchange programmes must be submitted to the University directly, following approval from the home institution.

A1.3 Study abroad in Cardiff and international exchange

Applications to study in Cardiff as part of the Study Abroad programme or the International Exchange programme must be submitted to the University directly, following the relevant eligibility checks.

A2 Personal statements

All applicants are required to submit a personal statement outlining their motivations, experiences, and suitability for the chosen program. For professional programmes, this includes a requirement to demonstrate an understanding of the profession, an insight into the course itself, and any relevant work experience.

For some programmes, the personal statement is a mandatory part of the selection process, and this will be indicated on the individual course page.

If an applicant applies to more than one professional programme, a bespoke personal statement is required for each programme and should be emailed to admissions@cardiff.ac.uk at the same time as submitting the application via UCAS. Only one personal statement may be submitted for each programme.

A3 References

All applicants must provide a reference with their application, typically an academic reference from a teacher or tutor who can attest to the applicant’s academic abilities, character, and suitability for the programme.

Where an applicant is unable to provide an academic reference, alternative references may be considered on a case-by-case basis at the discretion of the Director of Recruitment and Admissions.

A4 Admissions tests

Applicants to BDS (A200) and the MBBCh (A100, A101) are required to take the University Clinical Aptitude Test (UCAT) during July to October of the year of application. Test results obtained in previous years are not accepted.

A5 Programme variations to entry requirements

For applicants who do not meet our advertised entry requirements, we provide a list of acceptable alternative qualifications for some clinical programmes:

• School of Dentistry
  • DipHE Dental Hygiene (B750)
  • BSc Dental Therapy and Hygiene (B752)
  • Bachelor of Dental Surgery (A200)
• School of Healthcare sciences
  • Adult Nursing (B742/3)
  • Child Nursing (B732)
  • Diagnostic Radiography (B823)
  • Mental Health Nursing (B762/3)
  • Midwifery (B720)
  • Occupational therapy (B921)
  • Physiotherapy (B162)
  • Radiotherapy and Oncology (B824)
• School of Medicine
  • MBBCh (A100)
  • MBBCh graduate route/feeder stream (A101)

A6 Application deadlines

Applicants who apply by the UCAS equal consideration deadline will receive full and equal consideration.

Applications received after the Equal Consideration Deadline (ECD) will be considered subject to places being available. If no places are available, applications submitted after the ECD will not be considered and will be rejected as late.

Where time in the cycle permits, we will contact applicants to request additional relevant information to allow us to make a decision. As this is time-sensitive due to the highly competitive nature of some programmes and the various UCAS deadlines, applicants will be given a strict deadline to respond. If an applicant is asked for more information and does not supply this by the stipulated deadline, the application will be rejected as incomplete. However, in this circumstance, an applicant may reapply for the programme through the UCAS Extra or Clearing process if applications remain open.

A6.1 Dentistry (BDS) and Medicine (MBBCh)

For Medicine (MBBCh, A100, and A102) and Dentistry (BDS, A200) programmes, we will not be able to accept any applications received after the October (early UCAS) deadline.

Applicants must submit a fully completed application (including all achieved and pending academic and English language qualifications, references, and personal statements) via UCAS by the deadline. Applications submitted after the stipulated UCAS deadline or those deemed incomplete will not be considered and will be rejected.

A.6.2 Dentistry (DipHE and BSc) and Healthcare Sciences

For the DipHE Dental Hygiene (B750) and BSc Dental Therapy and Hygiene programmes, applicants must submit a fully completed application (including achieved and pending academic and English language qualifications, references, and personal statement) via UCAS by the ECD to be guaranteed consideration. Applications submitted after the stipulated UCAS deadline or those deemed incomplete may not be considered and may be rejected.

A7 Selection processes

The following Schools/programmes use additional selection processes prior to making an offer of study.

• School of Dentistry
• School of Healthcare Sciences
• School of Medicine (for the MBBCh)
• School of Music
• School of Optometry and Vision Sciences
• School of Pharmacy

A7.1 Auditions

The School of Music may invite applicants to an audition to assess the applicants’ ability to perform. Auditions are undertaken in link with our best practice guidance.

A7.2 Selection for interviews (scoring)

The School of Dentistry and School of Medicine (for the MBBCh) assess applicant suitability for interview using a scoring system. If an applicant meets the minimum advertised entry requirements, the application will be given an academic score.

• Applications are scored based on achieved qualifications only.
• Mandatory subjects are scored first, then a score is given to the remaining highest-graded subjects.
• If an applicant fails to submit two scores for double science by the deadline, they will be given an assumed grade at one grade lower than the grade given. For example, if grade A is stated, the application will be scored assuming grades AB.
• The UCAT may be used as part of the interview shortlisting or offer selection process. There is no minimum score and the cut-off (if the UCAT is used) varies each cycle.
• Where applicants have the same academic score, other aspects of the application, including personal statements and references, may be considered.
• Additional consideration is given in the selection process for applicants who are underrepresented or disadvantaged in accessing Higher Education and/or Dentistry/Medical professions.

A7.3 Selection for interviews (screening)

The School of Healthcare Sciences, School of Optometry and Vision Sciences, and School of Pharmacy assess applicant suitability for interview using a screening system. If an applicant meets the minimum advertised entry requirements, the personal statement and references are assessed to ensure an understanding of and commitment to the profession.

• Where applicants have the same academic score, other aspects of the application, including personal statements and references, may be considered.
• Additional consideration is given in the selection process for applicants who are underrepresented or disadvantaged in accessing Higher Education and/or NHS professions.

A8 Oversubscription

We manage our offer-making in such a way that, in normal circumstances, there is a place for every offer-holder who meets the exact conditions of their offer. However, there may be circumstances outside our reasonable control that mean that the number of applicants meeting the conditions of an offer of a place on a programme exceeds the number of places available (“oversubscription”).

Where the number of places available on a University programme is set (“capped”) by an external source (for example, the Welsh Government, Health Education and Improvement Wales (HEIW)) and additional places cannot be made available by the University, oversubscription procedures will apply.

B1 How to apply

Applications for full- or part-time postgraduate taught (PGT) study should normally be made direct to the University through the appropriate programme page. A step-by-step application guide is available on our website.

If there is an alternative application process, such as through the Central Applications Board (CAB) for the postgraduate Legal Practice programmes, this will be clearly stated on the programme webpage.

Supporting documentation can be uploaded to our application portal at the point of application or post-submission once Cardiff University username and password have been issued.

B2 Entry requirements

B2.1 Applicants must meet the minimum entry requirements (including subject requirements where relevant) as outlined on each individual course page.

B2.2 For applicants with international or overseas qualifications, we will apply an appropriate equivalency. This should be used as a general guide.

B2.3 Some programmes may have more detailed or specific entry requirements, which will be reflected in the entry requirements and, if the application is successful, the formal offer.

B3 Personal statements

All applicants are required to submit a personal statement outlining their motivations, experiences, and suitability for the chosen program. For some programmes, the personal statement is a mandatory part of the selection process and may require the applicant to answer certain questions and/or submit in a specific format.

B4 References

B4.1 Where references are required with their application, typically this should be an academic reference from a teacher or tutor who can attest to the applicant’s academic abilities, character, and suitability for the programme.

B4.2 Where an applicant is unable to provide an academic reference, alternative references may be considered on a case-by-case basis at the discretion of the Director of Recruitment and Admissions.

B5 Curriculum vitae (CV)

Applicants are not required to submit a CV with their application, unless it is published in the programme-specific entry requirements or in the cases of consideration by exception.

B6 Application deadlines

B6.1 The typical deadline for PGT applications is 4 weeks before the start date of a programme. However, some programmes advertise an earlier deadline. We strongly recommend that applicants apply at least 12 weeks prior to the start of their preferred programme. Applications received after the deadline will be considered on a case-by-case basis.

B6.2 Exceptions to the application deadline

We reserve the right to close programmes and/or to offer a deferred entry place where a programme has reached capacity (and may operate a waiting list as appropriate). We also reserve the right to offer deferred entry to applicants who apply within 12 weeks of the start date of a programme if there is not sufficient time to process all the requirements for an applicant to start their programme by the last date of enrolment.

B7 Selection processes

Additional selection processes may be used prior to making an offer of study, such as interviews, auditions, or requests for examples of written work. Interviews and auditions are undertaken in link with our best practice guidance.

B8 Deposits

We have a policy of charging a deposit prior to admission to some programmes. Where an applicant is required to pay a deposit to secure their place on a programme, this will be stated in the formal offer.

The terms and conditions relating to paying the deposit is outlined on our website and in the formal offer.

B8.1 Deposit refunds

By making a deposit payment, the applicant agrees to the terms and conditions of the deposit refund policy. The deposit is non-transferable and non-refundable except under the circumstances outlined in the policy.

C1 How to apply

Applications for PGR study will either be made direct to the University or through a third party. The individual programme page will indicate how to apply.

A step-by-step application guide is available on our website for direct applicants. Supporting documentation can be uploaded to our application portal at the point of application or post-submission once Cardiff University username and password have been issued.

C2 Entry requirements

C2.1 Applicants must meet the minimum entry requirements (including subject requirements where relevant) as outlined on each individual programme page.

C2.2 For applicants with international or overseas qualifications, we will apply an appropriate equivalency. This should be used as a general guide.

C2.3 Some programmes may have more detailed or specific entry requirements, which will be reflected in the entry requirements and, if the application is successful, the formal offer.

C2.4 Funded research projects and studentships may have additional requirements.

C2.5 We will only make an offer of admission for a research degree when we can provide appropriate supervision and/or supervision arrangements in the applicant’s research area. For some research degree programmes, the availability of sufficient research funds may also be a consideration for entry.

C3 Research proposal

Some programmes will require a comprehensive research proposal to be submitted at the point of application. The research proposal will be assessed for clarity, feasibility, and alignment with our research priorities.

C4 Application deadlines

The typical deadline for PGR applications is 4 weeks before the start date of a programme. However, some programmes advertise an earlier deadline. We strongly recommend that applicants apply at least 12 weeks prior to the start of their preferred programme. Applications received after the deadline may be considered at the discretion of the programme lead.

C5 Selection processes

Additional selection processes may be used prior to making an offer of study, such as interviews, auditions, or requests for examples of written work. Interviews and auditions are undertaken in link with our best practice guidance.