Oxford College of Science and Technology

Administrative Procedures for Processing Applications

Here is a written outline of administrative procedures for processing applications for Oxford College of Science and Technology. This procedure ensures consistency, fairness, and clarity throughout the application process for students, whether local or international.

1. Application Submission
   Students are required to submit their applications through one of the following channels:

• Online Application Form via the college website.
• Paper Application submitted by post or in person.

Each application must include the following:

• Completed application form
• Academic qualifications (certificates, transcripts)
• Proof of English language proficiency (IELTS/TOEFL or equivalent)
• Valid passport (for international students)
• Statement of Purpose (if required by the course)
• References (if applicable)
• Passport-size photographs (if required)

2. Initial Review and Acknowledgment

• Upon receiving the application, an acknowledgment email will be sent to the applicant confirming receipt of their documents.
• The Admissions Team will verify the completeness of the application and check that all required documents are submitted.
• If any documents are missing or incomplete, the applicant will be notified and requested to submit the missing information within a specified time frame (usually 7-10 days).

3. Academic and English Language Requirements Verification

• The Admissions Team will review the applicant’s academic qualifications to ensure that they meet the entry requirements for the course. This includes evaluating the level and relevance of previous studies.
• The English language proficiency (IELTS, TOEFL, PTE, etc.) is verified according to the course requirements. If the applicant’s English proficiency level does not meet the required threshold, they may be advised to undertake an English language course or submit further evidence.

4. Interview (If Applicable)

• If required, applicants may be invited for an interview. This can be conducted:
• In-person (for local applicants).
• Online (for international applicants or distance interviews).
• The purpose of the interview is to further assess the applicant’s suitability for the course, understanding of the course content, and personal motivation for studying.

5. Application Decision

• Admissions Team makes the final decision after the interview (if applicable), academic verification, and English language requirement check.
• Applicants will be informed of the decision via email, which may include:
• Offer of Admission: The applicant is offered a place on the course.
• Conditional Offer: The applicant must meet certain conditions before an offer is confirmed (e.g., final exam results, additional documents).
• Rejection: The application does not meet the course requirements.
• If the applicant accepts the offer, they will be sent an Offer Letter with details about the next steps.

6. Confirmation and Documentation

• If the applicant accepts the Offer of Admission or meets the conditions of a Conditional Offer, the following documents are issued:
• Formal Acceptance Letter
• Visa Documentation (for international students): A Short-Term Student Visitor Visa letter will be provided for visa application purposes.
• Fee Invoice: Details of course fees, including deposits and payment schedules.

7. Short-Term Student Visitor Visa Application Process (For International Students)

• International students are eligible to apply for a Short-Term Student Visitor Visa if they meet the visa requirements. This visa is valid for a maximum stay of 6 months (or 11 months for English language courses).
• Once the student has accepted the offer and paid any required fees, they will be provided with the necessary documents for visa application:
• Short-Term Student Visitor Visa Support Letter: A letter confirming the student’s acceptance onto the course.
• Fee Payment Receipt: Proof of fee payment to support the visa application.

Important Notes for Short-Term Student Visitor Visa Applicants:

• No Visa Extension: The Short-Term Student Visitor Visa cannot be extended in the UK. If you wish to stay longer or pursue further studies, you will need to apply for a new visa from outside the UK.
• Re-entry: Applicants must apply for a new visa from their home country or country of residence. You cannot extend or switch from a Short-Term Student Visitor Visa to another type of visa while in the UK.

8. Pre-Arrival Documentation

• Once the applicant has been successfully admitted, they will be sent pre-arrival documentation that includes:
• Orientation Details.
• Accommodation Information (if applicable).
• Living and Study Information in the UK.
• Health and Travel Insurance Advice.

9. Final Preparation for Enrollment

• Before the student’s arrival, they must:
• Pay any remaining fees.
• Confirm accommodation details (if arranged by the college).
• Submit additional documentation required for enrollment (e.g., passport copy, visa, health insurance).

10. Enrollment on Arrival

• Upon arrival at the college, students must complete the final enrollment process:
• Verification of original documents (academic qualifications, passport, visa, etc.).
• Completion of Registration Forms for student records.
• Student ID Card Issuance and other welcome materials.
• Orientation sessions, which may include:
• Welcome & Introduction to the College
• Student Handbook and College Policies
• Campus Tour and Facilities Introduction

11. Data Entry and Record Maintenance

• Once the student is fully enrolled, their details are entered into the Student Information System. This includes:
• Academic progress tracking.
• Attendance monitoring.
• Fee payment records.
• All records are stored securely and are updated regularly as part of the college’s administrative and monitoring procedures.

12. Ongoing Monitoring and Support

• Throughout the course, students are monitored for:
• Academic Progress through assessments and feedback.
• Attendance: A minimum attendance of 85% is required for satisfactory progress.
• Student Support: Dedicated support is available for academic, financial, and personal issues.
• Student satisfaction is monitored through surveys and feedback forms after each term to ensure the quality of the course and the learning experience.

Last Update: 22 February 2025