ADMISSIONS GUIDANCE NOTES FOR APPLICANTS 2018 - CONNECTING YOU TO A WORLD OF OPPORTUNITY - Queen's University Belfast
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CONNECTING YOU
TO A WORLD OF
OPPORTUNITY
ADMISSIONS
GUIDANCE NOTES
FOR APPLICANTS 2018
194767_QUB Guidance Notes_2018_V3.indd 1 02/07/2018 12:06Contents
02 Admissions Procedures -
Important Information for All Applicants
17 Finding Out About the Progress of Your Application(s)
20 When to Contact Us -
UCAS Support Lines and Advice Sessions
22 Summary of Important Dates
Appendices
1 Notification of Results Form (For the use of Access/
Foundation applicants only)
2 Notification of Results Form (For the use of Leaving
Certificate/Institute of Technology applicants only)
3 Enquiry Form
194767_QUB Guidance Notes_2018_V3.indd 2 02/07/2018 12:06Guidance Notes for 2018 Admissions 01
Introduction
Most of you will now have completed examinations and we hope
that these have gone well. The purpose of this publication is to
provide you with comprehensive information and guidance on
the various procedures which will operate between now and the
beginning of the academic year.
It is intended for applicants holding either a For your convenience, our contact details
Firm or Insurance offer through UCAS, for and web addresses are given on this page.
admission to Queen’s. Please note: If you do have to get in touch, please
remember that you will need to quote your
• For applicants holding offers for
UCAS Personal ID.
deferred entry in September 2019,
this is largely for information only. Sandra Bloomer
Up-to-date information will be provided Admissions Manager
to you again next year, as appropriate. Admissions and Access Service
• Applicants holding offers for Adult Queen’s Web:
Nursing, commencing in February 2019,
will receive further information from General Information:
the School of Nursing and Midwifery in www.qub.ac.uk/new-students
December 2018. UCAS Decisions:
There are just over five weeks between the www.qub.ac.uk/ucas-decisions
release of A-level and other results and the
Clearing and Adjustment Vacancies:
start of the first semester so the time-scale
www.qub.ac.uk/clearing
for completing the various procedures is
very tight. I would therefore ask you to Admissions and Access Service:
study the contents carefully as the details Tel: 028 9097 3838
given will help you in August when we Fax: 028 9097 5151
operate limited opening hours (see pages Email: admissions@qub.ac.uk
20 and 21).
194767_QUB Guidance Notes_2018_V3.indd 1 02/07/2018 12:0602 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
1. Accommodation Queen’s Accommodation
Information about new student Elms BT9 (Elms Village)
accommodation at Queen’s 78 Malone Road
and how to apply is available at Belfast BT9 5BW
www.qub.ac.uk/accommodation. The
Tel: 028 9097 4403
Accommodation website is designed to
Email: accommodation@qub.ac.uk
guide you through your options for living in
Web: www.qub.ac.uk/accommodation
Belfast when at Queen’s and to make sure
you know what you need to do in order to
2. Applicants with a disability or long term
arrange your accommodation. Applications
condition
for new students are now open. You should
Applicants who have disclosed a
apply for accommodation online via the
disability or long term condition should
website.
have received a letter from Disability
Accommodation will be available from Services requesting that they complete
15 September 2018 for a 38-week a questionnaire, to identify their support
contract, or 8 September 2018 for a needs. If you have not received any such
39-week contract, most suitable if you communication, please contact the
are an international student attending Admissions and Access Service (email:
the International Students’ Welcome admissions@qub.ac.uk). The questionnaire
and Orientation Programme. You should be completed and submitted as
should read the Allocation Policy on soon as possible, to help the University
the Accommodation website, noting in respond to your support needs.
particular relevant closing dates. We would
The University is committed to a policy
highlight that, for students from Northern
of equal opportunity and seeks to ensure
Ireland, the closing date for applications is
that students with a disability or long term
1 August 2018 to be included in the first
condition have equitable access as far
round of allocations.
as reasonably possible to all aspects of
Any queries about accommodation should university life.
be addressed to:
194767_QUB Guidance Notes_2018_V3.indd 2 02/07/2018 12:06Guidance Notes for 2018 Admissions 03
Admissions Procedures -
Important Information for All Applicants
Support is provided to students with a this from the Admissions and Access
wide range of needs, including physical and Service prior to 20 July
mobility difficulties, sensory impairments, (email: admissions@qub.ac.uk).
medical conditions, specific learning
difficulties such as dyslexia, Autistic 4. AccessNI/Criminal Records checks
Spectrum Disorders and mental health Applicants for courses in Medicine,
difficulties. Applicants who disclose a Dentistry and Pharmacy will receive
disability or long term condition and instructions regarding completion of
complete a questionnaire will be contacted an online application for an AccessNI
by the University’s Disability Services in the Enhanced Disclosure check. Please take
coming months to arrange an appointment care with completion and provide the
to register with the Service and agree correct verification of identity, if this is
appropriate supports. Depending on requested, as we will be unable to process
individual support requirements, this your application without this. There are
appointment may take place prior to final tight deadlines and we would ask for your
confirmation of a place at the University. assistance in ensuring that the application
In the meantime, further information on is submitted as quickly as possible.
the support available can be found at
Nursing and Midwifery applicants,
www.qub.ac.uk/sgc/disability.
who have been made offers, should
Applicants can also contact Disability have already returned their AccessNI
Services, should they have any queries or applications and paid the fee, as advised
wish to discuss their individual needs. earlier.
Tel: 028 9097 5251 Applicants for the above courses should
Email: disability.office@qub.ac.uk note that a separate criminal records
check from any country outside the UK/
3. Deferred entry applicants Republic of Ireland, where you have been
If you have deferred entry from 2017 and resident for one complete calendar year
require a formal statement of admission, or more, will also be required.
for a particular purpose, please request
194767_QUB Guidance Notes_2018_V3.indd 3 02/07/2018 12:0604 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
5. Verification of results already achieved offer. In view of the deadline for decisions,
If your offer asked that you forward this should be done immediately results
copies of previous qualifications, already are received.
achieved (eg GCSE English, Mathematics
and Science), and you have not done so 8. Re-grading of A-level/AS-level or other
already, you should send a copy of your examination results
results to the Admissions and Access Decisions on applications will not be
Service, to arrive not later than 20 July. delayed pending the outcome of a request
As stated, original documentation will be for a remark. However, if, as a result of
required at Registration in September. a request for re-grading, your A-level/
AS-level results are changed by an
6. Summer A-level/AS-level and Scottish examination board, it is essential that you
Advanced Higher/ Higher examination notify the Admissions and Access Service
results as soon as possible, otherwise no action
The University receives results for all will be taken. It must also be emphasised
local applicants direct from the various that it is the responsibility of the applicant
examination boards in the United Kingdom, to provide the Admissions and Access
although it may sometimes be necessary Service with documentary evidence of the
to contact applicants where results cannot grade and not simply marks or modular
be matched to an application. In this event, results. It should also be clearly understood
we require an actual certificated result and that the University is not bound to honour
not modular results or marks. re-grades but it does so up to 31 August,
and after that, only if places are available.
7. GCSE examination results
The University does not receive these 9. BTEC/OCR/SQA qualifications
results direct from the examination (including HNDs and HNCs)
boards and it is essential that you provide Applicants are not required to forward
the Admissions and Access Service with these results to the Admissions and Access
documentary evidence of such results if Service since they are automatically
they have been included in a conditional received via UCAS. However, in the
194767_QUB Guidance Notes_2018_V3.indd 4 02/07/2018 12:06Guidance Notes for 2018 Admissions 05
Admissions Procedures -
Important Information for All Applicants
event of results not being matched to note that, if you have already provided full
an application the applicants concerned information as indicated above, no further
will be contacted by the Admissions action is necessary.
and Access Service, normally by email.
Please note that offers have been made 11. Degree/Foundation Degree results
in terms of results in individual units and Where offers are conditional on degree
confirmation decisions will be made on results, official confirmation of these
this basis. (including overall degree classification/
percentage, if applicable) should be
10. Access/Foundation courses forwarded to the Admissions and Access
(Appendix 1) Service, not later than 20 July.
In order to ensure that such applications
are dealt with by the normal deadline, 12. Irish qualifications (Appendix 2)
we would ask all applicants taking these In order to ensure the speedy processing
qualifications to arrange for Appendix 1 of applications, applicants taking Irish
to be completed fully and returned to the qualifications, including the Leaving
Admissions and Access Service as soon Certificate, Institute of Technology
as results are received and not later than Certificates, Diplomas and Ordinary
20 July. For those undertaking Access/ Degrees, should send their results to the
Foundation courses validated by Queen’s Admissions and Access Service as early as
University or Ulster University, a clear possible using Appendix 2. If the results
statement of the overall result and the form is faxed or emailed (as a scanned
percentage marks obtained in each module attachment), the original should not be
(including title and level, eg 3) are required. posted since this can lead to confusion
In the case of those completing an Access and may delay processing of your decision.
to Higher Education Diploma, validated Whilst the University receives Leaving
by QAA, details of performance in each Certificate results direct from UCAS,
unit (including title, number of credits we still require applicants to complete
and its level) should be provided. Please Appendix 2 to indicate their continued
interest in our offer.
194767_QUB Guidance Notes_2018_V3.indd 5 02/07/2018 12:0606 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
13. International Baccalaureate and Access Service as soon as possible
Applicants are not required to forward (assuming you have not already done so)
these results to the Admissions and Access and keep us updated on the position.
Service since they are automatically
received via UCAS. However, in the 16. Interpretation of conditional offers
event of results not being matched to Conditional offers are expressed in terms
an application, the applicants concerned of specific grades or marks in A-levels
will be contacted by the Admissions and and AS-levels or other qualifications. The
Access Service, normally by email. University does not make offers in terms of
the UCAS tariff. In order to be guaranteed
14. Musicianship examinations admission, applicants must precisely meet
The School of Arts, English and Languages the conditions of the offer. Some flexibility
requires evidence of the highest Grade in the grades accepted is likely to be
achieved in Practical and/or Theory possible, though this will be dependent
Musicianship examinations. Applicants for on the competition in individual subject
the BMus should therefore arrange for areas and on government funding which
photocopies or scanned copies of relevant determines the number of places available
Certificates to be forwarded to the for NI and EU students.
Admissions and Access Service not later
than 20 July. 17. Decisions on borderline applications
Where applicants have not quite met the
15. Late notification of results conditions of their offer, a range of factors
If, for any reason, your results will not be is taken into account in deciding whether
available within the normal anticipated or not to confirm a place. While Queen’s
timescales, please advise the Admissions specifies offers in terms of three A-levels
for most of its degree courses,
194767_QUB Guidance Notes_2018_V3.indd 6 02/07/2018 12:06Guidance Notes for 2018 Admissions 07
Admissions Procedures -
Important Information for All Applicants
performance in additional subject(s) Successful applicants will receive an email
at AS/A-level can be very important from UCAS indicating there has been an
at Confirmation. Other information update in Track. Applicants must log into
considered includes: Track to read their AS12 letter to find out
what action they need to take. This varies
• Performance in relevant subjects
depending on the preferences of individual
(eg Mathematics for Engineering
universities.
programmes).
• A* grades and the overall combination of For Queen’s, we require you to tell us
grades achieved. whether you are accepting or declining
the offer. Where offers are declined,
• In tie-break situations, preference may
even in error, there is no guarantee of
also be given to applicants holding
places being reinstated. You should
the offer as their Firm (rather than
therefore take care when making your
Insurance) choice.
reply. Applicants who are away from home
18. Publication of decisions in August in August may authorise their parents
Details of how to find out about the or other nominated contact to take the
progress of your application(s) are necessary action on their behalf.
contained on page 17. You should follow the instructions
carefully as failure to reply promptly to
19. Confirmation of offers (AS12) the offer made will delay the despatch of
The University will make decisions on all your Welcome Guide (see section 24).
applications which are conditional (CF
and CI) on an on-going basis as results are 20. Changed course offers
received and will notify UCAS accordingly. If, having received your results, you
Applicants will then receive decisions wish to be considered for an alternative
through UCAS and not direct from the course, you should complete the Enquiry
University. Form. Only one Enquiry Form should be
submitted as multiple copies delay the
processing of your request.
194767_QUB Guidance Notes_2018_V3.indd 7 02/07/2018 12:0608 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
NB This procedure should be used for 22. UCAS Adjustment Process
a request for a change to a different Each year some applicants pass their exams
course within Queen’s, rather than the with better results than expected. This may
Adjustment Process, which only applies if mean that some will have not only met
you wish to change to a course at another the conditions of their Firm choice, but
university. will have exceeded them. The Adjustment
Process provides such applicants with an
It is essential for applicants who receive
opportunity to reconsider where and what
changed course offers (notified via the
to study.
UCAS AS12C letter) to take the necessary
action. If you fail to do so within five days, The Adjustment Process is available
UCAS will decline the offer on your behalf. from A-level results day (16 August) until
31 August. Your individual Adjustment
21. Change of year of entry period starts on 16 August or when your
If, having been accepted for admission Conditional Firm (CF) choice changes to
this year, you decide that you would Unconditional Firm (UF), whichever is later.
like to defer entry until September From this time you have a maximum of
2019, you should put your request in five calendar days (five 24-hour periods,
writing to the Admissions and Access including Saturdays and Sundays) to
Service for consideration by the selector register and secure an alternative course,
(email: admissions@qub.ac.uk). Requests if you decide this is what you want to do.
to defer entry to courses in Midwifery, Your Track ‘Choices’ page shows when
Nursing and Social Work are not normally your Adjustment period ends. Remember,
considered. you must have met and exceeded the
conditions of your Conditional Firm (CF)
If you have been accepted for entry in
choice. It is not possible to adjust your
2019 and wish to take up your place this
Insurance choice (CI).
year, you should also put your request in
writing to this Office. Permission can only You should not register for Adjustment
be granted if places are available this year. if you wish to change to another course
194767_QUB Guidance Notes_2018_V3.indd 8 02/07/2018 12:06Guidance Notes for 2018 Admissions 09
Admissions Procedures -
Important Information for All Applicants
within Queen’s. This is handled using the Your Welcome Guide will contain your
Enquiry Form as outlined in section 20. username (student number) and password.
You will be able to use these to log into
For full details about Adjustment and
your new Queen’s email account. Please
to check your eligibility, please visit the
check on a regular basis as the University
UCAS website at www.ucas.com.
and your academic department (School)
will use your Queen’s email to send you
23. Clearing and Adjustment vacancies
crucial information that you need to know
Details of Clearing and Adjustment
before arriving.
vacancies will be listed on the University’s
website at www.qub.ac.uk/clearing and
25. Welcome and Induction Week
the UCAS website at www.ucas.com.
Information about Welcome and
24. Welcome Guides Induction events is available online at
Guides containing information about www.qub.ac.uk/welcome from early
Enrolment and Registration will begin to August. Join our social media (facebook.
be despatched from the end of August com/studentwellbeingatqueens) and
onwards to those who have accepted an check back regularly for updates and
unconditional offer of a place (see section information about arrivals and settling in to
26). If you have submitted your AS12 Queen’s.
reply but have not received your Guide by
There are three key elements to the
7 September, please contact the Student
Queen’s Welcome and Induction:
Helpline (Tel: 028 9097 3223).
• School Induction Programme during
The Guide will be sent to your home
Welcome and Induction Week. Your
address so it is important that you notify
School will contact you after you have
both UCAS and the Admissions and
accepted an unconditional offer of a
Access Service of any change to your
place, normally in early September, to
contact details, or if you will be in transit
provide you with a programme.
to Queen’s before you receive your Guide.
194767_QUB Guidance Notes_2018_V3.indd 9 02/07/2018 12:0610 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
• Enrolment and Registration which must timetable and all students are required
be completed to become a Queen’s to attend, so please ensure that you are
student. (Refer to section 26 below.) available. During this week, some Schools
This will take place from Monday 10 will start their lecture programmes or run
September to Friday 21 September and courses, which it is essential for students
for students moving into Elms Village, to undertake.
facilities will be available during the
Your School (which is the name the
weekend of 15 and 16 September.
University gives to your academic
• The Central University Programme The department) is responsible for your degree
main ‘Welcome and Induction Week’ programme. Each School organises an
takes place from Monday 17 September. induction programme with activities to help
Staff from Student Wellbeing will be you get to know other students on your
present throughout Welcome Week, course, introduce you to staff from your
providing information on Wellbeing School, and learn more about your course
Support that is available to students and the facilities of the University. As part
throughout their time at Queen’s. of your School induction programme, you
Themed events will also take place during will meet your personal tutor (adviser) and
Welcome Week to help equip students other academic members of staff who will
with the skills and knowledge to manage assist you with module selection. Details
their wellbeing during key points in their of the programme and appointments
student journey. Details of events will with academic staff will be sent to your
appear on our website in August Queen’s email address (details on how to
(www.qub.ac.uk/welcome) and on access your Queen’s email account will
our social media site (facebook.com/ be included in your Welcome Guide – as
studentwellbeingatqueens). mentioned in section 24 above).
Welcome and Induction Week (17 - 21
September) is a compulsory part of your
194767_QUB Guidance Notes_2018_V3.indd 10 02/07/2018 12:06Guidance Notes for 2018 Admissions 11
Admissions Procedures -
Important Information for All Applicants
Events during the University Welcome and It is not until you have completed the full
Induction Week complement your School registration process that you will be a fully
induction programme and provide you with enrolled student of Queen’s and entitled
the opportunity to gain more information to use the wide range of services and
on the range of services offered by both facilities.
the University and the Students’ Union,
Registration comprises:
including details about sports services,
clubs and societies, student support and • Online Registration: completing all 10
much more. steps of the online Registration Wizard;
Full details (including links to our Facebook • On-site completion of registration
pages) will be available on the Welcome to verify your qualifications and
website at www.qub.ac.uk/welcome. identification;
Please make sure you visit the website and • Allocation of your Queen’s University
check your Queen’s email regularly to stay Student Card.
in touch with what’s on. If registration is not fully completed by the
end of the fourth week of Semester 1, you
will be withdrawn from the University. If
26. Enrolment and Registration you wish to re-register and are permitted
Enrolment and Registration commences to do so, a re-registration fee of £50 will
on 10 September 2018. You will be be charged.
allocated a specific time slot to register at
the Medical Biology Centre (MBC). Details In order to complete your registration at
of this will be included in your Welcome Queen’s and be fully enrolled, you must
Guide letter and you must adhere to the bring with you:
slot allocated. If you are checking into the • Original documentary evidence of
Elms Accommodation, you will be able to entrance qualifications (except where
complete enrolment and registration at these are provided by UCAS) and a
The Treehouse during your check-in. certified English translation, where
applicable;
194767_QUB Guidance Notes_2018_V3.indd 11 02/07/2018 12:0612 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
• Any financial notification letters received Tax Credit; Letter from Jobs & Benefits
from your Education and Library Board, Office; P45 or P60; Payslips; and
the Student Loans Company, a sponsor • Current Driving Licence issued in the
letter or payment; UK or Ireland; and
• An approved form of identification: • An original Deed Poll or marriage
International Students: certificate to evidence a change of
name, if applicable.
Passport and visa. The University is
legally required by UKVI to retain a copy Irish Students:
of your immigration documents and • Original Full Birth Certificate issued in
ATAS certificates. Ireland which includes the name of at
All other students: least one of the holder’s parents; and
• Current Driving Licence issued in the
A current UK/EU passport; or
UK or Ireland; and
A current EU National Identity Card; or • An original Deed Poll or marriage
The following combination of documents certificate to evidence a change of
for UK and Irish students: name, if applicable.
No other forms of identification will be
UK Students:
accepted.
• Original Full Birth Certificate issued in
With the exception of Nursing and
the UK which includes the name of at
Midwifery students (please see paragraph
least one of the holder’s parents; and
below), the Registration Wizard will be live
• An original official document issued from 10.00am on Monday 10 September
by a Government Agency or previous for undergraduate students. Your username
employer giving the student’s National and password will allow you to go online
Insurance Number and name, eg to check emails and start your registration
National Insurance card; Letter from before you arrive at the University. The
HM Revenue & Customs about Tax or Registration Wizard leads you through the
194767_QUB Guidance Notes_2018_V3.indd 12 02/07/2018 12:06Guidance Notes for 2018 Admissions 13
Admissions Procedures -
Important Information for All Applicants
required steps, but a Registration Wizard Christmas Vacation
Guide is also available online and details will Monday 17 December 2018 –
be provided in your Welcome Guide. Friday 4 January 2019
For Nursing and Midwifery students only,
Weeks 13-25
the Registration Wizard will be live from
Monday 7 January –
10.00am on Thursday 30 August and, in
Friday 5 April 2019
advance of this, you will receive details
about your enrolment and registration
Easter Vacation
from the School of Nursing and
Monday 8 April –
Midwifery. Please note that enrolment and
Friday 26 April 2019
registration normally takes place on 4 and
5 September. Weeks 26-30
Depending on your programme of study, Monday 29 April –
you may be allowed to choose your Friday 31 May 2019
modules, when using the Registration For undergraduate students, formal
Wizard. Please note that this differs vastly examinations, if required, will be scheduled
between programmes and Schools. You during weeks 26-28. Developmental
must check your Queen’s email on an opportunities will be scheduled during
ongoing basis, following receipt, to find out weeks 13, 29-30.
what is required regarding enrolment.
Information will also be available on the 28. Tuition fees
Welcome website at www.qub.ac.uk/ Detailed information on tuition fee
welcome. assessment and payment options,
including applying for a tuition fee
27. Semester dates and maintenance loan is available at
www.qub.ac.uk/tuitionfees. The website
Weeks 1-12
also provides information about the
Monday 24 September –
University’s Bursary Schemes and the
Friday 14 December 2018
Student Support Fund arrangements for the
academic year 2018-19.
194767_QUB Guidance Notes_2018_V3.indd 13 02/07/2018 12:0614 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
The basis of the determination of your Ireland, entering the full-time Social Work
residency status for fees purposes is degree in September 2018. The main
available at www.qub.ac.uk/tuitionfees elements of the current scheme are as
under the Student Finance Framework follows:
section.
• a non-means-tested Incentive Grant
If you have any queries in relation to for each year of the agreed duration of
tuition fees, payment options, the the course towards the costs of study,
University’s Bursary Schemes or Student including tuition fee costs; and
Support Fund, please refer to the • a contribution towards expenses
University’s website www.qub.ac.uk/ related to work-based learning.
tuitionfees or contact the Student
Finance Office on 028 9097 2974. Further details of the Scheme are
available on request from:
29. Scholarship programmes The Office of Social Services
Queen’s offers a range of scholarships Department of Health
and bursaries for new students. Find out Room C4.22
more by visiting http://go.qub.ac.uk/ Castle Buildings
fees-scholarships. Stormont
Belfast BT4 3SQ
30. Student Incentive Scheme for Social
Work students Tel: 028 9052 0517
The Department of Health (DoH) Email: oss@health-ni.gov.uk
provides a Student Incentive Scheme for Web: www.health-ni.gov.uk
new students, domiciled in Northern
194767_QUB Guidance Notes_2018_V3.indd 14 02/07/2018 12:06Guidance Notes for 2018 Admissions 15
Admissions Procedures -
Important Information for All Applicants
31. Funding and Bursary information for 32. Meningitis
Nursing and Midwifery students The Admissions and Access Service
Eligible students may have their fees paid has been asked by the University’s
for the duration of the three-year degree Occupational Health Service to bring the
by the Department of Health (DoH) and following information to your attention.
may also receive a bursary – this is known Local, EU and international students aged
as a ‘commissioned’ place. The bursary is up to 25 years and starting university for
intended to assist with daily living costs the first time, should get the Meningitis
incurred while training and is awarded for ACWY vaccine from their GP before
each year of the three-year course; it will going to university. The Meningitis ACWY
normally be paid in monthly instalments. vaccine will increase protection against
To be eligible for a commissioned place, four Meningitis groups (A,C,W and Y).
applicants must be an NI or EU national There is a risk of infection with
(excluding GB). Further conditions meningitis spreading when people
may apply. live closely to each other such as in
In order to find out more about the university halls of residence and other
bursary, please contact the Bursary shared accommodation. It is therefore
Administration Unit: recommended that students receive
vaccination at least 2 weeks before
Bursary Administration Unit starting university.
Business Services Organisation
2 Franklin Street All students who are changing their GP
Belfast BT2 8DQ or who are registering with one for the
first time should choose a GP in the
Tel: 028 9536 3988 / 3818 area when starting university. If not
Email: studentnurse.bursaries@hscni.net already vaccinated, they can arrange to
Web: www.health-ni.gov.uk get this vaccine and other vaccines as
194767_QUB Guidance Notes_2018_V3.indd 15 02/07/2018 12:0616 Guidance Notes for 2018 Admissions
Admissions Procedures -
Important Information for All Applicants
appropriate. This should be done straight
away – ideally in the first week of term –
don’t leave it until later.
If you would like further information
about meningitis vaccination, visit
https://www.nidirect.gov.uk/articles/
men-acwy-vaccination-teenagers-and-
students#toc-5
194767_QUB Guidance Notes_2018_V3.indd 16 02/07/2018 12:06Guidance Notes for 2018 Admissions 17
Finding Out About the Progress
of Your Application(s)
Please have your UCAS Personal ID The following are some of the most
available for all enquiries. frequently asked questions and the
responses may help you to obtain the
The priority of the Admissions and Access information you require in August. A more
Service is to provide applicants with detailed list is available on the website at
decisions on their applications as early www.qub.ac.uk/ucas-decisions.
as possible. Therefore, due to the tight
deadlines for decisions and the volume of 1. How do I obtain a decision on my
work in the Office, the opening hours will application?
be restricted and enquiries limited to the Decisions are conveyed to you formally
times stated on pages 20 and 21. by UCAS but you can obtain up-to-date
information from the Admissions and
For a number of reasons (including missing
Access Service website (www.qub.
results and student number controls),
ac.uk/ucas-decisions) or via UCAS Track
decisions on borderline applications may
(www.ucas.com) from early morning on
take some time, but are communicated to
Thursday 16 August. The Admissions and
applicants as quickly as possible, and we
Access Service website will be updated
appreciate your patience at this anxious
at 2.00pm on that day and thereafter at
time. We are trying to accommodate
9.00am and 2.00pm each day.
as many applicants holding CF and CI
offers as possible at this stage, but if
2. If the decision is ‘Decision Pending’
you are concerned that you may lose
on the Admissions and Access Service
out on a place elsewhere, you may email
website what do I do?
admissions@qub.ac.uk and request that
This is the advantage of our website – it
an unsuccessful decision is registered
provides you with additional information.
with UCAS.
Click on the ‘Decision Pending’ link for
guidance on what this means.
194767_QUB Guidance Notes_2018_V3.indd 17 02/07/2018 12:0618 Guidance Notes for 2018 Admissions
Finding Out About the Progress
of Your Application(s)
3. How do I enquire about the progress of 5. How can I find out about what
my application? vacancies are available?
Check the website (www.qub.ac.uk/ The most reliable information about
ucas-decisions) morning and afternoon. vacancies at Queen’s is available from the
This gives the most comprehensive Admissions and Access Service website
information available. (www.qub.ac.uk/clearing). For vacancies
at other institutions, consult the UCAS
4. What do I do if I want to change my website (www.ucas.com) or the national
course? press.
If you have not met the conditions of your
offer or would prefer to be considered 6. Should I contact the University if I have
for an alternative course at Queen’s, a query?
you should complete the Enquiry Form Please check the Admissions and Access
and post, fax or email it (as a scanned Service website before making contact.
attachment) to the Admissions and Access Details of the telephone number (multiple
Service. Only one Enquiry Form should lines) for the UCAS Support Line and
be submitted as multiple copies delay the operating times are stated on pages 20
processing of your request. and 21. Telephone lines are very busy
at this time of year and should only be
Full instructions are provided on the form.
used if you cannot obtain the answers
The outcome of your request will be
to your queries by other means or if you
dependent on vacancies being available
require advice.
and also on your academic qualifications.
194767_QUB Guidance Notes_2018_V3.indd 18 02/07/2018 12:06Guidance Notes for 2018 Admissions 19
Finding Out About the Progress
of Your Application(s)
7. Does the University hold advice
sessions?
There is an open session in the Whitla Hall
on the afternoon of Monday 20 August
from 2.00pm. Admissions and Access
Service staff provide advice about courses
at Queen’s which are still considering
applications or about options available in
the future
The session is not intended to provide
general advice about options available
elsewhere. If your application has already
been unsuccessful, the decision cannot be
reversed. In order to avoid an unnecessary
visit, you should check the status of your
application and also the availability of
places in Clearing and Adjustment on the
Admissions and Access Service website
(www.qub.ac.uk/ucas-decisions)
before coming to the Whitla Hall. Those
considering Clearing and Adjustment
should pay particular attention to the
grade requirements (www.qub.ac.uk/
clearing).
194767_QUB Guidance Notes_2018_V3.indd 19 02/07/2018 12:0620 Guidance Notes for 2018 Admissions
When to Contact Us
UCAS Support Lines and Advice Sessions
To enable the processing of decisions by
Tuesday 21 August
the deadline, the Admissions and Access
Telephone Support Lines
Service will be open for telephone and
9.30am - 5.00pm
personal callers only as indicated. At all
028 9097 3838
other times, the Office will be closed.
The telephone number to use is Wednesday 22 August
028 9097 3838 (multiple lines). OFFICE CLOSED FOR FINAL
DECISION PROCESSING
Thursday 16 August
Telephone Support Lines Thursday 23 August
9.30am - 6.00pm Telephone Support Lines
028 9097 3838 2.00pm - 5.00pm
028 9097 3838
Friday 17 August
Telephone Support Lines Friday 24 August
9.30am - 6.00pm Telephone Support Lines
028 9097 3838 2.00pm - 5.00pm
028 9097 3838
Saturday 18 August
Telephone Support Lines Monday 27 August
10.00am - 4.00pm Personal Callers
028 9097 3838 UCAS Advice Session
Whitla Hall
Monday 20 August 2.00pm - 5.00pm
Telephone Support Lines
9.30am - 5.00pm Tuesday 28 August
028 9097 3838 Telephone Support Lines
2.00pm - 5.00pm
Personal Callers
028 9097 3838
UCAS Advice Session
Whitla Hall
2.00pm - 5.00pm
194767_QUB Guidance Notes_2018_V3.indd 20 02/07/2018 12:06Guidance Notes for 2018 Admissions 21
When to Contact Us
UCAS Support Lines and Advice Sessions
Wednesday 29 August Wednesday 5 September
Telephone Support Lines Telephone Support Lines
2.00pm - 5.00pm 2.00pm - 5.00pm
028 9097 3838 028 9097 3838
Thursday 30 August Thursday 6 September
Personal Callers Personal Callers
Room 0G/074 Student Plus Reception Area
Lanyon North Lanyon North
2.00pm - 5.00pm 2.00pm - 5.00pm
Friday 31 August Friday 7 September
Telephone Support Lines Telephone Support Lines
2.00pm - 5.00pm 2.00pm - 5.00pm
028 9097 3838 028 9097 3838
Monday 3 September Monday 10 September
Personal Callers Normal Office Hours
Room 0G/074 (except lunchtime 1.00pm - 2.00pm)
Lanyon North Tel: 028 9097 3838
2.00pm - 5.00pm Email: admissions@qub.ac.uk
Tuesday 4 September
Telephone Support Lines
2.00pm - 5.00pm
028 9097 3838
194767_QUB Guidance Notes_2018_V3.indd 21 02/07/2018 12:0622 Guidance Notes for 2018 Admissions
Summary of Important Dates
Thursday 16 August Friday 7 September
– Official publication of A-level and – Students who have not received their
AS-level results. Welcome Guide by 7 September
should contact the Student Helpline
– Information about decisions and
(028 9097 3223). Remember
Clearing and Adjustment vacancies
that your Welcome Guide cannot
will be available on the web from early
be sent out until you have replied
morning.
confirming acceptance of a place
UCAS Decisions: (see section 24).
www.qub.ac.uk/ucas-decisions
Monday 17 September
Clearing and Adjustment Vacancies:
– Start of Welcome and Induction Week
www.qub.ac.uk/clearing
(www.qub.ac.uk/welcome)
– Telephone Support Lines will be open
for enquiries from 9.30am – 6.00pm Monday 24 September
028 9097 3838. – Commencement of first semester.
Details of opening hours from Friday 17
August on are given on pages 20 and 21.
Thursday 23 August
– University aims to have all decisions
registered with UCAS, provided
applicant results have been received.
194767_QUB Guidance Notes_2018_V3.indd 22 02/07/2018 12:06Appendix 1
Fax: 028 9097 5151
Email: admissions@qub.ac.uk
Access / Foundation courses - notification of results
This form is for use by applicants who have completed an Access/Foundation course. It is not intended for applicants
completing other qualifications. Please refer to section 10 (page 05) of Admission s Guidance Notes.
Section A (this section must be completed)
• In order that your application may be processed by the decision deadline, you are requested to forward the results of your
Access/Foundation course to the Admissions and Access Service as soon as they are received and not later than 20 July 2018.
You may use this form, countersigned and stamped by the college or, alternatively, attach an official signed copy of the
results to the form. Please note that, in the absence of information about your results, it will be assumed that you have
withdrawn your application and an unsuccessful decision will be registered with UCAS.
• Please complete using BLOCK CAPITALS.
Name of applicant (in full):
UCAS Personal ID Course code(s) Status at Confirmation
CF choice (please tick
appropriate box)
CI choice
Section B
Name of college:
Title of course:
Percentage
Module Title and Level, eg 3 Date Taken
Mark
Overall average (in percentage terms)/classification: Has qualification been awarded? YES / NO
(Delete as appropriate)
I hereby certify that the above information is correct.
Signature of authorised officer:
official
Position held in college: Date:
stamp
Please return to Admissions and Access Service, Lanyon North, Queen's University
Belfast, Belfast, BT7 1NN as soon as possible but not later than 20 July 2018.
194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 1 02/07/2018 12:07Appendix 2
Fax: 028 9097 5151
Email: admissions@qub.ac.uk
Notification of results for applicants offering Leaving Certificate
or Institute of Technology qualifications
Please refer to section 12 (page 05) of Admissions Guidance Notes
Section A (to be completed by all applicants)
Name of applicant (in full):
UCAS Personal ID Course code(s) Status at Confirmation
CF choice (please tick
appropriate box)
CI choice
Section B (to be completed by Leaving Certificate applicants)
In order that your application may be processed by the decision deadline, you are requested to forward your results in the Leaving
Certificate to the Admissions and Access Service as soon as possible using the section below. This may be done by returning this
form by first class mail, by fax or by email (as a scanned attachment) to the Admissions and Access Service. If you send your
results by fax or email, please do not also send them by post since this can cause confusion. You should certify that the
information is correct, bearing in mind that proof of your results will be required at Registration.
It is appreciated that many students from the Irish Republic will have applied to both CAO and UCAS. Applicants who no longer
wish to proceed with their UCAS applications should notify the Admissions and Access Service at the earliest possible stage,
otherwise places may be held for them at the expense of other applicants. In the absence of information about Leaving
Certificate results by 5.00pm on Saturday 18 August 2018, it will be assumed that you have withdrawn your application
and an unsuccessful decision will be registered with UCAS.
Grades Achieved
(please give precise grades,
Irish Leaving Certificate ie H1, H2, H3 etc)
Subjects Taken
Higher Level Ordinary Level
I hereby certify that the above information is correct.
Signature: Date:
Please return to Admissions and Access Service, Lanyon North, Queen’s University Belfast, Belfast,
BT7 1NN as soon as possible but not later than 5.00pm on Saturday 18 August 2018.
194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 2 02/07/2018 12:07Notification of Institute of Technology results
Students from Institutes of Technology please ensure that you have completed Section A and then arrange for your
college to complete Section C below and return the form direct to the Admissions and Access Service as soon as possible
and not later than 20 July 2018.
Section C (to be completed and returned by Institute of Technology)
We should be grateful if you would release examination results, in strict confidence, for the applicant named in Section A.
Name of applicant (in full):
Name of college/institute:
Title of course:
Module/Unit Title Year Taken Mark
Average mark: Overall result (ie Percentage/Pass, Merit, Distinction):
Comments:
Signature of authorised officer:
official
Position in college/institute: Date: stamp
Please return to Admissions and Access Service, Lanyon North, Queen's University
Belfast, Belfast, BT7 1NN as soon as possible but not later than 20 July 2018.
194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 3 02/07/2018 12:07Fax: 028 9097 5151
Email: admissions@qub.ac.uk
web: www.qub.ac.uk/new-students
Enquiry Form
UCAS Personal ID
This Enquiry Form should only be completed on or after Thursday 16 August. If you have not met the conditions of your offer or would
prefer to be considered for an alternative course at Queen’s, you should complete the Enquiry Form and post, fax or email it (as a scanned attachment) to the
Admissions and Access Service. Only one Enquiry Form should be submitted as multiple copies delay the processing of
your request.
In order to assist us in dealing with your enquiry as quickly as possible, please ensure that you have completed in full the Personal and Application details and
indicated the nature of your request by ticking the appropriate box below.
While every effort will be made to accommodate the wishes of applicants, the outcome of any request will be dependent on vacancies being available and also
on your academic qualifications. If we are in a position to agree to your request you will be contacted by the Admissions and Access Service.
ONLY ONE ENQUIRY FORM SHOULD BE SUBMITTED.
Name: Home telephone no:
(BLOCK CAPITALS please) (inc STD code)
Email address: Mobile telephone no:
Did you apply to Queen’s University Belfast in the current admissions cycle? (please tick appropriate box) YES NO
TUITION FEE STATUS
For tuition fees purposes I am classified as: (please tick appropriate box) NI GB EU Overseas
Please indicate below your CF / CI choice university(ies), if any. If you were not holding any offers, write NONE.
Inst Code Institution Name Course Decision
(ie Accept / Unsuccessful / Pending)
CF
CI
REQUEST: (please select one of the following options by ticking the appropriate box)
I wish to be considered for the course indicated below ONLY IF I AM UNSUCCESSFUL in gaining admission to my CF / CI
(delete as appropriate) offer at Queen's.
I wish to be considered for the course indicated below INSTEAD OF the CF / CI (delete as appropriate) offer I am holding at Queen’s.
I have been confirmed (UF) on my Firm choice AT ANOTHER INSTITUTION and wish to apply for the course indicated below through the
ADJUSTMENT process. (See UCAS website for conditions of eligibility: www.ucas.com.)
I wish to apply for the course indicated below through the CLEARING process.
OTHER – please explain overleaf.
ALTERNATIVE COURSE: Name: Course code:
(eg English) (eg Q300)
AS and A-levels or equivalent (subjects and grades in June 2018): Previous AS and A-levels or equivalent (subjects and grades - give dates):
Subject Level (AS or A) Grade Subject Level (AS or A) Year Grade
If you have completed qualifications other than A-levels/AS-levels, eg Edexcel Diplomas/Certificates, Access Courses, or Irish Leaving Certificate, you
should also provide a copy of your Certificate(s) to accompany this form.
If you have not applied to Queen's University Belfast, you should also provide a brief CV and copy of your GCSE results to accompany this form.
Signature: Date:
Office Use Only Original to Copy to (continue overleaf if necessary)
194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 4 02/07/2018 12:07Admissions and Access Service
Lanyon North
Queen’s University Belfast
Belfast
Northern Ireland
BT7 1NN
Should you need to contact the Admissions and Access Service, make sure you have the following
information to hand:
UCAS Personal ID:
Institution Course Code
Course(s): CF choice
CI choice
Queen’s Web:
General Information:
www.qub.ac.uk/new-students
UCAS Decisions:
www.qub.ac.uk/ucas-decisions
Clearing and Adjustment Vacancies:
www.qub.ac.uk/clearing
Admissions and Access Service:
Tel: 028 9097 3838 (see pages 20 and 21 for availability)
Fax: 028 9097 5151
Email: admissions@qub.ac.uk
UCAS Web:
www.ucas.com
Data Protection
The information provided by you will be used by the University in accordance with the Data Protection Act, 1998
and, from 25 May 2018, the General Data Protection Regulation (GDPR), for the purpose of Education and Training
Administration including the receipt and processing of applications for admission to the University.
The information which is held in relation to your application and its progress may be disclosed to your parents, named
nominee on your UCAS application and/or your school in response to queries that the University receives from them.
Your current school may also have access to this information online, via a secure login.
If you do not want this information to be accessible to your school or parents, you should write to the Admissions and
Access Service, Queen’s University Belfast, giving reasons for your decision.
194767_QUB Guidance NOTES FORMS A4 size ONLY_2018_V3.indd 5 02/07/2018 12:07You can also read
