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Applicant Guidance Notes

Cardiff University On-Line Application Form

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 eleven pages:

Page 1: Language Selection

Page 2: General Information

Page 3: Personal Details

Page 4: English Language Competency

Page 5: Academic and Professional Qualifications 

Page 6: Professional Experience and Membership of Professional Institutions/Bodies 

Page 7: Personal Statement and (where appropriate) Research Proposal

Page 8: Confidential References 

Page 9: Funding Your Study and Non-UK applicants currently in the UK

Page 10: Criminal Convictions and Equality Monitoring 

Page 11: Submitting Your Application Form

 

Our Frequently Asked Questions section 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.

If you have only one name which you are known by, please enter this as your last name.

 

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: English Language Competency

All prospective students of Cardiff University must demonstrate that their English language competence is at a level which will allow them to cope with the demands of their chosen programme.

Acceptable minimum English language entry qualifications are:

Qualification Minimum Score
GCSE/GCE ’O’ level English language C
IELTS (Academic Test) 6.5
IGCSE level English language C
Cambridge Proficiency C
Cambridge Advanced B
Pearson Test of English – Academic
(PTE – A)
62
TOEFL iBT 90
Trinity Integrated Skills in English ISE III, grade 11 Merit

International Baccalaureate Diploma (English language at HL or SL)#

 

# Note: English Ab Initio is not accepted.

Grade 5
Pearson Test of English – Academic
(PTE A)
62
A Cardiff University pre-sessional English language course of at least 8 weeks’ duration with a minimum of IELTS 6.0 with minimum sub scores of 4.0 in each of the four skill areas at entry *. Successful completion

 *The four sub scores (or skill areas) are reading, writing, speaking and listening

Where an applicant does not hold one of the recognised English language qualifications listed above the applicant must be able to demonstrate the required level of English language competence by means of clear and unambiguous evidence, supported by documentation and which meets the demands of the taught Programme or programme of research.  This evidence may take the form of one or more of the following:

.1      An alternative English language qualification at an equivalent level  which tests reading, writing, speaking and listening competence;

.2      Other qualifications pursued through the medium of English which can be demonstrated to be at an equivalent or higher level to those detailed above and which are accepted by the University in lieu of the English language qualifications;

.3      Evidence from a person (not related) who can comment in detail and with authority about the applicant’s English language competence, encompassing reading, writing, speaking and listening skills, gained through professional employment or in another skilled capacity. This would normally take the form of a reference from an employer.

Please choose one of the options available from the drop down menu to demonstrate your English language competency.  You must submit copies of certificate(s) as proof that you have obtained the necessary qualification. If you are submitting an employer’s reference, this must be uploaded onto this page (not in the general references section).

 

National Examinations and Country-specific Qualifications: Equivalences

 

The following English language qualifications (or the English language component of the qualifications) are considered equivalent to English language GCSE grade C or above.

 

Australia

  • Year 10 School Certificate, grades A - C

 

Bangladesh

  • GCE O-Level (Cambridge or Edexcel), grade C or above

 

Brunei

  • Brunei-Cambridge GCE O level, grades 1 – 6 or A - C

 

Cameroon

  • Cameroon GCE O level, grade C or above

 

Canada

  • With the exception of Quebec, Grade 11 of the Secondary School Diploma, 60% or above

 

Caribbean

  • See West Indies

 

Ghana

  • SSSCE (Senior Secondary School Certificate) WAEC or WASSCE (West African Senior School Certificate), grade C or above

 

Hong Kong

  • HKCEE Syllabus B (Hong Kong Certificate of Education Examination), grade C/ grade 3 or above
  • HKDSE (Hong Kong Diploma of Secondary Education), grade 4 or above

 

India

  • ISC (Indian School Certificate, offered by CISCE – Council for Indian School Certificate Examination), Standard XII, 60% or above
  • SSC or AISSC (All India Senior School Certificate, offered by CBSE - Central Board of Secondary Education), Standard XII, 60% or above
  • HSE (Higher Secondary Examination, West Bengal Council of Higher Secondary Education, also known as West Bengal Board), Standard XII, 60% or above

 

Ireland

  • Irish Leaving Certificate (Higher or Honours), grade C3 or above

[Not Junior Certificate].

 

Kenya

  • KCSE (Kenya Certificate of Secondary Education), grade C or above

 

Malawi

  • MSCE (Malawi School Certificate of Education), grades 1 – 6

[Not Malawi Junior Certificate Examination – JCE)

 

Malaysia

  • SPM/Certificate of Education (Sijil Pelajaran Malaysia), grades 1 – 6
  • GCE O level English Language (1119), grade C or above

[Not UEC – Unified Examination Certificate]

 

Malta

  • SEC (Secondary Education Certificate Examinations), grades 1 – 7

 

New Zealand

  • NCEA (National Certificate of Educational Achievement) Level 3, grade ‘Achieved’ or A.

 

Nigeria

  • SSCE (Senior School Certificate Education) WAEC or WASSCE (West African Senior School Certificate Examination), grades A - C or 1 – 6

 

Pakistan

  • GCE O-Level (Cambridge or Edexcel), grade C or above

 

Scotland

  • Scottish Highers, grade C or above

 

Singapore

  • Singapore/Cambridge GCE Ordinary level, grades A1 – C6

 

South Africa

  • Senior Certificate (with or without Matriculation Endorsement), Standard Grade, grades A – D

 

Sri Lanka

  • GCE O-Level (Cambridge or Edexcel), grade C or above

 

Tanzania

  • CSE (Certificate of Secondary Education), grade C or above

 

Uganda

  • UCE (Uganda Certificate of Education), grades 1 - 6

 

United States of America

  • High School Graduation Diploma, grade C or above

 

West Indies/Caribbean

(includes Anguilla, Antigua & Barbuda, Bahamas, Barbados, Belize, Bermuda, British Virgin Islands, Cayman Islands, Dominica, Grenada, Guyana, Jamaica, Montserrat, St Kitts/Nevis, St Lucia, St Vincent & the Grenadines, Trinidad & Tobago, Turks & Caicos Islands).

  • CSEC (Caribbean Examinations Council, Caribbean Secondary Education Certificate), grade III or above
  • BGCSE (Bahamas General Certificate of Secondary Education), grade C or above
  • BSSC (Bermuda Secondary School Certificate), 2.0 or above

 

Zambia

  • Zambia School Certificate, grades 1 – 6

 

Zimbabwe

  • CSE (Certificate of Secondary Education), grade C or above

 


   

 Page Five: Academic and Professional Qualifications

Please provide details of all relevant academic qualifications, indicating whether they have been awarded or are pending.  You may list up to eight qualifications, which should be listed in chronological order, with the most recent first. 

 

Qualifications which you are currently taking, and have not yet been awarded are known as pending qualifications. For pending qualifications please complete the following details:

The title or qualification name of the programme which you are studying

The name of the awarding body that will confer your award.

The award date, or date on which you are expecting to receive the award- if you know it.

The start date and –if you know it, the end date of the programme which you are studying.

The country where you are studying

For awarded or pending- Select pending

 

If your qualifications have already been awarded please complete the following details:

 

The title or qualification name of the programme which you studied

The name of the awarding body that conferred your award.

The award date, or date on which you received the award. Please use the date picker to enter the date in this format: Day/Month/Year (e.g. 24/Sep/2012). If your award certificate does not specify an exact day (for example if your certificate is dated September 2012) please enter the date of your award as the last day of the month (for example if your certificate is dated September 2012, please enter 30/Sep/2012).

The start date and the end date of the programme which you studied.

The country where you studied

For awarded or pending- Select awarded

For qualifications which have already been awarded, please submit copies of degree transcripts/certificates, translated into English by a verifiable source, to authenticate the qualifications stated on the application form. 

If you do not complete your qualification details correctly, and provide copies of your awarded certificates, this may slow down consideration of your application form.


  

 Page Six: Professional Experience and Membership of Professional Institutions/Bodies

 

Please provide details of your latest professional experience if it is relevant to your application. This may be either current employment or one previous employment experience.

 

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.

If you have professional qualifications, please include these in the qualifications section. This section is only to tell us about professional/employment experience.

   

 Page Seven: Personal Statement and (where appropriate) Research Proposal

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.

Research Proposal

A research proposal is only required if you are applying for a research programme (including professional doctorates).

In addition to the personal statement, applications for research programmes, including professional doctorates, must also include a separate research proposal of approximately 500words.  This proposal should be developed in conjunction with your proposed supervisor.  If, after consultation with your proposed supervisor, it is agreed that your research proposal should be more than 500 words, please upload the full research proposal. The purpose of the research proposal is to ensure:

  • that you have a researchable project in mind; and that
  • the School you are applying to has the necessary expertise to provide adequate supervision.

Please give details of the proposed title/topic for research and the name of the proposed supervisor, in the fields provided.

The University recommends that the research proposal includes some (or all) of the following:

  • a suggested title for the proposed study;
  • aims and objectives of the research;
  • an outline of the proposed methodology/design, including information on the research sample and methods of data collection;
  • a list of questions to be addressed by the research;
  • an indicative bibliography and a brief summary of research that has already been undertaken in this field.

If the proposal has already been determined (i.e. the supervisors have advertised and have a project in mind already), then this information should be included here, or can be uploaded as a supporting document.  


 

 Page Eight:  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.

The University requires applicants to submit a minimum of one reference in support of their application before an offer of admission can be made.  Where an academic School has a School- or programme-specific requirements for two references, and any specific criteria relating to referee type (e.g. academic or professional), these will be stipulated in its School or programme-specific admissions criteria.

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

Note

If you are submitting an employer reference as evidence of your English Language competency, please upload the document on page 4 of the application form.


   

 Page Nine: 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 Ten: 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 Eleven:  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.

 

Your application will not be considered by the University until:

  • the online application form has been submitted;
  • at least one reference from the persons named on your application form have been received;
  • Copies of certificates or transcripts for qualifications listed as awarded on your application form (including those that demonstrate English language competence) have been received, translated into English by a verifiable source where necessary.

 

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.