Guide to Research Student Admissions

1.1

The University’s Admission Policy, as approved by Senate is as follows:

1.2

Our Admissions Policy is to encourage the enrolment of students who have the potential to acquire a broad range of complex, new skills; to master an extensive body of advanced knowledge and, above all, to undergo a period of rigorous, intellectual development culminating in the award of a University qualification.

1.3

The University welcomes applications and enquiries from people regardless of age, ethnic or national origins, race, religion, sex, sexual preference, marital status, family responsibility, physical or sensory disability, and political or religious beliefs and activities unless those activities are unlawful or contrary to the policies of the University.

1.4

When considering a candidate's suitability for admission, the people delegated with the task of recommending students for admission will pay due regard, as appropriate, to previous academic performance and work experience (as appropriate).

1.5

We recognise that although they may well satisfy some or all of its criteria for selection, certain candidates may have to be denied admission because of the intensity of competition for a limited number of places.

The University’s Admission Policy must be adhered to in all cases and without exception. The implementation of the University’s Admission Policy is overseen by the Admissions and Marketing Committee which is chaired by the Pro-Vice-Chancellor responsible for admissions. Each Faculty/School has at least one Research Admissions Tutor nominated by the relevant Executive Dean. The authority to admit or not to admit rests with the Admissions Tutor, acting on behalf of the Executive Dean. However, the Pro-Vice-Chancellor is legally responsible for the admission of students. Formal offers of admission and statements confirming that a student has been admitted may only be made by or via the University Admissions Manager (Postgraduate Research). The University Admissions Manager (Postgraduate Research) is administratively responsible for all aspects of the formal admission of applicants, including all liaisons with external bodies and agencies concerned with the admission of students.

3.1

The Admissions Office is responsible for:

• Distributing application packs to UK/EU students;
• Dealing with detailed enquiries from potential postgraduate candidates;
• The preliminary processing of postgraduate applications, including the creation of University student records;
• Liaising with and advising Admissions Tutors on all relevant aspects of postgraduate applications;
• Processing Admissions Tutors’ offer recommendations;
• All liaison with applicants;
• Producing statistical and other management information for the Admissions and Marketing Committee;
• Post-offer follow-up work;
• Confirmation of applicants’ places;
• The preparation of enrolment and introductory materials for new students.

3.2

The Admissions Office has specific procedures for dealing with: 

• Complaints from applicants;
• Appeals from unsuccessful applicants;
• Unreasonable behaviour from applicants;
• The provision of false or misleading information in support of an application.

4.1

Self-Funding/Externally Sponsored Students

Potential research students should first identify the Faculty/School most relevant to the proposed area of research. Potential research students may find it useful to identify a member of staff who would be able to supervise the proposed research topic. If the University does not have the necessary expertise to supervise a particular research topic, the application will be rejected regardless of its academic merit. Staff profiles and details of research interests are usually listed on the Faculty/School webpages or can be requested by contacting the Faculty/School directly.

4.2

It should be noted that the identification of a potential supervisor does not imply any sort of guarantee of admission to the University and the full application procedure must be followed in all cases.

4.3

Applications are accepted throughout the year, although potential research students are advised to apply as early as possible prior to the desired starting date. Enrolment is carried out at four points in the year for the vast majority of our research programmes: October; January; April and July. Although there is no specific deadline for applications, places are limited and these are awarded on a 'first come, first served' basis to suitably qualified applicants. Also, supervisors are limited to the number of students they can supervise.

4.4

Potential research students can apply online via the “APPLY” application system.

4.5

Swansea University Sponsored Students

Applicants wishing to apply/register interest to apply for a funded research programme can do so at Postgraduate Scholarships Research. Details of how to apply/express interest is listed on each individual scholarship advert.

On receipt of a completed application, the candidate will receive an acknowledgement letter (online candidates receive an emailed acknowledgement). The Admissions Office will check each application to ensure that University and Faculty/School requirements are/will be met before sending the application to the relevant Admissions Tutor. If an application form is received without a reference, the application will be held in Admissions pending receipt of at least one reference. Every week applications without references will be forwarded to the relevant Admissions Tutor to establish whether or not an offer could be made - conditional upon receipt of satisfactory references.

5.1

Where necessary, advisory notes will be added in the ‘Advisory note from Admissions’ box on the section ‘For University Use Only’ of the application form.

5.2

In making a decision on the suitability of an applicant, Admission Tutors must be aware of UK Quality Code, Advice and Guidance: Admissions, Recruitment and Widening Access:

“Taking into account the above quality code, an effective process should take place to ensure only appropriately qualified and prepared applicants are admitted to research degree programmes that are deemed capable of meeting the required standards for their chosen course. Admission decisions involve at least two members of the higher education provider's staff who have received training and guidance for the selection and admission of research degree students. The decision-making process enables the higher education provider to assure itself that fair, reliable, inclusive and independent admissions decisions have been made in accordance with its admissions policy.”

Applicants for doctoral research degrees must normally hold an undergraduate degree from an approved university and have achieved (or be expected to achieve) a minimum classification of upper second (2:1) or equivalent. Applicants will also normally have, or be studying for, a master’s degree or similar level of qualification at an approved university.*

Applicants for MRes (Master of Research) or MA/MSc/LLM by Research degrees must normally hold an undergraduate degree from an approved university* and have achieved (or be expected to achieve) a minimum classification of lower second (2:2) or equivalent. Applicants not holding a degree can be considered for MRes (Master of Research) and MA/MSc/LLM by Research degrees programmes on the basis of the University’s non-graduate entry policy. Please consult the course page for the programme you would like to study for any additional programme-specific requirements. As well as academic qualifications, admissions decisions may be based on other factors, including (but not limited to): the standard of the research synopsis/proposal, performance at interview, intensity of competition for limited places, and relevant professional experience.

*Approved universities include all UK and most major international universities. For a full list, please contact study@swansea.ac.uk.

6.1

Applicants holding qualifications from non-UK institutions will be checked using the ENIC database which has been established by the British Council. An ENIC Comparability will be included on all non-UK applications.

6.2

Applicants whose native language is not English must provide evidence of competence in English Language sufficient for research study. Different Faculties/School will require different levels of competence in English Language. The University’s English Language Training Services (ELTS) offers a range of English Language courses during the year. ELTS offers its own internal test of English Language proficiency which is recognised for the purpose of admission to the University’s degree programmes. Students will be required to provide proof of their English Language qualifications before being permitted to enrol fully with the University.

6.3

The University recognises that students who are diagnosed with long term conditions may want to start a dialogue with the relevant support service to discuss how any additional support needs are accommodated. The term ‘long term condition’ is associated with any diagnosed physical, mental, learning and communication difficulty, defined under the Equality Act 2010 as a disability.

Applicants who have disabilities, Specific Learning Difficulties and long-standing medical conditions are encouraged to declare their disability on their application forms. Information surrounding an applicant's support requirements is not asked for until an offer is made on academic grounds. Applicants are then sent a separate letter and questionnaire, following their conditional formal offer of admission. The completed questionnaires are returned to the Student Support Services. The Student Support Services will work with the applicant and (where required) other relevant staff within the University to discuss the support that may be required. Once the Student Support Services inform the Admissions Office that a candidate is ‘clear to proceed’, the condition is removed from the offer letter.

6.4

Details of the University’s facilities for students who have disabilities, Specific Learning Difficulties and long standing medical conditions may be found in the relevant Good Practice and Information Guide produced by the Admissions Office for Admissions Tutors.

6.5

Normally students may not concurrently be enrolled on another award bearing programme in this or any other university/institution. However in certain circumstances, a student may be admitted on a research degree while still enrolled on another award bearing programme:

• The student has completed any taught modules of the other award bearing programme and is preparing for submission of a dissertation;
• The student is no longer liable for fees for the other award bearing programme;
• The student is a member of staff and is contractually required to be enrolled on the PGC tHE as a condition of employment.

6.6

Where the condition of admission was the submission of a dissertation for the other award bearing programme, then the student must successfully have completed that award bearing programme no later than three months after enrolment on the research degree (on or before the 31 December for October starters) in order to be permitted to continue study on the research degree. Students who are concurrently enrolled will be informed of the date by which the other award bearing programme must be completed at the point of enrolment and will be sent a reminder at least one month before the date. If the student does not successfully complete the award bearing programme by the date stated, then the student will be in breach of the regulation concerning concurrent enrolment and candidature for the research degree will be terminated or suspended until such time as the award bearing programme is completed.

6.7

Applicants for research degrees are requested to indicate whether or not they have any criminal convictions (excluding minor motoring offences). The University Admissions Manager (Postgraduate Research) writes direct to the research degree applicant who indicate they have convictions to request further information.

Specific entry conditions for individual research programmes may be sought from the link below:

http://www.swansea.ac.uk/postgraduate/research/ 

Students may be permitted to transfer in from other institutions by submitting an application for admission in the normal way (see the Guide to Transfer and Withdrawal of Research Students for more details). Please note that you must still be registered on your current research programme and have academically progressed to date in order to be eligible to apply for transfer consideration.

Research students are admitted as either full-time or part-time students (see the Guide to Research Degree Candidature for definitions of full-time study and part-time study).

9.1

Research students are admitted under one of four methods of candidature:

9.2   Method A

Students admitted under Method A will normally be expected to be resident in the UK and within easy commuting distance of the University, during the period of supervised study for the degree. It is acknowledged that exceptional circumstances* may prevent this but  as soon as circumstances allow, students are expected to be resident in the UK in line with resumption of face-to-face (in person) supervisory meetings.

*Exceptional circumstances mean without limitation exceptional circumstances through pandemic or disease control or required by intervention guidance and best practice issued by a public authority beyond the control of the University.

9.3   Method B

As a full-time student, by pursuing research in an external place of employment.

Students admitted under Method B will be based in an external place of employment in the United Kingdom* which has been approved by the University. 

Students admitted under Method B will be appointed an approved External/Industrial Supervisor in addition to the supervisors based in the University. Approval for place of employment and External/Industrial Supervisor must be sought on a case by case basis (blanket approval for places of employment or supervisors will not be permitted). Students admitted under Method B are liable for fees at half the appropriate full-time level (depending on residency status).

*An external place of employment must be physically external to the University and must provide facilities independent of those provided by the University, most importantly supervision. The student does not need to hold a contract of employment with the external place of employment, but must be appointed an approved external supervisor in addition to the internal supervisors. If the place of employment is based within the University where the student can be supervised on a continuous basis by the internal supervisors then Method B is not appropriate. 

9.4   Method C

Students admitted under Method C do not need to be resident in the United Kingdom during the period of supervised study for the degree. Students who do not live within easy commuting distance of the University should ensure that there is regular contact with the supervisor and, as an absolute minimum, one face-to-face (in person) supervisory meeting during each academic year. It is acknowledged that the exceptional circumstances* may prevent in person supervisory meetings, so alternative methods of contact should be used until such time the resumption of face to face meetings are possible.

*Exceptional circumstances mean without limitation exceptional circumstances through pandemic or disease control or required by intervention guidance and best practice issued by a public authority beyond the control of the University.

9.5   Method D

As a full-time student, by pursuing research within an approved programme of research offered jointly by the University and another University or partner institution/approved partner.

Students admitted under Method D may be based either at another University/approved partner or partially at the University and partially at another University/approved partner on an approved programme of research. Students admitted under Method D are liable for fees at the appropriate full-time level (depending on residency status).

9.6   Method E

A research student may study for the degree of Doctor of Philosophy under Method E as a full or part-time student, pursuing research external to the University, within an approved programme of research, either independently at a distance, or, in conjunction at a workplace, partner HEI or research establishment in the UK or overseas. (See the Guide to External Research Degree Candidature for definitions of full-time study and part-time study).

9.7

Staff candidates

Members of staff of the University will normally be admitted under Method C and may be eligible for a staff bursary to cover part of the fee liability*. In some cases a Research Assistant/Clinical Lecturer may be admitted under Method A (see footnote 1 to Method A above).

*Members of staff who wish to be considered for a staff bursary are responsible for providing an authorised form before or at enrolment signed by: (i) the Executive Dean; (ii) the Human Resources Department verifying research assistant status; (iii) the Staff Development Unit, approving the application for a bursary. Full time members of staff will be eligible for a bursary equivalent to the standard home fee for a part-time course. Part-time members of staff will be eligible for a bursary calculated to the number of hours stated in their contract at the start of the session or at the point of admission (calculated using 35 hours per week as an average full time contract). If a member of staff has a fixed term contract, the value of the bursary will be pro rata to the period of employment. The bursary will be withdrawn from members of staff who do not progress satisfactorily.

The Faculty/School decision should be written/typed on the last page of the application form, marked DEPARTMENTAL DECISION. The Admissions Tutor must tick the Accept (Conditional or Unconditional) or Reject box, as applicable. Conditions must be outlined in the space provided on the form. Faculties/Schools are able to complete the decision-making process on online applications electronically.

10.1

In accordance with the QAA Quality Code, Advice and Guidance: Admissions, Recruitment and Widening Access, Admissions Tutors are requested to ensure that:

• The Faculty/School from admission through to completion provides the necessary academic experience, facilities, learning resources and support to deliver a high-quality academic experience and research outcome.
• All students who are admitted are appropriately qualified and deemed capable of meeting the required standards for their chosen course.
• It is feasible for students who are admitted, whether full-time, part-time, external study/partnership mode of study, to meet the required standards for their chosen course.

10.2

The decisions open to Admissions Tutors when dealing with postgraduate application forms are:

ACCEPT (Conditional)     

A recommendation that a place be offered conditional upon the candidate meeting the specified academic criteria (e.g. degree result or satisfactory English Language requirement).

ACCEPT (Unconditional)

A recommendation that a place be offered unconditionally as the candidate has already fulfilled the academic qualifications deemed appropriate for admission. (Such offers are still subject to verification of the candidate’s qualifications.)

The Admissions Office must be supplied with the name of at least two anticipated supervisor(s),

REJECT                               

A recommendation not to offer a place. Admission Tutors should give a summary of the reason(s) for this decision as the Admissions Office may receive a request for further information from rejected candidates. Lack of financial support/funding is not grounds for rejecting a candidate’s application.

A formal offer of admission, signed by the University Admissions Manager (Postgraduate Research), is the applicant’s official letter of acceptance to pursue postgraduate study at this University. The offer letter contains the following information:

(i) Course information: start date, Faculty/School, details of degree, period of study, submission date, name of supervisors, bench fees (if appropriate);

(ii) Conditions of the offer (if applicable);

(iii) Tuition fees plus information regarding the payment of fees;

(iv) Accommodation information (full-time candidates only);

(v) Full details of the terms under which the offer is made;

(vi) A copy of the offer for the applicant to sign and return.

11.1

An applicant is asked to return the copy of their offer letter with their decision. Options available are to accept or decline the offer. Candidates who accept the offers will receive an acknowledgement.

11.2

During your research programme candidature, you will be expected to demonstrate sufficient academic progress via continuous assessment. You may be required to transfer to a lower level award programme (if appropriate) or withdraw from studies if it is deemed that you have not made sufficient academic progress as per Faculty/School/University progression criteria, research targets, or have not complied with university regulations at any time.

Various letters/emails are sent to applicants post-offer to maintain contact between the applicant and Swansea University. Applicants who have not yet accepted an offer will be contacted and encouraged to make a firm decision on admission.

12.1

All applicants who have accepted an offer and hold an unconditional offer of a place will be sent enrolment information prior to enrolment.

12.2

Matriculation is the formal admission of a candidate to a programme of study leading to a degree or other academic award of the University. Candidates who have not previously studied at Swansea University must provide evidence of their degree or equivalent qualification as requested by the Admissions Office. This evidence will take the form of an official Bachelor certificate or official transcript confirming award of degree.

12.3

Candidates must have obtained a recognised qualification from an ‘approved’ institution (as stipulated by UK ECCTIS). If a particular institution/qualification is not recognised, the Admissions Office must submit a special case to the Chair of the Recruitment and Admissions Committee who will decide whether or not the qualifications submitted are acceptable. If a particular case is declined, the candidate’s offer of a place (which would have been conditional upon approval of their qualifications) will need to be withdrawn and/or the student will be deemed ineligible to enrol.

12.4

Candidates will be deemed ineligible to enrol where they do not meet the University’s requirements for matriculation (see Regulations 2.7 and 2.8 above). Where the candidate is deemed ineligible to enrol and/or fails to enrol within a prescribed enrolment period, this will result in the candidate’s candidature lapsing and the withdrawal of the candidate from the University (see Regulation 4).

Monitoring new policy

The right to monitor the policy is reserved and without limitation to independently verify evidence of qualifications using Qualification Check Service or Higher Education Degree Datacheck or equivalent. For the purpose of assessing the introduction of the new policy, 5% of the newly enrolled intake will be independently verified. The results will be reported at the February Recruitment and Admissions Committee to ensure that the policy is fit for purpose.

Confirmation is the process by which the Admissions Office records that the conditions of an offer have been met and, hence, that the applicant can be admitted to his/her chosen programme.

13.1

From mid-June, the Admissions Office will commence writing to Universities for details of candidates’ summer degree results. Other academic results are also written for at this time. The Admissions Office also contacts candidates by email to remind them of their outstanding conditions and to ask for the relevant documentation to be submitted.

13.2

If a candidate fails to meet the terms of the offer then the application is referred back to the relevant Admissions Tutor for a decision which (depending on the individual circumstances of the case) could be either accept or reject.

13.3

The Admissions Office then writes to admitted candidates who have met the terms of their offers, as well as to unconditional candidates, requesting final confirmation that they wish to commence their postgraduate course of study. Student records are transferred from the admissions' environment to the main student record for candidates who confirm that they will pursue their chosen programme of study. Files for candidates who request the deferral option are removed to the next session.

Unsuccessful applicants may appeal against the decision not to grant admission to the University. All appeals shall be conducted in accordance with the Admissions Office’s existing procedures for appeal.

The University expects all candidates to enrol in order to be recognised as a student of the University. All candidates shall enrol in accordance with the enrolment instructions for the particular programme of study and within the prescribed enrolment period.  

15.1

Candidates are required to enrol within the prescribed enrolment period:

• If enrolling for the first time with the University;
• If enrolling for the first time on a particular programme of study;
• If progressing to the next level of study, the next year of study or in some cases, the next part of study and attending on a full-time or part-time basis;
• If the University is expecting a fee to be paid in accordance with the University’s regulations governing student finance and fees.

15.2

In order to enrol with the University, candidates, where applicable, are required to provide evidence of entitlement to study at the University in accordance with:

• The specific programme requirements;
• The University’s requirements governing matriculation (see Regulations 12.2 and 15.3);
• The laws governing study in the United Kingdom;
• Fitness to return to study regulations.

15.3

If the candidate has already been awarded a degree, a verification pro forma may be sent to the awarding university or the candidate may be requested to obtain verification of their previous award from the awarding university in the form of an original certificate or an official academic transcript confirming their previous award and to provide this documentation to the Admissions Office and/or MyUniHub. The results of Swansea undergraduates are verified using the University’s student record database.

15.4

Where the candidate does not provide satisfactory evidence of entitlement to study at the University in accordance with Regulation 15.2 above and by the deadline stipulated by Education Services, the candidate will be deemed ineligible to enrol (unless Regulation 15.5 below applies).

15.5   

Where the candidate meets all requirements to enrol (in accordance with Regulation 15.2) except for the University’s requirements governing matriculation, the candidate may, at the discretion of the Admissions Office, be permitted to provisionally enrol for a specified period of time, conditional upon the candidate agreeing to meet the University’s requirements governing matriculation by the deadline stipulated by the Admissions Office. If the candidate then fails to meet the University’s requirements governing matriculation by the deadline stipulated by the Admissions Office, the provisional enrolment will lapse, the candidate will be deemed ineligible to enrol and Regulation 15.6 below shall apply.

15.6

Where the candidate fails to enrol within a prescribed enrolment period, this will result in the candidate’s candidature lapsing and the withdrawal for non-enrolment of the candidate from the University.

15.6.1

Reinstatement of the candidature and permission to enrol late.

The decision to approve or not approve permission to enrol late will be made by the Head of Academic Records or their nominee. To request permission to enrol late students must submit a Permission to enrol form within 10 working days of the date of the letter/email to the student confirming their withdrawal for non-enrolment.

In considering such applications the Head of Academic Records, or their nominee, shall consider:

• The timing of the application;
• The circumstances relating to the late application;
• Recommendations from the student’s college/school;
• The legal and financial requirements of enrolment;
• Laws governing right to study in the university;
• The conditions and/or curtailment of the student’s visa (where appropriate);
• Recommendations from admissions/compliance/finance/student records managers (where appropriate). 

15.6.2

Review

To request an admin review of the decision to not approve reinstatement of candidature and permission to enrol late, students must submit an Admin Review Form. A review and final decision will be made by the Associate Director of Student Operations or their nominee.

15.7

The University shall notify the relevant authorities, within a prescribed period in accordance with United Kingdom laws governing study in the UK, of students who have been withdrawn for failure to enrol on a programme of study within the prescribed enrolment period.

15.8

Students pursuing programmes delivered in partnership with other institutions shall be required to enrol with the University and the partner institution in accordance with the enrolment procedures published by the individual partner institution and the University.

15.9

By completing the enrolment process, student shall confirm that they will abide by the regulations of the relevant institution(s), and in the case of programmes delivered with partners, confirming that they will abide by the regulations of both institutions, reflecting their status as enrolled at both/all institutions.