TUTOR
GUIDANCE NOTES
FOR CLEARING & LATE
RECRUITMENT 2012
(AHS, BUS & ESBE only)
Contents
The Online Clearing System
2
3
Process Overview
4
Online applications
7
Entry requirements
7
Overseas applications
10
Tests & Interviews
11
Clearing Events & Drop Ins
12
Opening Hours
13
Additional Reminders & Miscellaneous
14
SNC Measures
Any changes that have occurred to the system or the process from
2011 are reflected in this document where you see text highlighted
like this.
Clearing Guidance Notes 2012
2
SNC Measures
As you are aware, student number control is still very much at the forefront
with the University therefore the measures below that were introduced in 2011
will remain in place for 2012.

All applicants must have a valid email address in order to both apply
and enrol for a course this September.

All HOME/EU UNDERGRADUATE FULL TIME applicants will already
need to be in the UCAS system for 12/13 entry and be eligible for
clearing (i.e. not holding any offers with other institutions) before an
application can be submitted and considered via the helpline. They can
still apply to UCAS up to the 20th September.

We will not accept any paper applications for HOME/EU
UNDERGRADUATE FULL TIME applicants (see above). All other
applicants should be encouraged to apply either by phoning the
Clearing Helpline, applying via the online application form or in the
case of postgraduate applications, applying via UKPASS. (application
details will be on the Universities HOW TO APPLY web page).

HOME/EU UNDERGRADUATE FULL TIME applicants that meet the
University’s entry requirements and submitted as offers through the
online clearing system will be held until the Heads of Departments
have assessed availability of places.

Any offers made to HOME/EU UNDERGRADUATE FULL TIME
applicants will have a 48 hour deadline in which to accept their offer
after the offer email has been sent. If this is not met, their offer will be
withdrawn and they will lose their place.

HOME/EU UNDERGRADUATE PART TIME students must not be
allowed to transfer from part time to full time mode.

Progressing students (including those on agreed progression routes
e.g. Foundation/Extended Degrees onto Degrees and HND’s to
Degree) should re-enrol as usual and not be offered places in clearing.
•
SNC monitoring reports will include a University-level and faculty-level
summary, will be updated for the monitoring meeting each morning.
______________________________________________________________
Clearing Guidance Notes 2012
3
The Online Clearing System
The University collects most of its clearing application data via a web portal
database called the Online Clearing System and this is where you will be
viewing applications and recording your decisions.
Applicant data will be collected by our telephone operators or submitted by
applicants via our online application form.
The system will be pulling and pushing data to and from the QL student
record system so that we can accurately report on our application numbers.
If you were unable to attend a training session this year then you should
visit the online tutorial at http://www.lsbu.ac.uk/osdt/oc/launch.htm and
acquaint yourself with it.
When working in the helpline operation the homepage of the PC you are
working at will default to login page of the system. If you need to work from
your office the url for the system is: http://clearing.lsbu.ac.uk:2012
This will only be available from the 16th August 2012.
There has only been one fundamental change to the online system from
last year. When viewing an applicant record you may see this icon appear
in the right hand corner of the header page.
It will indicate that the person already exists on our
student record system and that there may be previous
years marks which can be viewed. If this is the case,
clicking the icon will reveal the marks for the course of the last year that
they were enrolled.
Not everyone on the student record system has gone on to be a student
therefore the system will show ‘no records found’ where this is the case.
Clearing Guidance Notes 2012
4
There has been one slight change to actual process for applicants that have
declared a criminal conviction.
As was the case last year, the system will prohibit you from making a decision
until these applicants have submitted details of the conviction and checked by
the Dean of your department. However a notes field will still be available. If it
is clear that we are unable to offer any programme on the basis that they do
not meet our entry requirements then please highlight this in the notes field
immediately and the admin team will then reject the applicant on your behalf.
This will save us having to put the applicant through an exhaustive screening
process and who’s outcome will only be unsuccessful.
______________________________________________________________
Process Overview
The clearing and late recruitment operation will take place on the 2nd floor
(South) of the LRC Building (B/Rd) commencing at 8am, Thursday 16th
August 2012 .The process itself remains relatively the same as in 2011 which
includes the use of the Online Clearing System.
When you arrive at the LRC you can sit at any workstation within your own
faculty area (see appendix A). Each workstation will have a phone extension
number clearly marked. At the end of your desk you will see a large list of
subject areas covered by your faculty on the wall and some moveable cards
with extension numbers printed on them that correspond to your faculty
workstation. Please place your workstation ext number against the
subject area that you are dealing with so that the phone operators can
get the appropriate callers through to you.
Applicants will be advised to phone in on a dedicated phone number – 020
7815 7676. If they come through on 020 7815 7815 they will still get through
in exactly the same manner.
The telephone calls will be received in the LRC by ‘frontline’ operators acting
as a switchboard. The online clearing system will determine if the applicant
already exists on our student record system and will pull through some
existing biographical data together with their student ID which will become
their helpline reference number (prefixed with a C). If the applicant does not
already exist the system will generate a new student ID and create a record
back to the student record system.
Using a course database and a keyword search they will also determine the
course the applicant is applying for and input their email and contact number
in to the online clearing system. This creates the start of an ‘electronic’ record.
Clearing Guidance Notes 2012
5
Each Faculty area will have a number of designated 2nd line operators .The
telephone call is transferred from the frontline to the 2nd line operator within
the Faculty area who will locate the applicant record on the system. The
operator will then input the rest of the application form, recording the
applicant’s personal details, academic qualifications and work experience.
When the 2nd line has collected all of the information the telephone call will
be transferred to the academic member of staff together with the reference
number and name of the applicant. The academic picks the applicant off the
screen to view details and continues to interview. If an academic is not
available the applicant will be informed that they will be called back and the
record is then held as unprocessed on the system ready for you to deal with it
at a later time.
The academic member of staff must verify all the information collected
on the application form, in particular the applicant’s academic
qualifications. A decision about whether to offer a place should be
reached at the end of the telephone interview and the applicant notified
of that decision. There are three possible outcomes:



Unconditional offer*
Invitation to attend a test/interview
Reject
* When making an unconditional offer there will be a field in the system to
record the basis of the offer (e.g.1 A level at Maths Grade C and 5 GCSE’s at
grade C including English). Please note that this will go out in the offer email
so please word it carefully.
Please note:

We cannot make any conditional offers.

We cannot defer offers.
 Whenever possible, please speak to the applicant and inform
them of your decision.
Once a decision has been made:
The communications that are sent out and the reply process for accepting
offers will be dependent on the student type.
UNDERGRADUATE FULL TIME HOME/EU offers: By default, these
applicants will go into a holding area on the system and initially be sent a
‘keep warm’ email within 15 minutes of you submitting the decision. A formal
offer email will then be sent subsequently after your head of department has
Clearing Guidance Notes 2012
6
double checked they have met the University’s requirements and there are
places available.
If an offer is made, applicants will be instructed via their offer email to log onto
their UCAS TRACK account and nominate London South Bank as their
clearing choice. UK admissions will then formalise the acceptance through the
UCAS system. The applicant will be informed that they have a 48 hour
deadline to accept.
Please note that all Home/EU applicants will need to be already in the UCAS
system prior to any offer being made.
POSTGRADUATE, UNDERGRADUATE PART TIME and ALL
INTERNATIONAL offers will automatically be sent an offer email within 15
minutes of you submitting the decision.
Home/EU Postgraduate and Undergraduate Part Time applicants will only
need to click a link contained within their offer email which will take them to a
web page where they can confirm their place. They will be given a 5 day
deadline in order to encourage them to respond though obviously a far greater
degree of discretion can be taken.
International student offer emails will be provisional as they will be required to
submit additional documentation directly to International Admissions in order
to comply with the UKBA Tier 4 regulations. Any formal offer and instructions
for accepting will then be sent directly and handled by International
Admissions.
REJECT & INTERVIEW TEST emails will be sent within 15 minutes of you
submitting a decision.
Before rejecting any applicant, you must ensure you have fully
considered them for an alternative level or mode of a related course.
The decision/reply process and the emails sent (which may be subject to
minor change) are attached in appendix B
_____________________________________________________________
Examples of the decision/reply process and the emails sent can be found at
Clearing Guidance Notes 2012
7
Online Applications (via the LSBU homepage)
Throughout the duration of the clearing and late recruitment period applicants
will have the facility to apply online via our web page. This is a particularly
useful alternative when the phones are very busy on the first day and for out
of hours applications.
These applications are viewed and processed on the online system in exactly
the same way as a phone application though you will need contact the
applicant .You will be alerted that it is an online application as it will state
‘WEB’ (as opposed to PHONE) at the top of the student record.
All web applications submitted will have to be manually checked by the
clearing admin team to see if the applicant already exists on the QL student
record system therefore there will be a small delay before they are made
available to you.
______________________________________________________________
Entry Requirements
Below are the University’s minimum entry requirements for undergraduate
applicants.
Please check with your Faculty Clearing Coordinator or Head of
Department as to what grades you will be accepting during the clearing
period.
Undergraduate courses: level 1 entry
(a) passes at GCE or VCE Advanced (‘A’) level in two subjects;
(b) pass at GCE or VCE Advanced (‘A’) level in one subject, passes at GCE
or VCE Advanced Subsidiary (‘A/S’) level in two subjects;
(c) pass at VCE Vocational Double Award (‘VDA’);
(d) pass at GCE or VCE Advanced (‘A’) level in one subject, pass at GCE or
VCE Advanced Subsidiary (‘A/S’) level in one subject and pass one key
skill at level 3;
(e) Pass NQF BTEC National Certificate (12 unit) at PP or above or NEW
BTEC National Diploma (18 unit) at PPP
Clearing Guidance Notes 2012
8
(f) Pass QCF BTEC Diploma (12 unit) at PP or above or QCF BTEC
Extended Diploma (18 unit) at PPP
Plus: 5 GCSEs at grade C or above including English and Mathematics.
Higher National Certificate/Diploma Courses
(a) pass at GCE or VCE Advanced (‘A’) level in one subject;
(b) passes at GCE or VCE Advanced Subsidiary (‘A/S’) level in two subjects;
(c) Pass NEW BTEC National Award (six unit) at P or above
Plus: 5 GCSEs at grade C or above including English and Mathematics.
Notes:
Key skills level 2 in application of number and communications can be
accepted in lieu of GCSE English and Mathematics at grade C or above.
A 14 - 19 Diploma at Higher Level (L2) can be accepted in lieu of GCSE
English and Mathematics at grade C or above and is equivalent to 7 GCSEs
A pass in an Advanced Subsidiary (‘A/S’) subject cannot be considered if the
applicant passes the same subject at Advanced level (‘A’).
Entry Requirements for Curriculum 2000 Qualifications

Normally, applicants are required to have gained 5 GCSEs at grade C or
above including Maths and English. Key skills level 2 in Application of
Number and Communications can be accepted in lieu of GCSE grade C
passes in Maths and English language respectively.

A pass mark in an Advanced Subsidiary (A/S) subject cannot be
considered if the applicant gains a grade in the same subject at Advanced
level (‘A’).

The VCE Double Award (which supersedes the GNVQ Level 3) can only
be achieved with following grades: AA/AB/BB/BC/CC/CD/DD/DE/EE.
They cannot achieve AE/BD/etc.
Clearing Guidance Notes 2012
9
Please note that new BTEC QCF qualifications (below) have now been
introduced. Further Details can be at
http://www.ucas.ac.uk/he_staff/quals/qcf
NQF BTEC National Award or QCF Subsidiary Diploma (6 Units)
graded overall as P, M or D and regarded as equivalent to 1 A level.
Entry requirement: Pass or above for entry to HND level only.
The National Award does not satisfy entry to degree level.
NQF BTEC National Certificate or QCF Diploma (12 units) double
graded as PP,MP,MM,DM,DD and regarded as equivalent to 2 A levels.
Entry requirement: PP or above for entry to degree level
NQF BTEC National Diploma or QCF Extended Diploma (18 units)
triple graded as PPP,MPP,MMP,MMM,DMM and regarded as equivalent
to 3 A levels .Entry requirement: PPP or above for entry to degree level
14- 19 Diplomas
The Advanced Diploma (Level 3) is equivalent to three and a half
A levels and includes principal and generic learning, six personal
learning and thinking skills (PLTS), functional skills, a project,
work experience and a choice of additional and specialist learning
(ASL).
The Progression Award (Level 3) is a smaller award equivalent in
size to two and a half A levels. It includes the principal learning
and generic learning sections of the full Advanced Diploma, but
excludes the additional/specialist learning.
NB. Both these awards are gained by the inclusion of the Higher Diploma (L2)
which is equivalent to seven GCSEs at grades A* – C.
University Foundation Entry Requirements
5 GCSEs at grade C or above including English and Mathematics, with either
responsible work experience for mature students or 1 A-level or equivalent.
We also consider applications from those who have gained relevant skills through
a wider range of vocational qualifications or responsible experience.
If you are unsure about any other qualifications you come across please liaise
with your senior academic in the first instance or contact your Admissions Officer.
Alternatively, at the top of the online system you will see a link to ‘Qualifications’.
This will take you to a UCAS menu where you can find information on UK
Qualifications, Access programmes and the UCAS Tariff.
Clearing Guidance Notes 2012
10
If you want to acquaint yourself beforehand please see
UCAS - Qualifications
Paper copies of the UCAS UK Qualifications can be found on your workstation in
the LRC.
______________________________________________________________
Overseas Applications
You will be seeing a fair amount of applications from overseas and sitting their
dumbstruck looking at qualifications you have never seen before. Don’t panic,
there is help at hand.
The International Office will supply a guide of International examination
equivalents that relate to our main markets and this should be your first
source of reference.
You will also find a copy of UCAS International Qualifications on your
workstation which you will find helpful.
Entrance requirements for EU students can be found here
http://www.lsbu.ac.uk/international/europe.shtml
A representative from the International Office may also be on hand within the
LRC. Failing all of the above, you will find a link at the top of the online system
called INT SPECIALISTS which will list country specialists from the
International Office that you can contact for advice.
To find out information on specific overseas colleges and universities you
should refer to NARIC (National Recognition Information Centre).
You will see a NARIC button at the top of your screen on the Online Clearing
System to go straight to the site.
You must have a NARIC account to log in and will need to be set up before
the helpline begins. Please contact Gloria Linton, [email protected] stating
your name, position, dept, email, and phone no and she will set the account
up for you.
Please note that international applicants will usually require entry visas,
will have to submit scanned documents of qualifications and will also
need to pay a £2,500 deposit. All of this is a lengthy process and should
be taken into consideration when making offers. The International office
will supply guidance throughout the operation as to when last offers can
be made for particular countries
In previous years, international students have had a specific group
enrolment day which you have been able to quote. For 2012 they will be
asked to pre-enrol on the Online Pre-Enrolment system which when
completed, will give them the date & time of their enrolment slot.
Clearing Guidance Notes 2012
11
Tests & Interviews
All applicants invited for an interview/test by the Online Clearing System will
be asked to report to Admissions & Recruitment Centre (ARC), Technopark
where you will need to collect them.
You can find and print a daily list of applicants for interviews /tests by going to
our Crystal reports site
http://qlreports.lsbu.ac.uk/rassamples/en/asp/rPortfolio/reportListing.asp
and choosing the Clearing Interview/test report within the applications folder.
You can also find the Crystal Reports link at the top of the page on the Online
Clearing System.
Interviews can be held within the ARC providing interview rooms are
available.
If you have invited them for a test you will need to collect the candidates and
take them to your test venue which you or your Faculty will have needed to
pre-arrange. If you have pre-arranged test and interview dates please let your
colleagues know.
Having interviewed the applicant you can then take them for tour around your
respective building if you so wish.
When you have finished interviewing/testing remember to update the online
clearing system with your decision.
_____________________________________________________________
Clearing Guidance Notes 2012
12
Clearing Events
These events are being run to give prospective students specific academic
advice on courses/ and clearing options at LSBU. Applicants can either
drop in or book in advance at lsbu.ac.uk/clearing.
Your Faculty Clearing Co-ordinator will discuss with you if your attendance
is needed.
The dates are as follows:
Sat 18th Aug
10am – 4pm
Weds 22nd Aug
4pm – 8pm
Weds 29th Aug
4pm – 8pm
PLEASE REMEMBER THAT WE CANNOT ACCEPT PAPER
APPLICATIONS FOR THESE PARTICULAR STUDENTS AND UGFT
HOME/EU WILL HAVE TO BE IN UCAS IN ORDER TO
SUBSEQUENTLY MAKE AN APPLICATION.
Phone lines and PC’s will be available for applicants to submit an
application to the clearing helpline.
______________________________________________________________
CLEARING DROP INs
A daily advice centre will be located in the Course Enquiries area of the
Admissions & Recruitment Centre (ARC) in Technopark and manned by
Student Ambassadors. This will be the first point of contact for personal
callers who wish to discuss general course advice and information on the
clearing process. The entrance can be found on the corner of London Road
and Ontario Street.
No appointment is necessary.
The opening hours will run in conjunction with the Clearing and Late
Recruitment Helpline( below).
______________________________________________________________
Clearing Guidance Notes 2012
13
Opening Hours
The Clearing & Late Recruitment Helpline will be operational at the following
times below. Please ensure you arrive in the LRC helpline in good time for
when the phones go live.
Thur 16 Aug 8am – 8pm
Fri 17 Aug 8am – 8pm
Sat 18 Aug 10am – 4pm
Mon 20 Aug
Tue 21 Aug
Weds 22 Aug
Thurs 23 Aug
Fri 24 Aug
8:30am – 6pm
8:30am – 6pm
8am – 8pm
8:30am – 6pm
8:30am – 6pm
Mon 27 Aug
Tue 28 Aug
Weds 29 Aug
Thurs 30 Aug
Fri 31 Aug
CLOSED (Bank Holiday)
8:30am – 6pm
8am – 8pm
8:30am – 6pm
8:30am – 6pm
Mon 3 Sept – Fri 28 Sept 9am – 5pm
The above times are when the helpline is operational and are not indicative of
your working hours. Your Faculty Clearing Coordinator will inform you of the
dates and times that you have been allocated to cover the helpline operation.
In previous years the helpline operation has been scaled down and relocated to a smaller venue after the first 3 weeks. Please note the
operation will remain in the LRC for the whole duration for 2012.
The last day for making an application will be Weds 26th September.
You must ensure that all applications after this date have been dealt with
no later than noon, Friday 28th September.
______________________________________________________________
Clearing Guidance Notes 2012
14
Additional Reminders
Scholarships & Bursaries
The University has number of scholarships and bursaries available
which potential full time undergraduate students should be made aware
of, especially given the increase in this year’s tuition fees. Details of
these can be found here or via the link on the Online Clearing System.
http://www.lsbu.ac.uk/fees/financialHelpLSBU.shtml#undergrad
It is also worth noting that most part time students are now eligible for
subsidised tuition fee loans. Something to consider if our full time
programmes are full.For more details please see:
http://www.lsbu.ac.uk/prospectivestudents/undergraduate-parttime.shtml
UKBA Requirements
As you are no doubt aware, the University must abide with the UKBA Tier 4
regulations in the recruitment of international students. It is vital that we
adhere to these rules in order for us to maintain our license to recruit
from overseas.
If a student identifies themselves as currently being on or needing a student
visa then we will flag these applicants as Overseas for fee paying purposes.
Subsequent to any direction from the international office, you should go ahead
and make your decision. A provisional offer will be sent in which they will be
requested to contact the International Office who will then request futher
details and complying to UKBA requirements.
If you are in touch with an international student we advise that you inform the
student that the International office will be in contact before they receive any
formal offer correspondence.
If you have any queries regarding international students and the UKBA
requirements then please contact Gloria Linton, [email protected], ext
8017 or Nuria Prades, [email protected] ext 6719.
ELQ (Equivalent or Lower Qualifications)
Home/EU students who already hold a qualification at the same or higher
level as they are planning to study at LSBU are generally referred to as Equal
or Lower Qualification (ELQ) students.
LSBU will charge any ELQ students (new and continuing) the new Home rate
of fee.
Clearing Guidance Notes 2012
15
Please note: Students who already hold an undergraduate qualification (or the
equivalent) studying for an additional undergraduate qualification will
generally not be eligible for funding via Student Finance England. However
there are some exceptions. Please see the direct.gov.uk website for more
details
If you are talking to an applicant and have noticed that they are ELQ, it
would be a good time to highlight it to them even though all offer letters
will include information.
Fees Checker
Please note that we have an Online Fees Checker which you may find helpful
during this period. A link will be available on the Online Clearing System
screen. This page is specific for LSBU staff use. If want to direct an applicant
to their fees checker page you should give them the following URL:
http://www.lsbu.ac.uk/applicantsearchfees/
______________________________________________________________
Miscellaneous

If you wish to stop recruiting to a course, or indeed re-open a course
for 2012 entry then this must be requested either through Andrew
Fisher (Registrar) ext 7415 / [email protected] or Phil Cardew (Pro
Vice chancellor) ext 6010 / [email protected] .

As in previous years, refreshments will available throughout the
clearing operation and sandwiches will be supplied for clearing staff for
the first few days. Rest room facilities are close by and the building is
fully air conditioned. We are very much ‘guests’ of the LRC and would
ask that extra care be taken with food and drink and use of their
hardware.

Fax and photocopier facilities will be available as will the provision to
phone out to applicants based overseas. Please remember NOT to
give your LRC clearing extension number out to external callers
as they will not get through.

Your PC’s will have the normal University build on them (MS Word,
Excel, etc) and you are welcome to do any other work on them.
However, please note that you will not be able to save anything on
them or print, therefore you would need to equip yourself with some
form of external drive (memory stick, etc).

If you are approached with any interest from the media could you
please direct them to Anna Cureton [email protected] / 0207 815
6717 in the Marketing department.
Clearing Guidance Notes 2012
APPENDIX A
CLEARING LAYOUT FOR LRC 2012
16
Clearing Guidance Notes 2012
17
APPENDIX B
Decision /Reply Process for UGFT HOME/EU (SNC)
APPLICANT HAS RECORD
CREATED ON ONLINE
CLEARING SYSTEM
TUTOR MAKES DECISION
OFFER
REJECT
INTERVIEW
REJECT
EMAIL1 SENT
INTERVIEW
EMAIL 2 SENT
OFFER GOES
INTO HOLDING
AREA
KEEP WARM
EMAIL 3 SENT
RELEASED BY SENIOR TUTOR
COURSE FULL
(declined)
OFFERED
‘SORRY’ EMAIL
6 SENT
NON UCAS
IN UCAS
OFFER EMAIL 4
SENT
N/A
DIRECTING
THEM TO WEB
REPLYALL
PAGE OR
REPLY BY
APPLICANTS
PHONE
OFFER EMAIL 5
SENT WITH
UCAS TRACK
INSTRUCTIONS
APPLICANT
ACCEPTS OR
DECLINES
APPLICANT
NOMINATES
THEMSELVES IN
TRACK
MUST APPLY
THROUGH
UCAS
REPLY REPORT
SENT TO
CLEARING
ONLINE REPLY
SCREEN
UPDATED
ACCEPT
DECLINE
MISSED
DEADLINE
EMAIL 9 SENT
MISSED
DEADLINE
REJECT AFTER
OFFER
ADMISSIONS
CHECK UCAS
CLEARING
RECORD
AGAINST
ONLINE SYSTEM
ADMISSIONS
UPDATE
IF DEADLINE
MET ADMISSIONS
ALSO ACCEPT
THROUGH
WEBLINK
V4 RECORD
OVERWRITTEN VIA
QLX APP MAPPING
Clearing Guidance Notes 2012
18
Decision/Reply Process for HOME PG/UGPT
APPLICANT HAS RECORD
CREATED ON ONLINE
CLEARING SYSTEM
TUTOR MAKES DECISION
REJECT
PG/UGPTOFFER
INTERVIEW
REJECT EMAIL
1 SENT
OFFER EMAIL
7 SENT
INTERVIEW
EMAIL 2 SENT
OFFER EMAIL
SENT
DIRECTING
THEM TO WEB
REPLY PAGE OR
REPLY BY
PHONE
APPLICANT
ACCEPTS OR
DECLINES
REPLY REPORT
SENT TO
CLEARING
REPLY SCREEN
UPDATED
ACCEPT
DECLINE
MISSED
DEADLINE
EMAIL 9 SENT
MISSED
DEADLINE
REJECT AFTER
OFFER
Clearing Guidance Notes 2012
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Decision / Reply process for INTERNATIONAL Applicants – ALL modes/levels
APPLICANT HAS RECORD
CREATED ON ONLINE
CLEARING SYSTEM
TUTOR MAKES DECISION
UGFT/PT OR PG
OFFER
REJECT
REJECT EMAIL
1 SENT
PROVISIONAL OFFER
EMAIL 8 SENT
INSTRUCTING APPLICANT
TO CONTACT
INTERNATIONAL
ADMISSIONS WITH CERTS,
ETC
INTERVIEW
INTERVIEW
EMAIL 2 SENT
APPLICANT
RESPONDS
DOES NOT MEET
CONDITIONS
MEETS
CONDITIONS
OFFICIAL OFFER
EMAIL SENT
FROM
INTERNATIONAL
APPLICANT
REPLIES
INTERNATIONAL
UPDATE
CLEARING
REPLY SCREEN
(AND UCAS IF
APPLICABLE )
ACCEPT
DECLINE
MISSED
DEADLINE
EMAIL 9 SENT
MISSED
DEADLINE
REJECT AFTER
OFFER
APPLICANT
INFORMED BY
INTERNATIONAL
Clearing Guidance Notes 2012
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EMAIL 1 – REJECT EMAIL (ALL APPLICANTS)
Date:
Your Ref No: C
Dear
Re:
Thank you for your recent application for admission to the above course for September 2012.
After careful consideration by the Admissions Tutor we regret to inform you that your
application for this particular course has been unsuccessful. This may be due to a number of
reasons such as not meeting the University’s general entrance requirements, not responding
to a request for further details or that the course is now full.
If you are considering re-applying for next year, 2013 entry, please visit our website for
prospective students which gives details of all our courses and application procedures.
Alternatively you can contact our Course Enquiries Team on (freephone) 0800 923 88 88.
We would like to thank you for your interest in London South Bank and please accept our best
wishes for the future.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676
Clearing Guidance Notes 2012
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EMAIL 2 – INTERVIEW / TEST EMAIL (ALL APPLICANTS)
Date:
Your Ref No: C
Dear
Re: Application for
Thank you for your recent application for the above course.
Before the Admissions Tutor is able to make a decision on your application, you are required
to visit the University to attend the following:
AN INTERVIEW:
A MATHS TEST:
AN ENGLISH TEST:
This will take place at
on the
Please report to the Admissions & Recruitment Centre based in the Technopark building
(Ontario Street entrance).
A map of the University campus and transport links can be found here.
If you have applied for a design or architecture course you are required to bring a portfolio
with you.
Please ensure that you arrive promptly and bring this letter with you.
Please note that if you are attending a maths or english test you will need to bring some form
of photo identification which incorporates a photo of yourself such as a passport or driving
licence and that calculators will not be permitted for use in the maths test.
If you are unable to attend, please call our helpline on 020 7815 7676 immediately and we will
do our best to arrange another appointment for you.
We look forward to meeting you.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676
Clearing Guidance Notes 2012
22
EMAIL 3 – KEEP WARM (HOME/EU UGFT ONLY) EMAIL – FROM
HOLDING AREA
Date:
Your Ref No: C
Dear
Re: Application for
Thank you for your recent application for the above course for September 2012 entry.
Although you have met the University’s entry requirements, the course that you have applied
for has been very popular and we need to assess as to whether we have still have places
available.
As you can appreciate, there is a high demand for entry to London South Bank this year but
we will do our upmost to find you a place on the course and we will contact you via email very
shortly with a decision.
Thank you for your patience.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676
Clearing Guidance Notes 2012
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EMAIL 5 – HOME/EU UGFT UNCONDITIONAL OFFER EMAIL – IN UCAS –
FROM HOLDING AREA
Date:
Your Ref No: C
Dear
Re: Application for
Thank you for your recent application to London South Bank University.
We are very pleased to be able to make you an offer for the above course for September
2012 entry. This offer is made on the basis of the information you provided regarding your
academic history and /or work experience which is listed below:
{OFFER_BASIS}
The offer is also subject to your acceptance of the terms and conditions set out in the 'The
Contract - The University and you'. You must read these terms and conditions before
accepting this offer.
In order to secure your place and receive details of your orientation and enrolment time you
must confirm your acceptance within 48 hours of the above date via your UCAS track
account (please see below). Failure to confirm within the deadline will result in this offer
being withdrawn and losing your place.
The University will also withdraw your offer of a place if you do not meet one or more of the
conditions for application and enrolment. For more details please click here:
http://www.lsbu.ac.uk/current.student/admissionToUniverity.shtml
Please print this mail, keep it safe and bring it with you when you come to your enrolment.
Details of your enrolment will be sent a few days after you have confirmed your offer.
Congratulations on gaining your place at London South Bank University and best wishes and
success for your future studies. We look forward to receiving your confirmation and meeting
you shortly.
Kindest Regards
London South Bank Admissions
------------------------------------------------------------------------------------HOW TO CONFIRM YOUR PLACE
Please note that you only have 48 hours to accept your place.
Log in to your UCAS Track account UCAS TRACK account and nominate London South
Bank – L75 as your clearing choice and enter the details below.
Your Course Code will be:****
Clearing Guidance Notes 2012
24
Your Start Date will be: 2012
Your Entry Point will be: the year stated in the course applied for at the top of this email (i.e.
Year1).
When you have done this, London South Bank will then accept your UCAS choice and we will
send you details of the date and time of your orientation and enrolment. Please remember
that you will only be eligible providing you are not holding any other offers at another
institution. If you are, then you will need to contact that institution and ask to be
‘released into clearing’ before you can proceed. If you encounter any problems with your
Track account, please contact UCAS on 0871 468 0 468.
------------------------------------------------------------------------------------IMPORTANT INFORMATION ON FEES, FUNDING
AND LSBU SCHOLARSHIPS & BURSARIES
Having received this offer from London South Bank you may now be eligible for our
National Scholarship Programme which could entitle you to a £1000.00 fee waiver.
For more details and how to apply please visit
http://www.lsbu.ac.uk/fees/nationalscholarship.shtml
You should note that Home/EU students who already hold a qualification at the same or
higher level as they are planning to study at LSBU are generally referred to as Equal or Lower
Qualification (ELQ) students.
LSBU will charge any ELQ students (new and continuing) the new Home rate of fee.
Please note: Students who already hold an undergraduate qualification (or the equivalent)
studying for an additional undergraduate qualification will generally not be eligible for funding
via Student Finance England. However there are some exceptions. Please see the
direct.gov.uk website for more details
For more information which includes online fee checking, payment options and financial help,
please visit the LSBU Fees Webpage.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676
Clearing Guidance Notes 2012
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EMAIL 6 –HOME/EU UGFT COURSE FULL EMAIL FROM HOLDING AREA
Date:
Your Ref No: C
Dear
Re: Application for
Thank you for your recent application for the above course.
We very much regret that owing to government restrictions on the number of applicants that
we can accept, this course is now full for September 2012 entry and we are therefore unable
to offer you a place.
We appreciate that this is disappointing news. However, you may like to know that many of
our full time programmes also run part time, for which tuition fee loans may now be available.
For more details please see http://www.lsbu.ac.uk/prospectivestudents/undergraduateparttime.shtml
If you wish to be considered for an alternative course, please contact our helpline on 0207
815 7676 with your above reference number.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676
Clearing Guidance Notes 2012
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EMAIL 7 – PG/UGPT HOME/EU UNCONDITIONAL OFFER EMAIL
Date:
Ref No: C
Dear
Re: Application for
Further to your recent enquiry regarding admission to London South Bank University, we
are pleased to be able to make you an offer for the above course for September 2012 entry.
This offer is made on the basis of the information you provided regarding your academic
history and /or work experience which is listed below.
{OFFER_BASIS}
The offer is also subject to your acceptance of the terms and condition set out in
‘The Contract - The University & you'. You must read these terms and conditions before
accepting this offer.
The University will also withdraw your offer of a place if you do not meet one or more of the
conditions for application and enrolment. For more details pleas click here:
http://www.lsbu.ac.uk/current.student/admissionToUniverity.shtml
If you applied to join a part time course, you should note that the University normally restricts
entry to such courses to those that are ordinarily resident in the European Union for the past
three years. An assessment of your eligibility to enrol on a part time course will be made at
enrolment.
In order to secure your place and receive details of your orientation and enrolment time you
must confirm your acceptance within 5 days. If for any reason you are unable to meet the
deadline, please call our helpline on 0207 815 7676 quoting your reference number (above)
and we will do our best to keep your place open for you.
To confirm or decline your offer of a place, please click here
Please print this mail, keep it safe and bring it with you when you come to your enrolment.
Details of your enrolment will be sent a few days after you have confirmed your offer.
Many congratulations on gaining your place at London South Bank University and best
wishes and success for your future studies. We look forward to receiving your confirmation
and meeting you shortly.
Kindest Regards
London South Bank Admissions
-------------------------------------------------------------------------------------
Clearing Guidance Notes 2012
27
IMPORTANT INFORMATION ON FEES, FUNDING
AND LSBU SCHOLARSHIPS & BURSARIES
You should note that Home/EU students who already hold a qualification at the same or
higher level as they are planning to study at LSBU are generally referred to as Equal or Lower
Qualification (ELQ) students.
LSBU will charge any ELQ students (new and continuing) the new Home rate of fee.
Please note: Students who already hold an undergraduate qualification (or the equivalent)
studying for an additional undergraduate qualification will generally not be eligible for funding
via Student Finance England. However there are some exceptions. Please see the
direct.gov.uk website for more details
For more information which includes online fee checking, payment options, financial help and
the scholarships and bursaries that we offer, please visit the LSBU Fees Webpage.
.
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
020 7815 7676
Clearing Guidance Notes 2012
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EMAIL 8 – INTERNATIONAL OFFER EMAIL (ALL MODES LEVELS)
Date:
Ref No: C
Dear
Re: Application for
Congratulations on your provisional offer of a place at London South Bank University for the
above course for September 2012 entry.
We now require you to send copies of the following documents and information so that we
may confirm your qualifications:
1. Copies of certificates/transcripts/documents confirming the academic qualifications
that you stated on your application (please note that for students holding a degree or a
diploma qualification we require full degree/diploma transcripts as well the notification of result
or final certificate).
2. Copies of certificates for any English Language qualifications stated in your
application (students holding provisional offers for both undergraduate and postgraduate
programmes should submit the certificate detailing their English Language result.
3. Copy of passport (photo ID page) and all UK visas.
4. Documentation confirming any additional information provided to secure provisional
offer (e.g. CV detailing work experience).
These documents should be sent by email or fax to International Admissions.
Email: [email protected]
Fax: 00 44 (0)20 7815 6199
In any correspondence please ensure that you state your full name, course applied for and
the LSBU application reference number (above) together with your UCAS number if you
have one.
Direct applicants:
Once the above documents are received and confirmed to be satisfactory you will be issued
with a formal unconditional letter with details of the tuition fees, LSBU Deposit Scheme and
an offer reply form.
UCAS applicants:
UCAS applicants are advised that once the above documents are received and confirmed to
be satisfactory, instructions on how to accept the offer via UCAS Track will be sent. You will
also be sent information regarding the tuition fees and LSBU Deposit Scheme.
We look forward to receiving confirmation of your qualifications and passport details and if
you have any queries please do not hesitate to contact us.
Best wishes,
International Admissions Team
London South Bank University
Clearing Guidance Notes 2012
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EMAIL 9 – MISSED OFFER DEADLINE
Date:
Your Ref No: C
Dear
Re: Application for
We recently sent you an email containing an offer for the above course stating that you would
need to confirm your place within 48 hours. This deadline has now lapsed therefore we regret
to inform you that due to the high demand for places on the course, this offer has now been
withdrawn and will be offered to another applicant.
We are sorry that you will not be joining London South Bank this year but please accept our
best wishes for the future.
Kindest Regards
London South Bank Admissions
Please note that you will not be able to reply to this email.
If you have any queries please contact our helpline on
0207 815 7676