UKPASS APPLICATION GUIDANCE
FOR WESTMINSTER STAFF
CPD and Single Module Buyers
Following is a section-by-section guide to the application process and what, as staff
members, you need to fill in. Although you can click next without marking sections as
complete, you need to have completed all the sections with red asterisks and marked
each page as complete to submit your application. Some of the fields have quirks,
and these are listed, section-by-section, below.
You will need to have to hand your completed, signed and scanned (or digitally
photographed) staff fee exemption form (available on the module websites). If you
haven’t got this yet, you will only be offered a conditional place on the course until
you have sent the completed fee exemption form.
From any of the module web pages, click on the Apply via UKPASS button. This will
take you to the UKPASS site where, if you have not done so before, you will be
asked to register.
The most important thing to keep in mind from here on in is that you are applying to
study a credit-bearing, postgraduate course and as such will be subject to all
of the same processes as any other potential student.
This has a number of implications:
At various stages through the application and enrolment process, you will need to
respond to emails asking you to do things like accept your offer of a place, complete
stage one enrolment online, visit an orientation page for your course that gives you
information about induction dates and times, and how to complete your enrolment.
It’s important you keep an eye out for emails regarding your application and
enrolment and follow the instructions therein.
Remember to save your application regularly so you don’t get timed out.
Getting started
By using the Apply via UKPASS button on each page, you will be taken to the
appropriate UKPASS application page, with the appropriate course (with the
corresponding code listed above) listed in the course dropdown.
Select a preferred start date.
From the Attendance/Qualification/Duration/Delivery box, there is only one option in
the dropdown box, so select the one that is there.
Click Continue.
On the next page regarding fees, click continue.
Personal Details
On the next page you will be asked to confirm your personal details (useful if you’ve
applied for courses already this way and have since moved house etc.).
Amend your details as appropriate, tick the box near the bottom to say you have
finished, click Save Section and then Next to continue.
Further Details
In this section, fill in the items with a red asterisk (compulsory sections). There are
some quirks, listed below.
Nationality: if you were born in the UK, select UK national.
Area of permanent residence: if London, you need to select which borough.
Occupational Background: the most appropriate from this comprehensive list is
Higher Education Teaching Professionals.
Once you have finished, tick the box to say you have completed the section, click
Save section and then Next to proceed.
Course Details
Again, you need only do the compulsory sections marked with a red asterisk.
Leave the first section as is, unless you are coming back to an old, saved application
and want to choose a different start date.
Student funding: tick employer (you will be asked to upload a signed fee exemption
form later).
Disability/special needs: select as appropriate.
How did you hear about this course: select as appropriate; Employer is the most
likely option.
Agents/representatives: leave this as No.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
School/High school details
We’re only really interested in the highest qualification you hold, but UKPASS does
require you to fill in certain bits of information. If your highest qualification is
school/high school level enter it here. Otherwise, enter N/A in the text fields and pick
a date for the date field.
If your highest qualification is school/high school level, enter here details of the most
recent educational establishment you attended at this level. Although there is a lookup facility, you can enter the name of the institution manually. Although it says
school/high school, universities are also listed, however, university and college
qualifications are requested in a coming page.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
School/High School Qualifications
You only need fill in here your highest previous qualification, if that was school/high
school/college level (university level is still to come).
If your highest qualification is university-level, the quickest way around this section is
to tick the box labeled ‘I have no formal qualifications’.
Date taken: take this to mean date awarded.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
University / College Details
Only enter here details of the most recent university or college you attended for the
highest qualification you hold. Again, no need to use the look up box for institution,
you can enter this manually.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
English Proficiency / Professional Qualifications
We don’t require these for staff members. Full-time, fractional and PTVL staff can go
straight to the bottom, tick the box to say you have completed the section and click
Save section. Click Next to proceed.
Work Experience
Enter details of your current teaching post, tick the box to say you have completed
the section and click Save section. Click Next to proceed.
Supplementary Information
1. Copy of degree transcript.
Not required. Leave No attachment radio button selected.
2. Scholarships
Enter N/A (this is a question about scholarships paying for the course fees, not about
scholarships you may hold for your research projects etc.)
3. English language qualification certificate.
Not required for staff. Leave No attachment radio button selected.
4. Overseas students having previously studied in the UK
Not required. Enter N/A in the text box and leave No attachment radio button
selected.
5. Enter the name(s) of the module(s) you wish to take
Type in the text box the name(s) of the module(s) you wish to take.
6. Confirmation of having read the course information
Select as appropriate
7. Confirmation of 72+ hours teaching per year (Note, this is an admissions
requirement for the fee exemption).
Select as appropriate (the confirmation you have these hours is included on the fee
exemption form, which you will upload next).
8. Fee exemption
This is where you need to upload the fee exemption form, signed by your Head of
Department, Dean or line manager. The form is available on the module information
web pages. Please note we cannot admit people to the course without a signed fee
exemption form.
9. Applicants for Supervising Student Research, indicate number and level of
research students you will be supervising during the period of the course (you will
need to be supervising at least one):
Complete text box as appropriate
10. Applicants for Mentoring Lecturers in the Higher Education and Lifelong Learning
Sectors, indicate number of colleagues you will be mentoring during the period of the
course (you will need to be mentoring at least one):
Complete text box as appropriate
Personal Statement
Not required for staff. Enter NA in the text box.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
Referee details / Reference (1)
Not required, as we have asked you to complete and upload the fee exemption form,
in which your line manager has approved your taking this course. However, you do
need to fill in some of the fields in order to get past this screen:
Enter NA in all the text boxes with red asterisks (compulsory ones). Note, you can’t
enter n/a as / is not allowed. There are also some fields without asterisks that need
entries:
Postcode (UK Only): enter na.
Telephone number: enter 0.
Email address: enter [email protected] (whatever you enter must follow email address
format).
Reference attached: select Sent under separate cover.
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
Referee details / Reference (2)
Repeat as per Referee 1
Tick the box to say you have completed the section and click Save section. Click
Next to proceed.
On the last page you are given a preview of everything you have entered. Clicking
on edit in any of the sections will take you to that section to edit it.
When you are happy with your application, tick the box to say you have completed
the section and click Submit.