Recruitment, Selection and Admission Policy and Procedure

1. Introduction

This Policy uses the term ‘student’ or ‘students’ throughout. This refers to all learners at the NCA including undergraduate and postgraduate students, and students on short courses.

Where courses are offered in partnership with another institution, this policy will apply unless otherwise specified in the contract governing the partnership activity.

This document sets out the NCA’s Recruitment, Selection, and Admission Policy and Procedure, and describes the principles, aims and processes that are used to recruit, select and admit new students to its undergraduate and postgraduate programmes, and short courses.

The Criminal Convictions procedures are in place to ensure the safety and wellbeing of all NCA colleagues and students.

The Fraudulent Applications procedures are in place to ensure that applicants who deliberately attempt to mislead the NCA or omit important information, understand the implications their actions may have.

Recognition of Prior Learning (RPL) and Credit Transfer apply to applicants whose prior learning or study may allow them to enter a programme at an advanced year or receive compensation toward specific modules on the course.

2. Key Responsibilities

The Admissions Manager is responsible for the oversight and implementation of this policy.

Academic Board approval is required for any changes to this policy.

The Admissions Manager is responsible for delivering regular and targeted training to the admissions team to ensure that this policy is implemented in a fair and consistent way, in line with the NCA’s strategic aims and objectives.

This policy will be reviewed regularly by the Admissions Manager. Where necessary, this policy will be reviewed more frequently following significant changes affecting higher education admissions in the national and international landscape.

Under this policy and associated procedures, any NCA role or officeholder may act through their appointed nominee.

3. Admissions Principles

The NCA’s admissions principles align to the sector-agreed principles outlined in the 2024 Quality Assurance Agency’s Quality Code for Higher Education.1 They are also guided by the admissions policies and good practice resources made available by UCAS.2

The NCA aims to recruit students:

  1. From a wide range of backgrounds who demonstrate the potential and motivation to succeed on our academic programmes and short courses.

  2. Who will benefit from studying on an academic programme or short course at the NCA and will enhance the existing community.

  3. Who will contribute to skills to support the economic growth of communities, regions, countries, sectors, and occupations relevant to our academic programmes and short courses.

Applications will be assessed in a holistic way using the entirety of the application to determine the eligibility and suitability of an applicant to their chosen academic programme or short course.

The NCA ensures that applications are assessed fairly and are afforded equal consideration. No applicant will be treated more or less favourably based upon their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation or any other basis that cannot be shown to be properly justifiable.

The provision of information to applicants will be consistent, transparent and open across multiple channels. The main channels for this provision are the NCA website, NCA events (online and in-person), NCA materials and publications (generic, programme specific and/ course specific), and available on partner websites and in partner information and publications, where relevant.

The NCA is committed to ensuring that all communications with applicants are conducted in a courteous, respectful and professional manner. We are committed to ensuring the provision of timely decisions and responses.

4. Application Process

Academic Undergraduate (UG) and Postgraduate (PG) Programmes, and Validated Short Courses

Applications to all NCA academic undergraduate and postgraduate programmes and validated short courses, are made using the NCA application form (www.nca.ac.uk; https://nca.ac.uk/apply-now)

Applications will be assessed by the NCA admissions team initially, and if necessary, in consultation with academic colleagues.

Each application will be considered on its own merit and will be assessed for

  1. eligibility against legislative and regulatory compliance frameworks

  2. suitability against the stated entry requirements of the academic programme or validated short course.

Where our NCA assessment confirms that an applicant is eligible, but that applicant has not achieved the required entry requirements for their chosen academic programme or validated short course, we will request additional evidence to be provided, to determine the suitability of that applicant.

An NCA request for additional evidence may include some or all of the following:

  1. successful completion of additional tests and assessments,

  2. submission of portfolio evidence, responses at interview,

  3. results from pending qualifications and assessments,

  4. additional testimonies and references,

  5. and/or additional documentation.

An applicant who is confirmed as eligible, and who has achieved the entry requirements for their chosen academic programme or validated short course, will be made an unconditional offer of a place on their chosen academic programme or validated short course.

An applicant who is confirmed as eligible, but who has not achieved the entry requirements for their chosen academic programme or validated short course, may be made a conditional offer, subject to submitting additional evidence as required by the NCA, to determine an applicant’s suitability for their chosen academic programme or validated short course.

An applicant who is confirmed as eligible, but who has not achieved the entry requirements for their chosen academic programme or validated short course, may be declined an offer of a place on their chosen academic programme or validated short course, either before, or after additional evidence has been requested and submitted to the NCA.

An applicant who is confirmed as eligible, but who has not achieved the entry requirements for their chosen academic programme or validated short course, may be declined a place on their chosen academic programme or validated short course, if the NCA determines that the applicant is not suitable for their chosen academic programme or validated short course, or if there is insufficient evidence to determine the suitability of an applicant.

An applicant who is confirmed as eligible, but who has not achieved the entry requirements for their chosen academic programme or validated short course, may be offered a place on an alternative academic programme or validated short course, either before, or after additional evidence has been requested and submitted to the NCA.

An applicant who is required to submit additional evidence to the NCA, will be contacted by email and given details of the additional evidence required, how to submit that evidence, and how to access any NCA provision (e.g. attendance at interview, enrolment for an NCA course or assessment)

Following any and all submission of additional evidence requested, an applicant will be informed of the final NCA decision, which will be either an unconditional offer on an academic programme or validated or non-validated short course, or a rejection.

Application Process

Non-Validated Short Courses

Applications to all NCA non-validated short courses, are made using the NCA application form (www.nca.ac.uk; https://nca.ac.uk/apply-now).

Applications will be assessed by the NCA admissions team initially, and if necessary, in consultation with academic colleagues.

Each application will be considered on its own merit and will be assessed for

  1. eligibility against legislative and regulatory compliance frameworks

  2. suitability against the stated entry requirements of the non- validated short course.

An applicant who is confirmed as eligible, and who has achieved the recommended entry requirements for their chosen non-validated short course, may be:

  1. Offered a place on their chosen non-validated short course

  2. Declined a place on their chosen non-validated short course

  3. Offered a place on an alternative non-validated short course

An applicant who is confirmed as eligible, but who has not achieved the recommended entry requirements for their chosen non-validated short course, may be:

  1. Offered a place on their chosen non-validated short course

  2. Required to submit additional information or evidence to the NCA, before a decision is made

  3. Declined a place on their chosen non-validated short course

  4. Offered a place on an alternative non-validated short course

For all applicants, an NCA offer of a place on a non-validated short course, is subject to availability, academic resourcing, optimum cohort sizes, and operational dates and times.

Procedures for Applicants / Students with Criminal Convictions

This procedure applies to all applicants and current students on any of the NCA’s academic programmes, validated short courses and non-validated short courses.

The NCA has a duty of care to its community of students, colleagues, patients, visitors and stakeholders, to ensure that it continues to be a safe place to study, work and visit, at all times. As such we reserve the right to refuse admission onto an academic programme, validated short course or non-validated short course, if there is a significant risk of danger to our community. The Criminal Convictions Procedures are in place to ensure the safety and wellbeing of all NCA students, colleagues, patients, visitors and stakeholders.

Some NCA academic programmes, validated short courses and non-validated short courses involve working with vulnerable adults. A Disclosure and Barring Service (DBS) Certificate, or a National Police Certificate for applicants outside the UK will only be required if an applicant or student has declared an unspent or relevant criminal conviction on either their application form or fitness to study form, under the terms of the Rehabilitation of Offenders Act 1974

Where students are likely to be engaged in regulated activity (the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013)), the safety of those clients must be paramount. Additionally, students admitted to such academic programmes, validated short courses and non-validated short courses, should be eligible to practise in their chosen professional field, once they are qualified.

The NCA admissions team is responsible for initially assessing any declared or discovered criminal convictions. If further assessment is required, the NCA will convene a panel to undertake a risk assessment, including the Student Services Manager, Course Lead, and Principal.

The Admissions Manager is responsible for enforcing the procedures as set out below.

All applicants / students for all academic programmes, validated short courses and non-validated short courses, must declare any relevant criminal convictions that are not spent.

For clarity, the following terms are defined as follows:

Spent: A criminal conviction can become 'spent' after a period of time. The length of time it takes to become spent is defined by the Rehabilitation of Offenders Act 1974 and depends on the sentence or disposal made by the Court, following the conviction. Sentences of over four years in prison cannot become spent. Most cautions, reprimands and final warnings become spent immediately, so will not normally be 'unspent'.

Relevant: Relevant offences include one or more of the following:

  1. Any kind of violence including (but not limited to) threatening behaviour, offences concerning the intention to harm or offences which resulted in actual bodily harm.

  2. Sexual offences, including those listed in the Sexual Offences Act 2003.

  3. The unlawful supply of controlled drugs or substances where the conviction concerns commercial drug dealing or trafficking (drug offences only involving possession are not relevant offences).

  4. Offences involving firearms

  5. Offences involving arson

  6. Offences involving terrorism

If criminal convictions are discovered after the time of enrolment and were deliberately not declared during the admissions process, the NCA reserves the right to undertake a new risk assessment through a panel meeting and, if necessary, instruct the student to cease their studies with immediate effect.

Where a criminal conviction is declared, an applicant / student will be sent an email asking them to provide further information, including details of when the offence(s) took place and their nature, together with a personal reflection statement.

Depending on the nature of any criminal conviction, the NCA reserves the right to request an independent account of the offence. This could be a pre-sentence report or other statement from legal advisors or probation officer. Failure to reveal any information that is directly relevant to the case will lead to the withdrawal of any offer.

The Admissions Manager will initially assess the criminal conviction against the following criteria:

  1. The nature of the offence(s) and whether it is relevant to the programme of study

  2. How long ago the offence(s) took place

  3. The potential risk to staff or students at the NCA, and any potential risk to the NCA reputation

  4. In the case of more than one offence, whether each was a single offence or it was part of a series of similar offences

In the case of a criminal conviction where that conviction is likely to have no impact on the NCA community, an application will be progressed in the normal way

Where a criminal conviction is deemed to require further assessment, a panel will meet (which may include the Admissions Manager, the safeguarding lead, the Registrar and/or the Director of Studies) to carry out a more detailed risk assessment based on the information provided.

If it is deemed that the criminal conviction should not prohibit further progress of an application / student, the application will be progressed in the normal way.

If the result of the panel meeting is to refuse an application for admission because of a criminal conviction, this will be communicated by the Admissions Manager to the applicant by email.

Any applicant who cannot be considered for a course of study at the NCA due to their declared or discovered criminal conviction, has the right to appeal through the Admissions Complaints and Appeals Policy.

The criminal convictions data will be updated by the Admissions Manager or Registrar.

DBS Disclosure Information

Disclosure information is only used for the specific purpose for which it was requested and for which the applicant’s / student’s full consent has been given. In accordance with Section 124 of the Police Act 1997, disclosure information is only passed to NCA officeholders who are authorised to receive it in the course of their duties.

The NCA maintains a record of all those to whom DBS certificate information has been revealed, and recognise that it is a criminal offence to pass this information on to anyone who is not entitled to receive it. The NCA ensures that all current DBS counter-signatories are fully trained and that any changes in the composition of our counter-signatory list is notified in writing to DBS Customer Services, in line with the guidance given.

Disclosure information is never kept on an applicant’s / student’s file and is always kept separately and securely as an encrypted file with access strictly controlled and limited to those who are entitled to see it as part of their duties. It is important to communicate this clearly to applicants/students so that they are aware of how their data is gathered, stored, and potentially used by NCA staff (See QAA Principal 4).

Once an application decision has been made, the NCA does not keep DBS certificate information for any longer than is necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep DBS certificate information for longer than six months, the NCA will consult the DBS, and inform the applicant before doing so. Final outcome documentation relating to a risk assessment will be retained for the duration of the student’s study, as part of their core student record, but stored confidentially on the Student Record System. Documentation relating to unsuccessful applicants will be kept for one year, after which time such documentation will be destroyed, in accordance with the Data Protection Act 2018.

Once the retention period has elapsed, the NCA will ensure that any DBS certificate is immediately and suitably destroyed by secure means, by shredding or by secure deletion of encrypted electronic files. While awaiting destruction, all certificates will be kept securely. The NCA will not keep any photocopy or other image of the certificate, or any copy or representation of the contents of a certificate. However, notwithstanding the above, the NCA may keep a record of the date of issue of a certificate, the names of the subject, the type of certificate requested, the role for which the certificate was requested, the unique reference number of the certificate, and the details of the application decision taken.

Fraudulent Applications Procedure

Applicants to all NCA academic programmes, validated short courses, and non-validated short courses are expected to submit accurate and honest information throughout their application form and additional documentation, in line with the declarations made before the submission of their application.

The NCA defines Plagiarism and Fraud in the following ways:

Plagiarism: The unacknowledged inclusion of material derived from the published or unpublished work of another person, intentionally or unintentionally. Most commonly, this will be from the internet, books or journals.

Fraud: The deliberate attempt to deceive the institution into believing information given is true, when in fact, it is not. It is also the deliberate omission of important information with the aim of misleading the institution. Most commonly this will include false or omitted information about qualifications and/or professional experience, that would have an influence on the assessment of an application and/or its fee status.

In cases of a suspected plagiarised application, the NCA reserves the right to investigate further and ask applicants for further information.

If it is discovered that an applicant has deliberately supplied false information, or omitted information which would have been important in the assessment of their application, the NCA reserves the right to withdraw / cancel that application, and/or retract any offer that has been made.

Direct Applications

Applications to all NCA academic programmes, validated short courses, and non-validated short courses, will be made directly to the NCA, using the NCA application form (www.nca.ac.uk; https://nca.ac.uk/apply-now).

Electronic copies of all supporting documents, including but not limited to academic transcripts, qualification certificates, personal identity documents, references, and English language competency certificates, are required as part of the NCA direct application process. These are checked by the NCA admissions team, for signs of fraud. The NCA reserves the right to ask applicants to provide validated paper copies of supporting documents, if required.

All cases of suspected fraud will be referred to the Course Lead or Registrar.

While any cases of potential fraud are being investigated, the NCA will not enter into any further communication with the applicant.

The process of investigation may vary according to the nature of the suspected fraud. However, it may include:

Requesting the applicant provide further information to verify their application

  1. Requesting certified copies of supporting documents

  2. Seeking confirmation from a third party, such as an awarding institution or an academic referee, to confirm the applicant’s grades, attendance and/or academic credibility

  3. Contacting an academic or professional referee, to confirm information provided by the applicant, to check authenticity of documents, and/or to check the identity and/or credibility of the applicant

Following investigation, if parts of the application cannot be verified, the applicant should be informed in writing and given the opportunity to provide further supporting information. The applicant should be given 10 working days to respond to this request.

If no further supporting documentation is received by the end of the 10 working-day period, the application will be automatically rejected, and the applicant will be informed of this outcome, by email.

If further supporting documentation is received within the 10 working-day period, the Admissions Manager will review the information provided. If the decision is that there is no case to be answered, this will be communicated to the applicant by email, and the application will be considered against the standard admissions criteria.

Upon completion of the investigation, if there is evidence to suggest that the application contains fraudulent information, the application will be rejected and the applicant will be informed of this outcome, by email. The Admissions Manager will update the Fraudulent Applications log.

If, after enrolling on an academic programme, short validated course, or short non-validated course, it is discovered that a student has deliberately omitted information, or supplied false information, during the admissions process, the NCA reserves the right to implement disciplinary procedures, as set out in the Student Disciplinary Policy and Procedures found in the College Handbook. Implementation of these procedures may result in a student being withdrawn from their academic programme, short validated course, or short non-validated course.

Recognition of Prior Learning (RPL)

The NCA is committed to the principle that appropriate learning, wherever it occurs, and provided it can be assessed, may be recognised for academic credit towards an NCA academic programme, short validated course, or short non-validated course. Any relevant learning, however acquired, is deserving of credit towards an academic programme, validated short course, or non-validated short course, provided that:

  1. It can be clearly identified and described.

  2. Its relevance and value can be evidenced and assessed, in relation to the approved intended learning outcomes of an academic programme, validated short course, non-validated short course.

  3. It is at the same level, and is of appropriate subject content, relevant to the academic programme, validated short course, or non-validated short course, that the application relates to.

RPL Assessment

RPL is a method of assessment, leading to the award of learning credits. The process is described in full in the college handbook, and information is also available via the NCA website. The RPL method requires an applicant to demonstrate that they can meet the assessment requirements of a part of their chosen academic programme, validated short course, or non-validated short course, with the knowledge, understanding and/or skills that they already possess, and so do not need to develop these again.

Recognition of Prior Certificated Learning (RPCL) is the process for assessing and awarding credit for learning that has been previously accredited or certificated through a training provider but has not led to an award which is defined in the UK’s Quality Assurance Agency (QAA) Quality Code Advice and Guidance on Assessment, and which has outcomes which can be mapped against the outcomes of the receiving academic programme, validated short course, or non-validated short course.

Recognition of Prior Experiential Learning (RPEL) is the process for assessing and awarding credit for learning that has been achieved through experience and/or training, that has not been certificated or formally assessed. It is the identification and demonstration of this learning within an academic framework that leads to credit. Evidence of learning must be valid and reliable.

Credit Transfer is the process of recognising and transferring the credit and/or qualification, previously achieved by a student or an applicant and defined in the UK’s QAA Quality Code Higher Education Credit Framework for England: Advice on Academic Credit Arrangements, towards another academic programme, validated short course, or non-validated short course.

www.qaa.ac.uk//en/the-quality-code/advice-and-guidance/assessment

www.qaa.ac.uk/the-quality-code/higher-education-credit-framework-for-england

The Admissions Manager is the main point of contact for all RPL (RPCL and RPEL) and Credit Transfer queries, including initial queries from applicants considering submitting an RPL or Credit Transfer request. The Admissions Manager will advise an applicant on their options, the processes involved, and the evidence required to support their RPL or Credit Transfer request.

The Admissions Manager may also signpost or refer an applicant to relevant colleagues, responsible for the applicant’s chosen academic programme, validated short course, or non-validated short course.

RPL and/or Credit Transfer applications will normally only be considered, once an applicant has accepted an offer to study on their chosen academic programme, validated short course, or non-validated short course. Applicants are normally expected to apply for RPL and/or Credit Transfer arrangements, prior to admission to their chosen academic programme, validated short course, or non-validated short course.

The Course Director responsible for the applicant’s chosen academic programme, validated short course, or non-validated short course, will have primary responsibility for considering RPL and/or Credit Transfer requests, and for making a decision regarding the validity of such requests.

A relevant admin colleague will deal with enquiries and manage the process, if a student exceptionally applies for RPL and/or Credit Transfer, after the point of admission.

Limits to RPL: In order to ensure the integrity of the NCA’s academic programmes, validated short courses and non-validated short courses, varied limits are set on the total amount of RPL and/or Credit Transfer allowed for entry into a chosen academic programme, validated short course, or non-validated short course.

Undergraduate Academic Programmes, and Validated and Non-Validated Short Courses

The maximum volume of credit for all RPL and/or Credit Transfer transactions involving undergraduate academic programmes, validated short courses and non-validated short courses:

Certificate of Higher Education, Diploma of Higher Education, Foundation Degree, Diploma in Professional Studies / Professional Practice, Validated and Non-Validated Short Courses: Credit based on RPCL and/or Credit Transfer must not exceed half of the credits for the award, for which the student is enrolled.

Certificate of Higher Education, Diploma of Higher Education, Foundation Degree, Diploma in Professional Studies / Professional Practice, Validated and Non-Validated Short Courses: Credit based on RPEL must not exceed one third of the credits for the award, for which the student is enrolled.

BSc Degree: Credit based on RPCL / Credit Transfer must not exceed two thirds of the credits for the award, for which the student is enrolled.

BSc Degree: Credit based on RPEL must not exceed one third of the credits for the award, for which the student is enrolled.

The combination of credit based on RPCL / Credit Transfer and RPEL, must not exceed the stated limits for each individual category (as above) and must total no more than the maximum limit stated for RPCL / Credit Transfer.

RPCL, RPEL and Credit Transfer can only be applied to whole units and not to the specific content or assessment of an academic programme, validated short course, or non-validated short course.

Postgraduate Academic Programmes, and Validated and Non-Validated Short Courses

The maximum volumes of credit for all RP L Credit Transfer transactions involving postgraduate academic programmes, validated short courses and non-validated short courses:

MSc Degree / Validated and Non-Validated Short Courses: Credit based on RPCL / Credit Transfer must not exceed half of the credits for the award, for which the student is enrolled.

MSc Degree / Validated and Non-Validated Short Courses: Credit based on RPEL must not exceed one third of the credits for the award, for which the student is enrolled.

The combination of credit based on RPCL / Credit Transfer and RPEL, must not exceed the stated limits for each individual category (as above) and must total no more than the maximum limit stated for RPCL / Credit Transfer.

RPCL, RPEL and Credit Transfer can only be applied to whole units and not to the specific content or assessment of an academic programme, validated short course, or non-validated short course.

These limits may be subject to restrictions by relevant PSRBs or for certain elements of an academic programme, validated short course, or non-validated short course. Where these restrictions apply, they will be recorded in the relevant specification for the academic programme, validated short course, or non-validated short course.

To be eligible for recognition and accreditation, prior learning shall normally have been completed no more than five years prior to the enrolment date for the intended academic programme, validated short course, or non-validated short course.

Provision of Evidence

For RPL and/or Credit Transfer to be agreed, both the validity and authenticity of the evidence presented by the applicant, must be verified.

The evidence for RPL decisions for an academic programme, validated short course, or non-validated short course, must be linked to the intended Learning Outcomes of the relevant NCA academic programme, validated short course, or non-validated short course, and must demonstrate an appropriate level and appropriate quantity of RPL.

Evidence Requirements

For certificated learning / credit transfer, sufficiently detailed documentation must be provided so the range and level of learning and attainment, can be assessed for both scope and level, and mapped against the exemptions requested. The evidence required is likely to include, but is not limited to:

  1. Original award certificate.

  2. Transcript.

  3. Specification for the academic programme, validated short course, or non-validated short course.

  4. Specification for an identified unit of study.

  5. Handbook for the academic programme, validated short course, or non-validated short course.

  6. Detailed syllabus of the academic programme, validated short course, or non-validated short course.

Evidence for RPEL applications will normally be presented as a portfolio of evidence. The evidence must clearly identify where the Intended learning outcomes of unit(s) or level(s) have been demonstrated and met, in order to claim credit. Additionally, evidence must be presented to demonstrate the learning that has taken place, and not simply the experience that has been acquired by the applicant. Acceptable evidence may include, but is not limited to:

  1. Logbook maintained as part of a programme or course, company training scheme, or recognised professional development scheme

  2. Job description

  3. Supervisor / employer report

  4. Portfolio of work done in a training position, including evidence of learning outcomes associated with this work

  5. Letter describing work activities and/or learning outcomes, from the line-manager or employer

It is the applicant’s responsibility to collate, provide and present the evidence to enable the NCA to assess the RPL / Credit Transfer application. All evidence must be provided in English. If the evidence requires translation from another language into English, the translation must be prepared by a registered translator, and the contact details of the registered translator, must be supplied. It is the applicant’s responsibility to meet all costs associated with the provision of evidence.

All evidence submitted by the applicant, together with a full record of the RPL / Credit Transfer decision-making process, should be held on the applicant’s file.

The NCA uses the relevant RPL assessment form to record RPL requests. This form provides the formal record of the decision made (Appendix 1).

An award of RPL / Credit Transfer credits, should be presented at the next appropriate Assessment Board.

The RPL / Credit Transfer process does not award grades or marks, it only awards credit.

Where RPL credits have been used for an award, these credits cannot be used again for a subsequent award, at the same level.

Applicants with Disabilities and Additional Support Needs

The NCA welcomes applications from students with disabilities and additional support needs.

Disability is defined in the UK under the Equality Act 2010 as ‘an individual who has a physical or mental impairment that has a substantial and long-term negative effect on their ability to do normal daily activities.’ Further information about the UK definition of disability can be found at: www.gov.uk/definition-of-disability-under-equality-act-2010.

The NCA encourages all applicants who have a disability or any additional support needs, to declare these at the point of application so that where possible, reasonable adjustments can be made.

Consideration of listed disabilities and additional support needs, and their potential reasonable adjustments needed, will be independent of an applicant’s academic suitability to their chosen course and will take place after the admissions decision has been processed.

If there are any concerns relating to fitness to practise requirements, the NCA will contact the applicant during the admissions process, and after the applicant has been assessed for suitability for their chosen academic programme, validated short course or non-validated short course. The NCA will discuss with the applicant their options available, and if necessary, assist the applicant in finding an alternative academic programme, validated short course, or non-validated short course.

More information can be found in the NCA’s Equality, Diversity, Inclusion and Belonging Policy.

English Language Proficiency

All NCA academic programmes, validated short courses, and non-validated short courses are taught in the medium of English. As such, applicants are required to demonstrate their proficiency in the English language, by having achieved a suitable qualification including: Speaking, Listening, Writing and Reading. Further information about the NCA’s English Language entry requirements can be found on the NCA website.

Although the NCA does not currently hold a UK Home Office Student Sponsor Licence, the NCA delivers clinical training and education to students around the world, studying on academic programmes, validated short courses and non-validated short courses. As such, the NCA English language entry requirements are aligned with those required by the UK Home Office for the Student Sponsor Licence.

For all NCA academic programmes, validated short courses and non-validated short courses, the NCA English language requirements include:

  1. An English Language GCSE min Grade C (4-5), plus additional qualifications at Level 2 and/or Level 3, studied through the medium of English and awarded by an RQF UK qualifications agency.

  2. Minimum of Level C1 - Level B2 on the Common European Framework of Reference for Languages (CEFR) in each of the four components of language learning (Reading, Writing, Listening, Speaking).

  3. Overall IELTS score of 6, with a minimum of IELTS 5.5 in each of the language learning bands (Reading, Writing, Listening, Speaking).

  4. Overall TOEFL iBT score of 80, with a minimum of 21 in the Speaking.

Deferred Entry

The NCA is normally able to consider deferred applications for all NCA academic programmes, validated short courses and non-validated short courses. Any requests for deferred entry, not already requested in the original application, will need to be submitted in writing to the admissions team at

Deferral of a place will normally be for one year only. Applicants wishing to defer their offer of a place for more than one year, will be required to submit a new application.

Applicants who applied for deferred entry must meet all the conditions of their offer by the end of August, for entry in September / October of that same year.

Access and Participation

The NCA aims to conduct its admissions service on the principles outlined in its Access Participation Plan. In doing so, the recruitment, selection, and admissions processes align with QAA Principal 1 (Key Practice C) and Principal 9 to ensure they are reliable, fair, transparent, and accessible so that applicants can make an informed decision.

The NCA uses the following contextual data indicators, when considering applications for academic programmes, validated short courses and non-validated short courses. This is in alignment with HESA data capture and QAA quality principals surrounding inclusivity.

  1. School or College Performance Indicators

  2. Geographical socio-economic indicators

  3. Individual socio-economic background

  4. Educational disruption

  5. Individual educational background

  6. Intersectional indicators

All applicants meeting the standard entry requirements will be made an unconditional offer of a place on their chosen academic programme, validated short course or non-validated short course.

Where an applicant has one or more of these indicators, but has not met all our entry requirements, we may:

  1. Make an offer below our standard entry criteria

  2. Make an offer based on an interview, academic portfolio or other evidence

  3. Make an offer for an alternative academic programme, validated short course, or non-validated short course

  4. Reassess an applicant’s circumstances and make an offer with consideration of an applicant’s life experience

Significant Changes and/or Unforeseen Admissions Scenarios

Where there are significant changes to an academic programme, validated short course, or non-validated short course, these changes will be communicated to applicants by email, informing them of the options available to them, so that they can make an informed choice of any programme or module changes that could potentially impact their decision making.

Where an applicant does not wish to continue with their application, as a result of changes to their chosen academic programme, validated short course, or non-validated short course, or where it is not possible for an applicant to continue with their application, the NCA will support the applicant to find a place on a suitable alternative academic programme, validated short course, or non-validated short course.

Significant changes may include:

  1. Substantial changes to the content or structure of the academic programme, validated short course, or non-validated short course.

  2. Changes to the status of the academic programme, validated short course, or non-validated short course, such as a change in the validation or accreditation status.

  3. The academic programme, validated short course, or non-validated short course being discontinued.

In the unlikely event that the NCA is unable to honour an offer made to an applicant, for a place on a chosen academic programme, validated short course, or non-validated short course, the NCA will do the following:

  1. Communicate at the earliest opportunity with offer holder(s) concerned, and explain the situation

  2. Provide an alternative academic programme, validated short course, or non-validated short course, if possible

  3. Defer the applicant’s place to the following academic year

Certifying Documents Procedure

The NCA aims to support all offer-holders to successfully enrol on their chosen academic programme, validated short course, or non-validated short course.

Depending on the academic programme, validated short course, or non-validated short course, the NCA may require offer-holders to enrol in person, or to enrol online.

During enrolment, an offer-holder is required to show their original certificates and photo ID. If a student is required to enrol online, they will need to complete and submit validated copies of their certificates and photo ID, together with an Acceptance form and Fitness to Study form. These will be sent to .

Communications

The NCA aims to keep applicants informed about the progress of their application throughout the application and admissions process. The NCA is committed to delivering an excellent applicant experience to support prospective students to follow and reinforce QAA Principals (primarily no. 9).

Applicants will normally be contacted using the email address provided on their application form. Occasionally, the NCA may need to contact applicants by telephone or post.

Enrolment

Enrolment procedures are the same for all offer-holders on academic programmes, validated short courses, and non-validated short courses.

Offer-holders are sent a welcome email with details about how to enrol on their chosen academic programme, validated short course, or non-validated short course. They will also be given information regarding how to join their chosen academic programme, validated short course, or non-validated short course, on the first day

All offer-holders are required to present the following documents to the NCA (original or validated copies), as part of enrolment procedures:

  1. Photographic ID

  2. Qualifications

  3. Proof of Visa status, if appropriate

  4. DBS check, if required

  5. Acceptance Letter

  6. Fitness to Study Document

  7. Reference letter

  8. Headshot (for student card)

  9. Payment receipt for enrolment fee (BSc (Hons) Acupuncture only)

The NCA admissions team will check these documents at enrolment, before enrolling an offer-holder onto their academic programme, validated short course, or non-validated short course

Student ID cards will only be issued to offer-holders who commence the degree programme [BSc (Hons) Acupuncture only).

Incomplete Enrolment

Unless agreed by exception, a new student must be fully enrolled within one week of starting their academic programme, validated short course, or non-validated short course.

The admissions team is responsible for contacting students who have yet to complete enrolment, and advise students on outstanding issues that need to be resolved for enrolment. Students who do not complete enrolment are at risk of being withdrawn from their academic programme, validated short course, or non-validated short course.

Extensions to enrolment are made with the agreement of the Academic Registrar and Director of Studies.

Late Enrolment

All new students are required to attend the relevant enrolment session with the Course Lead. If this is not possible, students should make alternative arrangements with the Admissions Manager.

Continuation Enrolment

All continuing students must re-enrol annually and will be contacted by email following a successful progression outcome, as confirmed by the Progress and Assessment Board. A continuing student must be fully enrolled within four weeks of starting the next academic year of their academic programme, validated short course, or non-validated short course.

Complaints and appeals

The NCA is committed to delivering and applying this policy, for all applicants. However, the NCA acknowledges that on occasions, applicants may wish to raise a formal complaint about their experience, or appeal against the decision made regarding their application. Such applicants are directed to the NCA Admissions Complaints and Appeals Policy.

Data Protection

All students who successfully enrol at the NCA, have their application and enrolment data, including their personal data, kept on their student record.

The personal data of an unsuccessful applicant is deleted one academic year after the academic year in which they applied.

The personal data of an applicant who defers their application to the following academic year, is kept for a further year, and is then subject to successful enrolment.

The personal data of a successful applicant is kept for the duration of the student’s academic programme, validated short course, or non-validated short course, plus an additional 6 years.

All information collected under the requirements of this policy will be processed in accordance with the Data Protection Act 2018 and will follow core principles laid out in the 2024 QAA Quality Code for Higher Education. For further information, please refer to the Student Privacy Notice. Data used for internal monitoring and reporting to relevant committees will be anonymised.

 

1Quality Assurance Agency for Higher Education (QAA). (2024). UK Quality Code for Higher Education. Gloucester: QAA. Available at: https://www.qaa.ac.uk/quality-code (Accessed: 18 February 2026).

2UCAS. (n.d.). Admissions good practice. Available at: https://www.ucas.com/providers/help-and-support/good-practice/admissions-good-practice (Accessed: 18 February 2026).

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