Admissions policy

Last updated: January 2026

Next review: June 2027

1. Introduction

1.1 This Admissions Policy guides the admission of students to St Mary's University. It is designed to be an open and transparent policy that considers relevant legislation and other appropriate guidance. The University recognises and upholds the right to exercise academic freedom, including the freedom to question and test received wisdom and to put forward new ideas and controversial or unpopular opinions. The University will not impose a condition or criteria in relation to admission or funding arrangements which will have the effect of restricting applicants’ or others’ academic freedom or freedom of speech within the law.

1.2 Applicants who are applying to study our MBBS course should read this Admissions Policy plus Appendix A, which covers additional policies directly relating to the MBBS. All other applicants should read just this policy.

1.3 In this policy, the following definitions apply:

“Admissions Office” means the teams responsible for processing applications from applicants domiciled both inside and outside of the UK

"Enrol" "Enrolled" and "Enrolment" means when the student has completed all the processes and procedures to become fully enrolled at the University

"Offer" means an offer to you from the University of a place on your chosen Programme subject to the Terms and Conditions

"Programme" means your chosen course of study

"UKVI" means UK Visas and Immigration, a division of the Home Office responsible for the United Kingdom's visa system

"CAS" or “CAS statement” means the Confirmation of Acceptance for Studies, an electronic document issued by a licensed UK university or educational institution to an international student, which serves as essential evidence for a Student Visa application.

"University “and "we" refers to St Mary's University, Twickenham, a company limited by guarantee registered in England and Wales under number 5977277 whose registered office is at Waldegrave Road, Strawberry Hill, Twickenham TW1 4SX

2. General Principles

In devising the Admissions Policy, note has been taken of the following general principles:

2.1 The Admissions Policy should reflect the nature of the University’s Legal Objects and Mission as a Catholic higher educational foundation with a commitment to distinctiveness and inclusiveness.

2.2 In its Vision 2030, the University aims to extend the range of educational opportunities for all, promote diversity in terms of access, educational experience and support for students. It aims to develop a recruitment strategy which extends beyond traditional markets.

2.3 All admissions will be made in accordance with the University’s Equality and Diversity Statement and Code of Practice.

2.4 Appendix A to this policy sets out specific requirements for the School of Medicine MBBS programme. Where any provision in the Admissions Policy conflicts with Appendix A, Appendix A takes precedence for the MBBS.

3. Aims of the admissions policy

3.1 The Policy aims to:

• Admit students who will benefit from a high-quality, supportive academic environment;
• Admit students of different ages, ethnicities, social backgrounds and of all faiths or none in line with the St Mary’s value of inclusiveness;
• Admit students to higher degree programmes who are suitably qualified and whose professional and/or personal interests will be furthered by the programmes and research expertise we have to offer.

4. Access and Participation for students domiciled in the UK: Contextual offers

4.1 St Mary’s University has inclusiveness as one of its core values and is committed to widening participation We actively encourage applications from a wide range of students as we firmly believe that helping more people from a wide mix of backgrounds to access education contributes positively to individuals and society. We understand applicants to our undergraduate degrees have a range of different experiences, qualifications and backgrounds. Above all, we believe that your access to higher education shouldn’t be limited by circumstances that are out of your control.

4.2 We are able make contextual offers on many of our three-year degree programmes. If you do not quite meet our entry requirements, we may be able to make you a lower offer based on a range of factors, including your background, your experiences, individual circumstances and whether you can demonstrate transferable skills that you have which will help you to be successful at university. This is called a contextual offer, and we get data from UCAS to help make these decisions.

4.3 Further information

• Widening participation and outreach
• Contextual data and widening participation

5. Equality and Diversity

5.1 St Mary’s University is fully committed to creating an inclusive culture by promoting equality of opportunity and respecting difference amongst its staff, students, and other stakeholders. The University has a long tradition of widening access to education for all, while fostering respect and mutual tolerance in society as a whole, in line with its mission and Catholic identity. Our equality, diversity, and inclusion ambitions are complemented by the contemporary theological reflection recognising that each human being is unique and valued.

5.2 We are proud that our University is a richly diverse community, where we draw on the talents of all our staff and students to create a culture of mutual respect and recognition. At St Mary’s we understand that our continued success is dependent on the contributions of every member of our community and it is this collective spirit which makes us unique.

6. Wellbeing support

6.1 Applicants with disabilities/learning difficulties (including applicants with mental health difficulties) are encouraged to disclose the nature of their disability at the earliest opportunity. This is so the University (through its Student Wellbeing Team) can consider what arrangements may be put in place to remove or lessen the impact of any barriers to their application and eventual study with the University, in good time and to enhance the applicant and student experience.

6.2 The wellbeing team will contact all offers holders with details on how to register with the service.

6.3 Further information

• The Wellbeing Service

7. Information for applicants

7.1 The University aims to provide accurate information for prospective students to enable them to gain a realistic impression of the institution. All undergraduate students are invited to an event where they can experience our campus. Open Days and webinars are provided to all potential applicants where they can discuss the programme with academic staff and see the facilities available.

7.2 Applicants who are not able to attend a scheduled on-campus event are encouraged to make use of the virtual tour facilities on the University’s website or book on one of our weekly campus tours.

7.3 The University reviews its publicity materials annually to ensure that they are fit for purpose and to ensure that they are providing applicants with sufficient information to make an informed decision. The University makes information available on both the University and the programme to all applicants both through printed prospectuses and through St Mary’s website and UCAS and the Department for Education (for PGCE programmes).

7.4 The University will produce information in alternative formats where requested.

7.5 Where the University’s programmes are accredited by a professional body, the extent of any exemptions or memberships will be made clear in any promotional material.

7.6 Further information

• Course information
• Open Days and webinars
• Virtual Campus Tours
• Programme specifications

8. Discontinued courses

8.1 The University makes all reasonable efforts to deliver the programmes of study, research opportunities and other services and facilities described in its information for students.

8.2 However, the University may, in some circumstances be required to:

• Make reasonable variations to the content and/or syllabus of programmes of study
• Alter the timetable, location, number of classes and/or method of delivery of programmes of study and methods of timings of assessments, provided such alterations are reasonable and necessary
• Make reasonable changes to its statutes, ordinances, regulations, policies and procedures
• Combine programmes of study
• Suspend, discontinue or not provide programmes of study

8.3 If the University makes changes in this way, it will take reasonable steps to notify affected applicants promptly to minimise any disruption to commencing their studies in line with current CMA requirements.

9. Criteria for admission

9.1 A prospective student may be admitted to a St Mary’s course on the basis of evidence to suggest that he/she/they will be capable of achieving the intended learning outcomes of the course and/or competence in standards required for the award.

9.2 Entry requirements are set for each course, and will state the basis on which a prospective student will be admitted to the course, by:

• Listing the specific requirements of all relevant entry qualifications, including number and level of awards, UCAS tariff points or minimum grades and any essential subjects;
• Stating whether additional qualifications, experience, skills or competencies are required;
• Ensuring that basic admissions requirements for each course are publicised in the prospectus and on the University website.

9.3 Prospective students may also be expected to meet other specific requirements to be eligible for an offer, such as performance in an interview, an admissions test (UCAT for MBBS) or audition. The University retains the right to limit the number of places available on its courses of study.

9.4 Admissions staff can consider a wide range of factors when assessing applications, including examination grades; skills and experience; personal statements; and references.

9.5 Entry requirements for all courses can be found on the relevant course page on the St Mary’s website. Entry criteria for all courses are reviewed annually.

10. How to apply

Course type	Applicant domicile – UK/Ireland	Applicant domicile – outside UK/Ireland
Foundation Degree	UCAS	UCAS or direct application
Undergraduate Degree	UCAS	UCAS or direct application
MBBS	Currently unable to accept applications	UCAS or direct application
Teaching work based route	UCAS or direct application	Not available to those living outside UK/Ireland
PGCE	Department for Education (DfE)	Department for Education (DfE)
Postgraduate - taught	Direct application	Direct application
Postgraduate - research	Direct application	Direct application

 

10.1 The University accepts undergraduate applications up to and including, the official UCAS Equal Consideration Deadline in January. Applicants are invited to apply for programmes beyond this date, up to and including, the final UCAS deadline of 30th June. After this date, Clearing begins.

10.2 Applicants wishing to apply after the Equal Consideration Deadline should note that the caps for some courses are reached early in the academic cycle. Applicants are therefore advised to submit their applications to UCAS before the Equal Consideration Deadline. Applicants to Medicine MBBS are encouraged to apply by the Medicine Equal Consideration Deadline in October.

10.3 The University accepts postgraduate applications on a first come first served basis, subject to interview in some cases. We urge applicants to apply early for their chosen course, as courses may close during the cycle if demand is high.

10.4 For courses in high demand, please note there may be application deadlines or additional acceptance/deposit deadlines imposed, which will normally be communicated to the applicant or agent during the cycle. Applicants are advised to accept their offer, pay their deposit early and meet outstanding offer conditions to secure their place on the course. If the university is unable to accommodate applicants due to high demand, we may seek to defer applications to the next available entry point or offer an appropriate alternative.

10.5 Further information

• UCAS
• Department for Education Apply

11. Decision making and offer

11.1 The University is committed to providing a professional admissions service to applicants. The University has a centralised Admissions Office with responsibility for all operational aspects of the process. Admissions decisions are made by the Admissions Office or appointed academic Admissions Tutors.

11.2 The Admissions Office is responsible for all communications with UCAS, including the transmission of admissions decisions. The offer will be formally communicated by Admissions in the form of an official offer email after full review of the formal application.

11.3 The University will consider applications and make decisions as quickly as possible. The time taken to respond will vary according to the type of application, the completeness of information provided and seasonal variations in the workload of the Admissions team. We would recommend applicants apply as early as possible to be considered for an offer of a place on a course. The fairness and consistency of offer making for each programme is managed by the Admissions Office under the direction of the Director International Engagement, Student Recruitment and Admissions.

11.4 Some of the courses offered by the University use mandatory interviews or have other selection activities as part of the decision-making process. Various interview formats may be used, e.g., individual or group-related. Other selection activities may include a sample of writing, audition, portfolio or admissions tests. Reasonable notice and information will be provided in advance of interview dates. Where an applicant resides outside of the UK, consideration will be given to alternative arrangements including remote interview.

11.5 In cases where the University is unable to make an offer for an applicant’s original choice of course, the applicant may be considered for an alternative or related programme at the University.

11.6 Applicants being considered for an offer of a place will normally be encouraged to visit the University, either as part of the selection process before a decision is reached, or after an offer has been made at an Offer-Holder/Open Day. Virtual events may also be held.

11.7 Successful applicants will receive an offer of entry from the University. The offer of entry will either be unconditional or conditional based on qualifications or requirements yet to be completed. Applicants who are made conditional offers must meet all the conditions listed before the start of the course. In the case of applications submitted through UCAS or DfE Apply, applicants must meet all the conditions within the cycle in which they have applied (including applicants who have applied for deferred entry).

11.8 Academic conditions made in conditional offers can include specific grades for pending qualifications and English Language qualifications at specific grades. Non-academic conditions made in conditional offers can include provision of suitable references, health check and/or criminal convictions declarations or payment of deposits.

11.9 Applicants must meet all their academic and non-academic conditions to be able to register with the University. Applicants who have met part of their academic conditions or narrowly missed their academic conditions may be considered, on a case-by-case basis, at the discretion of the Admissions Office and Academic Tutors. If an applicant does not meet the academic or non-academic conditions of offer, the student contract will be terminated, and the offer of a place will be withdrawn. Confirmation of the decision will be updated on the applicant portal and UCAS/DfE Apply (if an applicant applied via UCAS/DfE Apply).

11.10 Unconditional offers will only be made once an applicant has met all academic and non-academic conditions for entry to the course. If all conditions are met at the time of application an initial offer could be unconditional. Once all conditions are met from a conditional offer this will be converted to an unconditional offer.

11.11 When an applicant receives an offer, they will also receive instructions on how to reply to the offer, information on Scholarships and Bursaries, Accommodation and upcoming events such as Offer-Holder/Open Days. Once an offer has been accepted and there are no conditions outstanding, information will be sent out detailing how to enrol close to the start of the programme.

11.12 We advise applicants to respond to their offer and meet their offer conditions as soon as possible. If conditions are met late in the cycle, there may not be enough time to register the applicant or make a visa application, at this point, the Admissions Office may recommend an applicant defers their offer (if the course allows an offer deferral).

11.13 For courses in high demand, please note there may be application deadlines or additional acceptance/deposit deadlines imposed, which will be communicated to the applicant or agent during the cycle. Applicants are advised to accept their offer, pay their deposit early and meet outstanding offer conditions to secure their place on the course. If the university is unable to accommodate applicants due to high demand, we may seek to defer applications to the next available entry point.

11.14 Please see Appendix A for detailed information on the deferral policy for MBBS offer-holders.

11.15 Please note, St Mary’s University reserves the right to withdraw an offer or application if we have reason to believe that the individual may pose a potential threat to the safety, security, good order or reputation of the University, its members or members of the public.

12. Previous study at St Mary’s University

12.1 Prospective students applying for readmission after being withdrawn for academic failure, academic misconduct or non-academic misconduct will not be readmitted to the same course, nor normally be readmitted to a course in the same School, and in some cases will not be readmitted to the University.

12.2 Students that have previously had Student Visa sponsorship through the University and were withdrawn due to non-compliance with their visa obligations cannot be readmitted to the University in any circumstance.

12.3 In all cases, prospective students applying for readmission must submit a new application for consideration. Readmission decisions will be made on a case-by-case basis in consultation with the relevant School, considering the circumstances of the student’s previous withdrawal. Schools may apply discretion in cases where students were withdrawn under university welfare policies, provided there is confidence that the student is now suitable for readmission.

12.4 Current students applying for a course transfer should contact Registry Services.

12.5 Students who have not passed their current/previous St Mary’s University course, despite meeting the published entry requirements for the course, may not be re-admitted if they have not demonstrated dedication and commitment to their studies.

12.6 Students will not normally be permitted to register at the same time for more than one programme of study. If a current student is applying to another course at St Mary’s University, Admissions must receive confirmation that all taught/examined elements of the course have been completed, and confirmation that the dissertation has been submitted, before the applicant can enrol onto their new course. This does not apply if a student wishes to undertake one of our short courses.

12.7 You will not be able to re-enrol at the University if you have outstanding university fees. You will need to clear these debts to be able to continue with your studies.

13. Requirements for International and EU applicants

13.1 Educational Agents: St Mary’s University works with educational agents in accordance with the UK Agent Quality Framework set by the British Council and BUILA. These approved agents are trained to provide accurate guidance to prospective students and to uphold the principles of transparency, integrity, and student-centred support. St Mary’s University reserves the right to require applicants to submit their application through one of our trusted partner agents. This may be necessary to support the University’s assessment processes for visa sponsorship and to maximise the likelihood of a successful Student Visa application. Applicants may be directed to work with an approved agent where this is deemed beneficial for ensuring compliance with UK immigration requirements and safeguarding the integrity of the admissions process.

13.2 English Language Requirements: Applicants for whom English is not a first language are required to hold a recognised English language qualification that meets the minimum score required for their chosen course. Applicants to specific professional programmes (e.g. Physiotherapy, Occupational Therapy, Medicine, Teaching) may also be required to undertake a written assessment to demonstrate that an appropriate level of English language ability has been achieved.

13.3 Tuition Fee Deposit: Students who require a Student Visa to study in the UK must pay a tuition fee deposit (the amount will be stated in the offer email) to secure a place on their chosen programme at St Mary’s University. The deposit will only be refunded under specific circumstances (see International Deposit Refund Policy).

13.4 Deposit Exemptions: Students in the categories below may be exempt from paying the deposit, subject to providing evidence, unless applying to selected postgraduate courses with limited availability, PGCE Secondary Science (Physics), or PGCE Secondary Modern Foreign Languages:

• Students studying on a Study Abroad programme or applicable St Mary’s partnership pathways where the partner institution is responsible for payment of tuition fees.
• Students receiving US Federal Aid (evidence required).
• Students receiving full tuition fee sponsorship by a regulated government body, the British Council, an approved international organisation, an approved international company, a university, or a UK independent school (evidence required).
• Students who do not require a Student Visa to study in the UK.

13.5 CAS Requirements and Process: Prior to receiving an unconditional offer, applicants will be required to:

• Provide relevant supporting documents (e.g., passport, qualifications, visas, financial evidence).
• Provide information on previous UK immigration history, where applicable.
• Participate in a pre-CAS interview, if requested.
• Demonstrate Academic Progression, where required under Home Office regulations, by evidencing that their new course represents genuine academic advancement from their previous studies or qualifications.

13.6 The University currently uses an online platform called CAS Shield to assess students’ eligibility for Student Visa sponsorship. CAS will only be issued when applicants have:

• Met all conditions of their offer
• Completed a CAS Shield application; and
• Demonstrated that they meet all St Mary’s University requirements for visa sponsorship; and
• Provided sufficient evidence that they intend to study at St Mary’s University, meet the Genuine Student requirement set by the Home Office and are likely to successfully obtain a Student Visa.

13.7 St Mary’s University also reserves the right to undertake pre-CAS interviews of applicants before deciding to issue a CAS.

13.8 Applicants are responsible for requesting their CAS if required urgently.

13.9 Reasons a CAS may be withheld: The following are examples where the University may refuse to issue a CAS or withdraw Student Visa sponsorship. This list is not exhaustive:

• Insufficient time remains for the applicant to submit a Student Visa application and travel to the UK before the latest arrival date.
• The applicant cannot provide evidence of sufficient financial funds for a successful visa application.
• The applicant does not meet specific Home Office requirements (e.g., academic progression, study cap regulations).
• The applicant is currently an overstayer in the UK or is unable to submit a valid visa application from within the UK; in such cases, evidence of departure may be required.
• The applicant has withheld or provided false information (e.g., financial evidence, immigration history and qualifications).
• Fraudulent or falsified documents are submitted in support of the application.
• Concerns raised during the admissions process (including the pre-CAS interview and CAS Application) which indicate the applicant may not have a genuine intention to study at St Mary’s or may not be successful in obtaining a Student Visa.

13.10  CAS Issuance: Issuing a CAS statement does not guarantee that a Student Visa application will be successful. St Mary’s University cannot accept responsibility for visa refusals or any financial loss resulting from an unsuccessful visa application.

13.11 Applicants must ensure that all information listed on their draft and final CAS (e.g., course name, start date, end date, personal details) is accurate. Any required amendments must be reported to the International Admissions team immediately.

13.12  A CAS should not be used for a visa application until the applicant is certain all details are correct. Failure to do so may result in additional costs, including having to pay for a new visa application.

13.13 Pre-arrival: Applicants are responsible for keeping the University updated on the progress and outcome of their Student Visa application, including promptly notifying St Mary’s Admissions team of any delays, refusals, or changes in circumstances that may affect their ability to travel or enrol. This ensures compliance with UK immigration regulations and allows the University to provide timely support where required.

13.14  Further Information:

• English Language requirements
• Country information
• Visa information
• International deposit refund policy

14. Admissions with credit and transferring

14.1 The University operates processes in relation to the accreditation of prior (experiential or certified) learning, which are aligned to sector practice. Career experience, or credits accumulated from a programme at another educational organisation may, where appropriate, be counted towards a degree programme at St Mary’s University. In these cases, credits may be counted which can be used to gain advanced entry or exemption from specific modules. Applicants seeking to transfer credits should contact Admissions for advice.

14.2 Transferring takes place where an applicant who is already studying at another University wishes to leave that institution and come to St Mary’s University to join a programme. We will not generally consider transfer requests from applicants who have been asked to leave a previous institution due to academic failure, academic misconduct, non-academic misconduct or for any other reason.

14.3 Further information:

• Credit transfer policy
• Applying to transfer

15. Confirmation of results

15.1 The confirmation of unconditional offers occurs when examination results are received by the Admissions Team. The process involves the comparison of achieved results against the original offer made by the University. If academic conditions and any non-academic conditions are met the University can ‘confirm’ places to applicants.

15.2 Once offers are confirmed, applicants’ offer status will move from CF (conditional firm) to UF (unconditional firm). Applicants who applied through UCAS/DfE will be able to view this on their UCAS/DfE account and their applicant portal. Applicants who have applied directly to the University will be able to view this on their applicant portal account.

15.3 It is the applicant’s responsibility to track their application and follow up with the Admissions Office to convert their offer to Unconditional stage, once they have supplied their evidence of meeting the offer conditions in good time ahead of the enrolment period.

15.4 Offers are assessed, and results compared with offers, on an individual basis. It is at this point that the nature and potential impact of any individual exceptional circumstances are also considered. Please see section 14 for further information regarding Exceptional Circumstances.

15.5 Applicants who apply to St Mary’s University (including via Clearing), should be aware that we will verify examination grades through various sources, including (but not limited to): direct verification with the School/College/University, various online verification portals (e.g., DfE Learning Records Service (LRS)), and the applicant’s nominated referee. Any applicants that are found to have provided fraudulent documents will be reported to the UCAS Verification Team and other relevant outlets (e.g., English Language provider, previous School/College/university etc. and in some cases may be referred to the Police).

16. Mitigating circumstances

16.1 We understand that there are times when things happen that can affect your studies and exams. This would include illness or bereavement or perhaps adverse family circumstances. We recommend that you notify us of such circumstances, so that we can give your application the fullest consideration – any decisions to allow you a place on the course if you do not meet the grades would be at the discretion of the Admissions Office. Submission of exceptional circumstances does not guarantee admission.

16.2 Further information:

• Mitigating circumstances

17. Fee status assessment

17.1 To assess whether an applicant should pay ‘Home’ or ‘Overseas’ fees, information will be assessed from the original application. Where required, a fee status questionnaire may be sent to the applicant to complete. Fee status assessments will only be undertaken once an application has been submitted. Assessments are made based on immigration and residency criteria as set by the UK Government. As fee status is determined by immigration and residency criteria, it is possible for applicants who do not require a visa to study in the UK to be classed as ‘overseas’ for the purposes of fees.

17.2 Fee status assessments are undertaken by the Admissions Team, prior to an offer being made. Appeals to fee status decisions are directed to senior Admissions staff, who will review any additional information provided within the appeal. St Mary’s University reserves the right to amend a fee status for an applicant, considering updated information.

17.3 Failure to return the form or to provide additional requested evidence within the deadline provided will mean the Admissions Team will have to make an assessment based solely on the information available and may be assessed as overseas for fees purposes. If an applicant would like to appeal this decision, the applicant should complete the Fee Status Questionnaire or provide the relevant documents that were originally requested.

17.4 If an applicant neglects to include any requested or relevant information or provides false or misleading information or documentation, whether before or after the outcome of their fee status assessment, St Mary’s University reserves the right to amend an applicant’s fee status after the formal offer has been made.

17.5 If an applicant does not agree with the outcome of their fee status assessment, they are advised not to accept their offer or enrol until they have completed a fee status appeal and received a final decision.

17.6 It is generally not possible to change fee status after enrollment unless very specific conditions are met. UKCISA publishes useful guidance for students and the link is in 17.7 below.

17.7 Further information:

• Understanding your tuition fee status
• UKCISA – full list of categories for HE in England

18. Deferred applications

18.1 Apart from PGCE and Physiotherapy courses, applicants who are offered a place to study at St Mary’s University can defer entry for one year to the next academic cycle, for example a September 2026 offer may be deferred to September 2027 entry, but no further. Applicants wishing to defer more than one academic cycle must complete a new application.

18.2 UCAS applicants who are deferring their offer must meet all the Academic and English conditions of their offer by the end of the application cycle in which they apply.

18.3 If an applicant wishes to change their entry year, either to defer their entry or to request to attend a year earlier, this request must be made in writing by email to the relevant Admissions Office who will take course availability into account.

18.4 Please see Appendix A for detailed information on the deferral policy for MBBS offer-holders.

19. Admissions of students under 18 years of age

19.1 Although the majority of applicants are over 18, we do get a number of applications from under 18s, and this document sets out how the University will deal with them in future. It should be noted that anyone under 18 years of age is, as a matter of law, defined as a child; and the University has an enhanced duty of care towards children. The policy and guidelines ensure that it fulfils this duty of care towards students under 18. All members of staff who come into contact with children are responsible for ensuring their role in fulfilling the University's duty of care is fully carried out.

19.2 Please refer to our policy guidelines for applicants and students under the age of 18 years.

19.3 All applicants for our MBBS programme must be at least 18 years of age by the 1 January following their enrolment. In other words, successful candidates may enrol when they are 17, but they must turn 18 by the 1 January following the September in which they begin the course. This is to ensure that all candidates are 18 years of age before undertaking placements, which begin in the second semester of the MBBS. Candidates who will not turn 18 by the specified date may apply to have their application considered in the following academic year.

20. Fraudulent applications, plagiarism and use of AI

20.1 It is the applicant’s responsibility to provide the University with fully accurate, complete and true information in the application and admissions process. It is also the applicant’s responsibility to provide additional information when requested to do so.

20.2 The University will investigate any applicant suspected of including false, plagiarised, incomplete or fraudulent information as part of the application and admission process. The University may request additional information to fully assess the application. If the University finds evidence that the applicant has submitted fraudulent, inaccurate, incomplete, false or misleading information the University may withdraw or cancel the application or any offer at any point in the Admissions cycle. This will include withdrawing registration if an applicant has been admitted onto a programme and registered as a student. For students who require Student Visa sponsorship, consequences may include withdrawal of the CAS statement or Student Visa sponsorship and a report being made to UKVI.

20.3 Any withdrawals will be assessed against the tuition fee regulations by Registry Services regarding any costs that have been incurred. Withholding information about prior study will also be regarded as misleading.

20.4 The UCAS Verification team will be notified by the University if any part of the application is found to be fraudulent or misleading, to avoid anyone benefitting from an unfair advantage and securing a place by deception.

20.5 When a student has applied through UCAS, UCAS will notify the University if a personal statement has been flagged under the Similarity Detection Service, which scans for potential plagiarism. The University may request an alternative personal statement where this is the case. The application will continue to be assessed by the University under the standard selection process; however, if an offer can be made, the applicant will be advised of the serious nature of plagiarism, and a note will remain on the applicant’s University record.

20.6 Any subsequent applications from applicants previously found to be fraudulent, false or include misleading information will be reviewed on a case-by-case basis. The University reserves the right to reject the subsequent application.

20.7 The University understands that some applicants may make use of AI technology to assist with composing a personal statement for their application. While general assistance is acceptable, the use of AI for writing of the statement will not be accepted and could result in an unsuccessful application.

20.8 St Mary’s University conducts course interviews, Multiple Mini Interviews (MMIs) and pre-CAS credibility interviews throughout the admissions process. The University requires that all interviews are completed honestly and without any form of unauthorised assistance.

20.9 The use of deceptive tactics during any interview is strictly prohibited as applicants must present their own knowledge, abilities and intentions. This includes, but is not limited to:

• Using AI tools or AI-generated content during an interview.
• Misrepresenting externally sourced responses or receiving real-time assistance from another person.
• Using any form of external assistance (e.g. hidden devices, screens, or technology to access prompts, notes, scripts, messaging platforms, websites) during a live or recorded interview, where such support is not expressly permitted.

20.10 If during an interview, an MMI assessor or member of staff has reason to believe that an applicant has engaged in any form of deception, the case will be raised to the relevant Admissions Manager for investigation and will likely result in an unsuccessful application or the withdrawal of any offer.

20.11 Where suspected evidence of fraud is identified, the details will be reported to the relevant authorities, for example, the UCAS Fraud & Verification Unit, any relevant professional accrediting body, the UKVI in the case of applications from international students and/or the Student Loans Company.

21. Self-declared criminal convictions

21.1 Whilst operating an admissions system committed to equality of opportunity, the University must consider the welfare of all students and staff and any possible risk to them, when considering allowing prospective students with known convictions to study on university premises.

21.2 Where an applicant applies to a course leading to certain professions or occupations exempt from the Rehabilitation of Offenders Act (1974), such as teacher training, physiotherapy, occupational therapy and MBBS, they are asked to declare whether they have any criminal convictions, including spent convictions, that are not filtered. This is a mandatory question, and students who apply for these courses will be subject to a UK Enhanced DBS check before they start the course.

21.3 All applications are initially assessed for academic suitability against agreed admission criteria for their chosen course. If a prospective student has declared a criminal conviction, the University will contact the prospective student for further information about their convictions when an offer is being considered. No further action will be taken for applicants who are not academically suitable for admission.

21.4 Applicants who are found to have intentionally omitted information about a criminal conviction from their application will be dealt with in line with our fraudulent applications process (see paragraph 6.29).

21.5 Information regarding convictions is requested for certain courses so that an application can be considered fully and will not be used for any other purpose. The information provided will be held confidentially, however, where a prospective student applies for a course that may involve placements working with children/vulnerable adults, or the course is governed by an external accreditation body such as the Health and Care Professional Council (HCPC), the information prospective students provide may be shared with the relevant placement provider prior to an offer being made.

21.6 Prospective students may be withdrawn if they fail to respond to requests for further information or where the University is unable to obtain information from nominated references through no fault of its own.

21.7 On receipt of further information (and providing the conviction is not spent) the application will be reviewed by a senior member of Admissions staff. For minor relevant offences, the decision on an offer may be made at that stage. Other convictions will be referred to a senior academic in the relevant School, who will determine whether an offer can be made.

22. Disclosure and Barring Service (DBS) checks

22.1 For some courses, usually in the areas of health and teaching, prospective students will be required to undertake an Enhanced Disclosure and Barring Service (DBS) check before commencement on their course. For courses requiring an Enhanced DBS check, prospective students will be required to declare all convictions including convictions, cautions, admonitions, reprimands, final warnings, bind over orders or similar, including those classified as ‘spent’ under the Rehabilitation of Offenders Act 1974 that would display on an enhanced disclosure.

22.2 Applicants who do not reside in the UK will also be requested to provide police/criminal record checks from the country in which the applicant lives.

22.3 Applicants who have lived outside of the UK for 6 months or more during the last 5 years will be requested to provide police/criminal record checks from the relevant country/countries.

22.4 The University will make all reasonable efforts to ensure that prospective students for courses have completed the DBS process before starting their course. Where it is unable to do so, for example, due to delays with DBS processing, a late offer or the late receipt of results, the prospective student may be allowed to commence their studies but will only be allowed to ‘provisionally enrol’ until the clearance has been received.

22.5 Students who are only provisionally enrolled will be checked where appropriate against the Barred List (on-line register of people barred from working with children or vulnerable adults) before the start of their course. Once on placement, relevant students will be subject to strict conditions of supervision by the placement provider.

22.6 Students who fail to complete the actions required to submit the form to the Government’s Disclosure and Barring Service will be automatically withdrawn.

22.7 Prospective students who are cleared following an enhanced DBS check will be allowed to complete the enrolment process on their chosen course providing they have met all other outstanding conditions of offer.

22.8 For prospective students whose DBS certificate contains content not previously reviewed through the ‘self-declared’ criminal convictions process (as above), the prospective student will be processed accordingly and may be referred to the Serious Criminal Conviction Panel for a suitability decision.

22.9 Prospective students who fail to declare relevant convictions at the earliest opportunity may be withdrawn from their course or be unable to qualify for their course of study.

22.10 Any student who gains a conviction after receiving an offer but before enrolment is required to bring this to the attention of the Head of Admissions. Any student who gains a conviction after enrolment is required to bring this to the attention of St Mary’s Registry Services and their Academic School.

22.11 Admissions uses an external company, Certn, to undertake all its DBS checks.

23. Health requirements (Occupational Health Assessment)

23.1 Applicants to one of our professional programmes (Teaching, Physiotherapy, Occupational Therapy or Medicine) will be required to disclose certain information about their health conditions or any disabilities that could be relevant to their proposed course. Applicants will be contacted about Occupational Health procedures for their course after  they have accepted their offer. After completing the health assessment, an external occupational health practitioner will review their submission and contact the applicant if further assessment or investigation is required.

23.2 For some courses, applicants will have to produce evidence of immunisation against certain diseases to take up their place and/or continue with their studies. The offer letter will outline initial information and follow up instructions will be sent to applicants prior to registration.

23.3 The University will consider whether the information resulting from any disclosure, health checks and/or immunisation history is compatible with the applicant taking up their place or continuing the programme or placement.

24. Appeals against admissions decisions

24.1 The University is committed to the provision of an admissions service to all prospective students which is fair, efficient and transparent. However, the University recognises that there may be instances where a prospective student feels aggrieved with the University’s admissions decisions or processes and wishes to bring their concerns to our attention either formally or informally.

24.2 This Procedure is for the use by applicants applying for admission to the University (where the admissions procedure is the sole responsibility of the University). It should not be confused with the complaints procedure for students, which is not open to applicants.

24.3 The University, where possible and whilst being sensitive to the concerns of the prospective student, will aim to deal with issues informally. Many issues can be dealt with appropriately in this manner and the University’s appeals procedure has been designed with this in mind. This is not to say they will be treated with less importance and they will still form an important part of the University’s regular review of its service delivery.

24.4 Any Appeal will be handled in isolation from the application and will not prejudice current or future applications.

24.5 The University will only normally accept an Appeal directly from the prospective student, unless a third party has the explicit consent to act on their behalf.

24.6 Prospective students who feel that they have grounds for appeal should raise the matter within 10 working days of the last action action/correspondence or admission decision of the University.

24.7 For the purposes of this procedure an Appeal is defined as a request from an unsuccessful prospective student to review the outcome of an admissions decision and should only be submitted on the following grounds:

• They can demonstrate/evidence that the University has deviated from its own policy, procedures and practice; or
• Further information, which was not available at the time of application, is presented to the University; or
• There is a perception or indication that the prospective student has been treated differently to another applicant in a similar situation.

24.8 The high level of competition for some courses means that it is unavoidable that the University will disappoint some prospective students with a selection decision. It should be noted that prospective students have no right of appeal against decisions that are based on the academic or professional judgement of the University about suitability for admission. Examples include outcomes of interviews or selection tests unless a procedural error is alleged, or situations when academic judgement may be used to determine the suitability of prior learning (accredited or otherwise) for entry in lieu of formal qualifications, or an assessment of the suitability of subject knowledge from less traditional qualifications.  

25. Procedure for Submitting an Appeal/Complaint

25.1 Appeal Stages 1, 2 and 3:

• Stage 1- Request for feedback or clarification: Before submitting an Appeal, a prospective student should normally contact the relevant admissions office in writing, to request feedback or to discuss their concerns.
• Stage 2- Appeal: Before submitting an Appeal, the prospective student should ensure that they have read the grounds outlined above. An Appeal should be submitted in writing to the relevant Admissions Manager.
• Stage 3- Final Review: Where the prospective student remains dissatisfied with the outcome at Stage 2, they may request a review of the Stage 2 decision. A review can be requested in writing to the Director of International Engagement, Student Recruitment and Admissions. The prospective student must provide clear reasons/evidence for requesting a review (for example, evidencing that information had not been in taken into account at Stage 2). The outcome of Stage 3 will be considered final and therefore the prospective student is unable to take the matter further with the University.

25.2 As a minimum guideline, an Appeal (Stage 2) should include the following information:

1. Prospective student name and any relevant application reference numbers provided either by the University or third parties such as UCAS;
2. Contact details;
3. Details of the grounds for the Appeal;
4. Any further information that the prospective student feels relevant to their case.

25.3 An acknowledgement of an Appeal (Stage 2) or Review of an Appeal (Stage 3) will normally be made within five working days. The relevant Admissions Manager will investigate, in conjunction with any relevant School(s) or Department(s), and the outcome will be communicated within 10 working days from acknowledgement. If for any reason these timescales for response cannot be met, the prospective student will be updated of expected timescales within the 10 working days from acknowledgement.

25.4 Where the Appeal relates to a selection decision, and is upheld, the University cannot guarantee admissions to the academic year initially requested. However, where possible, an alternative point of entry may be offered.

26. Complaints regarding the admissions service

26.1 A complaint is when an applicant is unhappy with the service received from the Admissions Office. There will be no discrimination or prejudice against any person who makes a complaint. The University will ensure that all complaints are treated seriously and dealt with promptly, with fairness and consistency. If a complaint is upheld, the University will take such action or provide such remedy as may be appropriate and will do so promptly. If a complaint is not upheld, the reasons for the decision will be communicated to the complainant.

26.2 The Director of International Engagement, Student Recruitment and Admissions will monitor formal complaints on an annual basis and will be responsible for implementing or recommending to the Senior Leadership Team, changes to systems or procedures suggested by the nature and pattern of the complaints received.

26.3 In the first instance, anyone with a complaint should raise it informally with the relevant member of staff in the Admissions Office or Department. If a complaint has not been resolved satisfactorily on an informal basis, the complainant should email The Director of International Engagement, Student Recruitment and Admissions.

26.4 The complaint must be made within 10 working days of the actions (or lack of actions) that prompted the complaint. The complaint will be responded to, supported by reasons, within 10 working days of the complaint being submitted. If it proves impracticable to respond fully within 10 working days, the complainant will be informed of the timescale for the receipt of a full response.

27. Applicant behaviour

27.1 The University is committed to ensuring that any and all interactions with our applicants are conducted in a professional, courteous and respectful manner. The University will also expect applicants to conduct their interactions with the University and its community in line with these principles.

27.2 The University will not tolerate inappropriate, offensive or abusive behaviour during the admission process or communications deemed to be malicious and that have the potential to bring the University’s reputation into disrepute. Hostile or inappropriate behaviour, including excess levels of contact, will be viewed seriously and may adversely affect the consideration of an applicant for admissions, an appeal or a complaint.

27.3 Applicants are also expected to:

• Comply with reasonable requests or instructions from members of university staff;
• Conduct themselves lawfully in all forms of behaviour and communication, including on personal social media and when using official SMU social media groups.

27.4 The University will normally warn an applicant if their behaviour, communication or interactions are judged to be inappropriate prior to taking any further action but may in extreme cases take action with no warning. Such actions may include rejecting an application made, or withdrawing an offer made. Conduct that constitutes a criminal offence may also be reported to relevant authorities.

27.5 For UCAS prospective students, where the behaviour leads to the withdrawal of any offer, the University will report its actions to UCAS.

27.6 In exceptional circumstances, the University may feel morally or legally obliged to report its findings to other authorities.

28. Data protection

28.1 All personal information held by the University in relation to the admissions process will be handled in line with the Data Protection Act 2018 and the UK General Data Protection Regulation (as incorporated into UK law).

28.2 All data provided by applicants as part of the application process will be kept confidential to those involved in the admissions process according to the University’s Data Protection Policy. No data, including information on offers and acceptances, will be released to a third party without the applicant’s written permission.

28.3 References for applicants may not normally be shared with the applicant unless the referee has specified otherwise.

28.4 The University will conduct its relationship directly with the student and not with his/her parents/guardians/another third party. The University will not share information about students with their parents/guardians (even where a student is under the age of 18) without consent from the student or other lawful justification for disclosure. This means that the University cannot give information to parents or guardians about a student’s progress, results or any other personal circumstances in the absence of a valid consent or other lawful justification.

28.5 Applicants may ask to see any personal data held about them by St Mary’s University. Requests must be put in writing to the University’s Data Protection Officer at foi@stmarys.ac.uk and must include details of the personal information and proof of identification. Requests may also be sent by post to:

Data Protection Officer (FOI Requests)

St Mary’s University

Waldegrave Road

Twickenham  TW1 4SX

The University will reply within one month of the request and any necessary proof of ID being received.

28.6 Further information:

• Privacy policy

29. Monitoring

29.1 St Mary’s University aims to regularly review and monitor its processes and practices with regards to Admissions. This ensures that it remains aware of changes in practice and policy within the sector and can provide adequate training for employees and give the best possible service to its applicants. The policy is normally reviewed and updated on an annual basis in the context of the access and participation plan. In accordance with our ongoing process to review and update our policies periodically, this may have been updated since the date of your application.

30. Useful contacts

• UK Admissions: apply@stmarys.ac.uk
• International Admissions: internationaladmissions@stmarys.ac.uk
• School of Medicine Admissions: med.admissions@stmarys.ac.uk
• Registry Services: registryservices@stmarys.ac.uk
• Fees Office: feesoffice@stmarys.ac.uk
• UKVI Compliance Team: studentvisas@stmarys.ac.uk