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					Admissions Procedure Document 2009-10                                     ASG2/08-09

ADMISSIONS INFORMATION

Introduction
The 4 year accelerated graduate entry MB ChB for graduates of Biological, Health, Natural
or Physical Sciences is delivered by the Institute of Clinical Education which is part of
Warwick Medical School (WMS). The Director of Admissions is responsible, to the Dean
(Warwick) and the Associate Dean (Teaching) for the selection of students who enrol on
the course.
The Board of the Faculty of Medicine [1] appoints a sub committee each academic year
called the Admissions Steering Group (ASG) [2]. The ASG is responsible for the
development of the admissions process and procedures in order that students are recruited
in line with current University regulations and WMS policy [3]. All decisions, of principle,
are recommended to the Board of the Faculty of Medicine for consideration and approval.
Advertising and promotional work, including Open Days and visits to other Universities are
co-ordinated by the Marketing Team and Phase I Administrative Officer. Advice on
conditions of offer are dealt with by the Postgraduate Admissions Team in the central
administration. Advice on NHS bursaries is available from the Assistant Registrar (ICE).
Application Process
All applicants need to apply through the University Central Admission Service and take the
UK Clinical Aptitude Test (UKCAT).
UCAS are the organisation responsible for managing applications to higher education
courses in the UK. The closing date for UCAS applications for medicine is 15 October
2009.
UKCAT is a Consortium in partnership with Pearson VUE, a global leader in computer-
based testing and part of Pearson plc. The UKCAT test is delivered on computer on a
worldwide basis through Pearson VUE‟s high street centres.
The Postgraduate Admissions Team within the central University‟s Student Admissions and
Recruitment Office (SARO) is responsible for processing all UCAS applications.
Information is downloaded from UCAS into the Strategic Information Technology Services
database, (SITS), used by SARO. The Postgraduate Admissions Team within SARO
subsequently receives the UCAS forms for all applicants electronically followed by paper
copy forms.
The Postgraduate Admissions Team routinely notifies Disability Services of any applicant
declaring a disability or specific learning difficulty. Automatic rejections will be processed
by The Postgraduate Admissions Team for pre-qualified applicants with a lower second
class UK honours degree (or equivalent) or lower, who are not also studying for a PhD.
UKCAT scores are provided by UKCAT usually in November.               No application will be
forwarded to WMS without a UKCAT score.
Further details are requested from applicants where this is necessary to assess
equivalence of their degree. An academic reference is requested for any applicant who
has provided an unsuitable reference (for example a non academic reference has been
supplied).
The University classifies applicants as either home/EU or overseas students for fees
purposes according to the regulations set down by the UK Government‟s Education
Department. A provisional fees status is declared on the UCAS form.           Where the
information provided by the applicant within the Residential Status section of the UCAS

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Admissions Procedure Document 2009-10                                        ASG2/08-09

form is insufficient to enable a final classification to be reached, the student will be asked to
complete a fees questionnaire. A „deadline‟ is provided for completion and return.

Once UKCAT sores have been received into The Postgraduate Admissions Team and
exemption notifications received, those applicants who did not sit the UKCAT test and an
agreed number of applicants with the lowest overall UKCAT scores (or with significantly low
individual element scores) are rejected. For the remaining applications with the highest
UKCAT scores, a decision slip is attached to the application form by SARO and sent to the
WMS Clerical Assistant (Admissions).

The Director and Deputy Director of Admissions decide which applicants are to be called to
the selection centre having reviewed their application form and UKCAT score.

Details of invited applicants are entered onto the Interview and Open Days section on SITS
by the Admissions Assistant and/or Phase I Clerical Assistant. Applicants are then sent an
email and letter inviting them to the selection centre process. Responses are recorded on
SITS.
Candidates who accept the invitation to the selection centre process are asked to bring with
them:
     relevant documentation so that the Criminal Record Bureau check can be started
     an original, signed copy of their academic reference
     their original degree certificate (if their degree has already been awarded)

Details of the information they are required to bring will be have been sent out with their
invitation to the selection centre process.

At each selection centre the Director of Admissions gives a talk to the applicants that
covers the housekeeping arrangements for the “session” including Health and Safety
issues and the selection centre procedure. The importance of the CRB enhanced
disclosure process will be stressed at this time.

Selection centre assessors are trained by Warwick Medical School. Assessors are asked
to arrive at the Medical Teaching Centre at least 30 minutes before the start of each
session. At that time they are reminded of the process and how to score applicants.

A set of guidance notes is provided for the assessors as well as paperwork relevant to the
task so that they may score the candidate. All information is collected by the WMS
Admissions Team after each “session”.
The Director and Deputy Director of Admissions review the scores and select the high
scoring applicants to whom they consider offers should be made. The Director of
Admissions is required to sign the decision slip before a formal offer can be made. Offers
may be conditional or unconditional.
The WMS Admissions Assistant sends all applications back to the Postgraduate
Admissions Team so that offer or reject decisions can be communicated.
Once the student accepts or declines the offer, through UCAS, the information is
automatically uploaded onto SITS. Applicants who accept their offer are sent an enrolment
pack in late July, early August. Applicants who decline their offer are contacted by SARO
from time to time to ascertain why they declined their offer.


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Admissions Procedure Document 2009-10                                      ASG2/08-09

Entry Criteria

There are various elements to each application, which should be considered, and these
are:

Academic performance - transcripts (in an appropriate subject and level of performance)
Academic references
UCAS Personal statement
UKCAT score
English language capability

Each of these criteria need to be analysed.

Academic Performance
Applicants are required to submit suitable documentation as requested during the
application process in order that their qualification may be verified.             (Suitable
documentation would include an original degree certificate or attested copy thereof.)
Academic Qualifications
The minimum academic requirement for the MB ChB course is an upper second class UK
honours degree (or equivalent) in a Biological, Health, Natural or Physical Sciences degree.
The suitability of a candidate‟s degree is assessed by the Director of Admissions. Pre-
University qualifications are not considered. Applicants with a lower second class UK
honours degree (or equivalent) may also be considered for the MB ChB if they have a PhD
in a relevant discipline.
References
WMS expects MB ChB applicants who are still in full time education to supply one
academic reference from their current institution. The referee should have detailed
knowledge of the applicant‟s work. The applicant‟s project supervisor or personal tutor are
usually used as referees.
Some applicants have been in employment for a length of time and they may supply an
alternative appropriate reference instead of an academic reference. One academic
reference would still be desirable if possible. If the applicant has been in employment for a
considerable length of time, and the academic tutors have forgotten the student, or their
details have been shredded for Data Protection reasons, then the Director of Admissions
will use their discretion. Applicants may use MSc or PhD supervisors as an academic
reference if necessary.
Applicants are also advised that a reference may be required from any institution or
employer where the applicant has received training or done work experience or shadowing.
Personal Statement
The personal statement should provide evidence of motivation and a commitment to the
study of medicine. In addition work experience within the health care system, working
directly with patients plus evidence of team working and “outside” activities will all be taken
into consideration.




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Admissions Procedure Document 2009-10                                        ASG2/08-09

English Language Capability
The University requires evidence that an applicant‟s English Language capability is of a
level that will enable them to succeed on their chosen course of study. The entry
requirements for MB ChB are:

       IELTS (International English Language Testing System) with a minimum score of 7.0

       TOEFL (Test of English as a Foreign Language) with a minimum score of 620 in the
       paper test, 260 in the computer-based test or 105 in the internet-based test

       WELT (Warwick English Language Test) with a minimum score of BBB
All tests must have been taken within two years of the start date of the course at Warwick.
Where an applicant does not achieve one of the above scores the University may require
that they retake the test or that they attend a pre-sessional English course provided by the
University. The pre-sessional course runs into September eachyear making it impossible
for entrants to medicine to complete the course provided at the University of Warwick.
If an applicant has been educated entirely in English for the duration of their degree and
completed this qualification within the last 2 years, this may be sufficient to satisfy the
University of their language skills. The Postgraduate Admissions Team is able to provide
guidance on the suitability of qualifications and experience.

Fitness to Practise

The Medical School has a duty to ensure that the students it accepts onto the MB ChB are
fit to practise medicine and that the GMC will allow them to provisionally register once they
have graduated. “Fitness” implies both that the individual is physically capable of the
practice of medicine and also that there is no significant current or spent criminal record.

The responsibility for deciding to refer the circumstances of an applicant for consideration
by the Fitness to Practise Committee rests with the Director of Admissions. Normally the
circumstances giving rise to concern will relate either to the health/disability of the
applicant, to the applicant‟s criminal record or to the applicant‟s general conduct and
honesty.

Disability Issues

Where an applicant has declared that they have a disability or specific learning difficulty (on
their UCAS form or supporting documentation) a copy of their application is automatically
sent to the University of Warwick‟s Disability Services by SARO. A letter is sent to these
applicants asking them what assistance they require if called to a selection centre or if
offered a place what help they would need whilst studying. This process is completely
separate to the selection for attendance at a selection centre.

Where Disability Services, after taking advice from a medically qualified member of staff,
assert that the disability or specific learning difficulty may impinge on the applicant‟s fitness
to practise medicine, all the paperwork is sent for consideration by the WMS Fitness to
Practise Committee. In this situation, no offer may be made to the candidate until the FtP
Committee has adjudged the candidate fit to practise medicine.


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Admissions Procedure Document 2009-10                                        ASG2/08-09

Any applicant who is subsequently offered a place is required to apply formally to the
Medical School for extra time in written examinations with evidence of their disability or
specific learning difficulty so that the University of Warwick can standardise the assistance
given. Applicants accepting an offer may also be invited to meet with the Phase I co-
ordinator and / or their personal tutor at the start of the course to discuss their specific
support needs whilst on the University campus and in the partner Trusts.
Criminal Record Bureau Enhanced Checks
An “Enhanced” Criminal Record Bureau (CRB) check is required by all students.
Where an applicant has declared a past or current criminal conviction, caution or other
offence on their UCAS form their case is referred, by SARO, to the WMS Fitness to
Practise Committee (FtP). The Committee may ask for further clarification of the
applicant‟s situation and applicants are encouraged to take the opportunity to write to the
Committee explaining their circumstances.
This process is completely separate to the call to selection centre process and an applicant
may be called to selection centre before the Committee meets. Where this occurs if the
Director of Admissions considers that their application merits an offer this will be conditional
on a satisfactory report from the FtP. The Director of Admissions may also delay making
an offer until the FtP has reported its findings.
Where an FtP information form is returned to the Assistant Registrar with a positive FtP
declaration this will trigger a referral to the FtP Committee; as can information collected on
the Additional Information Sheet completed prior to registration for clinical skills teaching in
semester 1 of year 1. Again these processes are separate to the admissions process
although an “Unconditional” offer may need to become “Conditional”.

Generation of Offer Letters
Once the selection centre has been completed the Director of Admissions considers the
total scores over the seven competencies assessed during the selection centre and
recommends that offers be made to an agreed number of applicants with the highest
scores.
A decision slip is signed off by the Director of Admissions and returned to the WMS
Admissions Assistant for each decision. A copy of the decision slip is taken for WMS
records and the original forwarded with any additional paperwork to the Postgraduate
Admissions Team to communicate an offer or reject decision.
When an applicant meets all the entry criteria their offer letter is unconditional. If the
applicant does not yet meet all the entry criteria, then the offer is conditional. An offer letter
may be conditional on one or more elements of the entry criteria. A copy of this letter is
sent to the WMS Admissions Assistant for information. The Postgraduate Admissions
Team are responsible for updating all information on SITS.
The applicant must always meet all of the condition(s) of offer before they are allowed to
enrol with the University.
Decisions on Offers Made
When an applicant accepts or declines the offer made, they notify UCAS of their decision
and this information is sent electronically to the SITS database to update their record.
Tuition Fees
The University classifies applicants as either home/EU or overseas students for fees
purposes according to the regulations set down by the UK Government‟s Education
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Admissions Procedure Document 2009-10                                        ASG2/08-09

Department. A provisional fees status is declared on the UCAS form.                   Where the
information provided by the applicant within the Residential Status section of the UCAS
form is insufficient to enable a final classification to be reached, the student will be asked to
complete a fees questionnaire.
Tuition fees and accommodation fees may be paid either in full within the first 3 weeks of
the University of Warwick undergraduate first term or in three instalments. Where a
student decides to pay in instalments, these are due in October, January and May. A 2
percent surcharge is added to the cost of tuition if the student pays in three instalments by
credit card or cheque. Instalments paid using direct debit incur no additional charge.
Arrival of Students and Enrolment
The MB ChB programme commences an “Induction Week”. All students are required to
attend Induction Week and students requiring time off during Induction Week or complete
exemption from it have to apply to the Director of Admissions. Complete exemption from
Induction Week has never been granted.
Induction Week usually commences on the first Sunday of September with a social event
organised by the Medical School. The Postgraduate Admissions Team are invited to
attend as well as key Medical School staff. The event is not formal and is an opportunity
for students to meet each other before Induction Week commences.
Students are able to enrol with the University on-line from the start of September. On the
first morning of Induction Week they can then pick up their University card and enable their
Warwick e-mail account.

Important Dates

2009

15 October               UCAS deadline for submission of applications
September/October        Applications received in SRAO from UCAS
November                 UKCAT scores received from UKCAT
December                 Applicants invited to Selection Centres

2010

February                 WMS Open Day
February                 Assessor Training for Selection Centres (morning)
22 – 25 March            Selection Centre (Warwick)
March                    UCAS deadline to aim to make all decisions
May                      UKCAT registration opens
May                      UCAS Reject by default
June                     UCAS Decline by default
June                     WMS Open Day
June                     UKCAT testing begins
July                     Acceptance Day
September                WMS Open Day
6 – 10 September         Induction Week
September                UKCAT registration deadline
October                  UKCAT testing deadline
15 October               UCAS deadline for submission of applications


Warwick Medical School                                                                       6

				
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