Admissions Policy and Code of Practice

York Learning
Author: Alistair Gourlay, last updated by Colette Gray
Date of Publication: 12 November 2017
Revised 9 August 2022
Date of next review August 2023


The York Learning Admissions Policy and Code of Practice provide the framework for admissions across York Learning. These are reviewed and updated annually.

Enquiries relating to admissions can be referred to:

Website :             

Email :                 

Main Enquiry Line:       01904 554277


1       Admissions Policy

York Learning seeks to recruit learners from diverse backgrounds in line with our Equality, Diversity and Inclusion Policy.  We recognize that our provision is enriched by a diverse student body that is reflective of the wider community.

We aim to support learners at each stage of the admissions process and strive to ensure that applicants are given the opportunity to achieve their potential in relevant subjects at appropriate levels, through fair assessment practices and access to high quality support, teaching and learning.

The aims of the Admissions Policy are to ensure that:

  • applicants are treated fairly and impartially
  • applicants are appropriately guided and supported through the admissions process
  • interviews and assessments are carried out consistently, fairly and transparently
  • we facilitate informed and sound decision making by the applicants and York Learning
  • information relating to entry criteria and course demands are up-to-date, accurate and accessible to applicants and staff.
  • York Learning meets the obligations reflected in current legislation and our other policies

A list of the relevant legislation is set out on the York Gov website Equality Act 2010 – City of York Council

Admissions Criteria

Always mindful of the different backgrounds of our adult learner cohorts, the admission of any applicant are determined on an individual basis using criteria including:

  • Previous academic achievement or experience
  • Professional and personal experience
  • Satisfactory completion of base line assessment in the subject
  • Personal circumstances and motivations for completing the course
  • Potential to succeed on the intended programme of study
  • Where relevant, specific portfolio or course entry criteria and requirements.
  • Considerations specified in our Equality, Diversity and Inclusion Policy

Recruitment and admissions decisions for applicants with learning and support needs are discussed with the Learner Support and Volunteer Manager/ SENCO in consultation with the assessor or curriculum head. York Learning will wherever possible make reasonable adjustments to accommodate applicants with support needs. If we are unable to meet support needs or can only do so by compromising the learning experience of the learner themselves, or other learners, we will inform the applicant as soon as the situation becomes apparent.

York Learning does not discriminate against learners with criminal convictions, and we welcome applications from all sections of the community. We believe that positive learning experiences can have a transformative impact on learners with an offending background. However, York Learning reserves the right to refuse entry or withdraw a place if subsequent information about a learner reveals a risk that could lead to potential harm to other learners or staff.

Ultimate responsibility for the admission of prospective applicants onto a particular programme of study rests with the Head of Service. However, such authority is generally devolved to the course tutor or Curriculum Manager.

Section 2 Code of Practice

The Code of Practice provides the policy, procedure and guidance for all aspects of York Learning’s admissions process. All admissions staff will have access to the Admissions Policy and Code of Practice electronically or from West Offices.

York Learning provides brochures, online information, events, and promotions to facilitate participation in learning opportunities to as wide an audience as possible.

We work with other agencies to develop appropriate links that broadens diversity, widens participation and enhances transition arrangements between York Learning and referring organisations.

All York Learning staff with responsibilities for making admission decisions undertake initial training and updates appropriate to their role, and are expected to carry out their role in line with this Assessment Policy and Code of Practice.

Along with curriculum managers, staff evaluate and review assessment processes regularly and discuss any changes necessary to ensure assessment processes remain fit for purpose. Where relevant, or where major changes are proposed, this will be agreed by the senior management team.

The enrolment team and staff with support or service responsibilities are kept informed of the admissions policies and procedures and are updated annually on relevant aspects of policy and procedure.

York Learning logs enquiries received via telephone, email, in person or letter and responds within three (3) working days wherever possible.

York Learning will respond to assessments from applications within ten (10) working days of receipt. Applicants can request information about the progress of their application at any stage.

Applicants are actively encouraged to declare a learning difficulty/ disability or support need on initial enquiry, at assessment or interview, throughout their course and through progression reviews and IAG discussions, so that reasonable adjustments can be made as and when appropriate to support them whilst on their course.

Where initial interviews and assessments take place online, due to individual or logistical circumstances, York Learning ensures that every effort is made to facilitate access for the learners.

We make applicants an offer which is appropriate to both learner and course entry requirements. In the event that the criteria for entry are not met, this will be explained to the applicant and, wherever possible and appropriate, an alternative offer will be made to the applicant.

Should an application be viewed as unsuccessful, York Learning, reserves the right to refuse admission without explanation.

York Learning offers appropriate information advice and guidance to both potential and enrolled students to enable them to make informed decisions and choices at relevant stages of the admissions cycle, throughout their course and on exit from learning.

Applicants are informed of their individual responsibilities in support of effective applications and admissions processes and should make themselves familiar with relevant regulations and timescales associated with each stage of the admissions process.

Curriculum Managers review the operation of the current year’s admissions arrangements in the light of achievement rates, progression data, planned curriculum/qualification/funding changes, as well as performance data in relation to applicants’ characteristics, eg, age, gender, ethnicity, disability, socio-economic status,.

Applicants/learners are made aware of and have access to the relevant/related policies on the York Learning website.


York Learning recognises that people can change their name/identity for any reason.

York Learning will call you by your preferred name in class, by email, on the phone etc.

York Learning understand that you may want to use a different name to the one you have enrolled on the course with.

York Learning can only use the name you are legally registered as for official documentation. This includes, but is not limited to,  EBS our data management system, our electronic registers, registration with awarding bodies, any certification that you might accrue as a result of exams, support plans, EHCP’s, etc.

The only way you can get certificates in a different name to the one you registered on the course with is with legal proof of name change, eg: deed poll or marriage/divorce certificate. In the event that you provide legal proof of name change your records would be updated and would reflect your chosen name/identity. Any previous records cannot be deleted under our legal requirements linked to course funding from the Government before the designated timescales laid out in our GDPR policy. However, the electronic record would be updated with your new name and your previously given name would be removed from the record. Historical physical paperwork cannot be changed and would remain on file under your previous name. If you want certificates in your new legal name after you have left the course, you would need to pay the awarding body fees for an updated version of your certificates. This is not under the control of York Learning.