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Visa Sponsorship and Confirmation of Acceptance for Studies (CAS) Policy

Policy Statement

International students enrich our academic community, and their success in the UK depends on clear guidance and robust support throughout their journey.

The School is committed to fostering this success by ensuring compliance with UKVI regulations, issuing timely Confirmations of Acceptance for Studies (CAS), and monitoring academic engagement and attendance to meet visa requirements.

This policy provides clear guidance on the visa process and outlines the ongoing support available to help international students navigate their transition, thrive in their studies, and fully integrate into life in the UK.

Principles

  • Compliance: Adhering strictly to the UK Government's immigration regulations and guidelines.
  • Support: Offering guidance and support to international students during the visa application process.
  • Accuracy: Ensuring all information provided to students and authorities is precise and current.
  • Responsibility: Upholding the School’s duties as a sponsor and the student's responsibilities under their visa.
  • Transparency: Making the Visa Sponsorship and CAS Policy details available and comprehensible to all stakeholders.
  • Efficiency: Processing visa sponsorship and CAS requests in a timely and effective manner.
  • Integrity: Maintaining the highest level of integrity in the management of immigration-related processes.
  • Fairness: Applying the policy fairly and without discrimination to all eligible applicants.
  • Privacy: Protecting the privacy and personal information of students during the visa application process.
  • Clarity: Communicating the criteria and procedures for obtaining CAS clearly to prospective students.
  • Assistance: Providing necessary assistance to students experiencing difficulties with visa processes.
  • Monitoring: Regularly reviewing policy effectiveness and compliance with changing immigration laws and regulations.

Regulatory Context

This Policy has been developed in line with the applicable laws, regulations, regulatory advice, and sector best practices, including the following:

Authority Name Url
UK Government Higher Education and Research Act 2017 (HERA)
A UK legislation that reformed the higher education and research sector, particularly by establishing the Office for Students and UK Research and Innovation.
UK Home Office Study in the UK on a Student visa
Sets out the requirements for international students who wish to study in the UK.
UK Home Office Student Sponsor Guidance
Sets out the requirements for education providers wishing to hold a licence to sponsor international students to come to the UK under the Student route.
Quality Assurance Agency (QAA) Advice - Admissions, Recruitment and Widening Access

International Student Admission

Title
Advice
Issuing Confirmation of Acceptance for Studies (CAS)

The School invites applications from international students and can issue a Confirmation of Acceptance for Studies (CAS) to support their visa application to study in the UK. Details of the process are available on the School’s website and in this Policy.

Applicants must follow Home Office and UK Visas and Immigration (UKVI) guidance. International applicants must meet Home Office English language requirements. The School will issue a conditional offer, which will also include additional conditions such as paying a deposit and submitting documents. International applicants must satisfy all conditions of the conditional offer before accepting an offer at the School. A CAS will only be issued to applicants when all the conditions in the conditional offer letter have been met, and the international applicant has formally accepted the offer by the acceptance deadline.

Issuance of Confirmation of Acceptance for Studies (CAS)

Title
Rule
Issuance of Confirmation of Acceptance for Studies (CAS)

A CAS will only be issued to applicants who meet the following conditions:

  • All conditions in the conditional offer letter are fulfilled, and the offer is formally accepted by the deadline.
  • The deposit is paid, or official evidence of funding from a government or international sponsor is provided.
  • The applicant has not been misled or oversold into having unrealistic expectations.
  • The applicant has a genuine intention to study and complete the programme.
  • The CAS questionnaire and supporting documents are submitted.
  • The applicant can demonstrate all required evidence, including maintenance funds, to the UKVI.
  • The applicant will comply with all conditions of stay.

The CAS is a requirement for a student visa application, confirming that the applicant meets all criteria and has a genuine intention to study in the UK. The CAS is valid for 6 months and includes necessary information for visa application, such as a unique reference number, programme details, and passport number. However, it does not guarantee entry clearance.
Rule
Availability of the School CAS Questionnaire

Once all conditions are met and the offer is formally accepted, the School CAS Questionnaire will be made available to the applicant via an online portal. The applicant must complete the questionnaire and submit all required supporting evidence for the CAS to be issued.

The questionnaire and supporting documents are necessary to verify eligibility and issue the CAS, which is required for the student visa application.
Rule
Impact of CAS Non-Compliance

Failure to comply with a CAS at the School or another institution may be considered in future applications for programmes of study at the School.

Non-compliance with CAS obligations reflects on an applicant's reliability and commitment, potentially influencing future admissions decisions.
Rule
Limitation on Issuance of CAS After Visa Refusals

An applicant who has been issued two CAS numbers for a student visa application that were both refused will not be issued another CAS. This applies to both new applicants and existing students seeking to extend or switch their visa.

Repeated visa refusals indicate potential issues with eligibility or compliance, justifying the restriction on further CAS issuance to uphold the integrity of the visa process.
Rule
CAS Issuing Deadline for Applicants Outside the UK

A CAS can only be issued to an applicant applying for a visa from outside the UK if:

  • There are at least 15 working days before the registration date.
  • Home Office processing times indicate that entry clearance can be granted before registration.

This ensures sufficient time for visa processing, allowing the applicant to secure entry clearance before the programme begins. International students should consult UKVI guidance on processing times.
Rule
CAS Issuing Deadline for Applicants Within the UK

A CAS may only be issued to an applicant applying for a visa from within the UK if:

  • There are at least 5 working days before the registration date.
  • The registration date is no more than 28 days after the applicant's current visa expires.
  • The applicant's immigration status allows for switching to a student visa.

These conditions ensure adequate processing time for the visa application before the programme start date.
Rule
CAS Issuance Criteria for Existing Students

A CAS will be issued to existing students needing to switch or extend their visa if they meet all the following criteria:

  • Enrolled in a full-time programme at the School.
  • Have met academic progress requirements (if applicable).
  • Have satisfactory engagement with their studies, as defined by the School's Attendance, Engagement, and Absence Policy.
  • Have not had a break in studies of 60 days or longer.
  • Are not awaiting the outcome of an academic appeal (unless required to continue studies pending the outcome).
  • Submitted a completed CAS Questionnaire and all supporting documents at least 4 weeks before their current visa expires.

These requirements ensure that the student is actively engaged in their studies and that the CAS is issued in a timely manner to allow for visa processing.
Rule
Issuing CAS for Existing Students Outside the UK

A CAS will be issued to an enrolled student applying for entry clearance from their country of residence if all the following criteria are met:

  • Immigration Rules prohibit the student from applying for a visa within the UK.
  • The student can demonstrate they meet all visa requirements.
  • The student provides proof of return to their country of residence, such as a scanned flight ticket or re-entry visa stamp.
  • The student has written permission from their programme leader for authorised leave to obtain a new student visa.
  • The student has sufficient time during their authorised leave for the visa to be processed, based on Home Office guidelines.

These conditions ensure the student is eligible and has sufficient time to secure a new visa while minimising disruption to their studies.
Rule
CAS Restriction for Graduation Attendance

The School will not issue a CAS to existing students solely to switch or extend their visa for attending a graduation ceremony.

A CAS is meant for academic purposes, not for extending a visa solely to attend a graduation.
Rule
CAS Panel

The Admissions Team generally handles CAS applications. However, in more complex cases, the CAS Panel reviews the application. The CAS Panel is chaired by the Director of Student Services, a member of the Admissions Team, and a member of the Student Success Team. It convenes during the admissions window to consider such applications.

The reasoning and decisions of the CAS Panel must be recorded for auditing purposes. The Student Success Team member will minute the meetings, which may be held in person, in a hybrid format, or virtually. Most decisions are made by consensus, but if a vote is needed, it will be based on a simple majority of those present. In the event of a tie, the Chair has an additional casting vote.

The Chair of the CAS Panel reports to the Executive Committee. Applicants will be notified of the decision within 5 working days.

This process ensures that complex CAS applications are reviewed in a thorough and fair manner, maintains proper records for auditing, and guarantees timely communication with applicants.
Rule
Only Genuine Students Can Be Issued with a CAS

The Admissions Team and CAS Panel will evaluate and make decisions based on the Immigration Rules and the School's regulations and policies. An application may be rejected if it is deemed not genuine or if the visa application is likely to be refused.

This approach ensures compliance with legal requirements and institutional policies, and prevents the issuance of CAS for applications that are unlikely to be successful.
Rule
Requesting Additional Information for CAS Decisions

The Admissions Team and CAS Panel may request additional information to determine a CAS decision, including:

  • Necessary financial information.
  • Details about the applicant's immigration history.
  • Reasons for choosing the programme and the School.
  • Plans after graduation.
  • A statement explaining how the new programme relates to any previous qualifications and supports career goals, if the applicant already holds a degree at the same or higher level.

If an applicant has been admitted to a comparable award at another institution, they will not be enrolled on a programme at the School unless the Director of Education determines that the new programme differs significantly. The Director's decision is final and not subject to appeal.

Requesting this information ensures that all aspects of an applicant's background and intentions are considered, allowing for an informed and fair CAS decision while adhering to institutional regulations.
Rule
Escalation of CAS Matters

When necessary, the CAS Panel can escalate matters to the President for a final decision.

This provides a mechanism for resolving complex or contentious issues that require higher-level review.
Rule
Appeal and Re-assessment of CAS Decisions

There is no right to appeal a CAS Panel's decision. However, a re-assessment can be requested if new supporting evidence, not previously available, is provided.

This allows for reconsideration of a decision based on new information, while maintaining that the original decision remains final.
Rule
Refunds and Compensation Policy for International Students

According to the Refunds and Compensation Policy, if the School has made an unconditional offer to an international student requiring a visa, and a CAS has been issued, the deposit will not be refunded unless the visa application is denied for reasons beyond the applicant's control. The applicant must provide a copy of the refusal notice for assessment, and the School may consult immigration advisers.

If an international student is eligible to start their programme but fails to do so, the deposit will not be refunded. The School reserves the right to take any action regarding payments.

This policy ensures that refunds are only issued in cases where visa denial is outside the applicant's control and that deposits are not refunded if the student is otherwise able to start their programme.
Rule
CAS Withdrawal for Applicants

The School reserves the right to withdraw a CAS before a visa is issued if:

  • The offer for a place on the programme is withdrawn.
  • The information on the CAS questionnaire is found to be untruthful.
  • The documents submitted are judged to be fraudulent.
  • The applicant’s engagement is deemed unsatisfactory.

This ensures that CAS is only maintained under valid conditions and helps prevent misuse or dishonesty in the application process.

Institutional and Student Responsibilities

Title
Rule
Provision of Information

International applicants and students must provide and keep up-to-date the following information via the Academic Governance System (AGS), post, email, or in person before registration:

  1. Address, landline and mobile numbers, email address, and any other relevant contact details:
    • Overseas (before and immediately after their studies with the School)
    • During term time in the UK
    • During holidays in the UK
  2. Prior qualifications used to gain entry to a School programme
  3. Passports and any other related documentation
  4. UK Visa / Biometric Residence Permit (BRP) eVisa
  5. Any additional evidence requested by the School or CAS Panel, such as references

Students must present the originals of these documents by the registration date. Translations, if required, must be notarised. Only notarised copies are accepted. The School is required to keep copies of all documents related to a student’s immigration status and provide them to UKVI upon request.

This ensures that the School has accurate and up-to-date information for all international students and complies with UKVI requirements for documentation and record-keeping.
Rule
Expectations for Student Engagement and Attendance

All undergraduate and postgraduate students, both home and international, must engage with their studies and meet the same expectations for attendance and engagement. Specifically, students must:

  1. Participate in and engage with all learning activities, including flipped learning.
  2. Obtain authorisation from the relevant module leaders for any unforeseen absences (due to illness or emergencies) through the AGS.
  3. Cooperate with School staff to fulfil all attendance requirements.

This rule ensures student success and maximises the educational experience. For international students, it also fulfils the School’s legal obligations under the Immigration Rules and ensures compliance with visa requirements.
Rule
Recording and Monitoring Student Engagement

The AGS automatically logs student engagement through 'student engagement points,' which include:

  • Logging into the AGS
  • Attending tutorials, seminars, or labs
  • Interacting with e-learning content
  • Submitting coursework
  • Taking examinations, tests, viva, or other assessments
  • Participating in organised field trips
  • Meeting with School staff

Administrative engagement points also include:

  • Enrolment and optional module selection
  • Requesting absence authorisation
  • Submitting extenuating or mitigating circumstances
  • Making complaints or appeals
  • Interacting with the Student Support team
  • Applying for coursework deadline extensions

For international students on a visa, the School uses the AGS and engagement points to monitor attendance and absence, in line with School regulations and policies.

This ensures accurate tracking of student participation and compliance with attendance requirements, particularly for international students whose visa conditions mandate such monitoring.
Rule
Authorisation for Absences

Students must seek authorisation from the relevant module leaders for any unforeseen absences due to illness or emergencies through the AGS. Module leaders are responsible for processing these absence requests promptly and appropriately.

This ensures that absences are managed effectively and in accordance with School policies, maintaining accurate records and supporting student engagement.
Rule
Automated Monitoring and Notifications for Student Engagement

The AGS automatically:

  • Monitors student engagement.
  • Sends notifications to students via their School email address if they miss important engagement points. These emails include:
    • Information and guidance for rectification and re-engagement
    • Instructions to discuss any potential difficulties with the Student Success Team
  • Alerts the Student Success Team if a student fails to register sufficient engagement points for 2 consecutive weeks.

Students should review the Exclusion Regulations, which outline the rules regarding presumed withdrawal.

This system ensures that students are promptly notified of missed engagement points and provided with guidance to address any issues. It also facilitates early intervention by the Student Success Team for students who are not meeting engagement requirements, and informs students of the potential consequences of insufficient engagement as detailed in the Exclusion Regulations.
Rule
Record-Keeping and Visibility of Student Engagement Points

Records of student engagement points are maintained and accessible to relevant School staff to assess student engagement. These records can also be shared with external agencies in accordance with the Data Protection Policy.

This practice ensures that the School can effectively monitor and evaluate student engagement while adhering to data protection regulations.
Rule
Academic Staff Responsibilities for Student Engagement

Academic staff support students in engaging with their studies. If staff have concerns about a student's engagement, they must inform the Student Success Team for intervention.

This ensures that students receive appropriate support to engage with their studies and that any issues are addressed promptly through the Student Success Team
Rule
Student Success Team Intervention

When the Student Success Team intervenes, they must:

  • Investigate the reasons for missed engagement points.
  • Contact the student using additional communication methods if necessary.
  • Meet with the student to assist with re-engagement and academic success.
  • Refer the case to the Directors of Education and Student Services if previous efforts are unsuccessful.

This process ensures a thorough investigation into missed engagement, supports the student in re-engaging with their studies, and involves School directors if necessary to address ongoing issues.
Rule
Student Cooperation for Immigration Compliance

All students must cooperate with the School to help it meet its immigration obligations. This includes:

  • Adhering to the terms and conditions of their School contract
  • Following this Policy
  • Complying with all other School Regulations and Policies
  • Observing the Immigration Rules
  • Meeting any reasonable ad-hoc requests from the School to fulfil legal obligations

Cooperation ensures that the School can fulfil its immigration duties and maintain compliance with legal and regulatory requirements.
Rule
Consequences of Non-Compliance with School Contract

Failure to comply with the School contract, including payment of tuition fees, may result in suspension or termination of the contract as outlined in the contract terms. The School will also notify the UK authorities of any termination.

This rule ensures that students meet their contractual obligations and allows the School to comply with regulatory requirements by informing the UK authorities if necessary.
Rule
Withdrawal of Visa Sponsorship for Insufficient Engagement Points

If a student fails to accumulate the required engagement points as per Home Office rules, the School must withdraw the student's visa sponsorship and inform the Home Office.

This action is necessary to comply with legal obligations and may result in the curtailment of the student’s visa and possible immigration enforcement consequences.
Rule
Reporting Obligations to UKVI

The School must report certain events to UKVI, including:

  • Withdrawal from a course
  • Delays in start dates
  • Failure to register
  • Lack of academic engagement
  • Deferral of studies
  • Significant changes in circumstances
  • Concerns about the genuineness of the student

These reports ensure compliance with immigration regulations and allow UKVI to monitor and manage student visas effectively.
Rule
Compliance with Student Visa Conditions

Students on a student visa must also fully adhere to the conditions outlined in the relevant Home Office guidance. Currently, these conditions include:

  1. Registering with the Police if required by the Immigration Rules.
  2. Not claiming state benefits (public funds).
  3. Not working as a doctor or dentist in training or as a sportsperson (including coaches).
  4. Only studying as permitted by their visa conditions.
  5. Only working as allowed by their visa conditions.
  6. Not overstaying their visa.
  7. Complying with any other visa conditions.

Students are responsible for staying informed about and following these conditions. The School must also provide information to the Home Office upon request to comply with legal obligations.

Designated CAS Authorising Officer

Title
Rule
Authorising Officer Responsibilities

The President serves as the Authorising Officer (AO) for the School, a crucial role for institutions with a student sponsorship licence under UKVI. The AO is responsible for:

  • Managing the sponsorship management system (SMS) and ensuring compliance with sponsorship duties.
  • Overseeing the appointment, actions, and training of staff using the SMS, including Level 1 and Level 2 users.
  • Ensuring timely and accurate reporting to UKVI.
  • Maintaining all necessary documentation and information on sponsored students, and making it available to UKVI when requested.
  • Keeping up to date with changes to UKVI rules and guidance and implementing required changes.
  • Facilitating cooperation during UKVI inspections or information requests.
  • Monitoring systems to detect patterns of student non-compliance.

These responsibilities ensure that the School meets its legal obligations under the student sponsorship licence, maintains accurate records, and complies with UKVI requirements, thereby supporting effective management and oversight of sponsored students.

Confidentiality and Data Protection Protocols

Title
Rule
Data Sharing with Immigration Authorities

The School may need to share data with UK immigration authorities. By applying to study at the School, students consent to the School liaising with UK authorities and any relevant organisations, such as sponsors, regarding immigration requirements. This will be conducted in line with the Data Protection Policy.

This rule ensures the School can meet its immigration obligations and report as required while adhering to data protection regulations.

Metrics and KPIs

The following metrics will be measured and regularly reviewed as key performance indicators for the School to ensure the effectiveness of this policy and associated operations.

Title
Accuracy in Reporting to UKVI
Ensure 100% accuracy in all reports submitted to UKVI, verified through biannual audits.
Accurate reporting is essential for compliance with immigration regulations and to maintain the School’s sponsorship licence.
CAS Issuance Timeliness
Achieve a 100% CAS issuance rate within 5 working days.
This ensures prompt processing of applications, helping students receive their CAS in a timely manner and reducing delays in their visa applications.
Student Satisfaction with CAS Process
Achieve a student satisfaction rating of 90% or higher in relation to the CAS application process, as measured by surveys.
High satisfaction levels indicate that students are receiving effective support and clear guidance throughout the CAS process.
Visa Denial Rate Due to CAS Errors
Reduce the rate of visa denials due to CAS errors to less than 1% annually.
Lowering this rate indicates effective accuracy in CAS preparation and reduces the risk of visa refusals affecting students’ academic progress.
Policy: Visa Sponsorship and Confirmation of Acceptance for Studies (CAS) Policy