asic application form

8/8/2019 ASIC Application Form

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Application forAccreditation by

ASIC

Accreditation Service forInternational Colleges

APPLICATION FORM


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Applying to ASIC for Accreditation

Some Notes for Guidance

Thank you for your interest in applying for accreditation through ASIC. We are aware that for somecolleges, particularly smaller institutions, the array of documents that need to be provided and the

application form itself can at first sight appear to be daunting. We hope that you will find the following

helpful:

1. First and foremost, the Application Form and Checklist are intended as a way of pooling

necessary information not as some kind of test the ASIC Office will always be happy to clarify

any of the questions or the terms used in the forms, and advise whether a particular item is

relevant to your institution.

2. The Application Form follows the stages within an inspection visit, looking at areas of operation

in a sequence which you can cross-reference with the Accreditation Handbook for fuller

information.3. If you keep a copy of the Application Form you will find it an invaluable route through actual

inspection visits, and that its completion takes care of a very large part of your preparation for a

visit.

4. Many of the documents required as per the Checklist, (at least those relevant to your institution),

are quite likely already to exist but may be held by more than one section of your administration.

Some may need updating and a few may need to be obtained for the first time. The great majority

are essential for the legal operation of your institution, and certainly for accreditation by any of

the authorised bodies.

5. Most colleges have found collating these documents to be a very useful exercise. The resulting

compendium is in the format and sequence that is likely to be required by any university or

professional body with which you wish to form a validating partnership, and should greatlyfacilitate setting up future relationships of this kind.

6. The questions on the Application Form have to cover institutions of widely varying size. Smaller

colleges should not be deterred by references to facilities or services that they cannot realistically

offer.

7. Quite a few possible documents mentioned in the Application Form/Checklist, e.g. Disability

Strategy or Equal Opportunities Policy, may in fact relate to information your college covers in its

Student Handbook/Staff Handbook/Prospectus. Where information is already available in this

way, simply refer us to it rather than produce documents specially.

8. You will probably find that several questions/document requests are not relevant to your

institution (e.g. most colleges do not prepare food on their premises; most do not have students

aged under 18; some do not use agents). Where this is the case just insert N/A. If we need anexplanation we will let you know.

9. Finally, if you are reviewing the actual operational activity of your institution in preparation for

accreditation, then we would advise that particular attention is paid to those areas prioritised by

the Home Office: systems for recording weekly attendance and calculating cumulative attendance;

ongoing evaluation of students academic progress; processes for contacting the Home Office

regarding cases of inadequate attendance/progress and no-shows; delivery of programmes that

lead to recognised awards or progression pathways.

We hope you will find the accreditation process useful and productive and we look forward to working

with you.


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Accreditation Process

A College wishing to apply for accreditation under ASIC will need to demonstrate that it:

Is a genuine education institution offering high quality academic or professional programmes, which

are recognised by reputable bodies such as UK Universities, EDEXCEL, ABE, NCC, ACCA etc. for

articulation / advanced entry purposes to UK courses.

Provides a suitable academic environment for students to enable them to be successful in their studies

and to gain maximum benefit from their studies in the UK.

Employs suitably qualified staff to teach and counsel students at the appropriate level.

Provides a stable, safe and enjoyable atmosphere for study.

Provides adequate support to students regarding welfare and study resources.

Operates within the Home Office regulations regarding international students.

Employs ethical marketing strategies in the recruitment of international students and has in place

suitable monitoring processes to ensure compliance with Home Office regulations.

Has suitable quality control procedures in place regarding the appointment and monitoring ofeducation agents and representatives.

Stages Involved in the Process

All applicants must fully complete the application form and submit all required documentation (Stage

1).

On its receipt, the application form will be checked by one of our assessors. The assessor will then

contact the College by telephone regarding any points of clarification required or to request further

information.

An appointment will be made by telephone for ASIC inspectors to visit the College for Stage 2 or 3 ofthe accreditation process as described in Section 3.2 of the Handbook. Two weeks notice will

normally be given. Stage 2 will involve the inspector for one day, while Stage 3 will normally involve

two inspectors for two days.

Details of the proposed visit will be confirmed in writing to the designated person at the College.

Fees Schedule (Until December 2008)

Application Fee:

Inspection Fee:

Annual Accreditation Fee:

300 (to be included with the application).

Stage 2 - 1000 + 350 per inspector day.

Stage 3 - 1200 + 350 per inspector day.

1000 - 3000 (depending on the size of the College).

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APPLICATION FORM

1 COLLEGE

(State all places of operation and indicate which of these are to be accredited.)

Name of College:

Details of operation(s) to be accredited:

Head of Institution:

Address:

Postcode:

Telephone Number:

Fax Number:

Email Address:

Website Address:

Name & Email Address of person to whom all correspondence should be addressed:

Addresses of any other places of college operation:

Address of administrative headquarters (if different from above):

2 LEGAL STATUS & FINANCIAL DETAILS

Date of formation of the College:

Details and dates of any major re-structuring, such as change of ownership, change of College name, change of

premises:

Please list the names of the Owners, Directors and Officers of the company:

Owners:

Directors:

Officers:

Is the College a subsidiary company of another organisation? Yes No

If so, give full details, including name, legal status, country in which the organisation was founded/incorporated

etc:

Is the College a Limited Company? Yes No

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Company name:

Registration no: Date of registration:

Is the company limited by shares or by guarantee?

If the College is not a limited company, please state the terms on which the business operates:

Please list the names of all Partners:

The relevant documents from the list below authenticating the legal status of the College must be available forinspection at Stage 2:

If a Charity - the Charity Commission Registration Index.

If a Limited Company the Certificate of Incorporation.

If a Partnership the Partnership Agreement.

If a subsidiary of another organisation such documentation of the parent organisation as may beapplicable to its legal status.

Name & address of the Colleges bankers:

Name & address of the Colleges accountants:

Please enclose a copy of the latest three years audited annual accounts.

AREA OF OPERATION A

3 PREMISES

Are the premises owned or leased by the College?

If leased, please give expiry date(s) for the lease:

The lease agreement(s) must be available for inspection at Stage 2.

Please give details of teaching accommodation (including number and capacity of classrooms, computer suites,

practice rooms), library, student common rooms, counselling rooms etc:

Please give details of resources and equipment to support teaching (e.g. LCD projectors, overhead projectors, IT

equipment, interactive whiteboards, practice-related equipment etc):

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Please give details of resources available to students for independent study, either in College or elsewhere. Please

state any link with local libraries and/or on-line library support:

Please give details of social/sporting facilities provided for students (e.g. common rooms or access to sporting

facilities):

Please enclose a sketch of floor plans showing teaching spaces (with capacities) and other functions (3 copies).

4 HEALTH & SAFETY

Do you have a Local Authority letter of assurance or certificate showing compliance

with health/sanitary regulations or satisfactory reports by the Environmental Health

Department (if food is prepared on the premises)?

Yes No

Name of the person responsible for health and safety:

Number of staff trained as first-aiders:

Please ensure that you complete and enclose the following:

Appendix 3 Health and Safety declaration

Appendix 4 Fire Precautions declaration (unless you have a Fire Certificate).

5 INSURANCE DETAILS

Do you have Employers Liability Compulsory Insurance? Yes No

AREA OF OPERATION B

6 STAFF

Enclose the following:

Diagram of staffing structure (3 copies)

List of names and designations of all management, academic (identifying Course/Subject Leaders) andsupport staff (3 copies)

CVs of management, academic and senior support staff (1set).

Principals name and title:

Qualifications:

Years in post:

State the numbers of staff in the following categories:

Teaching staff Full-time:

Permanent part-time:Temporary/Occasional part-time:

Support staff Administrative:

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Technical:


Staff appointment procedures

Sample staff contract

Equal Opportunities Policy

Staff Handbook (3 copies).

7 STUDENTS

Indicate the numbers of students attending the College in each of the last two years:

Full-time (15 hours or more per week):

On courses lasting fewer than 15 weeks:

On courses lasting 16 weeks or more:

Part-time (fewer than 15 hours per week):



Indicate the numbers of students attending the College currently:

Full-time (15 hours or more per week):

International

(visa reqd)

EU



Enclose procedures relating to the following:

Recording student attendance

Conduct of examinations/tests

Production of examination papers/test papers

Arrangements for the secure storage of examination papers and scripts.

8 COPYRIGHT & DATA PROTECTION

Do you adhere to the CLA regulations? Yes No

Do you have a registration certificate from Information Commissioners Office? Yes No

AREA OF OPERATION C

9 INFORMATION FOR STUDENTS

Enclose information provided to students relating to:

Course entry requirements

Fees and refund policy

Documents to be presented at enrolment

Student Application Form (3 copies)

Student Handbook (3 copies) containing information on College rules/examination procedures,

complaints procedure, disciplinary procedures, Health and Safety regulations.

AREA OF OPERATION D

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10 ACADEMIC PROGRESS

How do you monitor and record students progress?

Enclose a sample of documentation used.

Do you monitor student completion rates? Yes No

Do you have a staff development policy? Yes No

AREA OF OPERATION E

Enclose the Colleges student complaints procedure.

11 STUDENT WELFARE

Please identify services provided for students and whether they are included within overall fees:

Provided (Y/N) Included in fee (Y/N)

Accommodation

Recommended text books

Teaching materials

Internet access/e-mail

Printing facilities

Others (please specify)

Do you issue pre-arrival guidance to students advising on living in the UK? Yes No

Enclose this printed material.

12 STUDENTS UNDER 18 YEARS

Current number of students under the age of 18:

Describe the accommodation arrangements for these students:

Do you have a Child Protection Policy? Yes No

Number of staff CRB-checked:

13 SPECIAL NEEDS

Do you have a Disability Strategy? Yes No

AREA OF OPERATION F

14 ACADEMIC PROGRAMME

Please list ALL courses, together with the awarding body, currently running at the College:

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Courses leading to awards of UK universities

Courses leading to awards of Professional Bodies

Courses leading to awards of overseas organisations

Courses internal to the College

Also enclose a completed summary form - Appendix 2 - for each course.Documents confirming the status of courses must be available at Stage 2.

Enclose guidance on plagiarism and other forms of academic misconduct.

AREA OF OPERATION G

15 MARKETING

Name of Marketing Officer:

Do you have an Ethics Policy? Yes No

Do you have agents? Yes No

Do your agents/staff receive training on international marketing? Yes No


Ethics policy

Criteria for the appointment of agents

Agents agreement

Briefing document for agents.

Prospectus (3 copies)

Please note your website will be critically assessed during the Stage 1 process.

State when your prospectus and website were last updated:

16 SELECTION & ADMISSION OF STUDENTS

Please describe how the College initially assesses students English Language and Study skills:

Please state provision made for teaching English as a second/foreign language. Is this provision accredited, and, if

so, by whom?

Enclose procedures/guidelines relating to the following:

Processing enquiries and applications

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Student admissions and enrolment

Creating student records

Payment of deposits and fees

Refund of fees

Sample offer letter to students.

Are any of your staff accredited by the Office of the Immigration ServicesCommissioner (OISC)?

Yes No

If so, please give details of staff and level of accreditation:

If not, how do students get advice about visas?

AREA OF OPERATION H

17 TRACKING & MONITORING OF INTERNATIONAL STUDENTS

How do you track applicants who have applied for visas then fail to enrol (no shows)?

What systems (paper-based and/or electronic) do you have in place to track student attendance and measure

cumulative attendance?

What mechanisms do you have for contacting students about their absence?

Please describe your procedures for informing the Home Office of no shows, students whose attendance falls below

80% and students not progressing through their course within the maximum timescale allowed:

Enclose documents relating to Home Office reporting requirements:

sample letters to students about their absence

sample letters to the Home Office about no shows, unsatisfactory attendance, unsatisfactory progress.

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CHECKLIST OF REQUIRED DOCUMENTS

The checklist below shows those documents whichshould be enclosed with this Application Form. Please markthe boxes with an X to show what is enclosed. If any of the documents do not apply to your College, then insert

N/A.

Included withApp Form

1. Copy of the latest 3 years audited annual Accounts

A Premises and Health & Safety

2. Sketch of floor plans (3 copies)

3. Health & Safety Declaration (Appendix 3)

4. Fire Precautions Declaration (Appendix 4) and a fire risk assessment

B Management and Staff Resources

5. Diagram of staffing structure (3 copies)

6. List of names and designations of all staff

7. CVs of management, academic and senior administrative staff

8. Staff appointment procedures

9. Sample staff contract

10

.

Equal Opportunities Policy

11

.

Staff Handbook (3 copies)

12.

Procedures for recording students attendance

13

.

Procedures for the conduct of examinations/tests

14

.

Procedures for the production of examination/test papers

15

.

Arrangements for secure storage of examination papers/scripts

C Learning and Teaching; Course Delivery

16. Student application form (3 copies)

17

.

Pre-enrolment information for students detailing course entry requirements, fees

payable, documents to be presented at enrolment

18

.

Student Handbook / Sample Course Handbook (3 copies)

E Student Welfare

19

.

Pre-arrival information for international students regarding living in the UK

F Awards and Qualifications

20

.

Appendix 2 completed for each course currently running

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21

.

Guidance on academic misconduct

G Marketing and Student Recruitment

22

.

Ethics Policy

23.

Criteria for the appointment of agents

24

.

Agents agreement

25

.

Briefing documents for agents

26

.

Prospectus (3 copies)

27

.

Procedures for processing enquiries and applications

28

.

Procedures relating to student admissions and enrolment

29

.

Procedures for monitoring student records

30

.

Procedures for the handling of deposits, fee payments and refunds

H Relationships with Government Offices and reporting Mechanisms

31

.

Sample letters to students about absence

32

.

Sample letters to the Home Office

Application Fee

33

.

Application Fee 300

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CHECKLIST OF DOCUMENTS TO BE SEEN AT STAGE 2 OR STAGE 3

The checklist below shows the documents whichshould be made available to the inspectors during the Stage 2 orStage 3 inspection visit. Please note that some of the documents may not apply to your College.

Stage 2 Stage 3

34.

Documents authenticating the legal status of the College (originals)

A Premises and Health & Safety

35

.

Lease agreement(s) for College premises

36

.

Local Authority certificate showing compliance with health/sanitary

regulations or satisfactory inspection by Environmental Health

Department (catering facilities)

37

.

Health and Safety risk assessment

38

.

Health and Safety policy

39

.

Staff training records in relation to first aid, fire precautions and

emergencies and safety in areas of hazard

40

.

List of first-aiders

41

.

Health and Safety law poster

42

.

Accident Report Book

43

.

Registration with the Health and Safety Executive (form OSR 1) or Local

Authority (form F9) (if a new business)

44

.

Records of testing of fire detection equipment, extinguishers, alarms and

emergency lighting

45

.

Fire notices and safety rules in areas of hazard

46

.

Records of fire drills (evacuation of the premises)

B Management and Staff Resources

47

.

Employers Liability Compulsory Insurance (original)

48

.

Minutes of staff meetings

49

.

Evidence that staff qualifications have been verified

50

.

Sample job advertisements

51. Student attendance record sheets

52 Course timetables

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.

53

.

Registration with the ICO

C Learning and Teaching; Course Delivery

54

.

Sample course descriptions for students

55

.

Samples of marked student work

56

.

Lesson plans for classes observed by inspectors

57

.

Evidence of balanced workloads for students

D Quality Assurance and Enhancement

58

.

Records of meetings relating to curriculum development, course design

and review

59

.

Course descriptions (including curriculum, learning outcomes, teaching

approaches, assessment details)

60

.

Course approval documentation (for internal courses)

61

.

Documentation confirming the level of internal courses

62

.

Sample student assessment records

63

.

Sample papers for examination boards (minutes, mark sheets)

64

.

Student feedback forms relating to courses and their delivery and record

of action taken

65

.

Records of meetings involving students

66

.

Staff development policy & records

67

.

Quality Manual

E Student Welfare

68

.

CRB disclosure records

69

.

Child Protection policy

70

.

Disability strategy

71

.

Commission for Social Care Inspectorate report on residential

accommodation

72. Advice to Homestay students and providers; records of Homestayinspections

73 Student complaints procedure

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.

F Awards and Qualifications

74

.

Confirmation of collaborative arrangements with UK universities

(originals)

75

.

Confirmed Centre status for delivery of professional qualifications

(originals)76

.

Confirmation that overseas awards are accredited (originals)

77

.

Confirmation of agreements to run external degree programmes

(originals)

78

.

Examination regulations

G Marketing and Student Recruitment

79

.

Sample advertisements and other marketing literature

H Relationships with Government Offices and Reporting

Mechanisms

80

.

Sample completed student attendance records

81

.

Sample records of cumulative attendance

82

.

Procedures for contacting absent students

83

.

Academic records of students (student files)

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References

Please give the names of two people willing to write in support of the Colleges application for

accreditation. At least one should be able to provide a personal reference for the Principal.

Person 1

Person 2

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Appendix 1

Application for Accreditation by the

Accreditation Service for International Colleges (ASIC)

Declaration: (To be made by the Principal)

1. I declare that to the best of my knowledge the College, of which I am Principal, is financially

stable and that I am able to meet my commitments in terms of both staff salaries and my

advertised programme for the students.

2. I declare that the information provided in this application is correct and all supporting documents

are genuine and accurate.

3. I have taken reasonable steps to confirm the accuracy of the claims made by staff in respect of

qualifications and experience.

4. I am prepared to accept the final decision of ASIC as to the outcome of the inspection.

5. I agree to indemnify ASIC against all claims, demands, expenses and complaints arising frominaccuracies in the information given by me above.

6. I authorise ASIC to approach the Colleges bankers (as shown on p5) and the two people I have

nominated as referees (as shown on p20) to gain information relating to this application, on the

understanding that this information will be treated in absolute confidence.

7. I agree to inform ASIC of any changes in the ownership of the college or senior management, or

significant variation in the academic programme, which occur more than three months before the

scheduled date for submitting the annual report.

8. I accept that the term "Accredited by the Accreditation Service for International Colleges" means

that my College has been inspected by ASIC and found to be satisfactory, and I undertake not to

represent my College as enjoying this recognition before it has been granted nor after it has been

withdrawn or suspended.9. I understand that failure of continuing compliance with the accreditation criteria may lead to the

removal of my Colleges accreditation by ASIC.

Signed: Date:

Name: Position / Title:

For and on behalf of (name of College):

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Appendix 2

COURSE DETAILS

Aseparate sheet should be completed for each course.

Course title

Entry qualifications

Maximum number in class

Average class contact hours per week

Examining body

Academic level

Certificate awarded, and by whom

Duration of course

Teacher/Course Leader responsible for the

course

Brief outline of the course content and its

delivery

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Appendix 3

HEALTH AND SAFETY DECLARATION

Declaration to be completed to comply with Health and Safety Executive requirements.

I confirm that the College satisfies the ten basic requirements placed upon employers by the Health andSafety Executive, namely:

1. A risk assessment has been carried out, which has identified any areas of harm and precautions to be

taken.

2. A health and safety policy exists for the College.

3. The College has current Employers Liability Compulsory Insurance on display.

4. Named staff have received health and safety training.

5. The College receives competent advice to assist in meeting health and safety requirements.

6. Basic health, safety and welfare needs of staff and students are met ie toilets, washing facilities,

drinking water are provided on the premises.

7. Staff are consulted on health and safety issues.8. The health and safety law poster is on display.

9. There is a facility for reporting work-related accidents, diseases and dangerous occurrences.

10. If applicable (new business), the College is registered with the Local Authority -form OSR1 -

(offices) or the HSE - form F9 (factory occupation).

Signed (Principal/Owner): Date:

Name of College:

Addresses of premises to which this declaration applies:

Appendix 4

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FIRE PRECAUTIONS

Declaration to be completed when no Fire Certificate is required (after 1 October 2006)

1 I certify that the premises identified below do not require a Fire Certificate in order to comply

with statutory requirements. Instead, a fire risk assessment has been undertaken.

2 I am satisfied that adequate steps have been taken to ensure that:

2.2 The means of escape with which the premises are provided are safe and efficient and that

escape routes are unobstructed and clearly signposted.

2.3 Fire detection equipment, fire extinguishers, fire alarms and emergency lighting within the

premises are maintained in efficient working order.

2.4 All employees and students receive instructions on what to do in the event of fire.

2.5 Fire drills are held at appropriate intervals and that these are recorded.

3 I am satisfied that there is a minimal risk of danger from fire to the students in my care, and I

understand that I am committing an offence if I do not provide the means of escape or the meansfor fighting fires.

Signed (Principal): Date:

Name of College:

Please give the addresses of all premises to which this declaration applies: