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Undergraduate Programmes Enrolment

Checklist of things you need to do before enrolment

In order to improve your experience at enrolment and enable you to enrol, please ensure you complete all of the following actions before your enrolment day.

Please contact our Applications Team at applications@westkent.ac.uk if you have any queries regarding this checklist. 

After you’ve finished reading this section, please read the “What do I need to bring to enrolment” section below.

  1. Decide how you’re going to pay your fees
    Your letter inviting you to enrol will detail the fees payable for your programme in the 2017/18 academic year. Please ensure that you have payment arrangements in place for these fees when you come to enrol. You won’t be able to enrol without payment arrangements.

    If your programme has a materials/resource and/or trip fee, it’s important to note that a tuition fee loan from Student Finance England will only pay your tuition fee and will not cover these additional fees. Therefore, you’ll need to make payment for these fees on your enrolment day.

    Please read the “Paying your fees” section below for details about payment methods (including the evidence you may need to supply at enrolment).
  2. Apply for student finance (if applicable)
    If you intend to apply for student finance to pay your tuition fee and/or fund your living costs whilst studying and you haven’t yet made your application, please apply online at www.gov.uk/studentfinance as soon as possible. If you plan to use a tuition fee loan to pay your tuition fee, you must submit your application to Student Finance England before you enrol.

    Please click here for details about the package of Government-funded student finance that’s available to Higher Education students.
  3. Obtain a sponsorship letter from your sponsor (if applicable)
    If your employer or another organisation (not including Student Finance England) has agreed to be a sponsor for your fees and your fees are payable to the College and/or the University of Kent, you’ll be required to obtain a suitable letter from your sponsor which confirms their sponsorship. The requirements for your sponsorship letter are explained in the “Paying your fees” section below.
  4. Supply details about your qualifications via our online form
    Please supply details of all of your previous qualifications via our online form before Friday 25 August 2017. Please go to http://bit.ly/westkentaccount to create an online account and then click on the ‘My Qualifications’ link. If you’re waiting for results, you can start filling in the form with the qualifications you’ve already achieved (e.g. GCSEs) and return to it when you receive the results for your latest qualifications.
  5. Gather together your certificates/statements of results and make one set of photocopies
    When you come to enrol, we’ll ask to see proof of your qualifications (including GCSEs or equivalent) so that we can check that you’ve met the entry requirements for your programme and to record the qualifications you’ve achieved before coming to the College. Therefore, please gather together your certificates or statements of results for all qualifications you hold and take one set of photocopies. We’ll keep the photocopies when you enrol.

    If your certificates or statement of results are in a language other than English, please obtain a certified translation and bring this to enrolment.

Please read the following list carefully and ensure that you bring the necessary items on your enrolment day. You may not be able to enrol if you forget to bring any of these items.
 
Please contact our Applications Team at applications@westkent.ac.uk if you have any queries regarding the information on this page. 
 
  • Your letter from West Kent College inviting you to enrol.
  • Your original certificates or statements of results for all qualifications you hold, including GCSEs or equivalent, plus one set of photocopies. We’ll keep the photocopies for our records. If your certificates or statements of results are in a language other than English, please bring a certified translation.
  • Proof of identity. If you were born in the UK, please bring your birth certificate (original or certified copy), current passport or photocard driver’s licence. If you were born outside the UK, please bring your current passport or EU identity card.
  • If you’ve applied for financial support from Student Finance England (SFE) and you’ve received a decision on your application, please bring the letter you’ve received from SFE confirming your award for the 2017/18 year. We’ll retain the sheet entitled ‘University or College Payment Advice’ which will have accompanied your letter, so please ensure you bring this sheet.
  • If you’ve applied for financial support from Student Finance England and you’re waiting for a decision on your application, please bring evidence to confirm that you’ve submitted your application. A print-out of your student finance online account confirming that you’ve submitted your application will be acceptable.
  • If any of your fees are payable to the College and you’re paying these fees yourself, please bring means of payment. Your letter inviting you to enrol will indicate if you have fees payable to the College. Please read the “Paying your fees” section below for details about available payment methods. If your tuition fee is payable to the College and you wish to pay it in instalments, please bring your bank account number, sort code and the name and full postal address of your bank so that we can set up a Direct Debit instruction.
  • If any of your fees are payable to the College and your employer or another organisation (not including Student Finance England) has agreed to be a sponsor for these fees, please bring a letter from your sponsor which confirms their sponsorship. Your letter inviting you to enrol will indicate if you have fees payable to the College. Please read the “Paying your fees” section below for details of the College’s requirements in respect of this letter.

Your letter inviting you to enrol at the College will detail the fees payable for your programme in the 2017/18 academic year. Please ensure that you have payment arrangements in place for these fees when you come to enrol. You won’t be able to enrol without payment arrangements in place.
 
Please note that the tuition fee for some programmes is payable to the partner university (where applicable). Your letter inviting you to enrol will indicate if this is the case. All other fees (materials/resource and trip fees) are payable to the College and payment for these fees is due on your enrolment day.
 
If you’re applying for student finance to pay your tuition fee
 
You should apply online at www.gov.uk/studentfinance before your enrolment day. Please note that the sooner you apply, the sooner you will receive your funding, so we strongly recommend that you make your application well in advance of enrolment.
 
Please read the “What do I need to bring to enrolment” section above to see what documents you need to bring with you on your enrolment day if you’ve applied for student finance.
 
If you’re awarded a tuition fee loan, it will be paid directly to the College/University by the Student Loans Company.
 
If your programme has a materials/resource and/or trip fee, a tuition fee loan from Student Finance England will not cover these additional fees. Therefore, you’ll need to make payment for these fees on your enrolment day. The payment methods available for these fees are detailed under the following heading.
 
If you’re paying part or all of your fees
 
All fees payable to West Kent College are payable on your enrolment day. Payment can be made by cash, debit/credit card or cheque (made payable to “West Kent and Ashford College”).
 
If your tuition fee is payable to the University of Kent, you’ll be required to make payment either before or when you complete the University’s online enrolment process. Please click here for details about how to make payment. The University offers a two per cent discount if you pay your tuition fee in full before 31 August 2017; please refer to the “FAQs” section below for further information. 
 
If your tuition fee is payable to Canterbury Christ Church University, you’ll be required to make payment either before or when you complete the University’s online pre-registration process. You’ll be able to make payment via the University’s online payment system once you’ve completed pre-registration, or by contacting the University’s finance office on 01227 922500.
 
Your tuition fee can be paid in instalments if you’re paying it yourself. The number of instalments and the payment dates will depend on whether your tuition fee is payable to the College or your partner university (if applicable). Please refer to the “FAQs” section below for further information.
 
If a sponsor has agreed to pay your fees
 
If your employer or another organisation (not including Student Finance England) has agreed to be a sponsor for your fees, you’ll need to supply information about your sponsor to enable the College or University to produce an invoice. Please note that you’ll need to supply this information to both the College and your partner university (where applicable) if you have fees payable to both institutions.
 
If you have fees payable to West Kent College, please ask your sponsor to provide you with a letter addressed to the College containing your full name and the amount that will be paid (i.e. your full fee for the year or a partial amount). The letter must be written on your sponsor's letter headed paper and signed by an appropriately authorised officer of the sponsoring organisation. If your sponsor requires a purchase order to be quoted on the College’s invoice, please ensure that one is provided in the letter. Please bring the letter to enrolment; you won’t be able to enrol without it. On receipt of the letter, the College will invoice your sponsor and payment will be due within 14 days of the invoice date. Please note that if you’re unable to provide a letter meeting these requirements, or your sponsor fails to pay the fee by the due date, you’ll be liable for the full amount due.
 
If your tuition fee is payable to the University of Kent, please click here for details of the University’s requirements in respect of your sponsorship letter. 
 
If your tuition fee is payable to Canterbury Christ Church University, you’ll be asked to provide your sponsor’s details in the relevant section of the online pre-registration process. The University will then invoice your sponsor directly.
 
Please note that the fees specified in your letter inviting you to enrol are for the first year of the programme only. A fee will be due for each subsequent year of the programme and will be requested at the beginning of each academic year. Fees for each subsequent year will be subject to an inflationary increase, based on the appropriate inflationary measure set by the Government.
 

Students joining a programme which is awarded by one of our partner universities are required to enrol with both the College and the University. You will enrol with the College on the date given in the letter inviting you to enrol. Please see below details about the process for enrolling with the University. 
 
Your letter inviting you to enrol at the College will tell you the name of the partner university/awarding body for your programme if you’re unsure. 
 
You must complete the University’s enrolment process to be formally recognised as a student on the programme and you risk being withdrawn if you fail to do so.
 
Pearson Programmes
 
If you’re joining a Pearson programme, you only need to enrol with the College; you don’t need to take any action to enrol with Pearson.
 
Canterbury Christ Church University Programmes
 
You’ll be required to complete the University’s online pre-registration process by logging in at www.canterbury.ac.uk/welcome. The University will send you instructions on how to complete this process. Once you’ve completed pre-registration, the University will enrol you on the programme.
 
University of Greenwich Programmes
 
Enrolment (referred to as ‘registration’ by the University) with the University is in two parts. The first part is online and the University will send you instructions explaining how to complete this stage to the email address you supplied in your application. These instructions will be sent in the final week of August or in the first two weeks of September. Please ensure that you regularly check your personal email account for the relevant email from the University.
 
The second part of the process involves checking your qualifications and proof of identity. We undertake these checks on your enrolment day at the College and, providing you supply the necessary documents on this day, we will notify the University that we have seen your documents. This should mean that you won’t need to take any further action after you have completed the online registration stage of the process.
 
Please click here for further information about the University’s enrolment process.
 
University of Kent Programmes
 
Enrolment with the University is online and you’ll receive instructions explaining how to complete this process after you have enrolled with the College.
 
Please click here for further information about the University’s enrolment process.

In order to improve your experience at enrolment and reduce the time it will take to complete the process, please supply details of all of your previous qualifications via our online form before Friday 25 August 2017
 
Please go to http://bit.ly/westkentaccount to create an online account and then click on the ‘My Qualifications’ link. If you’re waiting for results, you can start filling in the form with the qualifications you’ve already achieved (e.g. GCSEs) and return to it when you receive the results for your latest qualifications.
 
Please contact our Applications Team at applications@westkent.ac.uk if you have any questions regarding completion of the form.

How and when do I supply the College with details about my qualifications?
 
Please supply details of all of your previous qualifications via a form on our website before Friday 25 August 2017. Please go to http://bit.ly/westkentaccount to create an online account and then click on the ‘My Qualifications’ link. If you’re waiting for results, you can start filling in the form with the qualifications you’ve already achieved (e.g. GCSEs) and return to it when you receive the results for your latest qualifications. Please note that you should supply details about your qualifications via the online form even if we receive the results for your latest qualifications from UCAS.
 
When you come to enrol at the College, please bring your original certificates or statements of results for all qualifications you hold plus one set of photocopies. If your certificates are in a language other than English, please bring a certified translation.



What happens if I don’t achieve the results I need to meet the conditions of my offer?
 
If you’re holding a conditional offer and you don’t achieve the results you need to meet the conditions, it is not necessarily the case that you will be declined a place. We’ll discuss your application with you and it is possible that we will still confirm your offer. If you’re concerned about whether or not your place will be confirmed, please contact the Applications Team on 0845 207 8200 or email applications@westkent.ac.uk to discuss the matter.

What if I can’t make the time I’m given for enrolment?
 
If you’re unable to attend the time given in your letter inviting you to enrol, please notify the Applications Team by e-mailing applications@westkent.ac.uk, giving the date from which you’ll be available.

What if I’ve changed my mind and want to do a different programme or study elsewhere?
 
If you’re not sure you’ve chosen the right programme to study or you’ve decided to study elsewhere, please contact our Applications Team by e-mailing applications@westkent.ac.uk to discuss your options and next steps.
 

What happens at enrolment?
 
  1. When you arrive at the College, you’ll be greeted by staff at the welcome desk. They’ll check that you’ve brought all of the items that you’ll need to enrol. Please note that we may have to ask you to return home and come back later if you’ve forgotten to bring any items, so please ensure you read the “What do I need to bring to enrolment?” section above. If you’ve brought everything you need, you’ll be directed to the next stage where you’ll meet your tutors. 
  2. You’ll be given an enrolment form to complete and your tutors will check your ID and qualifications, and provide you with details about the start of term. Once this stage is complete, you’ll be directed to our student services team.
  3. Our student services team will assist you with any finance or fee queries which you may have before you progress to the enrolment room.
  4. In the enrolment room, you’ll see one of our enrolment team, who will collect your completed enrolment form, your student finance documentation/sponsor letter and the photocopies of your qualification certificates/statement of results. If you have fees payable you’ll be asked to make payment at this point. They will enter your details onto our student database and, if applicable, provide you with a receipt for your payment.
  5. After you’ve enrolled, you’ll have your photo taken for your new College ID card.
  6. That’s it, your enrolment with the College is complete! Don’t forget that you’ll still need to enrol online with your partner university if you’re joining a Canterbury Christ Church University, University of Greenwich or University of Kent programme in order for you to be officially recognised as a student on the programme. You’ll receive separate communication from the University about this process.


 
Is it essential that I bring proof of my qualifications and ID?
 
Yes, it’s important that we see original certificates or a statement of results for all your qualifications, including GCSEs or equivalent. Please bring these documents even if you showed them at your interview. We need these so that we can check that you’ve met the entry requirements for your programme and so that we can record the qualifications you’ve achieved before coming to the College. Please remember to also bring one set of photocopies, which we’ll retain for our records.
 
We also need to see proof of your ID so that we can verify your identity and ensure that the details match your qualification documents and enrolment form.
 

 
Where can I find information about loans and grants?
 
Take a look at www.gov.uk/studentfinance for details about the comprehensive package of Government-funded support that’s available. If you need further information, please contact our HE team at highered@westkent.ac.uk.
 

 
I’m paying my own fees. Can I pay in instalments?
 
Yes, you have the option to pay your tuition fee in instalments, with no extra charge. The number of instalments and the payment dates will depend on whether your tuition fee is payable to the College or your partner university (if applicable). This will be indicated in your letter inviting you to enrol. The instalment arrangements are described below. Please note that materials/resource and trip fees are payable to the College in full on your enrolment day. Your letter inviting you to enrol will indicate if your programme has these fees.
 
  • If your tuition fee is payable to Ashford College / West Kent College
    You’ll be able to pay your tuition fee in a maximum of four equal instalments by Direct Debit only. The first instalment of 25% is payable on enrolment, followed by three monthly instalments each equivalent to 25% of the fee. If you wish to pay by this method, please bring your bank account number, sort code and the name and full postal address of your bank to enrolment so that we can set up a Direct Debit instruction. Please note that the bank account holder will need to sign this instruction (if necessary, a copy can be requested from our Registry Team prior to enrolment).
  • If your tuition fee is payable to University of Kent
    You’ll be able to pay your tuition fee in two equal instalments by credit or debit card. The first instalment must be paid either before or when you complete the University’s online enrolment process and the second will be due by 1 December 2017. You’ll be able to set up an instalment plan via the University’s online payment system once you have your University ID number. This number will be included in the online enrolment instructions sent to you by the University.
  • If your tuition fee is payable to Canterbury Christ Church University
    You’ll be able to pay your tuition fee in three termly instalments or eight monthly instalments, with the final instalment payable no later than the end of April 2018. You’ll be able to set up an instalment plan via the University’s online payment system once you have completed the University’s online pre-registration process.

 
I’m paying my own fees. Are there any discounts available if I pay in full?
 
If your tuition fee is payable to the University of Kent, you can deduct two per cent from your tuition fee if you make full payment before 31 August 2017. If you wish to take advantage of this discount, please click here for details of how to make payment to the University.
 
We regret that there is no discount available for fees payable to the College or Canterbury Christ Church University.
 

 
What days of the week will I be at the College?
 
We’ll give you your timetable and/or details about the induction week at enrolment.
 

 
What are the term dates for the 2017/18 academic year?
 
Pearson and University of Kent programmes:
 
Welcome & Induction Week: 18 – 22 September 2017
Autumn term: 25 September – 8 December 2017
Revision & Self Study Week: 23 – 27 October
 
Spring term: 3 January – 28 March 2018
Revision & Self Study Week: 12 – 16 February
 
Summer term: 16 April – 8 June 2018
Please note that this term does not have a half-term break.
 
University of Greenwich programmes:
 
Welcome & Induction Week: 11 – 15 September 2017
 
Autumn term: 18 September – 8 December 2017
Revision & Self Study Week: 23 – 27 October
 
Spring term: 3 January – 28 March 2018
Revision & Self Study Week: 12 – 16 February
 
Summer term: 16 April – 1 June 2018
Please note that this term does not have a half-term break.
 
Canterbury Christ Church University programmes:
 
Welcome & Induction Week: 18 – 22 September 2017
 
Autumn term: 25 September – 8 December 2017
Revision & Self Study Week: 23 – 27 October
 
Spring term: 3 January – 28 March 2018
Revision & Self Study Week: 12 – 16 February
 
Summer term: 16 April – 25 May 2018
Please note that this term does not have a half-term break.