Undergraduate Admissions Handbook 2011-12
1.10 Admissions complaints procedure
1.10.1 Feedback
Colleges should, on request, provide feedback on unsuccessful applicants to the author of the school/college reference, provided that the applicant has given permission under the Data Protection Act (a form to obtain this permission can be found in Forms and letters). Feedback should only be provided to an applicant’s parents or guardians if explicit written permission to do so has been obtained from the applicant.
1.10.2 Review of an admissions decision
An admissions decision taken by a Cambridge College will not normally be reviewed unless it appears, after investigation, that a serious procedural error has occurred.
1.10.3 Re-grading of results
In line with UCAS regulations, conditional offers are confirmed or not confirmed on the basis of examination results known by 31 August for entry in October of the same year (or following year in the case of deferred applicants).
Where a re-marking/re-grading occurring after 31 August results in the applicant fulfilling the conditions of their offer, the College will discuss with the applicant how best to proceed. Factors to be considered will include the availability of accommodation at the College and the timing of the re-grading relative to the start of the academic year. If the confirmation of a direct entry place is no longer practicable, it may be appropriate for a deferred offer to be confirmed at this stage.
1.10.4 Complaints procedure
All enquiries about admissions decisions are dealt with on an individual basis with the applicant or the school/college concerned. In the case of complaints, these should be forwarded to the Senior Tutor of the College concerned, normally within a month of the incident. Such complaints should be received by the end of February, and an initial response will normally be sent within three weeks.
Complaints can be initiated by:
- an applicant’s school/college
- an applicant. †
Complainants are asked to put all specific concerns in writing, after seeking advice, where appropriate, from the author of the school/college reference in support of their application.
Specific concerns or complaints about the admissions process will be investigated by the Senior Tutor who will consult the Admissions Tutor, interviewers and other persons where necessary. Where it appears, after investigation of the complaint, that a procedural error has occurred, consideration will be given to what steps (if any) should be taken to reconsider the matter, and what steps (if any) should be taken to avoid similar errors occurring in the future.
A written account of findings and any action to be taken will be provided by the Senior Tutor for every formal complaint received. A written report on all complaints received during the admissions round should be made to the appropriate College committee.
If the complaint pertains to intercollegiate procedures, the Senior Tutor should refer the matter to the Director of Admissions for the Cambridge Colleges to investigate.
After the final response from the College has been received, the complainant may ask that the Director of Admissions for the Cambridge Colleges review the complaint. Should the complaint concern the College at which the Director of Admissions is a Fellow, or pertain to intercollegiate procedures, then the Secretary of the Senior Tutors’ Committee will conduct the review.
In such circumstances the complainant should send copies of all correspondence and details of the specific concern/complaint in confidence to the Director of Admissions for the Cambridge Colleges c/o Fitzwilliam House, 32 Trumpington Street, Cambridge CB2 1QY. S/he will request full details from the College concerned. The Director of Admissions for the Cambridge Colleges (or the Secretary of the Senior Tutors’ Committee) will send a written report of the review, and if appropriate recommendations for action, to the complainant and to the Senior Tutor of the College.
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† An applicant’s parent or guardian may only initiate a complaint if the letter of complaint is accompanied by a signed statement from the applicant authorising the parent or guardian to act on their behalf.