Undergraduate Admissions Handbook 2011-12

1.9 Communication with unsuccessful applicants

Each year the Cambridge Colleges collectively reject over 6,000 applicants who achieve a least three A grades at A Level (or equivalent). All these students are high achievers, and many inevitably feel a sense of injustice. In some cases parents feel sufficiently strongly to write to the College or the Vice-Chancellor, or even the local MP or press.

Colleges are encouraged to send feedback to the schools/colleges of unsuccessful applicants. Teachers greatly value this information and are often best placed to pass it on to the applicant concerned. The Data Protection Act means that information cannot be sent to the school without the consent of the applicant, and a form to obtain this consent can be found in Forms and letters.

The Admissions Forum has agreed the following guidelines:

  • A copy of the offer/rejection letter should be sent to the school/college, indicating whether a further feedback letter will be sent, and with what time-scale. If no further letters are routinely sent, the school/college should be encouraged to contact the Admissions Office for further information should they wish to do so.
  • If consent has been obtained from the applicant, feedback should normally be sent to the Head Teacher or school/college referee, and not directly to the applicant or parent. In any case, under the Data Protection Act, parents cannot be given such information without the explicit consent of the applicant.
  • Feedback should always be given for Cambridge Special Access Scheme applicants.
  • The Data Protection Act requires that any school letter relating to an applicant must be shown, if requested, to the applicant. Thus the letter should not contain any comment that would be inappropriate if passed on to the applicant.
  • A dated copy of all correspondence should be kept in the applicant’s file. Detailed notes of any subsequent discussion with the school, applicant or parents should be filed.
  • Comments from interviewer reports can be summarised, but should not normally be quoted verbatim.
  • Care should be taken to report simply on the applicant’s suitability for the Cambridge course and/or College applied for. Under no circumstances should statements be made implying the probable course of action of another College or university.
  • It can be helpful to include the specific comments about an applicant in a more general letter about the current admissions round.
  • All correspondence should be sent through the Admissions Office and signed by the Admissions Tutor. Directors of Studies should not normally discuss applicants with schools or parents without consulting the Admissions Tutor.

Please note that sample letters referring to the above are included in the Forms and letters section.