Policy for Applicants Under the Age of 18

2. Aberystwyth University is unable to act in loco parentis in relation to students who are under the age of 18. This means that the University is unable to take on the responsibility, rights and authority which parents/guardians have in relation to someone who is under 18.  It is essential that the University can contact a UK-based parent or guardian who can act on a student’s behalf until the student reaches the age of 18.

3. A student under the age of 18 cannot meet the University’s legal contracts, therefore, a student’s parents/guardians are expected to honour all obligations under any contracts that the student enters with the University prior to their eighteenth birthday, such as payment of tuition and accommodation fees.

4. In line with the Data Protection Act, it is unlawful for the University to disclose personal information, such as application status, student progress or results, to parents/guardians without the student’s consent.

5. To demonstrate guardianship within the UK, students must have a parent who resides in the UK.  If the parent does not reside within the UK, then a UK Guardian must be appointed who will be the liaison point between the University and the parents if an emergency should arise or if there are serious concerns for the health or wellbeing of the student.

6. The nominated UK Guardian must meet the following criteria:

• Permanently resides in the UK, with a UK address and telephone number
• Not be a current student or member of staff at Aberystwyth University, unless they are a parent or sibling of the student
• Be over the age of 18
• Be able to speak and communicate in Welsh or English
• Keep in regular contact with the applicant and inform the University if they have any concerns
• Be available to attend the University, if necessary, and be contactable in an emergency throughout the period that the student is under the age of 18
• Be able to arrange alternative accommodation at short notice for the student if the University is closed due to an emergency or, in the unlikely event, that the student is suspended or excluded from the University
• Take responsibility for arranging travel arrangements for the student within the UK

7. It is the responsibility of the Applicant/Student to:

• be able to live independently in an adult environment including managing their own finances, domestic arrangements, physical and emotional wellbeing
• engage regularly with their department and the University
• communicate with staff if problems should arise
• once enrolled, ensure that their address and contact details are kept up to date
• inform their UK parent/UK Guardian if they have missed lectures/tutorials for more than half a day due to illness

8. For international applicants needing a visa to study in the UK, the University must comply with regulations set by the UK Visas and Immigration service of the UK’s Home Office. If the applicant does not know anybody who can act as a guardian within the UK, there are guardianship agencies who are able to provide this service for a cost and details can be found on the AEGIS  Applicants should ensure that the agency they select has experience of supervising university students.

9. The consent forms for international applicants must be returned to the University prior to the issuing of a Certificate of Acceptance of Study (CAS). If using a guardianship agency, proof of the contract must be provided to the University prior to the issuing of a CAS.

10. The parent, not the UK guardian, will remain as the student’s legal guardian until they reach the age of 18.

11. Admissions staff will check the applicant’s age against the start date of the course. Those who are aged between 17 and 18 on the day that the course starts will be considered against the published entry criteria.  Some courses may require a risk assessment before an academic decision can be confirmed.  Many of Aberystwyth’s courses are suitable for those aged 17 but a small number, particularly those where field trips or residential stays form part of the compulsory content in year one, may require a risk assessment first to ensure that the correct support and arrangements can be put in place.  Admissions staff will therefore ask the relevant department to complete a risk assessment as part of this process.  In the rare instance where the department is unable to accommodate someone who is 17 on a particular course, the applicant will be offered deferred entry so that they can commence their studies at the next available intake and when they are aged 18.

12. Applicants who are offered a place to study at Aberystwyth will be emailed the consent form which needs to be completed to evidence that they have parental consent and prove that they have guardianship within the UK. Applicants will be sent a link to the Under 18 Consent Form whilst the parent/guardian will be sent the Parent/guardian Under 18 Consent Form, and both must be completed and returned before enrolment can take place.

13. The University will contact named UK guardians to confirm they have agreed to act as guardian to the applicant. Consent forms will not be approved until the nominated UK guardian has confirmed that they are happy to act as guardian on the student’s behalf.

14. Applicants who fail to ensure that both forms are returned, and/or if the University is unable to verify them, will not be able to enrol.

15. The University will inform the relevant academic department and professional and support services prior to enrolment, of any student who will be under the age of 18 at the start of their course. Teaching and other staff will not routinely be made aware of a student’s age unless a risk assessment is required to ensure that the appropriate safeguarding is in place for the individual student on their course.

16. The University can offer accommodation to those aged under the age of 18. However, the student is not eligible to sign the Occupation Contract according to the Rent Smart Wales legislation. This consent form enables the student to sign the contract with the Parent/Guardian accepting all responsibility via the consent form until the student reaches the age of 18.