Complaints and Appeals Procedure for Applicants

At Amity University [IN] London we are committed to the provision of high quality and fair admissions procedures for all our applicants. We recognise, however, that there may be occasions when an applicant will feel dissatisfied with the conduct of the University’s admissions process or its outcome.

To safeguard the interests of applicants, the University has a Complaints and Appeals Procedure for Applicants. The University seeks to ensure that all complaints and appeals submitted by applicants are investigated thoroughly, dealt with promptly and processed with due regard to the University’s Equality and Diversity Policy. If a complaint or appeal is upheld, the University will take such action or provide such remedy as may be appropriate. If a complaint or appeal is not upheld, the reasons for the decision will be communicated to the applicant. Applicants will not be disadvantaged in any way because they have used the Complaints and Appeals Procedure.

1.       Definitions

1.1.   An appeal is defined as a request for the review of a selection decision and/or the outcome of an application. The outcome of a successful appeal would be to reconsider the candidate’s application with a view to either changing or upholding the original decision.

1.2.   A complaint is a specific concern about the conduct of the University’s admission process in relation to an individual application, with reference to the University’s Admissions process and the relevant admissions criteria. If upheld, the remedy for the complaint could, for example, include an apology or an undertaking to revise procedures.

2.       Who can use the Appeals and Complaints Procedure?

2.1.   The procedure applies to all applicants.

2.2.   A complaint or appeal must be submitted by the applicant. The University will not consider any complaints or appeals which are submitted by third parties, nor will the University investigate complaints which are submitted anonymously.

2.3.   All complaints and appeals made by applicants will be dealt with within two weeks from the date of the complaint.

3.       Valid Grounds

3.1.   The Procedure may be used only where there are adequate grounds as provided in 3.2 below for doing so and may not be used simply because a candidate has been unsuccessful with his or her application.

3.2.   In submitting complaints, complainants must identify where the University’s processing of their application has deviated from the documented processes identified by Amity, and/or the relevant admissions criteria. A complaint may arise about the initial consideration of an application or during later processing.

3.3.   The appeals procedure provides for review of the outcome of the initial selection decision only where an applicant is able to submit new information which would have been material to the initial decision-making process. Typically this would include contemporaneous, independent medical or other evidence to support a claim for mitigation. In submitting any documented evidence of mitigating circumstances, applicants should be able to demonstrate good cause as to why this information was not supplied in the initial application.

3.4.   The University will not consider appeals based on challenges to the judgement of its selectors in relation to the academic and non-academic selection criteria for its programmes.

4.       Procedure

4.1.   Applicants who have valid grounds on which to appeal against a selection decision or who wish to register a complaint should raise the matter promptly and, in all cases, within the admissions cycle in which the applicant is seeking entry. Where a complaint or appeal arises from a communication of the University’s decision, this must be submitted within 28 days following receipt by the applicant. A complaint or appeal should be submitted in writing to the Academic Registrar:

  • Applicant name, address and application number;
  • The programme of study applied for;
  • Specific details of the ground(s) for the appeal or complaint;
  • Any other information which the applicant feels is relevant: please note that all relevant information should be submitted at one time and that the University will not consider information which is submitted later in the process without good reason;
  • An indication of the outcome being sought (without prejudice to the outcome).

4.2.   Appeals and complaints will be investigated by the Academic Registrar. The outcomes will be communicated promptly to the applicant. The University aims to thoroughly and fairly investigate all appeals and resolve such matters during this initial investigation. As such, the decisions taken following completion of this process will be considered as final, and the University does not operate a further appeal mechanism internally.

4.3.   When an appeal is upheld and the outcome reviewed, the University may not be able to guarantee admission in the academic session initially requested; in such circumstances, admission at an alternative point of entry may be offered by the University.

5.       Storage and Processing of Complaints and Appeals Information

5.1.   Applicants lodging a complaint and those against whom complaints are made can expect complaints to be dealt with confidentially and with due regard for their privacy. The information will be stored and processed in accordance with the University’s registration under the Data Protection Act (1998). It may be disclosed to those members of the University who have a need to see it in order to investigate the complaint. This disclosure will be undertaken solely to expedite the thorough investigation of the complaint and will not be undertaken to disadvantage any party.

5.2.   The personalised record of the complaint/appeal and any supporting papers will be held for a minimum of six months following resolution of the case, after which all documentation will be confidentially destroyed/deleted. Aggregated and anonymised data will be reported annually to the University Admissions Committee in order to facilitate monitoring and review of the University’s admissions process.

6.       Contact Details

Complaints and appeal should be submitted to:

Academic Registry

24 Bedford Square

London

WC1B 3RA

 

For further information about these procedures please Contact us.