Your Next Steps | Enrolment and Welcome Day Information

Key DatesWhat happens after I apply?Interview Times – What if I can’t make the date?Welcome and Induction DaysWelcome Days – What if I can’t make the date?Exam results DaysEnrolment InformationEnrolment Days – What if I can’t make the date?Your First DayApplication and Enrolment FAQ

What happens after I apply?

Once your application has been submitted our admissions team will complete some data checks including checking that you meet the published entry criteria for your chosen subject.

For most programmes you will then receive an email inviting you to log back into your account to book your interview. If you have applied for Music, Performing Arts or an Art related subject we will email you with a date and for an audition or portfolio review.

Please check your emails as all communication will be sent by this method.


What Happens at my interview?

You will be here between 1-2 hours depending on the programme you have chosen. (2-3 hours for performing arts) You will normally have a presentation or talk to from a member of staff, telling you more about the programme, followed by an individual interview for about 5/10 minutes.

If you are having an audition or portfolio review, more information will be given in your email.


How will I know if have been offered a place?

Offers will be subject to meeting the entry requirements of the programme, as published.

Once you have attended an interview / audition we will email you to let you know if you have an offer. Offers will be subject to you meeting the published entry requirements of the chosen programme.

If you are not offered a place on your chosen programme, we will do our best to support you in finding an appropriate alternative.

It is very important that you attend your interview on the date and time that you have been booked in for. If you are unable to attend your interview date, you must inform a member of our admissions team so that they can rearrange your interview. If you do not let us know that you will not be attending your interview, your application may be withdrawn. Our interviews are on set dates at set times so your interview will be rearranged for the next available time slot, this may not be for 1 or 2 months.

Please let us know that you will not be attending by either:
1. Calling us on 01206 712777
2. Sending an email to your admissions officer (their email address will be on the email you received inviting you to your interview)
3. Fill in the interview non-attendance response form below

Welcome and Induction Days

In early July we are pleased  to invite everyone who has been made an offer on a full time study programme, to come in and take part in a Welcome and Induction Day.

Welcome and Induction Days are a very important part of the application and enrolment process, they provide incoming students with a range of experiences that will help you confirm your choice to come and study at Colchester Institute. The days, which can last between 3 – 6 hours depending on the programme area, give you the opportunity to try out the subject you have chosen and get a feel for what is expected of you. During the day you will meet the teaching staff, start to make new friends and get used to the College surroundings.

You will come away from the day with information about your next steps and with your enrolment form ready to be completed and brought in after GCSE results.

It is really important that you come, and the dates for different areas and campuses are published below. You will receive a letter to confirm your exact time, but save the date in your diary now.

If you have any questions or would prefer to speak to one of our Customer Services Team please telephone: (01206) 712000.

Information for Parents / Carers

The other important aspect of the welcome and induction activities is that parent(s) and carers are invited in to a parent information session.  There will be a presentation on the college expectations and frequently asked questions given by members of the Senior Team, and other managers will be around to talk to you to answer any questions that you might have, including those that your sons or daughters forgot to ask themselves during the day!

At these events you will be able to get information on financial support, transport options and additional learning support and to understand the next steps through GCSE results to enrolment to help you support your son or daughter’s transition to College.

Please have your letter available for reference and complete the form below if you are unable to attend your welcome day.

Exam results and Advice Days

One of the most exciting – and scary – days of all is when you will open the envelope containing your exam results! For GCSEs this will be on Thursday 22nd August 2019, and for AS and A2 exams it is a week earlier on Thursday 15th August 2019.

Fingers crossed that all your hard work will have resulted in great results, but if you are disappointed then don’t forget that we have GCSE advice and enrolment events at all of our main campuses in Colchester, Braintree and Clacton where staff are on hand to talk to you about your options.

If your GCSE results do not meet the entry requirements or you are still unsure please don’t panic! Come along to one of our August Advice Days and talk to our course tutors and careers staff about your options.

Enrolment Information

As soon as those exam results are in we start the enrolment process. You will be given information about your enrolment at your Welcome and Induction Day, but you can confirm the exact date now by looking at the dates below.

Enrolment will take place on a specified day between the 21st August and 1st September– This is the point that the student confirms and reserves their place on their course and these dates are not negotiable. please avoid taking your summer holiday between these dates as we cannot guarantee your place on your course if you do not attend your enrolment day!

Wherever possible, details of their individual enrolment date will be provided at your son or daughter’s Welcome and Induction Day. If this isn’t possible these will be confirmed by letter soon after.

Parents Information

What if my son or daughter cannot make their enrolment date?

Enrolment dates are not negotiable but in exceptional cases you must let us know in advance if they cannot attend by phoning 01206 712777 or completing the form below.

Enrolment Day Nonattendance Form

Please use the form below if you are unable to attend the enrolment day.

We cannot guarantee that your son or daughter’s place on their course will be held if they do not attend on their original enrolment date, without letting us know and agreeing alternative arrangements.

First Day of your new programme

Our term starts on Wednesday 4th September 2019.

Not all programmes will start on the Monday and you will be given details of your first day at enrolment.

2019-2020 Term Dates

TermDate
AutumnWednesday 4th September – Friday 25th October 2019

Half Term: Monday 28th October – Friday 1st November 2019

Monday 4th November – Friday 20th December 2019

SpringMonday 6th January – Friday 14th February 2020

Half Term: Monday 17th February – Friday 21st February 2020

Monday 24th February – Friday 3rd April 2020

SummerMonday 20th April – Tuesday, 23rd June 2020

*Please note that the College is closed on Bank Holidays and for Learning and Teaching Development Days (tbc)

More detailed term dates and our academic calendar can be found here.

Unfortunately we cannot confirm your timetable and / or days of attendance until you start on your programme in September.

So, there is a lot to do between now and September, don’t worry we will keep you informed about the stages as they come and go, but in the meantime of you need to check any dates or key facts keep an eye on our website. If you have any specific questions you can call our enquiry line on 01206 712777 and we will do our best to help you.

Application Questions

How do I apply?

All applications must be made through our online application system at: www.colchester.ac.uk.

You will need to create an account that you can then log back into to track your application.

Information on creating an account and making an application can be found here


What do I do if I can’t remember my log in details to access my account?

  • Check that you have used the correct Username (This was sent by email when you first created your account)
  • Check that you are entering the correct password.
  • Check you spelling the username and password correctly.
  • Remember these fields are case sensitive.

If you are still having trouble and are unable to access your account please click here for further help and support options.


Is there a closing date for applications?

We accept applications throughout the year, but we encourage you to apply as soon as possible. If we receive your application before January 31st 2019 we will guarantee you a place on a programme at Colchester Institute – this will be subject to you meeting the published entry requirements for the programme.


What happens after I apply?

Once your application has been submitted our admissions team will complete some data checks including checking that you meet the published entry criteria for your chosen subject.

For most programmes you will then receive an email inviting you to log back into your account to book your interview. If you have applied for Music, Performing Arts or an Art related subject we will email you with a date and for an audition or portfolio review.

Please check your emails as all communication will be sent by this method.


What Happens at my interview?

You will be here between 1-2 hours depending on the programme you have chosen. (2-3 hours for performing arts) You will normally have a presentation or talk to from a member of staff, telling you more about the programme, followed by an individual interview for about 5/10 minutes.

If you are having an audition or portfolio review, more information will be given in your email.


How will I know if have been offered a place?

Offers will be subject to meeting the entry requirements of the programme, as published.

Once you have attended an interview / audition we will email you to let you know if you have an offer. Offers will be subject to you meeting the published entry requirements of the chosen programme.

If you are not offered a place on your chosen programme, we will do our best to support you in finding an appropriate alternative.


How do I apply for an apprenticeship?

If you would also like to be considered for an apprenticeship you must tick the appropriate box on your application.

Our apprenticeship team will contact you to discuss this further and provide you with further information.


How can I get additional support?

If you have a disability or learning difficulty, you must tell us this on your application.  Our support team will contact you for further information and to assess your needs.

If you require support at your interview or require any adjustments to help you access the interview, tell us this on your application and we will ensure that your needs are met.

If you are not sure about what of the support is available please speak to our student services team on 01206712073 or by emailing: additionallearningsupport@colchester.ac.uk

Our Additional Learning Support teams are also available at all of our open events.


Will my school/college be contacted?

If you are currently at school/college we will contact them to confirm your predicted grades and get general information about how you are progressing. We will also keep them up to date with the progress of your application.

Post Application Questions

What if I change my mind?

If at any point during the application process you wish to change your programme choice, please contact us as soon as possible. We can change a programme choice, but your original one will be withdrawn.

You will have to attend another interview for your new course.


Will I need a DBS check for my course

If your programme features contact with children or vulnerable adults, you will be asked to complete a Disclosure and Barring Service (DBS) check before starting your programme. There will be an additional cost associated with this.


What if I don’t receive my expected grades or no longer meet the entry requirements?

First of all, please don’t panic! It may be that you can go onto a different level or on an alternative course. Please still attend the planned enrolment session to talk to a tutor or come along to one of our August Advice Days and get advice on the opportunities available to you this September and apply on the same day.

Enrolment Questions

When is the Induction Day?

You will need to come to College for one day between Monday 3rd and Wednesday 5th July to attend a welcome and Induction Day. These are important for you to attend to start your induction and find out more about your programme of study. Watch out for a letter coming to you at the end of May with more details and your exact date and time.


When I finish my programme, will I be able to progress onto the next level of study?

We always encourage our students to aim high to achieve their full potential. On most programmes there is an opportunity to progress on to a higher level and after Level 3 we offer a number of different degree level programmes too. Progression to a higher level is not guaranteed and will be subject to you gaining a satisfactory result in the preceding qualification and meeting the necessary entry requirements for the higher level qualification.


What if I don’t achieve the results I need?

If you have been made a conditional offer based on your GCSE grades then your results on Thursday 24th August are all important, and fingers crossed that you get what you need! If you don’t, then don’t panic – we hold GCSE advice days around this time so you can come in and talk to us about your options, more information will be available nearer the time.


When is Enrolment Day?

Enrolment will take place between 21st August and 1st September. There will be a set date and time for your programme which can’t be changed and this will be confirmed during your Welcome and Induction Day. It is important that you avoid taking any holiday during this time as your place on your programme cannot be guaranteed if you don’t make your enrolment day.


What if I cannot make the enrolment date?

Enrolment dates are not negotiable but in exceptional cases you must let us know in advance if you cannot attend by phoning 01206 712777 or completing the “Enrolment Day Non-attendance Form”. We cannot guarantee that your place on your chosen course will be held if you do not attend on the original enrolment date, without letting us know and agreeing alternative arrangements.


What will happen at enrolment?

Students will attend with everyone else on their chosen course and will meet with a member of the teaching staff to go through their exam results, an check that they are on the most appropriate course level. Students will complete an enrolment form and sign up to the College Expectations and their learning agreement. The process will include having their photograph taken and being issued with their student ID card and lanyard.

From day one of their programme students will be required to wear their ID card and lanyard to gain access to the campuses, and at all times whilst on site.


What will I need to bring?

To complete the enrolment process the following is required:

  • Their original GCSE results slips, and proof of any other qualifications already received, plus two photocopies.
  • An official form of identification either driving licence, passport or birth certificate.
  • Their full contact details, including the email address of a parent/carer who we will communicate with up to the end of the academic year in which they turn 18 (where appropriate).
  • A pen and paper to complete their enrolment form and note any key information from their tutor.

Further Information

Please be aware that enrolment can be very busy and there may be a lot of waiting, and sometimes queing. Whilst we work ahrd to reduce this, students should be prepared for a long day. The College refectories will be open but students may wish to bring food and drink with them, particularly on a hot day!

Parents and carers are not normally expected to attend enrolment.


When will timetables be issued?

This may happen at enrolment, but it is more likely to be on the students’ first day at college. Programmes with a higher volume of students may need to know students’ GCSE grades to sort them into groups, and timetables cannot be confirmed until this has happened.


When is the start of term?

Term starts on Wednesday 6th September 2017, but start dates are staggered across the Wednesday, Thursday and Friday of that week. You will receive your actual start date and first day information at the same time as your enrolment information – so look out for the information when it comes.

Parents and Carers Enrolment Questions

What happens after my son/daughter’s interview?

After attending the interview your child will be notified of the outcome within 15 working days. Successful applicants will receive an offer of a place, the offer may be conditional on achieving the entry requirements or unconditional if entry requirements have already been met. No applicant will be given an unconditional offer if they are progressing from a school.


What happens if my son/daughter is not successful on gaining a place on their chosen course?

Where possible we will recommend an alternative course if the chosen course is not suitable, on request we can provide an explanation for why that decision has been made by the course tutor. If an alternative course has not been recommended then your child can speak to their guidance advisor at their school or if not currently in school contact our careers team. You and your child can also come and visit one of our Open Events to discuss other courses.


What happens after my son/daughter has received their offer?

Your child will be invited to attend an Induction Day. The Induction day is designed to support your child with preparing for the course; it will include course related activities and some course areas will require a dress code. Further information on facilities, student services and support and information on enrolment and registration will also provided.


What happens after my son/daughter attends the induction day?

Your child will be invited to attend their enrolment/registration. Attending enrolment confirms your child’s place on the course, if they are unable to attend their enrolment session they will need to inform the admissions team in advance by completing the enrolment form, available here or calling 01206 712777.

Please note a place on the course is not guaranteed until enrolment has been completed. For enrolment they will need to bring with them:

  • Original GCSE results slips, and proof of any other qualifications already received, plus two photocopies
  • Official form of identification either passport, driving licence, or birth certificate
  • Full contact details*
  • Pens and paper

What if my son or daughter’s GCSE results do not meet the entry requirements?

First of all, please do not panic! It may be that they can go on at a different level for their chosen subject area. Please still attend the planned enrolment session to talk to a tutor.

Alternatively, or if your son or daughter is still unsure, please come to one of our August Advice Days where subject tutors are available to talk about all the available options. You do not have to book, just come along to one of our campuses at the designated times

Please note: any offers made on an August Advice Day may be subject to availability on the course after the enrolment period is complete on Friday 1st September. Should you have any queries please call our course enquiries line on 01206 712777.


What will happen at enrolment?

Students will attend with everyone else on their chosen course and will meet with a member of the teaching staff to go through their exam results, an check that they are on the most appropriate course level. Students will complete an enrolment form and sign up to the College Expectations and their learning agreement. The process will include having their photograph taken and being issued with their student ID card and lanyard.

From day one of their programme students will be required to wear their ID card and lanyard to gain access to the campuses, and at all times whilst on site.


When will my son/daughter’s timetable be issued?

Some course areas may issue their timetable during the enrolment period but most will provide this information to your child on the first day.


Where should my son/daughter go on their first day?

The first day for most courses will be Wednesday 6th September 2017. Information about where your child needs to meet their tutor on the first day will be provided at enrolment/registration. If this information has not been provided prior to their first day, we request that your child reports to main reception at the campus they will be studying at and a member of the team will direct them. If you would like to contact the main reception in advance please call 01206712777 or email: info@colchester.ac.uk.


Further Information

Please be aware that enrolment can be very busy and there may be a lot of waiting, and sometimes queuing. Whilst we work hard to reduce this, students should be prepared for a long day. The College refectories will be open but students may wish to bring food and drink with them, particularly on a hot day!

Parents and carers are not normally expected to attend enrolment.

Parents and Carer FAQ

What happens after my son/daughter submits their application form?

On receipt of the completed application form including reference we will acknowledge receipt and your child will be invited in for an interview or audition with the course tutor. These interviews/auditions are mandatory and it is important that your child comes prepared. Some courses have specific requirements such as for Art and Design courses they will need to bring their art portfolio, for performing arts and music courses they will be expected to prepare some performance material and some course areas will require a particular dress code.


Who can I contact if I haven’t heard back about my application?

If you have not had an acknowledgement within one week of your application being received you should contact the team on (01206) 712777 or email admissions@colchester.ac.uk to check that your application has been received.


What can my son or daughter study?

Colchester Institute offers a large variety of courses for 16 to 18 year olds including full-time courses, part-time courses, and Apprenticeships. All courses are vocational which means they are specifically designed to provide your child with the necessary skills for a specific job or career. For more about the different academic course levels click here.


What can I expect from Colchester Institute?

Our aim is to ensure that all our students have the opportunity and encouragement to engage positively with their programme of study; to attend regularly; to work hard and to achieve the best results that they can. In doing this, we also hope to prepare and inspire our students to take their next steps into interesting and rewarding careers or higher level programmes of study. For more information on what you can expect please view our:


Can my son or daughter go on to university having completed a BTEC vocational qualification?

Yes, BTECs are equivalent to GCSEs and A Levels, BTEC graduates can go on to university or start their career straight away. Click here for more information on the progression routes available to all BTEC students together with their more traditional equivalents.


Will I have to pay for my child’s course/equipment?

All school leaver courses are available free of charge up to the age of 19, provided your son or daughter is under 19 years old on the 31 August before they enrol on their course, are taking a full or part-time course of more than 12.5 hours a week and are a European National.

Some courses will have additional costs to over extras such as specialist kit and equipment, trips, uniforms etc., students will be notified of additional costs prior to enrolment, and payment can be made through the On-Line Store.

For families on low incomes, or in receipt of certain benefits, there is a range of financial support available. We will support eligible students with the additional costs associated with their studies, which can cover the items above, and also transport and childcare costs. For more information on the financial support available and the eligibility criteria please email student.services@colchester.ac.uk or call (01206) 712078.


Are students entitled to Free School Meals?

Yes, in September 2014 eligibility for Free School Meals was extended to students aged 16-18 in Further Education, not including apprenticeships. We assess this as part of our overall student finance package, in most cases students eligible for Free School Meals can also get other support.

To apply, please click here to download an application form or for more information on Student Finance please email student.services@colchester.ac.uk or call (01206) 712078


What contact can I expect from the College?

All students will agree an Individual Learning Plan (ILP) with their tutors at the start of the year and students will be encouraged to share their targets with you through the electronic system called ProPortal – students will be given access to this themselves and this can be viewed on any device linked to the internet.

Reports will be sent home at least once per year detailing your child’s progress, identifying strengths and weaknesses, level of attendance and action points to help them achieve high academic standards.

We expect students to attend all timetabled classes promptly and we have high expectations in terms of behaviour and conduct at College. Although we treat our students as adults, we still reserve the right to contact parents about concerns relating to attendance until the end of the academic year in which they turn 18. If there are any concerns where we feel we need your support we will be in touch either by phone or email. If a student is issued any notices under the College disciplinary procedure, you should be sent a copy if they are under the age of 18 in that academic year.


What should I do If I am concerned about my child’s progress?

If you are concerned about your son or daughters progress you can contact their named tutor, they will have been given this information at enrolment. The easiest way to contact a member of staff is by email using the Colchester Institute email address system of firstname.surname@colchester.ac.uk for example: jane.smith@colchester.ac.uk


How much homework/coursework will my child have to do?

The amount of homework and coursework will vary depending on the nature of your child’s course, however please be aware that there is an expectation that students will study in their own time. There will be assignments and extension activities for all programmes with supporting information available through our Virtual Learning Environment.


Can students work part time whilst studying?

We encourage our students to take up part-time work whilst studying as the experience gained is beneficial in developing their confidence and independence, as well as providing an insight into an adult work environment. However work commitments should not interfere with your child’s studying so we would advise that parents help to find a balance between part-time work and study.


What do I do if I think my son or daughter is being bullied?

Colchester Institute will not tolerate harassment or bullying on any grounds. If a student feels that they are being harassed or bullied, they should keep a record detailing the event/s, including keeping copies of texts, emails and comments on social media. No-one should feel ashamed about being bullied as it is not their fault. As soon after the incident as possible, they should seek help to try to resolve the issue informally in the first instance. This can be done by contacting the Student Services (Welfare) Team, the course tutor or the Students’ Union.

If you feel your son or daughter is being bullied we would encourage you to contact Student Welfare / Bullying on (01206) 712263 and we will seek to resolve the issue.