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Admissions interview policy

This policy applies to formal interviews with applicants to study at the University of Exeter which may result in a formal offer or rejection. Informal meetings with university staff to discuss the University’s programmes, entry requirements and their suitability for selected programmes are not considered in this policy.

Colleges will ensure that selection procedures for interviewing prospective students are consistent with this policy.

Why do we interview?

For the majority of programmes, the University does not require candidates to be interviewed as part of its recruitment process.  However, in some cases the University will interview applicants if it is considered the best method of identifying suitability for the programme, and/or where there is a relevant legal/regulatory requirement or guideline.

Training

Those involved in drawing up interview criteria or assessing candidates will have appropriate training in recruitment and selection and equality and diversity.

Selection Criteria

Appropriate selection criteria and assessment methods will be documented and agreed in advance. Criteria and assessment methods used will be consistent with the University’s Admissions Policy.

Scheduling

To minimise the chance of applicants being unable to attend, the interviews schedule will be flexible, where possible. This may include: advanced publication of interview dates; providing adequate notice when inviting an applicant to an interview (usually at least two weeks, and ideally more to applicants who have to travel from overseas); where possible, offering applicants an alternative interview date, if requested.

If the University cancels or postpones an interview, applicants should be offered a revised interview date. A revised interview date may not be offered if the applicant fails to attend an interview without informing the University in advance.

Telephone or SKYPE interviews

The University may conduct telephone or SKYPE interviews if appropriate, for example international applicants who may not be able to travel to the campus. In some cases legal or regulatory requirements may mean this option is not available. Telephone or SKYPE interviews will follow the same principles and guidance as face-to-face interviews.

Interviewing applicants aged under 18

If a candidate is under 18 years of age at the time of interview emergency contact details must be provided. 

Interview procedures will be consistent with the University of Exeter Policy, Codes of Practice and Guidance Notes on Children, Young People and Vulnerable Adults on Campus.

Travel and Accommodation Costs

The University does not routinely refund the costs applicants may incur when travelling to an interview. If refunds are available this will be made clear when applicants are invited to an interview.

Prior to the interview

The processes, criteria and nature of assessment will be made available to all applicants. Where appropriate, information may be published and available prior to application. If an applicant is invited to interview, more detailed information will be supplied.

Prior to the interview, applicants should provide details of any medical, special or cultural needs that should be taken into consideration to allow any reasonable adjustments to be made.

Interviews will normally be conducted by a minimum of two trained interviewers and, where possible, have an appropriate gender balance. Interviewers should try to ensure that they are not alone with the candidate at any time.  At least one member of the interview panel will have received recruitment and selection training.

During the interview

Procedures to verify the identity of the interviewee for both face to face and telephone / skype type interviews should be in place.

Interviewers should avoid over-aggressive questioning or joking familiarity at interviews, and should avoid behaviour that might frighten, embarrass or demoralise the applicant.

Interviewers should not enter into discussion about the equivalence of qualifications with applicants (queries about the equivalence of such qualifications should be noted and then discussed with the Admissions Office).

Interviewers should not refer to choices made at other Higher Education Institutions, if the applicant is a potential Undergraduate student.

Interviewers should ensure that they follow agreed procedures for keeping a record of the interview.

After the interview

Following the interview the outcome will be communicated to the applicant as quickly as possible, normally within three weeks. If there is to be any delay in communicating a decision, for example where all interviews are conducted before decisions are communicated, the applicant should be notified of this. Communications with applicants following an interview should be coordinated by the Admissions Office.

Colleges should ensure that the formal records of the interview are collated and securely stored. A copy of these records should also be made available to the Admissions Office. These records will be destroyed in accordance with the timelines laid down by the Data Protection Act.

Feedback

Interview feedback is available to all candidates, on request.  Interview records compiled are subject to the Data Protection Act.  Any written notes of the interview can be requested by applicants following their interview.  It is important that care is taken in the wording of such notes.

Requests for feedback should be made in writing to the Admissions Office.

For more information, please see our Feedback policy.

Policy approval and updates

This policy was approved by the University of Exeter Admissions Widening Participation and Policy Group, May 2012.

The University may be required to amend any of the above recommendations in line with new legislation and good practice guidance.