GRADUATE ADMISSIONS AND FUNDING

University Offices, Wellington Square, Oxford OX1 2JD

To: Divisional Graduate Studies Officers [to circulate to Directors of

Graduate Studies and Graduate Admissions administrators]
1 May 2015
Updated 31 August
2012

cc: Pro-Vice-Chancellor (Education), Academic Registrar, Graduate

Admissions Committee, Tutors for Graduates/Senior Tutors, college
Graduate Admissions administrators; Robert Vanderplank; James
Tibbert; Jared Hutchings

Guidance on how to deal with English language requirements and test waivers
in the graduate admissions process
_

1.

Overview

Following consultation with divisions in Trinity Term, the guidance in this circular has been
developed to provide the collegiate University with a robust process for setting English language
requirements in graduate admissions offer letters and considering whether to grant English
language test waivers. The new process will also ensure that we comply with the 2011 changes to
UK Border Agency (UKBA) regulations for non-EU international students who need a visa.
2.

The Universitys and the UKBAs English language requirements

The University requires that all applicants whose first language is not English or whose first
language is English but who are not a national of a majority English-speaking country recognised
by the UKBA to submit the results of a recognised English language test as part of the graduate
admissions process. The results must meet either the Universitys standard or higher level as set
out in the table below. The test should be no more than two years old at the time the application is
submitted.
The new UKBA requirements for a Tier 4 visa, issued 21 April 2011, are generally lower than the
Universitys, but to ensure the University regulations fully incorporate the UKBA requirements, the
University regulations now set the UKBAs minimum scores at component level (speaking, writing,
etc.) for TOEFL and IELTS, rather than at overall level.
Test type

Standard
overall
score

Additional requirement

Higher
overall
score

Additional requirement

IELTS
TOEFL

7.0
600

7.5
630

Internet-based TOEFL

100

Minimum 6.5 per component

Minimum Test of Written English
score 4.5
Minimum component scores:
Listening 22
Reading 24
Speaking 25
Writing 24

Minimum 7.0 per component

Minimum Test of Written English
score 5.0
Minimum component scores:
Listening 22
Reading 24
Speaking 25
Writing 24

Cambridge Certificate
of Proficiency in English
Cambridge Certificate
in Advanced English

Not
Accepted

110

The list of the majority English-speaking countries used by the UKBA to define whether a student is
exempt from the English language requirements is: Australia; Canada; New Zealand; USA;
Caribbean (Antigua and Barbuda, The Bahamas, Barbados, Dominica, Grenada, Jamaica, St Kitts
General Enquiries Tel: +44 (0)1865 270059 Direct Line Tel: +44 (0)1865 270051
Fax: +44 (0)1865 270049 Email: nadia.pollini@admin.ox.ac.uk Web: www.ox.ac.uk/graduate

and Nevis, St Lucia, St Vincent and the Grenadines, Trinidad and Tobago); South America (Belize,
Guyana).
3.

New English Language Skills section of graduate application form

To assist departments in assessing candidates English language competence against the

Universitys English language criteria and the UKBA regulations, two questions have been added
to the Language Skills section of the graduate application form. After asking candidates to indicate
whether their first language is English, the form reads,
The following questions are included to assist the University to assess applicable English language
test requirements and to comply with the United Kingdom Border Agency requirements:
Have you completed, or are you completing, a full-time degree-level course entirely taught and
assessed in English?
Have you completed a course under a United Kingdom Tier 4 child visa?

4.

How candidates request a waiver of the English language test requirements

From 1 September 2011, the Application Guide tells applicants wishing to request an English
language test waiver that they must submit the request as part of their application (rather than at
any time in the admissions process, as in the past). There is no form for such requests. Applicants
are simply asked to upload a letter with their online form stating the reasons why they believe they
should be exempted from submitting a language test score (or enclose a written request with their
paper application). As in the past, Graduate Admissions and Funding will record requests on the
student system.
To cover the cases where candidates do not submit a test waiver request at the time of application,
but for instance realise only when they receive their offer letter with an English language test
condition that they have grounds for doing so, it will be possible for departments to consider such
later requests. However, to try and streamline the process as much as possible the option to
submit a later request will not be publicised in the Application Guide.
5.

How and why departments may waive the English language test requirements

i.

Valid reasons for an English language test waiver

The usual reasons for granting a test waiver which meet the UKBA English language requirements
are as set out in the revised policy in the Application Guide for applicants from 1 September 2011:
The requirement to provide proof of English language proficiency may be waived, at the discretion
of the University, in cases where an applicant successfully completed or is currently completing a
full-time degree-level course of a minimum of nine months at a recognised institution where the
medium of instruction and assessment is entirely in English. If you are still completing your degree
and you are offered a place, you will usually be requested to show evidence that you have
successfully completed your degree as a condition of your offer. It is expected that you will complete
your degree and show evidence for this in good time, usually by 31 August 2012 at the latest (please
note that some departments may set an earlier deadline). If you are due to complete your degree

after the date set by the department, you will usually be expected to submit a certificate of an English
language test as per information in the above paragraph.

In exceptional cases, if applicants do not meet the above published criteria, the department will still
be able to grant a test waiver for the following two reasons:
(i) substantial professional experience in English (so long as the applicant does not need a
visa as this exemption would not be acceptable by UKBA)
(ii) marginal failure of the Universitys higher or standard English language level (but always
meeting the minimum UKBA requirements, where a visa is needed)
In such cases, departments must interview candidates to ascertain the candidates English
language proficiency. Departments are strongly advised to consult with the Language Centre and
to request that borderline candidates attend the Language Centres pre-sessional English
language courses. To contact the Language Centre, please email Deborah Mason, Assistant
Director, at: deborah.mason@lang.ox.ac.uk. For further information on pre-sessional courses, go
to: www.lang.ox.ac.uk/courses/pre-ses.html
The UKBA have indicated that in exceptional cases the English language test requirement may be
waived for gifted candidates when English language proficiency is not integral to the course.
However it is not expected that the University will use this route as English is integral to the nature
of all courses within the University.
Please note that, for candidates who meet the criteria in this guidance, departments may choose to
waive the English language test requirements, even if a candidate has not requested this. There is
no need to ask candidates to submit a formal request when the department has identified that a
test waiver is appropriate in the context of the guidance in this circular.
ii.

Who may authorise English language test conditions and test waivers?

Using the questions/answers and process map below, the aim is to identify: applicants who must
submit an English language test result; applicants who do not need to submit an English language
test result; and applicants to whom the department would wish to grant a language test waiver.
There is a three-stage process.
(i) The initial assessment of the information submitted by the applicants regarding English
language competence in relation to the Universitys and UKBAs requirements must be carried out
by the academic assessors of the application, who in particular will recommend whether or not a
test waiver should be granted.
(ii) The admissions administrator will check that the recommendation on requiring test results or
not, or granting a test waiver, fits the guidance in this policy. In the cases where the department
wishes to grant a test waiver to an applicant who has already been accepted by a college, the
admissions administrator will also need to liaise with the college before a final decision is reached.
Owing to the potential pastoral consequences, colleges are especially sensitive to the waiving of
the English language requirements.
(iii) Recommendations on the English language test requirements, or a waiver of them, must then
be signed off by Director of Graduate Studies and/or Admissions Panel as part of the usual

departmental process to sign off offers and conditions. If the Director of Graduate Studies has also
been one of the applicants academic assessors and there is no admissions panel looking at all
decisions, the department should appoint a third person to sign off offers and conditions (smaller
departments may wish to consult with their Division for help). It is at the discretion of Divisions to
decide on their involvement in the signing-off process for English language requirements and test
waivers. The MPLS Division will monitor and review the number of waivers being granted, and will
only get involved with exceptional cases where the department has requested assistance.
6.

Monitoring of English language test waivers

Education Committee requires that English language test waivers are recorded and reported to the
committee. Departments therefore need to keep a record of all test waiver applications, all test
waivers granted and the reasons for this, and to report on these to their divisional office on an
annual basis at the end of the admissions cycle. These should be sent to
Helen.Beauchamp@mpls.ox.ac.uk. The responsibility for keeping these records lies with the
admissions administrator and the Director of Graduate Studies, since the student system (OSS)
holds information on requests but not their outcomes. Attached is a template for departments to
use to record all test waiver applications. Divisions will present this annual test waiver information
to the Graduate Admissions Committee at its second meeting of Michaelmas Term, for onward
transmission to Education Committee.
6.

Queries

If you should have any queries about the contents of this circular, you are welcome to contact your
divisional office graduate studies colleagues, or me (nadia.pollini@admin.ox.ac.uk, tel. 2-70051.)
Dr Nadia Pollini
Head of Graduate Admissions

18 August 2011 / Updated 31 August 2012

Annexe 1: Questions and answers for departments to use, to ensure that the Universitys
and UKBAs English language requirements are met
A complementary process map for admissions administrators to follow is attached at Annexe 2.
Is the applicants first language English?
Evidence: Nationality, residency, education, etc.
A. Yes: Go to A(i)
B. No: Go to B(i)
A (i) Does the applicant require a visa to enter the UK?

Evidence: Nationality, residency [to be checked with the Head of International Student
Support Services if in doubt]
Yes: Go to A(ii)
No: No need for further evidence, no need to set an English language test condition.
A (ii)

Is the applicant a national of one of the majority English speaking countries as

specified by UKBA?
Evidence: Nationality
Yes: No need for further evidence, no need to set an English language test condition.
No: Go to A(iii)

A (iii)

Did the applicant successfully complete a degree in English as per Universitys

policy?
Evidence: If the institution is not well-known and/or it is not obvious that the teaching and
assessment have been undertaken in English, a transcript/letter confirming that degree
was full time, lasted at least 9 months and was entirely taught and assessed in English
will be needed. This is also required in case the University is audited by UKBA.
Yes: No need for further evidence, no need to set an English language test condition.
No: Go to A(iv)

A (iv) Is the applicant currently completing a degree in English as per Universitys policy?
Evidence: If the institution is not well-known and/or it is not obvious that the teaching and
assessment have been undertaken in English, an interim transcript/letter confirming that
degree is full time, lasts at least 9 months and is entirely taught and assessed in English
will be needed. This is also required in case the University is audited by UKBA.
Yes: Language test waiver can be granted at the discretion of the department. In this case
the department must set as a condition that the applicant successfully completes the
degree (if this has not already been set as an academic condition). If the department does
not wish to waive the requirement or if the candidate will not complete the degree and
provide evidence by 31 August at the latest (or by any earlier date set by the department), it
must set an English language test condition.
No: Language test waiver must not be granted as candidate will not meet UKBA rules.
Unless a language test at the required level and no more than two years old has been
submitted with application, the offer must include an English language test condition at the
required Universitys level.
B (i)

Did the applicant successfully complete a degree in English as per Universitys

policy?
Evidence: If the institution is not well-known and/or it is not obvious that the teaching and
assessment have been undertaken in English, a transcript/document confirming that
degree was full time, lasted at least 9 months and was entirely taught in English will be
needed. This is also required in case the University is audited by UKBA.
Yes: No need for further evidence, no need to set an English language test condition.
No: Go to B(ii)

B (ii)

Is the applicant currently completing a degree in English as per Universitys policy?

Evidence: If the institution is not well-known and/or it is not obvious that the teaching and
assessment have been undertaken in English, an interim transcript/letter confirming that

degree was full time, lasted at least 9 months and was entirely taught and assessed in
English will be needed. This is also required in case the University is audited by UKBA.
Yes: Language test waiver can be granted at the discretion of the department. In this case
the department must set as a condition that the applicant successfully completes the
degree (if this has not already been set as an academic condition). If the department does
not wish to waive the requirement or if the candidate will not complete the degree and
provide evidence by 31 August at the latest (or by any earlier date set by the department), it
must set an English language test condition.
No: Go to B(iii)
B (iii) Does the applicant require a visa to enter the UK?
Evidence: Nationality, residency [to be checked with the Head of International Student
Support Services if in doubt]
Yes: Go to B(iv)
No: Offer must include an English language test condition at the required Universitys level
unless a language test with the required score and no more than two years old has already
been submitted. A test waiver may be granted if the applicant meets the Universitys criteria
(other than having completed or completing a degree in English) for a test waiver (see point
5(i) of guidance).
B (iv) Is the applicant a national of one of the majority English speaking countries as
specified by UKBA but English is not their first language?
Evidence: Nationality; response to English language question on application form.
Yes: Offer must include an English language test condition at the Universitys required level
unless a language test with the required score that is not more than two years old has
already been submitted. A test waiver may be granted if it meets the Universitys criteria.
No: Offer must include an English language test condition at the Universitys required level
unless a language test at the required level that is not more than two years old has been
submitted with application. A test waiver must not be granted as it would not meet UKBAs
rules.