International Applicant Appeals Process

Department: Admissions Office - International Admissions

Document Number: INT-ADM-SOP-004

Effective Date: 01/01/2025

Review Date: Annually

Approved By: Sarah Duignan; Head of Admissions and Student Records

1. Purpose

To outline a clear, fair, and transparent procedure for international applicants who wish to appeal the outcome of their application to National College of Ireland (NCI).

2. Scope

This SOP applies to all international applicants who have received an outcome (e.g. rejection, conditional offer not met, ineligibility) and wish to appeal that decision.

3. Definitions

• International Applicant: A prospective student who is not a citizen or resident of Ireland or the EU/EEA, applying to study at NCI.
• Appeal: A formal request for reconsideration of an admission decision.
• Admissions Officer: A staff member responsible for processing international applications.
• Appeals Panel: A group designated to review appeal submissions.

4. Responsibilities

• International Admissions Office: First point of contact; responsible for logging and acknowledging appeals.
• Head of Admissions and Student Records: Oversees initial review of appeal cases.
• Appeals Panel: Independent internal panel responsible for final review and decision.
• Applicant: Responsible for submitting appeal documentation within specified timelines.

5. Procedure

Step 1: Notification of Appeal Rights

• Upon issuing a decision, international applicants are informed of their right to appeal and directed to the appeals process on NCI’s website.
• A link to the appeals policy and procedure is included in the decision email.

Step 2: Submission of Appeal

• Deadline: Appeals must be submitted within 10 working days of receiving the decision.
• Method: Appeal must be submitted via email to international@ncirl.ie with the subject line: “Appeal Submission – [Full Name] – [Application ID]”.
• Required Documents:
  • Formal letter of appeal (PDF format), detailing the grounds for the appeal.
  • Any supporting documents (e.g., academic transcripts, references, new test scores, or extenuating circumstances).

Step 3: Acknowledgment

• The International Admissions Office acknowledges receipt of the appeal within 3 working days and provides a timeline for response (typically within 15 working days).

Step 4: Preliminary Review

• The Head of Admissions and Student Records reviews the appeal for completeness and determines if there are valid grounds (e.g., factual error, new relevant evidence, procedural irregularity).
• If incomplete, the applicant is given 5 working days to submit missing documentation.

Step 5: Appeals Panel Review

• If valid grounds are identified, the case is forwarded to the Appeals Panel.
• The panel consists of:
  • A senior academic staff member (not involved in the original decision)
  • A representative from the International Office

Step 6: Decision

• The Appeals Panel reviews the case and makes one of the following decisions:
  • Uphold the original decision
  • Reverse the decision and issue an offer
  • Request further information
• Decision is communicated to the applicant in writing within 15 working days from receipt of a complete appeal.

Step 7: Finality of Decision

• The decision of the Appeals Panel is final. There is no further appeal within the college regarding admissions decisions.

6. Record Keeping

• All appeal-related documents are securely stored in the applicant’s file and managed in accordance with NCI’s data protection policies.

7. Confidentiality

All appeals are handled in strict confidence. Information is shared only with individuals directly involved in the process.