Admission, Enrolment and Withdrawal Policy

Document Control

Location	Cintra People; Policies Hub; NMT Website
Policy Number	03	Version	1.0
First Implemented	Nov-15	Previous Issue Date	Nov-19
Review Cycle	2 Years
Owner	MIS Manager
Approver(s)	· Learning and Development Manager · Senior Leadership Team
Distribution	Internal and External

Revision History

Version	Approved	Section	Change Summary
1.0	Oct-26	All Sections	Updated to new document format.
			Combined and expanded Identification Policy and Withdrawal Policy, and renamed as “Admission, Enrolment and Withdrawal Policy”
			Policy reviewed in its entirety to confirm continued relevance, accuracy and alignment with current practice in line with the scheduled policy review cycle.

Versioning

Major Versions (1.0, 2.0, 3.0 etc.) represent change(s) requiring formal release, e.g., Employee:
Training / Education
Email Communication
Acknowledgement via Cintra People
Minor Versions (1.1, 1.2, 1.3 etc.) represent changes not requiring formal release, e.g.:
Spelling or grammatical change
Formatting change
Update of contact information

Policy Number: 03

Version: 1.0

Issue Date: Oct-26

Contents

1.2 Related Policies. 6

1.3 Terms and Definitions. 6

2.0 NMT Offer and Provision. 9

3.0 Information, Enquiries and Referrals. 9

4.0 Inclusive Admissions Framework. 9

4.1 Admissions Commitment 9

4.2 Fair Access, Equality and Inclusion. 10

4.3 Eligibility and Suitability for Provision. 10

4.4 Safeguarding Risk and Duty of Care. 10

4.5 SEND and EHCP Considerations. 10

4.6 Under-16 Applicants. 11

4.7 Additional Admission Considerations. 11

5.0 Admissions Decision-Making.. 12

5.1 Applications. 12

5.2 Interviews. 12

5.3 Offers. 12

5.4 Place Availability and Waiting Lists. 13

5.5 Applicant Journey. 13

5.6 Admissions and Enrolment 13

6.0 Enrolment 13

6.1 Enrolment Principles. 13

6.2 Eligibility to Enrol 14

6.3 Identification and Required Evidence. 14

6.4 Enrolment Documentation and Agreement 15

6.5 Safeguarding, Welfare and Support Information. 15

6.6 Funding, Commissioning and Statutory Requirements. 15

6.7 Confirmation, Delay or Withdrawal of Enrolment 16

7.0 Withdrawal Principles. 16

6.1 Learner or Parent/Carer-Initiated Withdrawal 16

6.2 NMT-Initiated Withdrawal 16

6.3 Safeguarding and Duty of Care. 17

6.4 Regulatory and Funding Obligations. 17

8.0 Appeals and Complaints. 17

6.1 Appeals. 17

6.2 Complaints about the Admissions Process. 17

9.0 Data Protection and Confidentiality. 18

10.0 Monitoring and Review.. 18

Overview

1.0 Purpose

This policy sets out NMT’s approach to the fair, inclusive, transparent and safe admission, enrolment and withdrawal of learners. It provides a framework for ensuring that admissions decisions are made consistently and regarding individual needs, suitability for provision, safeguarding, SEND, equality, funding and statutory requirements.
The policy also sets out how NMT will manage offers, enrolment, withdrawal, appeals, complaints, information sharing and record keeping, ensuring that decisions are informed by NMT’s duty of care and the best interests, safety and wellbeing of learners and the wider NMT community.

1.1 Scope

This policy and all related policies listed under section 2 Related Policies apply to the following key groups:

All learners enrolled in NMT programmes, including those who remain enrolled with another education provider.
All Parents/Carers of NMT learners.
All employees of NMT, including full-time, part-time, temporary employees, volunteers, contractors and board members, where their role involves admissions, enrolment, learning support, safeguarding administration or withdrawal decisions.
All individuals working with NMT in a professional capacity, such as external partners or service providers.
The Senior Safeguarding Team, comprising: the Designated Safeguarding Lead (DSL) and Additional Designated Safeguarding Leads (ADSLs), who hold responsibilities for implementing and maintaining the safeguarding.

1.2 Related Policies

This policy should be read alongside the following related policies:

Safeguarding, Prevent and Child Protection Policy
Equality and Diversity Policy
SEND and Inclusion Provision Policy
GDPR, Data Protection and Confidentiality Policy
Complaints Policy for Learners and Parents/Carers
Attendance and Absent from Education Policy
Behaviour Policy for Learners
Risk Assessment Policy
Conflict of Interest Policy

The NMT Governance Framework applies to all NMT policies and provides the overarching governance context for how policies are approved, implemented, monitored and reviewed. All policies must align with this Framework to support consistent decision-making, accountability, compliance, assurance and continuous improvement across NMT.

1.3 Terms and Definitions

Term	Definition
NMT	New Meaning Training.
Applicant	Anyone applying to enrol on an NMT programme.
Learner	Anyone enrolled on or accessing an NMT programme.
Parent/Carer	A person with parental responsibility for a learner, or another adult who has a recognised role in supporting their care, welfare or education.
Employee	Anyone working for or on behalf of NMT, including employees, volunteers, contractors and board members.
NMT community	Everyone who learns, works, supports, visits or engages with NMT, including learners, parents/carers, employees, volunteers, contractors, board members, visitors, external professionals and work placement providers.
NMT premises	Any NMT building, site, centre or other location used for learning, work or NMT-related activity.
EHCP	Education, Health and Care Plan.
SEND	Special Educational Needs and Disabilities.
Admission	A decision by NMT to offer an applicant a place on a programme, subject to any relevant checks, conditions, documentation or enrolment requirements.
Enrolment	The process through which an applicant formally becomes a learner on an NMT programme after completing required paperwork, checks and funding or statutory requirements.
Offer	A formal indication that NMT is prepared to admit an applicant to a programme, either conditionally or unconditionally.
Unconditional Offer	An offer made where the applicant has met all relevant requirements and no further conditions need to be satisfied before enrolment can proceed.
Conditional Offer	You already define this, but I’d expand it to mention funding, local authority agreement, evidence, safeguarding or support arrangements.
Declined Offer	A decision not to admit an applicant where NMT determines that admission would not be safe, suitable, viable or in the learner’s best interests.
Suitability	Whether NMT’s provision is appropriate for the applicant, considering their needs, aspirations, support requirements, safeguarding context, programme expectations and NMT’s capacity to support them.
Programme Fit / Provision	Whether the available NMT programme can meet the learner’s needs and intended outcomes safely, appropriately and effectively.
Safeguarding	The actions taken to protect learners from harm and promote their welfare, in line with statutory safeguarding responsibilities.
Duty of Care	NMT’s responsibility to take reasonable steps to protect the safety, wellbeing and best interests of learners and the wider NMT community.
Local Authority	The public authority responsible for statutory education, SEND or funding decisions relating to relevant learners, including where an EHCP is in place.
Referrer / Referring Agency	A person or organisation making a referral to NMT, such as a local authority, school, parent/carer, professional or partner agency.
Partner Agency	External organisations or professionals involved in supporting the learner, referral, safeguarding, funding or progression arrangements.
DBS Check	A Disclosure and Barring Service check used where appropriate to support safeguarding and suitability decisions.
Criminal Conviction	A formal finding of guilt by a court, which may be considered where relevant to safeguarding, suitability or risk.
Risk Assessment	A structured process used to identify, consider and manage risks relating to admission, enrolment, safeguarding, behaviour, support needs or withdrawal.
Withdrawal	Ending a learner’s place on a programme, voluntarily or initiated by NMT.
Appeal	A formal request for a decision to be reviewed where the applicant believes the policy, criteria or process has been applied incorrectly, inconsistently or unfairly.
Personal Data	Information relating to an identified or identifiable applicant or learner, handled in line with data protection legislation.

Policy

2.0 NMT Offer and Provision

NMT’s offer is an inclusive alternative education provision for young people aged 16–18, and for learners up to 24 with an EHCP, who may not have made sustained progress within mainstream education.
The provision is personalised, flexible and learner-centred, with admissions decisions based on the individual learner’s needs, aspirations, barriers, safeguarding context and NMT’s capacity to provide appropriate support.
Each admitted learner is supported through a personalised learning plan, adapted learning resources and a programme designed to promote engagement, personal and social development, progression into employment, and preparation for independent living.

3.0 Information, Enquiries and Referrals

NMT will ensure that prospective learners, parents/carers, referrers and partner agencies receive clear, accessible and accurate information about its programmes, expectations and admissions process. Information will be provided in a way that supports informed decision-making and promotes fair and inclusive access to provision.
Enquiries and referrals will be handled professionally, consistently and in line with safeguarding, equality, data protection and partnership-working requirements.
NMT will work with external agencies, where appropriate, to support safe and suitable referrals that are in the best interests of the young person.
Applicants will have access to appropriate information, where progression, welfare, support needs or financial considerations may affect their choices.

4.0 Inclusive Admissions Framework

4.1 Admissions Commitment

NMT’s admissions principles are grounded in its clear and purposeful mission: to support young people who have made limited progress within mainstream education to identify, develop and achieve sustainable pathways into employment and independent living.
NMT is committed to inclusive access and recognises that learners may have different starting points, needs, abilities, aspirations and barriers to learning. Admissions decisions are therefore informed by a personalised flexible and learner centred approach, ensuring that each applicant is considered fairly and with consideration of their individual circumstances.
All admissions and programme decisions are made in alignment with safeguarding, SEND, inclusion, equality, diversity and funding requirements.

4.2 Fair Access, Equality and Inclusion

NMT is committed to fair access, equality and inclusion throughout the admissions process. Admissions decisions are made consistently, transparently and without discrimination, in line with the Equality Act 2010.
Each applicant will be considered on an individual basis, taking account of their circumstances, needs, aspirations and barriers to learning. Reasonable adjustments will be considered where appropriate and where NMT can safely and effectively support the learner.

4.3 Eligibility and Suitability for Provision

Eligibility and suitability for admission are determined by statutory age and funding requirements, programme appropriateness, safeguarding considerations and NMT’s capacity to meet the learner’s needs.
Each application is considered fairly and individually, with decisions informed by the learner’s circumstances, barriers to learning and support requirements.
Applications from individuals previously excluded from NMT or another education provider may be considered where there is evidence that the programme is appropriate, risks can be safely managed, and admission would support the learner’s best interests.
NMT may decline admission where concerns about suitability, behaviour, safety or support capacity remain.

4.4 Safeguarding Risk and Duty of Care

Safeguarding and duty of care are central to all admissions decisions. NMT will consider whether any identified risks can be safely and appropriately managed within the provision, taking account of the learner’s needs, circumstances and the safety of the wider NMT community.
NMT may refuse, delay or withdraw an offer where admission would not be safe, appropriate or in the learner’s best interests.

4.5 SEND and EHCP Considerations

NMT is committed to ensuring that applicants with SEND, including those with an EHCP, receive fair and equitable consideration as part of the admissions process. Decisions will take account of the learner’s identified needs, required support, reasonable adjustments and NMT’s capacity to provide a safe, appropriate and effective learning environment.
Where an applicant has an EHCP, NMT will consider the information provided through the statutory consultation or referral process, in line with the SEND Code of Practice and any relevant statutory responsibilities. Admission will be dependent on whether NMT can meet the learner’s needs, support their intended outcomes and provide appropriate provision within available resources.
NMT will take all reasonable steps to identify and consider appropriate adjustments, support arrangements and differentiated approaches where these are required to enable access, participation and progression. Adjustments and support will be considered where they are reasonable, practical and can be delivered safely and effectively.
Where a learner is admitted, NMT will use relevant SEND and EHCP information to inform their personalised learning plan, adapted resources and wider support arrangements. Further details about the support available and relevant contacts can be found in the Additional Learning Support Policy.

4.6 Under-16 Applicants

NMT may consider applications from learners under the age of 16 where this is appropriate and in line with safeguarding legislation, local authority expectations and NMT’s duty of care. Admission will be considered on an individual basis and will depend on an assessment of the learner’s suitability, safety, needs, support requirements and the appropriateness of the provision.
NMT will only admit a learner under 16 where it is satisfied that the placement can be delivered safely, that appropriate arrangements are in place, and that admission is in the learner’s best interests. NMT may decline admission where the provision is not suitable, where identified risks cannot be safely managed, or where NMT does not have the capacity to meet the learner’s needs.

4.7 Additional Admission Considerations

NMT may consider additional information or circumstances that are relevant to determining whether admission is safe, appropriate and in the learner’s best interests. This may include criminal convictions, previous exclusions, behaviour or conduct concerns, safeguarding information, DBS information where required, pending investigations, concerns raised by referring agencies, or any other factors that may affect suitability, risk or NMT’s capacity to provide appropriate support.
Applications from individuals with criminal convictions will be considered in line with safeguarding legislation, statutory responsibilities and NMT’s duty of care. Decisions will be informed by the nature, seriousness and relevance of the offence, the time elapsed, any evidence of changed circumstances, the applicant’s current support needs, and NMT’s ability to provide a safe and supportive learning environment.
A criminal conviction does not automatically prevent admission. However, NMT may decline, delay or place conditions on admission where identified risks cannot be safely and appropriately managed, where statutory requirements prevent enrolment, or where admission would not be suitable or in the best interests of the applicant or wider NMT community.

5.0 Admissions Decision-Making

5.1 Applications

All applications will be considered fairly and equitably, in line with NMT’s commitment to inclusion, fairness and statutory safeguarding responsibilities. NMT may take relevant safeguarding information into account when determining whether the provision is suitable and can be delivered safely and appropriately.

5.2 Interviews

All applicants must complete a thorough admissions interview before an admissions decision is made. Interviews will be conducted professionally and in accordance with safeguarding, equality and data protection requirements. They are used to assess suitability, identify support needs and ensure admissions decisions are fair, informed and in the learner’s best interests.

5.3 Offers

Unconditional Offers: Applicants who meet all entry requirements and have completed a successful interview can be given an unconditional offer. These applicants will be provided with details of enrolment arrangements.
Conditional Offers: Conditional offers may be issued where an applicant is suitable for a programme, but certain requirements must be met before admission can be confirmed. Conditions may include further evidence or information, behaviour expectations, safeguarding or support arrangements, funding confirmation, or local authority agreement where an EHCP is in place. Conditions will be reasonable, clearly communicated and linked to NMT’s ability to provide a safe, appropriate and successful placement.
Declined Offers: NMT may decline an application where safeguarding, suitability, statutory, behavioural, funding or programme-related considerations indicate that admission would not be safe, appropriate or in the learner’s best interests. This may include where a learner has already achieved a qualification above the highest level offered by NMT, and therefore cannot progress further academically with us. Decisions will be made fairly, consistently and communicated clearly to the applicant.
Programme Availability: NMT reserves the right to amend, delay, suspend or withdraw programmes where required by operational, funding, regulatory or quality-assurance considerations. Where this affects an applicant’s intended programme, NMT will communicate clearly and take reasonable steps to provide information about suitable alternatives or next steps.
NMT may withdraw an offer or decline to confirm enrolment where statutory, safeguarding, funding, eligibility or safety requirements cannot be met.

5.4 Place Availability and Waiting Lists

Where a course is full, NMT may place suitable applicants on a waiting list. Applicants will be informed that a waiting list place does not guarantee admission and that offers will only be made where a suitable place becomes available, subject to continued suitability, safeguarding, funding, support capacity and any other enrolment requirements.
Waiting lists will be managed fairly, transparently and in line with NMT’s admissions priorities and duty of care.

5.5 Applicant Journey

NMT is committed to ensuring that every applicant experiences a fair, supportive and transparent admissions journey.
Communication will be clear, timely and accessible, and applicants will be treated with dignity and respect at each stage of the process.
Where appropriate, additional information will be provided to help applicants understand their programme options, suitability for provision and any next steps required before admission or enrolment can be confirmed.

5.6 Admissions and Enrolment

Admission is only confirmed once the applicant has completed NMT’s enrolment requirements as set out in Section 6.0 Enrolment.

6.0 Enrolment

6.1 Enrolment Principles

NMT is committed to ensuring that enrolment is managed fairly, consistently and in a way that supports safe, inclusive and appropriate access to provision.
Enrolment will only be confirmed once NMT is satisfied that all required checks, evidence, documentation, identity verification, funding or statutory requirements and safeguarding considerations have been completed.

6.2 Eligibility to Enrol

Applicants may enrol where they meet NMT’s admission criteria, statutory age and funding requirements, and have been offered a suitable programme that NMT can deliver safely and appropriately.
NMT’s provision is primarily for young people aged 16–18, and for learners up to 24 where an EHCP is in place and NMT can meet the learner’s needs, outcomes and any local authority or funding requirements.
Applicants under the age of 16 will only be enrolled in exceptional circumstances where safeguarding, statutory, commissioning and local authority arrangements are in place and NMT is satisfied that the placement is safe, suitable and in the learner’s best interests.
Enrolment is subject to completion of any conditions attached to the offer, including evidence, support arrangements, safeguarding considerations, funding confirmation or local authority agreement where applicable.

6.3 Identification and Required Evidence

Before enrolment is confirmed, NMT will check and record appropriate evidence to confirm the applicant’s identity, eligibility and suitability for the intended programme.
Applicants must provide original formal identification before registration is completed. This includes:
proof of identity, age verification
proof of address and contact details
parent/carer details where applicable
emergency contact information
residency or funding eligibility evidence
prior attainment or qualification information
any relevant EHCP, local authority or commissioning documentation
Where relevant, NMT will also check for an existing Unique Learner Number (ULN) to ensure records, funding and qualifications are accurately attributed to the learner.
NMT may also request medical, SEND, safeguarding, welfare or support information where this is required to assess suitability, make reasonable adjustments, plan safe support arrangements or meet statutory and funding requirements. Records must be consistent with the learner’s identification wherever possible, and any known discrepancies, aliases or changes of name must be recorded and managed appropriately.
Where a learner requests a change of name, NMT will normally require formal supporting documentation, such as a passport, driving licence, marriage, civil partnership, divorce or dissolution certificate, Deed Poll or other evidence accepted by relevant funding agencies. Where formal documentation is not available and the change is within NMT’s discretion, records such as registers or ID passes may use an “Known As” reference where appropriate.
Learners must be made aware during induction that accurate identification is required to support safeguarding, equality and diversity commitments, funding compliance, learner records, and the integrity of assessment and examination procedures.

6.4 Enrolment Documentation and Agreement

The enrolment process must include completion of all required enrolment documentation, learner declarations, consent forms, privacy notices and programme agreements.
Enrolment documentation must be completed accurately and stored securely so that learner identity, programme registration, funding records and safeguarding information are reliable and auditable.
Parent/carer agreement / consent and contact information will be obtained where required, and information-sharing permissions will be recorded where appropriate to support safeguarding, welfare, learning support, progression and partnership working.

6.5 Safeguarding, Welfare and Support Information

Relevant safeguarding, welfare, medical, SEND and support information will be reviewed before enrolment is finalised to ensure appropriate arrangements are in place from the learner’s start date. Identity checks form part of NMT’s wider safeguarding approach and support safe access to programmes, premises, assessment and examination activity.
Where required, NMT will complete or update risk assessments, support plans, medical arrangements, medication storage arrangements, accessibility considerations or reasonable adjustments before confirming enrolment.
Information will be shared only with relevant employees or external professionals where there is a lawful basis and clear need to support the learner’s safety, wellbeing, learning or progression.

6.6 Funding, Commissioning and Statutory Requirements

Enrolment is subject to NMT confirming that the learner meets relevant funding, residency, eligibility, commissioning and statutory requirements. Accurate identification and ULN checks must be completed where relevant to support correct funding claims, learner records and qualification attribution.
Where an EHCP, local authority placement or commissioned arrangement applies, enrolment will only be confirmed once the required agreement, evidence or funding arrangements are in place.
NMT will retain appropriate evidence and enrolment records for audit, funding, regulatory, quality-assurance, safeguarding and data-protection purposes.
Where examination or assessment activity requires identity confirmation, learners may be required to present appropriate identification before entry or participation. If identity cannot be confirmed at the point of assessment or examination, NMT will follow the relevant centre, assessment or examination procedure to confirm the learner’s identity as soon as possible.

6.7 Confirmation, Delay or Withdrawal of Enrolment

Once enrolment is confirmed, NMT will confirm the learner’s start date, programme, site, timetable and any relevant induction, safeguarding or support arrangements. Learners will also be made aware of the Identification Policy during induction and how it applies to registration, ID passes, records, assessment and examination arrangements.
NMT may delay, decline or withdraw enrolment where required information is missing, eligibility cannot be confirmed, statutory or funding requirements are not met, risks cannot be safely managed, or the placement is no longer considered suitable or in the learner’s best interests.
Any decision to delay, decline or withdraw enrolment will be communicated clearly and recorded appropriately, with consideration given to safeguarding, duty of care, equality and data-protection requirements.

7.0 Withdrawal Principles

6.1 Learner or Parent/Carer-Initiated Withdrawal

Learners or parents/carers where appropriate, may request withdrawal from a programme. NMT will manage such requests respectfully and sensitively, with consideration of the learner’s safety, wellbeing and best interests.
Where appropriate, NMT will provide signposting to support safe and informed next steps.

6.2 NMT-Initiated Withdrawal

NMT may initiate withdrawal where continued participation in a programme is no longer safe, appropriate, viable or in the learner’s best interests. This may include safeguarding concerns, persistent non-attendance or disengagement, unmet support needs, behaviour or conduct concerns, statutory or funding requirements, or other circumstances affecting NMT’s ability to provide a safe and suitable placement.
Decisions will be informed by NMT’s duty of care, programme expectations, regulatory obligations and the learner’s individual circumstances.

6.3 Safeguarding and Duty of Care

All withdrawal decisions will prioritise the learner’s safety, wellbeing and best interests, in line with NMT’s safeguarding responsibilities and duty of care.
Decisions will take account of any safeguarding concerns, welfare needs, known risks, support requirements and the potential impact of ending the placement.
Where appropriate, NMT will work with parents/carers, referrers, local authorities or partner agencies to support safe and informed next steps.

6.4 Regulatory and Funding Obligations

NMT will meet all statutory, regulatory and funding-related obligations linked to learner withdrawal, including appropriate reporting, notification and record-keeping requirements.
Learners retain ownership of their learning portfolios and associated evidence; however, NMT may retain copies of key documents, records or evidence where required for regulatory, funding, audit, quality-assurance or safeguarding purposes, in line with data-protection legislation and NMT’s retention requirements.

8.0 Appeals and Complaints

6.1 Appeals

Applicants may appeal an admissions or enrolment decision where they believe that the policy, entry criteria or decision-making process has been applied incorrectly or unfairly.
Appeals will be considered fairly and impartially, in line with NMT’s Complaints and Appeals procedures, with the final decision made by NMT’s Admissions Panel and communicated clearly to the applicant.

6.2 Complaints about the Admissions Process

Applicants and learners may raise concerns or complaints about the admissions or enrolment process through NMT’s formal Complaints Procedure.
Complaints will be handled fairly, consistently and in accordance with NMT’s Complaints Policy.
NMT will aim to acknowledge admissions-related complaints within two working days and provide a response in line with the timescales set out in the Complaints Policy.

9.0 Data Protection and Confidentiality

Personal data relating to applicants and learners will be handled securely and confidentially, in line with data protection legislation.
Information will only be shared where there is a lawful basis, including for safeguarding, regulatory, funding, audit or legal purposes. Further details can be found in NMT’s GDPR, Data Protection and Confidentiality Policy.

10.0 Monitoring and Review

NMT will regularly monitor the implementation and effectiveness of this policy and review it in line with the agreed policy review cycle.
Reviews will consider local need, organisational practice, quality-assurance findings and any changes to legal, regulatory, safeguarding or funding requirements.

Implementation and Communication

NMT will make this policy available to all via:

Cintra People (HR platform)
POLICIES HUB SharePoint
NMT Website

NMT will inform all Employees of changes to this policy via:

All Employee email.
HR platform communication.
Weekly all Employee update communication.

Training on this policy will be provided at:

Area Manager Team Meetings
Further small group and/or individualised training as required.