UNDERGRADUATE STUDENTS ONLY USE THIS FORM



UNIVERSITY OF CAMBRIDGEACCESS TO LEARNING FUND 2015/16GRADUATE APPLICATIONS: GUIDANCE NOTESImportantPlease read the guidance notes below carefully before completing and submitting the form.Your application may not be considered if you do not answer all the appropriate sections and attach copies of all relevant, specified documents. General Information and Application Procedure1.Access to Learning Fund: purpose and scopeThe Access to Learning Fund (ALF), a non-repayable discretionary fund, made up by funds provided by the University. The primary purpose of the Fund is to relieve financial hardship that might impact on a student's participation in higher education, including: assisting those who need extra financial help to meet particular costs which are not already being met from statutory (or other) sources of funding; meeting specific course and living costs, other than tuition fee costs, which are not already met from other sources; providing emergency payments for unexpected crises; and, intervening in cases where a student may be considering leaving higher education because of financial problems. 2.EligibilityThe ALF is there to help any eligible student who can demonstrate a particular financial need according to the guidance previously defined by the Department for Business, Innovation & Skills (BIS), but the University cannot always meet all of the costs that might be applied for and awards will usually cover only part of the student's additional need. Full-time undergraduate students are eligible. Also eligible are: full-time and part-time students on a postgraduate course that is a minimum of 1 year, providing that part-time postgraduate students are studying at least 50% per academic year (for courses starting before 1 September 2012) and 25% per each academic year (for courses starting on or after 1 September 2012) of a full-time equivalent course.The ALF is for ‘Home’ students, EU students and overseas students. 3.Priority groups for helpInstitutions are expected by the university to give priority to the following: students with children (especially lone parents); disabled students (especially where the Disabled Students’ Allowances (DSAs) are unable to meet particular costs and the institution has no legal responsibility to do so); students who are self-funding. 4.Who should use this formUse this form if you are a research (PhD), MPhil, MSc, MLitt, MSt, MEd, or LLM student. (If you are taking a PGCE, Part III Maths, MSci or MEng, or if you are a Clinical Medic, or Veterinary Student, or are on the Cambridge Graduate Course in Medicine use the UNDERGRADUATE form.) 5.General rules for the FundGraduate Students must be able to demonstrate that they made realistic financial provision to fund their full course of study (i.e. to cover tuition fees, course costs, and living costs); students in general are thus expected to have funds available for their course as guaranteed on any Financial Undertaking Form submitted to the University. Where students have clearly not made realistic provision, a payment from the Fund may not be appropriate. The Fund should not be expected to provide help with core living costs and administrators are hence required to assume a Notional Postgraduate Income (NPI) that is indicative of adequate and proper provision having been made; it is assumed that such income will be derived from a number of sources – e.g. earnings, partner’s earnings, savings, loans (e.g. Professional & Career Development Loan, or other forms of professional development loan), overdrafts, etc. 6. PhD students in the 10th term and beyondIf students have not submitted within the period of their funding, they are considered to have ‘overrun’ for the purposes of this scheme even though they may be within their ‘submission deadline’.Students who have been in receipt of a research council maintenance stipend or studentship are expected to have made some provision from their studentships for any costs incurred through over-running.As the income to the ALF has decreased in recent years and the fund has been opened up to all students (including Overseas) from 2015/6, the fund can no longer normally be used as a main source of funding for a fourth year and beyond. The Committee will only contemplate cases of acute emergency or cases where an exceptional academic case is made to justify delays to the PhD and the need for the student to remain in Cambridge to complete writing up.In some cases, students should consider applying for ‘Leave to Work Away’ in order to return home for the writing up period so that they do not face the high cost of living in Cambridge, especially when dependents are involved.Taught Students must not claim beyond the end of their course and research students must not claim after they have submitted their thesis. 7. How grants will be assessedApplications will be treated either as a ‘standard’ or a ‘non-standard’ claim; the assessment process is designed to identify students who have particular financial needs and those who are in unforeseen financial difficulty, respectively. The overall objective previously set by BIS and the university is that most of the available funding should be directed towards students with a low income and those who have exceptionally high course-related costs.Standard awards are those made to help with the general costs of being a student. Standard assessments operate in a largely formulaic way, comparing level of income against level of expenditure; if the latter is higher, the student is viewed as having an ‘additional need’. ALF administrators have some discretion to determine how much or what percentage of this additional need can be met, in the light of the needs of other students and of the ALF budget at their disposal. Grants will be paid only to applicants who show a net annual deficit, at a percentage of that deficit which has yet to be fixed, up to a maximum sum. The percentage of deficit awarded ranges, typically, from 50%-80%, with the university priority groups receiving the highest levels of support.In arriving at the level of income that is assessed, the starting point is the notional postgraduate income (NPI), which will be applied to all full-time postgraduate applicants. The student’s net income, and any net income from a partner (including civil partner) or spouse, over and above the NPI will also be taken into account (the partner’s essential expenditure should be stated in full to balance this). Applicants should note, however, that income from certain sources will be disregarded in whole or in part, according to BIS directives.Assessment calculations are based on the number of weeks the student applying will be in residence. Under the university common assessment process, standardised rates are adopted for assumed income. The Fund should not be expected to provide help with core living costs and administrators are hence required to assume a Notional Postgraduate Income (NPI) as set by the Graduate Admissions Office as a condition of admission (?12, 250 for 2015/6). It is assumed that such income will be derived from a number of sources – e.g. grants/scholarships, earnings, partner’s earnings, savings, loans (e.g. Professional & Career Development Loan), overdraft facilities, etc. Non-standard awards are assessed on an individual basis and are typically made to students who face exceptional costs, unforeseen/unforeseeable financial hardship, or emergency situations. Students who are about to withdraw from HE for financial reasons can also be assessed on this basis, especially where they do not show additional need under the standard assessment process. Institutions are expected to award the minimum amount required to allow the student to continue their course. In addition, expenditure not fully met through the Disabled Students' Allowance or other statutory support can be considered. This includes, for example, the cost of a diagnostic assessment for Dyslexia or other specific learning difficulty (SpLD), provided that the assessment is undertaken by an Educational Psychologist approved by the Disability Resource Centre. Applications will be subject to means testing, in accordance with previously defined BIS guidelines; these allow institutions discretion to carry out an income assessment in order to establish that a student is facing financial hardship prior to making an award. 8.When to applyStudents may apply throughout the academical year, but they should note that most of the ALF will have been distributed by the middle of Easter Term. Applications will be accepted until 30 June 2016 or when funds are exhausted, whichever is sooner. Students may apply more than once during the year (submitting a new application form each time), but usually only where their circumstances have materially changed, or where they are applying for exceptional support. The level of any additional award will take into account the amount awarded previously. Awards from the Fund are usually non-repayable. ALF awards may, however, affect entitlement to state and other benefits.9.How to complete the formPlease answer all questions truthfully, fully and accurately by printing clearly in black ink and by ticking the appropriate boxes. If in doubt about how to complete the form, consult your Tutor. This form should be returned to your Tutor for checking and counter-signature. NB: Research Students in their 10th term or beyond should note that an additional declaration by their Supervisor (or Head of Department) is required in Section 7. Completed forms should be forwarded to the Scholarships & Funding Administrator, Fees & Funding Section, Student Registry, 4 Mill Lane, Cambridge CB2 1RZ. 10.Evidence required from applicantsThe following documentary evidence should be submitted with each application, as appropriate:Evidence of funding from a sponsor/ research council, OR the Financial Undertaking Form, as submitted to the Student Registry/Board of Graduate Studies (self-funding students);Evidence of costs claimed in Section 6(b), where specified (e.g. childcare). Rent/tenancy agreement (if accommodation is NOT University/College-owned) or evidence of mortgageYour Tutor may ask to see other supporting documents, in line with university recommendations, before signing the declaration: bank statements; assessment notices for benefits or tax credits, where appropriate; evidence of savings or other income, or evidence to show that you have applied for other sources of income available; evidence of rent (if private/non-college) or mortgage; if necessary, proof that you meet the residency requirements. ALF administrators may also request for this information to be supplied, in order to carry out the assessment.11.Decisions and paymentsApplications will ordinarily be assessed, decisions made and payments made within 4 working weeks of receipt, provided that the form has been fully and accurately completed. Decisions will normally be notified to your Senior Tutor's office within this timescale above; your Tutor should be able to inform you of the outcome of your application shortly thereafter. Awards will be paid in a single instalment and by cheque, which will be sent to your Senior Tutor’s office.12.AdministrationThe ALF is administered centrally under the supervision of the University Council's Committee on the Access to Learning Fund, which consists of representatives from the Senior Tutors' and Graduate Tutors' Committees, CUSU and the Graduate Union. If you are dissatisfied with the outcome of your application and believe that there has been a miscalculation or misunderstanding of the figures you have provided, you should initially discuss the matter with your Tutor before contacting the ALF Administrator. The ALF Administrator will seek to resolve cases of disagreement through discussion with college tutorial staff, and if necessary through consultation with the Chairman of the Committee, whose decision shall be final. ALF AdministratorStudent Registry4 Mill LaneCambridge CB2 1RZUNIVERSITY OF CAMBRIDGEACCESS TO LEARNING FUND 2015/16GRADUATE APPLICATION FORMOffice use only:RECEIVED IN STUDENT REGISTRY:SURNAME:__________________________________ COLLEGE ______________HUSID CUFS SUPPLIER - Section 1 to Clerk? HOME’? ALF – GSUNIVERSITY OF CAMBRIDGEACCESS TO LEARNING FUND 2015/16GRADUATE APPLICATION FORM1. Personal Details – to be completed by all studentsUniversity Student Number(to be entered by College)Title - Mr / Mrs / Miss / Ms / Other ………….Surname …...............................................................…(or family name)First names ......……........................................GenderM / F Date of birth (DD/MM/YY) ………/….……/.….……Age in years on 1/10/2015 .........…College ......…….......................................................................... Email ......................@cam.ac.ukIs this your first application to the ALF for the 2015/16 academic year?Yes / No2. Course Details – to be completed by all studentsGraduate Student: Research (e.g. PhD, MSc, MLitt)Graduate Student: 1-2 year course (e.g. MPhil)Other Postgraduate Student (e.g. LLM)Number of Terms already completed at 1 October 2015Weeks in residence this academic year / Length of course(If you are about to submit your thesis, calculate the weeks from 1 October 2015 until the expected submission date.)5239Other(Please specify)Degree/Course (as appropriate) .………………………….……………………………………….……….……. Faculty/Dept. ……………….…………………………..……………….Are you studying part-time?Y / NStart date of course (DD/MM/YY) ……......…/..…..………/.……..........…Year of study- 1- 2- 3- 4 – Other(Please state year:)3(a). Special Personal CircumstancesPlease tick if:Live with a partner or spouseYour partner, or other adult, is financially dependent on youGive full financial details in Section 4 Give name & date of birth below.You have any dependent childrenPlease indicate how many –& give details below.DependantsIf you have any children or adults who are financially dependent on you please give details here.Full nameDate of birth (DD/MM/YY)Gender ( M / F )Tutor’s comments:3(b). Disability/Special Medical NeedsDo you have a disability (including a long-term health condition, mental health condition or specific learning difficulty such as dyslexia)?Yes / NoHave you applied for the Disabled Students’ Allowances (DSAs)?Yes / NoDo you wish to apply for assistance to help pay for specialist equipment or other support not covered by the DSAs, or to help with the cost of a diagnostic assessment (e.g. dyslexia or other specific learning difficulty)?Yes / NoIf yes, give details of what your DSA currently covers and what additional support you are requesting. For a diagnostic assessment, state type, name of the DRC-approved educational psychologist and amount applied for:4. Student’s Income – if you are a Self-Funding Student go straight to Section 5Research Council Grant or other major award this academic year ?p.a.Total other sponsorship/scholarships/awards this academic year ?p.a.(include ALL college or University grants and awards; exclude travel grants)Please give details:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Net earnings, savings, and private income this academic year?(include income from capital investments, trusts, subletting, supervising, demonstrating or other part-time employment etc.)Professional & Career Development Loan?Child Benefit?Contributions from parents/ guardians/partner/families?Child Support Maintenance?Child/Working Tax Credit (per week)?Disabled Students’ Allowances?State benefits & support (per week)?Partner’s income(e.g. Income Support / Jobseekers’ Allowance / Pension Credit)- Net earnings?- Other income?Any other income (Specify below)?Total?____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Once completed go straight to Section 65. Self-Funding Students onlyIf your circumstances have not changed since you gave your financial guarantee for admission you will be assessed purely on maintenance costs. It will be assumed that you have funds to meet your fees.Calculation of your basic financial guarantee:Basic maintenance (BGS rates for 9, 10 ,11 or 12-mth courses)* ?p.a.University fees payable?p.a.College fees payable for this academic year ?p.a.Total financial guaranteeTOTAL?p.a.* These are the minimum sums estimated by the Board of Graduate Studies. Additional provision is expected for accompanying dependants (see BGS website for details).Have your circumstances changed since you gave a financial guarantee to the University/your college?Yes /No- If NO, complete column 1 below giving your current income- If YES, complete columns 1 and 2 below- Column 1 must show how you expected to meet your total financial guarantee as calculated aboveColumn 1Column 2Income for the academic year 2015/16:(to cover both fees and maintenance)Income to meet financial guarantee (as above)Actual Income (if as a result of a change in circumstance)Grants/Scholarships/Sponsorships??Loans??Family/Partner/Friends??Capital (if used to meet guarantee)??Private Income??Other (please specify) ________________??___________________________________Total Income??Other Capital (Give total amount of savings or capital - exclude any capital already shown above)?Reason for change in financial position:Tutor’s comments:6. Expenditure – to be completed by all students6. (a) RentRent per week ?(Do NOT include Kitchen Fixed Charge or meal ticket costs)Total rent for period claimed (from 1 Oct. 2015) ?Mortgage per month ?Type of accommodationC / P(College-owned or Private)Address: ______________________________________________________________________________________________________________________If you have moved (or your rent has increased) during the academical year 2015-16 give details of your previous accommodation (or rent) so that an average rent for the year can be calculated:-Date of move/rent increase: ______________________________________ Previous Rent per week?Type of accommodationC / P(College-owned or Private)Address: ______________________________________________________________________________________________________________________6. (b) Additional ExpenditurePlease give details for any claim made. Any claims allowed will be added to your expenditure total.Exceptional Travel CostsYou may claim for travel costs to Cambridge and your permanent home where they exceed ?200 per annum. Give details:For Office UseDestination _________________________________________ ?No of return trips (max. 3) _______ Cost per trip ?__________Childcare CostsGive full details, and append documentary evidence, of costs incurred on registered/approved childcare, or informal childcare. If you have children living with a former partner, you may claim for costs associated with visits/weekend or holiday care, depending on level of contact/care.For Office Use ?CarYou may claim ?550 towards the up-keep of a car if it is strictly necessary for health reasons, or if you have children. Please state reason for claim:Amount Claimed?Other Exceptional CostsGive full details, and append relevant documentary evidence, of any other exceptional costs. (Please include here details of your partner’s essential expenditure, or Child Support Maintenance, if relevant.)For Office Use?7. Additional Information: 10th term Research StudentsResearch students who have completed more than 9 terms (3 years) of research MUST complete this section fully. When were you registered as a Graduate Student? (Term from which registered by the Board of Graduate Studies)Michaelmas / Lent / EasterCircle as appropriateYearWhen were you registered for a PhD? (Term from which registered by the Board of Graduate Studies)Michaelmas / Lent / EasterCircle as appropriateYearNo. of terms of PhD already completed at 1 October 2015?When do you expect to submit? (DD/MM/YYYY) ………. / ……..…. / ……….…..Why have you over-run?:Please provide full details of your actual or estimated income for each year (past and current) of postgraduate study:-Source of incomeYear 1From:To:Year 2From:To:Year 3From:To:Year 4From:To:Year 5From:To:Research Council fundingDept./Faculty fundingCollege grants/loans/waiversGovt. hardship fundsOther grants/scholarshipsOther loansSavings/personal fundsSpouse’s earningsFamily supportState benefitsOther incomeTOTALSupervisor’s (or Head of Department’s) Comments & DeclarationPlease comment in particular on: reasons for over-run; expected date of submission; departmental or other funding available to the applicant, whether applied for, awarded or likely to be awarded. I declare that the funding and registration information stated by the applicant on this form is to the best of my knowledge correct, and I certify that the applicant’s proposed plans for completion are realistic and have my approval.Signed __________________________________________ Date ____________________Title & Name (please print) ___________________________________________________________Position/Dept. ___________________________________ Email ________@_________________8. Further InformationState briefly why you are in financial difficulty and why you believe your situation to be exceptional and to merit additional support (continue on separate sheet if necessary):9. Declarations – to be completed by all students and their college tutorThe ALF Administrator does not require documentary evidence other than that specifically requested above (e.g. financial guarantee or undertaking; evidence of childcare costs for Section 6(b); evidence of rent (if private/non-college tenancy), or mortgage. Your Tutor may, however, ask to see other supporting documents before signing the declaration below. In line with previously defined BIS guidelines and university recommendations, you should be prepared to provide the following, if necessary, in order for your Tutor to counter-sign your application: bank statements; the assessment notices for any benefits or tax credits, where appropriate; evidence of savings or other income, or evidence to show that you have applied for other sources of income; evidence of childcare costs (if claimed).I certify that to the best of my knowledge, I meet the following conditions:(Please tick ALL the relevant boxes, at least one from each Section)SECTION A:i) I am a UK national/British citizenii) I am an EU studentiii) I am an overseas student( continued on next page )PART B:I confirm that I am supporting the child(ren) named in Section 3I confirm that I am not living with a spouse/partner (if relevant)I confirm that I am registered & in attendance on the course stated in Section 2I declare that the information I have given on this form is correct and complete to the best of my knowledge, and accurately reflects my financial circumstances. I understand that giving false information will automatically disqualify my application and may lead to the instigation of disciplinary proceedings. I further undertake to repay any grants or awards obtained by me as a result.Signed ___________________________________________ Date _____________________NB: The University of Cambridge is a data controller in terms of the Data Protection Act 1998. The data provided here will be treated in strictest confidence and will only be disclosed to staff of the University and colleges administering the scheme. The data will be used solely for the administration of access funds, for statistical purposes and electronic records keeping; the data may be submitted to the BIS & University for auditing purposes. Formal enquiries should be directed to: data.protection@admin.cam.ac.uk.Tutor’s Declaration (The ALF Administrator requires only the documentary evidence indicated above. Tutors may, at their discretion, wish to see other supporting documents before signing the declaration below.)Comments:I declare that the information given on this form is correct and reflects the student’s financial circumstances to the best of my knowledge.Signed __________________________________________________________ Date ___________________________Title & Name (Please Print) _____________________________________ Email __ _ @ _____________College Administrator:Phone: Email:College Stamp - to confirm that the form has been checked and signed, and that the student is registered for the course stated in Section 2For Office UseForm CheckedData EnteredDate120925 ................
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