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Reference Writing and Provision of Data Policy
Reference Writing and Provision of Data Policy
This policy applies to all School References and Subject References produced for the purposes of Higher Education and Further Education applications and associated ancillary applications such as applications for Halls of Residence and Scholarships. In this policy "references" refers to the above types of reference.
student entitlement
student entitlement
A School reference will be created for every student prior to leaving year 13 at Island School. This reference will be dated as at the last date of school (if not issued to institutions for applications purposes prior to this date) and will be available for students to request that the school provide them to institutions as part of applications to Higher Education and Further Education institutions and for associated ancillary applications.
Students are entitled to a reference for up to 11 university applications. Where required, the school will amend, adjust or create a reference so that it is coordinated with the courses to which a student is applying.
island school reference writing approach
island school reference writing approach
The references provided by the school will seek to present the best aspects of a student as demonstrated throughout a student's academic and community life within the student's time at Island School, with the emphasis and examples used taking into account a student's course, Higher or Further Educational aspirations and constraints of the particular application system.
confidentiality
confidentiality
All references are treated as confidential and will be only be provided directly to the institution/application system (eg UCAS) to which the student is making a Higher Education or Further Education application or associated ancillary application. In cases where this confidentiality is not available, the school reserves the right to limit comments made in a reference to those as a matter of factual record.
In this way, the school's references maintain an integrity with the institutions receiving them as they will be aware that the reference is made honestly and candidly.
student responsibilities in the reference writing and application process
student responsibilities in the reference writing and application process
All higher education applications are to be processed by the Higher Education Counsellors in the Island School Higher Education (HE) Office. In order to ensure efficient processing of applications, the School will supply references and school transcripts, and complete the school's part of the application process*, on condition that students abide by the following rules:
You may apply up to 11 universities. This is in accordance with an ESF-wide school policy.
You must complete the HEAS Form properly and get it signed by your parent/guardian and reference writer. You must submit it IN PERSON to the designated HE office staffmember by the deadline specified or AT LEAST 3 SCHOOL WEEKS (whichever is the earlier) before the application/supplementary document deadline and also complete the Gateway HE module indicating your intent to apply to the specified universities.If the HE Office is required to send any documents by post/email to the universities, you must supply addressed envelopes/email addresses with clear indication of what needs to be sent included.
Copies of certificates/exam results must be certified as true copies by the School’s Exam Office and must be supplied to the HE Office as certified documents. The School cannot guarantee that your requests will be processed on time if you fail to meet any of the above requirements.
You verify by signing the form that your applications are solely prepared and composed by you, the student.
The School reserves the right to refuse requests which are deemed to make unreasonable demands on members of the staff.
*It is the responsibility of the student to complete their part of an application and to submit it by the institution's deadline.
Data protection and authorisation of provision of personal data to third parties
Data protection and authorisation of provision of personal data to third parties
This policy is subject to the ESF Foundation-wide school guidance on Personal Data Handling and the Hong Kong Personal Data Protection Ordinance
Your signature and your parent's signature on the HEAS form is deemed authorisation for the school to provide documents from the school to third parties.
Policy reviewed and revised September 2022
Page updated
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