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Admission of students aged under 18 years policy

1. Introduction

1.1 Occasionally Birkbeck, University of London (hereafter abbreviated to ‘the University’ or ‘Birkbeck’) admits students who are under the age of 18 years. In most cases, this will be a very temporary situation, as the student will be approaching their 18th birthday. Birkbeck treats all its students as independent, mature individuals, and students who are under the age of 18 years will be treated in the same way.

1.2 The University recognises that the Equality Act 2010 requires it to ensure that it does not unlawfully discriminate against individuals on the basis of age, including individuals who are under 18. However, the University also acknowledges that anyone under the age of 18 living in England is legally a child and may therefore have additional needs in relation to their support and welfare.

1.3 This Policy outlines how the University will ensure that it meets these legal obligations. Admission of any student under 18 years of age must be carried out in line with the requirements of this policy.

2. Admissions

2.1 Applications from individuals who will be under 18 at the point of admission will be treated in accordance with the University’s Admissions Policy. (Note: The University does not admit students under 16 years old. Under the terms of the Student visa licence the university can only sponsor applicants aged 16 years or above). The point of admission is defined as 1 October for programmes which commence in the Autumn term. Our programmes which commence in Spring and Summer term only admit postgraduate students who will be at least 18 years of age.

2.2 Applications from individuals who require Student visa sponsorship will have an earlier date to ensure that UK Visas and Immigrations compliance requirements are met. For these students. The point of admission is defined as 1 October for programmes which commence in the Autumn term.

2.3 Any special arrangements put in place to support and safeguard the welfare of young students will cease to apply when they reach the age of 18.

3. Faculty and School responsibilities

3.1 Academic schools admitting students under the age of 18 are required to:

  • 3.1.1 identify a named member of staff in the School who will have responsibility as the personal tutor for each student under 18 in the School
  • 3.1.2 remind all staff of the offence of abuse of position of trust under the Sexual Offences (Amendment) Act 2000
  • 3.1.3. ensure that students under 18 meet with their personal tutor on at least a monthly basis in term time and maintain regular e-mail contact out of term time (this establishes ‘substantial contact’ over and above the contact such a student has with other members of staff in the School).
  • 3.1.4 ensure that the personal tutor for such students has undergone and passed Disclosure Barring Service (DBS) checks at ‘enhanced’ level (this may be arranged through the Human Resources Department).
  • 3.1.5 ensure that the personal tutor has undertaken basic NSPCC child protection awareness training.

3.2 Any other persons expected to have substantial contact with such students should also obtain DBS clearance at ‘enhanced’ level.

4. Parental responsibilities

4.1 The University is not able to take on the usual rights, responsibilities, and authority that parents have in relation to a child, and it will not act in loco parentis in relation to students who are under the age of 18 years. It is a condition of admission to the University that the parent, guardian or other person with parental responsibility of any student who is under the age of 18 years confirms, prior to their admission, by signing and returning the enclosed proforma, their acceptance of the arrangements set out in this document.

4.2 If the parent(s) of a student aged under 18 is/are not resident in the UK, it will be necessary for them to appoint a guardian residing in the UK and to provide details for this person and their informed consent to their acting in this capacity. Being a guardian involves carrying out the tasks and responsibilities of the parent(s) as delegated by the child’s parents. It is a private arrangement between the parent(s) and the guardian. The University is unable to assist parents in finding a suitable guardian, but in the case of difficulty in this regard, a list of accredited agencies may be obtained from the Association of Educational Guardians for International Students (AEGIS). Failure to appoint a guardian residing in the UK may delay students’ enrolment or prevent students from enrolling.

4.3 As a student who is under the age of 18 years may not be able to enter into legal contracts, the University requires a student’s parents or other persons with parental responsibility to honour all obligations under any contracts with the College that the student enters into prior to their 18th birthday. By signing the enclosed proforma, the parent agrees to this.

4.4 It is the University’s usual policy that it deals with students and not with parents, and this approach will also apply to students who are under the age of 18 years. The University will, therefore, correspond with students, not parents.

4.5 Students under the age of 18 still have the right under the Data Protection Act for information about them not to be disclosed without their consent to other persons, including their parents, without their specific written consent. In situations where there is an immediate and demonstrable risk to the student’s safety or that of others, the University will seek the student’s consent before sharing information with third parties. However, if urgent third-party involvement is necessary to protect the student’s vital interests, the University may disclose information without prior consent.

5. Relationships with staff

5.1 Under the Sexual Offences (Amendment) Act 2000, it is a criminal offence for any person in a position of trust (which may include members of Birkbeck staff) to engage in sexual activity with someone who is under 18 years.

6. Student services

6.1 The University provides an extensive range of services to its students regardless of age, including: Academic Skills, Careers Service, Student Support and Wellbeing Services, Funding Advice Service, and Student Centre. The University does not normally provide any specific support services or facilities for students under the age of 18. Where one-to-one meetings are held with individual students in the context of student services and support, at least one named member of staff in each service area will have undergone and passed DBS checks at ‘enhanced’ level.

7. Child protection

7.1 As a matter of law in England, a person under the age of 18 in years is a child. The University has a responsibility to protect those under the age of 18 years from abuse and will report any suspicions or allegations of abuse of children to the appropriate authorities (Police, Social Services officer). Any such suspicions or allegations will be reported to the Safeguarding Team through ASK and a Safeguarding Officer will contact the appropriate authorities and the student to offer support.

8. Field trips

8.1 Programmes may involve compulsory or optional field trips, excursions, or other periods of study away from the University. The University is not able to take any additional responsibility for a student who is under the age of 18 years in relation to such activities. Unless indicated otherwise, by signing the enclosed proforma, parents give consent for the student to take part in these activities on that basis.

9. Study materials

9.1 Programmes may require students to view films or videos as part of their studies. Where a student under the age of 18 is to be shown a film with a BBFC classification of 18, acceptance of an offer of a place at the University will be deemed to constitute consent to this.

10. Alcohol

10.1 It is illegal for alcohol to be sold to or bought by students who are under the age of 18 years. The University will take reasonable steps to seek to ensure that the law is not broken in relation to licensed premises under the University’s control but cannot undertake to supervise any individual student.

11. Emergency contact

11.1 The University has a duty of care towards all its students and staff. In the case of students who are under the age of 18 years, this duty is enhanced, as such students are considered to be children in terms of UK law. In order to ensure that its duty of care towards such students is properly fulfilled, the university recognises the importance of collecting and maintaining emergency contact information, and of alerting them when there is serious concern for a student’s safety.

12. Procedures

12.1 The Executive Dean or nominee is responsible for ensuring the appropriate procedure is followed in full, by delegating the tasks specified in the procedures to appropriate staff within their School.

12.2 Where an offer of admission to the University is to be made to any applicant who will be under the age of 18 years at the point of admission, Registry will send a letter to the student enclosing a form of consent for the signature of the parent or guardian of the applicant, together with a copy of this document. The letter containing the offer of admission will make it clear that any such offer is conditional upon the form of consent being signed and returned to the Admissions Office. The Registry will monitor such forms and will only confirm the offer of admission once it has been signed and returned.

12.3 On receipt of the completed form, the Admissions Team will lodge the original copy in the student’s file in compliance with the Data Protection Act.

12.4 The School Administration Team is responsible for ensuring that enrolled students have been allocated a Personal Tutor who is qualified to work with students aged under 18 as per point 3.1 above.

Policy review

  • Created: March 2013
  • Latest update: October 2026
  • Date of next review: 2030-31 academic year
  • Owner: Head of Student Wellbeing
  • SLT owner: DVC Education and Student Experience
  • Committee oversight: Education and Student Experience Committee for Academic Board