Part II — Becoming an Affiliated School
Chapter 6 — Application Process
Chapter 6
Application Process
The application process is administrative, but its requirements are
formal. An application that is incomplete, that misstates the
position, or that relies on material that cannot be verified will
be rejected or returned. This chapter sets out what must be
submitted, in what form, and how it will be handled.
6.1 Overview
6.1.1
Applications for affiliation are submitted to WEQSC through
the online application form at wise.weqsc.org/apply.
6.1.2
Applications are accepted on a rolling basis. There is no
application window and no application fee.
6.1.3
The application comprises six sections, a programme mapping
statement, and a package of supporting documents. All
sections must be completed and all documents submitted before
the application is considered complete.
6.1.4
Where an applicant is uncertain how to complete any part of
the application, it may request assistance from the
Admissions Office at affiliation@weqsc.org. Assistance is
procedural only and does not constitute advice on eligibility
or on the merits of the application.
6.2 Application Package
6.2.1
The application package comprises:
- Section A — Institution identification and contact details
- Section B — Physical infrastructure declaration
- Section C — Staffing declaration
- Section D — Financial declaration
- Section E — Governance declaration
- Section F — Affiliation level and programme mapping
- Supporting documents, as listed in Section 6.9
6.2.2
Each section must be completed in the English language. Where
an original document is in another language, a certified
English translation must be provided together with the
original.
6.2.3
Documents must be provided in PDF format. Photographs must be
provided in JPEG or PNG format. Documents in other formats
will not be accepted.
6.3 Section A — Institution Identification
6.3.1
Section A requires the following information: the legal name
of the school; any trading name; the jurisdiction of
registration; the date of establishment; the registered
address; the address of the premises from which the
affiliation is to operate; the institutional email address
and telephone number; and the name, position, and contact
details of the senior officer authorised to submit the
application.
6.3.2
Where the school operates under more than one name, the
legal name must be given first, and any trading name must
be identified as such.
6.3.3
The senior officer named in Section A must have authority
to bind the school in respect of its affiliation
obligations. Where the applicant is not that officer, a
written authorisation signed by the officer must be
attached.
6.4 Section B — Physical Infrastructure Declaration
6.4.1
Section B requires a declaration, in respect of each of the
premises from which the affiliation is to operate, of: the
number and dimensions of classrooms; the capacity of each
classroom; the presence and size of a library or resource
centre; the presence and type of sanitation facilities; the
number of working days per academic year; and the number of
instruction hours per day.
6.4.2
Where affiliation at ISCED Level 3 is sought, Section B
additionally requires a declaration of the presence, size,
and equipment inventory of the Physics, Chemistry, and
Biology laboratories, together with a photograph of each
laboratory.
6.4.3
A declaration under this section must be signed by the
senior officer. A false declaration is a material
misrepresentation for the purposes of Section 6.14.
6.5 Section C — Staffing Declaration
6.5.1
Section C requires a declaration of each teacher employed or
committed to be employed by the Effective Date, specifying
for each: name; subjects taught; highest qualification held,
with the institution and year of award; teaching
qualification held, if any; and years of teaching experience.
6.5.2
The declaration must state the aggregate student-to-teacher
ratio for the classes proposed for affiliation.
6.5.3
The declaration must state whether any teacher has been the
subject of a disciplinary finding by any regulatory authority
in the preceding five years. Where such a finding exists,
particulars must be provided.
6.6 Section D — Financial Declaration
6.6.1
Section D requires the attachment of audited financial
statements for the two most recent completed financial years,
prepared by an auditor independent of the school.
6.6.2
The declaration must state: the aggregate annual revenue of
the school for each of the two years; the aggregate annual
expenditure; the balance of reserves at the close of each
year; and the aggregate annual value of any subsidy,
endowment, or grant received from any source.
6.6.3
The declaration must state whether, in the preceding three
years, the school has defaulted on any financial obligation
owed to employees, suppliers, or public authorities, beyond
thirty days from the due date. Where such default exists,
particulars must be provided, together with evidence of
resolution.
6.7 Section E — Governance Declaration
6.7.1
Section E requires the name, position, and qualification of
the senior officer; the composition of the governing body,
where one exists; and the identity of any person holding a
controlling interest in the school.
6.7.2
The declaration must state whether the school, or any person
holding a controlling interest in it, is or has been the
subject of any investigation or regulatory sanction in any
jurisdiction in respect of examination malpractice,
credential fraud, or harm to students. Where such matter
exists, particulars must be provided.
6.7.3
The declaration must state whether the school has written
policies in respect of admission, discipline, grievance,
and fee structure, and must attach each such policy.
6.8 Section F — Affiliation Level and Programme Mapping
6.8.1
Section F requires the applicant to state the ISCED level
or levels at which affiliation is sought — Level 2 only, or
Levels 2 and 3.
6.8.2
Where affiliation at ISCED Level 3 is sought, the applicant
must state which of the three streams it will offer, and
must provide the Programme Mapping statement required under
Chapter 4.
6.8.3
Where the school's class structure does not correspond to the
standard mapping in Chapter 4, Section 4.3, the applicant
must propose an equivalent mapping and provide reasons for
it.
6.9 Supporting Documents
6.9.1
The following documents must be attached to every
application, in PDF format.
| # | Document | Notes |
|---|
| 1 | Certificate of legal registration | Current, with jurisdiction of issuance |
| 2 | Operating licence or permit | Where required by jurisdiction |
| 3 | Proof of premises | Ownership deed or lease with ≥3 years remaining |
| 4 | Audited financial statements (2 years) | Independent auditor |
| 5 | Fire safety certificate | Where issued by jurisdiction |
| 6 | Photographs of premises | Classrooms, library, sanitation, laboratories |
| 7 | Teacher credential file | Degree certificates, teaching qualifications |
| 8 | Written policies | Admission, discipline, grievance, fee structure |
| 9 | Governance document | Board composition or equivalent |
| 10 | Programme Mapping statement | Where Class structure is non-standard |
| 11 | Curriculum outline | Current curriculum for classes proposed |
| 12 | Local Education Authority statement | Evidence of no current sanction |
6.9.2
WEQSC reserves the right to require additional documents
where the application raises a matter requiring further
evidence. Any such requirement will be communicated in
writing and will specify the reason for it.
6.10 Submission
6.10.1
The completed application, together with all supporting
documents, must be submitted through the online form at
wise.weqsc.org/apply. Applications submitted by other means
will not be processed.
6.10.2
Upon successful submission, the applicant will receive an
automated acknowledgment containing a unique application
reference number. That reference must be quoted in all
subsequent correspondence.
6.10.3
An application is deemed received on the date of the
acknowledgment, not on the date of commencement of
completion.
6.11 Completeness Review
6.11.1
Within ten business days of acknowledgment, WEQSC conducts
a completeness review to determine whether all sections
have been completed and all supporting documents submitted.
6.11.2
Where the application is complete, the applicant will
receive a notification of acceptance for substantive review.
Substantive review then proceeds under Chapter 7.
6.11.3
Where the application is incomplete, WEQSC will issue a
Request for Additional Information (RAI), specifying what
is missing and by what date it must be provided.
6.12 Request for Additional Information
6.12.1
An RAI specifies: each missing item; the reason the item is
required; the date by which it must be provided, ordinarily
ten business days from the date of the RAI; and the
consequence of failure to provide it.
6.12.2
An applicant may request a single extension of the RAI
period of up to ten further business days. Extensions are
granted at WEQSC's discretion and are ordinarily granted
where the applicant provides a reasonable explanation.
6.12.3
Where an applicant fails to respond to an RAI within the
period allowed, the application is treated as withdrawn.
No refund of any fee is payable, and no fee has been
charged to this point.
6.12.4
An applicant whose application is treated as withdrawn may
submit a fresh application at any time.
6.13 Withdrawal by the Applicant
6.13.1
An applicant may withdraw its application at any time before
the issue of an approval or rejection letter, by written
notice to WEQSC quoting the application reference number.
6.13.2
Withdrawal is without prejudice to any future application.
6.13.3
Where an applicant withdraws after the commencement of a
site inspection, WEQSC may recover the reasonable costs of
inspection already incurred.
6.14 False Information and Misrepresentation
6.14.1
The applicant certifies, by submitting the application,
that all information provided is true, complete, and not
misleading in any material respect.
6.14.2
Where WEQSC discovers that an application contains a
material misrepresentation, WEQSC may, without prejudice to
any other right: reject the application; withdraw any
approval already granted; terminate any affiliation that
has come into effect; and disqualify the applicant from
re-application for a period of not less than two years.
6.14.3
A misrepresentation is material if it could reasonably have
affected the decision to approve or reject the application.
Non-disclosure of a disqualifying factor under Chapter 5 is
material.
6.15 No Application Fee
6.15.1
WEQSC does not charge any fee for the submission or
processing of an application for affiliation.
6.15.2
Fees become payable only upon approval, as set out in
Chapter 7 and Chapter 14. The absence of an application fee
does not relieve the applicant of the obligation to provide
truthful and complete information.
Further Resources
- Online application form —
wise.weqsc.org/apply
- Documentary requirements —
wise.weqsc.org/apply/documents
- Request for Additional Information (template) —
wise.weqsc.org/forms/rai
- Admissions enquiries —
affiliation@weqsc.org