Non-Academic Conditions for Offer Holders

Important Deadlines to Meet Before Starting your Course

By 8 June 2025

• Health Declaration form
• Immunisation form
• Non-Academic Conditions form (MSc Sport and Exercise Medicine or MSc Advanced Manipulative Physiotherapy offer holders only, see below for further information)

By 1 January 2026 (prior to commencing the Clinical Placement Module)

• Evidence of a satisfactory Disclosure and Barring Service (DBS) check
• Registration with the Health and Care Professions Council (HCPC) or General Medical Council (GMC).

While we acknowledge that gathering this information can take time, it is essential that these forms are submitted prior to the start of the clinically-based elements of your programme of study (this is due to mandatory requirements surrounding clinical practice in the UK). If you have any questions or queries about these requirements, please contact our admissions team.

Please note that if any of these conditions remain outstanding by 1st January 2026, it will be necessary to transfer you to a non-clinical programme, or you may need to undertake your clinical placement outside the UK.

Non-Academic Conditions Form for 2025/26

If you hold an offer to study MSc Sport and Exercise Medicine or MSc Advanced Manipulative Physiotherapy, please review and complete the non-academic conditions form below. You will need to upload the completed form to your admissions portal. This step ensures that all relevant offer holders are aware of the non-academic conditions for the upcoming academic year.

Health Declaration Form (Pre-Course Health Declaration Questionnaire)

• Applicants are to create an account with Kay Medical (please see the following section on how to create an account.) From here you can complete your Health Declaration Form.
• You will be responsible for disclosing your requested medical information to the Occupational Health service.
• The information you disclose in this Health Declaration Form (Pre-Course Health Declaration Questionnaire) will remain confidential to the Occupational Health service and will be used only to assess your fitness for your proposed course or to advise on any reasonable adjustments that may be made by the University for medical conditions and/or disabilities.
• The answers to the questionnaire will also help to ensure that your training will not place yourself or others’ health at risk; and will determine, in terms of fitness, if you would be able to fulfil the requirements of your regulatory body upon graduation.
• You may recieve a call from the Occupational Health service to explore your suitability for engagement with your chosen course.
• The Occupational Health service will give an opinion about your fitness for the course, including any proposed reasonable adjustments to the Admissions Office. The information you give will be stored on the dedicated Occupational Health electronic record system and will be treated in strictest confidence by the Occupational Health service in compliance with data protection law, unless explicit consent is given for further disclosure. In accordance with Data Protection Regulations, you may have access to your records at any reasonable time. If you require a copy of any part of your record, this will only be supplied upon written request.
• You will not be able to attend a clinical placement until Occupational Health has assessed your suitability, based on the information you have provided. This means that you will not be able to achieve the mandatory learning outcomes and will be unable to progress through your course.

How to create an account with Kay Medical

All offer holders will be required to register for an account with the University’s Occupational Health provider - Kays Medical and complete on-line health declaration and immunisation form.

Accuracy is very important so please double check your details before you submit your registration. Kays Medical will be unable to progress your status if this information is not accurate.

To register for your Occupational Health account, follow this link to Kays Medical. On the webpage use the “Register here” link and the invite code of  "universityofbirmingham” and then “Submit” and complete the registration form.

You will be required to provide the following details EXACTLY AS STATED IN YOUR OFFER LETTER:

• First name / surname
• University ID number (use the “Employee number” box)
• Course of Study / Programme Title (use the “Job title” box)

You will also be asked to add the following information:

• Date of birth
• Mobile phone number*
• Personal email
• Personal Address**

*The mobile number is used for account activation purposes (via SMS). If you are unable to access a mobile phone, please enter a landline and at the Activation Code page select “Send Activation Email” instead.

** For the address, please insert the University postcode B15 2TT and “Lookup Address” and select “University of Birmingham”

You will also need to set a password for your account.

Once you have created your account, please logout and wait for an email from Kays Medical with a link and activation code to access the questionnaire. After you have received this email, the questionnaire can also be accessed via the portal and saved partially filled in for later completion if required.

If you have completed a health declaration form which requires further investigation, Kays will be in touch to discuss the next steps.

The deadline for undergraduates to register with Kays Medical and completing the online forms is 8 June 2025. For those on PG programmes please refer to your specific programme application deadline for returning the forms. 

If you have any concerns – please email OH@Kaysmedical.com or call 0151 317 7392. Please ensure you use the details above in any communication so your records can be identified.

Immunisation History Record

• All healthcare students are expected to be immunised for personal and/or public protection and provide relevant information on their health and immunisation status.
• Students are expected to commence a full course of Hepatitis B vaccinations. Following this, a Hepatitis B Surface Antibody blood test is also advised. Applicants should note that the complete Hepatitis B vaccination course can take up to 7 months to complete, and that non-completion may impact the ability to attend clinical placements as part of teaching. It is therefore highly recommended that applicants start to receive their initial Hepatitis B vaccinations as soon as a conditional offer is received. It is recommended that all applicants start the vaccination process as soon as possible as placements can start very early at the start of your training.
• In most cases a GP will not administer vaccinations prior to starting on a healthcare programme. However, vaccinations can be obtained from some travel clinics/pharmacies.
• The Immunisation Form (please see the Kay Medical website) must be sent to Occupational Health by the required submission date (above). Please send the form even if you have not completed the required vaccinations or are still in the process of receiving them. Your GP should be able to provide a printout of your health record to assist you with this. Please send copies of documentary evidence—do not send originals. We strongly recommend that you retain all completed forms for your own records.
• Once you have started on your programme of study, you will be assessed by the Occupational Health service on your vaccination status, and a risk assessment for attendance on placements will be made available to your chosen course. When you are assessed, the Occupational Health practitioner will explain your vaccination options to you, and this will include opting out of receiving them as no vaccines are mandatory for healthcare workers. If you choose to do this, you will be advised of any potential risks to you and your patients, and what actions you need to take to minimise these; a report will also be provided to your programme of study.
• Please note that vaccination requirements may change in the future as advised by the Department for Health and Social Care, and you will be notified if this happens.

Reimbursement of cost of vaccines

Vaccinations that take place as part of Kay medical will be financially covered, any vaccinations completed outside of Kay medical won’t be financially covered by the University of Birmingham.

Disclosure and Barring Service (DBS)- to be completed by the 1 January 2026

Healthcare students embarking on their academic journey often find themselves in settings where they interact closely with vulnerable individuals. Completing a Disclosure and Barring Service (DBS) check is essential for these students to ensure they meet the necessary safety standards and regulations. The DBS check provides insight into an individual's criminal record, safeguarding both patients and the reputation of healthcare institutions. For students pursuing careers in fields such as physiotherapy and medicine, a DBS check is not just a requirement but a testament to their commitment to professionalism and ethical practice. It's a crucial step towards fostering trust and ensuring the highest level of care delivery within the healthcare sector.

• Complete the application.

HCPC/GMC- to be completed by 1 January 2026

For international students working clinically and for the clinical practice module in the UK, registration with the regulatory bodies the Health and Care Professions Council (HCPC) for physiotherapists, and the General Medical Council (GMC) for Doctors is required. Please note, it can take up to 6 months to have registration approved with the HCPC/GMC. We strongly recommend you start your application as soon as possible.

The Health Care Professional Council- HCPC

The HCPC oversees and regulates health and care professions, ensuring professionals meet high standards of education, training, and conduct.

• HCPC website

The General Medical Council-GMC

The GMC regulates medical education and practice, ensuring doctors in the UK meet the necessary standards to deliver safe and effective care.

• GMC website