Academic Advice
Student Advice Cyngor i Fyfyrwyr
Introduction This booklet provides information and advice on the policies and procedures you may need to follow during your time at Cardiff University. It is important to follow the relevant procedure properly so, if in doubt, get advice Student Advice is a free, confidential and independent service available to Cardiff University students. We are independent of the University and our role is to give you information and guidance. STUDENT ADVICE OPENING TIMES 3rd Floor, Students’ Union, Park Place Appointments (including telephone appointments) available Monday to Friday 09:00 - 17:00 Drop in, where you can speak to an Adviser for 10 minutes without an appointment -availability varies. Please check our website for times. Heath Park campus - Monday to Friday 09:00 - 17:00 - By appointment only
Or contact us: 029 20 781 410
Advice@Cardiff.ac.uk
cardiffstudents.com/advice
3. Extenuating Circumstances 5. Attendance and Engagement (Taught Students) 7. Interruption of Study 9. Academic Appeals 11. Student Conduct 14. Academic Misconduct 16. Fitness to Practise 18. University Complaints 20. University Review Procedure 21. Changing Course 22. Withdrawing from Study 23. Revision Tips
Please note: All information is correct as of January 2020, but the University may change regulations from time to time.
Extenuating Circumstances » If you experience personal circumstances, such as illness or bereavement, which disrupt your ability to study and perform as usual, you should report these to your Academic School under the Extenuating Circumstances Policy and Procedure.
What are Extenuating Circumstances? The University defines Extenuating Circumstances as those that are: » severe and exceptional; and » unforeseen or unavoidable; and » close in time to the Assessment, or where the student can demonstrate that the circumstances continued to have an impact on their academic performance in the Assessment. If you have any circumstances that are negatively impacting you and your ability to study as normal, Student Advice strongly advise you to report them at the time. If you wait and miss the Extenuating Circumstances deadline, your circumstances may not be accepted. Any information submitted will remain confidential, where possible, and will be considered with due sensitivity.
How to Report Extenuating Circumstances The rules state that you must report your circumstances to your School using the Extenuating Circumstances form. You must submit a new Extenuating Circumstances form for each assessment period.
you from engaging in your course. You will need to explain not only what has happened but also when it happened, when your assessments took place and spell out the effect it had on you and your ability to study as normal, e.g. lost study time, difficulty concentrating and/or retaining information. When explaining your circumstances, Student Advice recommend the following structure: • Explain what the issues are, when they started and if they are ongoing; • Explain how the circumstances have affected you (emotionally, physically and otherwise); • Explain exactly how this has affected your academic performance.
Self-Certification The University permits you to self-certify nonsubmission of coursework or non-attendance at exams. If you are unable to attend an examination you must telephone your School Office in advance to notify them of your circumstances. You can only self-certify • Before the assessment deadline or start of the exam; • For periods not in excess of 7 days;
• To request an extension, you must report before the submission deadline.
• For two occasions in an academic year. There must be at least 14 days between periods of self-certification.
• If you are reporting your Circumstances for consideration at the Examining Board, you must report by the Extenuating Circumstances deadline for your Programme.
If you attend an examination and become ill during the course of the examination, you cannot self-certify.
When writing your form, it is important to explain how your particular circumstances meet the definition above and how they have prevented
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Extension
Ongoing Circumstances
If you are given an extension, that will be deemed as the remedy. If your circumstances continue or worsen so that you feel the extension was insufficient, you will need to re-report your circumstances with appropriate evidence.
If you have personal circumstances that are affecting your studies over a long period of time, Student Advice recommend that you seek advice from The Disability and Dyslexia Service, who may be able to put adjustments in place to help you study. For ongoing mental health issues, you can speak to the University’s Mental Health Advisers.
Other Remedies The Exam Board can disregard the assessment(s) you have failed and allow you another 1st, 2nd or 3rd attempt (depending on what attempt you were on). If you pass the assessment, the module may be eligible for discounting from your degree classification. There are strict rules on discounting so please speak to Student Advice for further information. Where the Extenuating Circumstances relate to a protected characteristic, the Exam Board can offer an opportunity to repeat a passed assessment, with a view to improving your mark.
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You may also wish to take an Interruption of Study. For more information on how to do so, please contact Student Advice. Assume you fall within a protected characteristic. If you are unsure whether your circumstances would link to a protected characteristic, please seek advice from Student Advice. All reports will be treated sensitively, in confidence, and will only be made available to School staff directly involved in considering extenuating circumstances.
Attendance and Engagement (Taught Students) As a Cardiff University student you are expected to demonstrate that you are both attending study sessions and making satisfactory academic progress.
Non-Engagement with Programme
The University monitor your attendance by certain engagement points throughout the year. Some students may have programme specific requirements to adhere to but all students must within the first two weeks of the academic year:
• Do not complete enrolment; and/or
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Complete enrolment. This must be done every academic year;
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Collect your student card (except distance learning students);
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Pay your tuition fees or confirm details of your sponsor;
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Confirm your programme of study, including confirmation of your module choice.
In addition to this, taught students must
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Submit coursework;
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Engage with University IT systems. An absence of use for 14 days will be flag up in monitoring reports.
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Inform your School of any absence. For absences of over 14 days you should apply for an Interruption of Study or, if you are absent during a formal assessment period, you should submit an Extenuating Circumstances form to your School by the Extenuating Circumstances deadline.
Attend exams and class tests; Make contact with personal tutors at least once a semester;
If you: • Do not collect your student card; and/or • Are absent for more than 14 days, or for 5 consecutive engagement points as above, without an approved interruption of study; You should receive an email reminder. If you do not complete the process within 7 days of being reminded, the Academic Registrar or Head of School may temporarily or permanently exclude you. If you are not meeting the other required points of engagement you will be contacted via email by the Head of School. You may be invited to meet with a member of the School staff. The meeting will discuss your non-engagement and is your opportunity to explain why you have not been engaging. Student Advice can attend the meeting as support if you would like us to. If you do not comply with the request of the School after this meeting, you will be temporarily or permanently excluded, depending on the circumstances of your case.
Partial Engagement and/or Non-Satisfactory Academic Progress If you only partially engage and concerns are raised with the Head of School about your engagement, the Head of School will consider the evidence and decide whether your academic progress is unsatisfactory. If the Head of School decides that your academic progress is unsatisfactory, they will issue you with a formal written warning and initiate a period of monitoring. The warning should detail the requirements you need to complete to avoid
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being recommended for exclusion. It should also detail the support you will be offered and invite you to highlight any circumstances which might be having an adverse effect on your academic performance.
• you will be excluded temporarily for a specified period with a right to re-enter the programme at a defined point; or
The warning will remain in place for between 14 and 28 consecutive days. During this period, you will be required to obtain the signature of each tutor to demonstrate attendance.
If the Academic Engagement Panel decides to exclude you temporarily or permanently, you will be notified of the decision via email by the Head of School.
• there has been sufficient improvement in your engagement and no further action should be taken; or • there has been some improvement, but not sufficient for the warning of exclusion to be lifted. The period of warning may be extended for one further period, up to a maximum of 28 consecutive days. The overall period of warning should not exceed 56 consecutive days from the date of first formal warning; or • there has been insufficient improvement and that you should attend an Academic Engagement Panel to consider a formal recommendation for temporary or permanent exclusion. If you are required to attend a Panel hearing, Student Advice can help you prepare for and attend the meeting with you. The Academic Engagement Panel can decide that: • there will be no further action; or • there will be a period of extended monitoring; or
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• you will be excluded permanently from the programme.
Interruption of Study If you will be absent from your course for longer than 14 days, the University’s rules state that you must apply for an Interruption of Study. If you plan on being absent for 14 days or less, you do not need to apply for an Interruption but you do need to report your absence to your School and let them know the reason.
If your IoS is granted you will remain registered on your programme of study but your student record will be updated to show that you are not actively engaged with your course.
Grounds for an Interruption of Study
• limited access to Student Support and Wellbeing services,
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Ill health, mental or physical health concerns.
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Maternity/paternity/shared parental/ adoption leave.
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Sabbatical Officer – an Interruption of Study may be granted to a student who has been elected to a sabbatical post in the Students’ Union.
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Work experience, professional noncredit bearing placement, or internship. Students who are pursuing a programme with integrated placement learning opportunities will not be granted an Interruption of Study in order to obtain further work experience, unless there are exceptional circumstances. Students in the UK on a Tier 4 student visa cannot submit an application on this ground.
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Exceptional professional commitments (only applicable to part-time students) if a student is on a part-time, distance or blended learning programme, and where they have increased unforeseen work commitments which prevent them from studying. Study abroad: students who are pursuing programmes with integrated study abroad opportunities will not be granted an Interruption of Study in order to obtain further study abroad opportunities, unless there are exceptional circumstances.
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Compassionate grounds: for personal, family, or domestic circumstances.
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Exceptional financial hardship. Academic grounds, when this is in the student’s best interest.
During an approved IoS, you are permitted: • access to your university IT account (including email and SIMS),
• access to Careers and Employability service, • public access to libraries and University buildings. You are not permitted to: • attend programme sessions including lectures, seminars, laboratory sessions, and supervisory meetings; • access learning materials via Learning Central; • participate in formal assessments including taking formal examinations or submitting coursework; • depending on the length of interruption, remain in University accommodation. If you have to leave, your contract will be adjusted without penalty.
How to Apply Applications should be made through your SIMS account. You will normally need to provide independent evidence to support what you say. You should be informed of the outcome within 14 days.
Evidence for an Interruption of Study You will normally need to provide evidence to support what you say in your IoS application. Evidence should ideally be independent, such as a letter from a doctor or other professional. Some circumstances can be difficult to evidence
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so please speak to Student Advice if that applies to you.
Restrictions
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You cannot apply for an Interruption during a formal examination period. If circumstances are impacting your study during a formal examination period, you will need to report them using the Extenuating Circumstances Procedure.
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You are permitted a maximum of 12 months’ Interruption per programme of study. In exceptional circumstances, the Chair of the Academic Standards and Quality Committee may approve longer periods, provided they do not exceed 24 months in total.
Important Points to Consider • Your return date: This must fit with the delivery of your course. • Any time limits for completing your course: If in doubt, speak to your School. • Any Visa implications: If you are on a Tier 4 visa and apply for an Interruption, you may need to return to your home country and reapply for a new visa before your return to study date. For further advice, speak to the University’s International Student Support. • Financial implications: As a general rule, your student funding stops from the date you interrupt until the date you return. You will need to inform Student Finance, who will recalculate your funding and write to you about any overpayment. If you are interrupting for reasons of ill-health, your funding body will allow you to keep 60 days’ worth of Maintenance Loan and Grant to help cover the initial period. The University will not charge you tuition fees while you are on an IoS. For further advice on the full implications of an IoS you can contact the University’s Advice and Money Team • Council Tax: You will retain access to all Council Tax certificates which have been issued to you before you commence an interruption.
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Your accommodation: You are not usually allowed to stay in University halls of residence during your IoS, but this does depend on the length of your absence. If you are living in private rented accommodation you will likely be bound by the tenancy agreement. Please speak to Student Advice if you need further advice on this point.
Academic Appeals Cardiff University allows you to appeal any decision made by an Examining Board, including your grades, under the rules set out in the Academic Appeals Policy and Procedure.
your case fits under one of the three grounds above, your appeal will be rejected. If you are appealing on the grounds of error or irregularity, you must explain
These rules state that the grounds under which you can raise an appeal are limited to:
• what the error or irregularity was; and
• an arithmetical or other error of fact in the results issued following the decision of the Examining Board; and/or • an irregularity in the conduct of the assessment, the written instructions, or written advice relating to the assessment, where this can be shown to have had an adverse effect on the outcome and which was not known by the Examining Board at the time it considered your results, or which known to the Examining Board and where the Examining Board has made an unreasonable decision; and/or • any extenuating circumstances which can be shown to have had an adverse effect on your academic performance, which were unknown by the Examining Board and could not have been made known to the Examining Board by you before the School deadline, or which were known to the Examining Board and where the Examining Board has made an unreasonable decision. The University’s definition of extenuating circumstances is defined in the University’s Extenuating Circumstance Procedure.
• how it had an adverse effect on the outcome of the assessment; and • if known to the Examining Board, why their decision was unreasonable. If you are appealing on the grounds of extenuating circumstances, you will need to address two points: 1. Your circumstances • Explain your circumstances and explain how they meet the University’s definition of being severe and exceptional and unavoidable or unforeseen; and • Explain the chronology of your circumstances and include any key dates. If the circumstances were not close in time to the assessments you are appealing, you must explain how the circumstances continued to have an impact on your academic performance; and • Spell out exactly how the circumstances affected your ability to study and perform at your usual level. Did you lose time? Were you unable to concentrate or retain information? 2. Did you report them on time?
You have 28 days from the date of the email notifying you of your official result. The University will only accept late appeals if you evidence good reason for not submitting on time.
How to Write Your Appeal The Appeals Procedure is your opportunity to challenge the decision made by the Examining Board. It is essential that you clearly explain how you have an arguable case under one or more of the permitted grounds. If you do not show how
• If yes, you must explain whether the circumstances were accepted or rejected. If accepted, explain why the subsequent action taken by the Examining Board was unreasonable. If rejected, explain why the decision to reject was unreasonable. • If no, you must provide good reason why you could not have reported your circumstances on time. Make sure when you are writing your appeal that it is clear and easy to read and that you stick to the relevant points. Structure it so that each
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point is in a separate paragraph and linked to the relevant evidence. Don’t risk your points being lost in emotion or amongst too much irrelevant detail.
How to Appeal Log in to your SIMS account and click on the ‘manage/submit an appeal’ link. Complete the online form and include all of the evidence that you wish to be considered.
Providing Evidence Evidence should ideally be independent and support all elements of your argument. If you are appealing on the grounds of an irregularity, your evidence should support the irregularity and the negative impact on you. If you are appealing on the grounds of extenuating circumstances, your evidence should ideally confirm • The circumstances you explain; and • The impact on you and specifically your ability to study and perform at your usual level; and • Why you could not have reported the circumstances on time. For most cases of Extenuating Circumstances, evidence will be in the form of a letter from a doctor, counsellor or other medical professional or support service. If you are requesting a note as evidence make sure you explain that you ideally need confirmation of the circumstances, their professional opinion on the possible impact on your study and their professional opinion on whether the circumstances could have prevented you from reporting Extenuating Circumstances on time. Speak to Student Advice if you have any questions or concerns about evidencing your appeal.
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T he Appeal Process Once submitted, your appeal will be processed by Student Cases. A Student Cases Officer will assess whether or not you have permitted grounds to appeal and evidence to support what you say. If not, your appeal will be rejected. If you do have grounds and evidence your appeal will be accepted for consideration. You should be informed of this decision within 14 days. If accepted, the final decision should be made and communicated to you within 60 days of acceptance. If your appeal is rejected, or only partially upheld, and you feel your appeal was incorrectly processed or unreasonable, you can challenge the decision under the University Review Procedure.
Student Conduct Procedure As a Cardiff University student you are expected to behave as a representative of Cardiff University at all times. This is particularly important when you are engaging in activities directly linked to the University or Students’ Union, such as field work or sports or society events. It is important to be aware of what the University expects of you in terms of conduct because, if your behaviour is deemed to breach requirements, you could be investigated under the Student Conduct Procedure. The Student Conduct Procedure states that you must: • Be a representative of the University and act accordingly. • Comply with all other University procedures relating to conduct including IT, Library, and Finance Regulations. • Treat other people with dignity and respect. • Act responsibly, and be honest, considerate, respectful, and courteous towards others, respecting the safety and wellbeing of others on or off University premises. • Behave in a respectful manner towards others so that they do not feel that they are being harassed or bullied. • Ensure that you do not publish comments or images on websites or social media that might cause distress or offence to another person. • Avoid conduct which could amount to a criminal offence.
Raising a Concern If you would like to raise concerns about the conduct of another student, you will need to do so under the Student Complaint Procedure. If you report a concern which is investigated, you may be asked to meet with the Investigating Officer as a witness to the investigation. This should be dealt with as sensitively as possible and a Student Adviser can also attend the meeting to support you. You should be informed of the outcome of your complaint and also of any action taken that may impact on you. Anonymous complaints will only be accepted at the discretion of the Academic Registrar, where there is a compelling reason to do so and/or independent evidence to support the complaint.
Concerns raised about your conduct When an allegation is made, or a concern raised, about your behaviour that is deemed as requiring investigation, the Head of Student Cases will appoint an independent Investigating Officer to consider the case. When the investigation is complete, the Investigating Officer will submit their report to the Head of Student Cases, who can • Decide that no further action is required; • Decide that it is a minor concern and invite you to a disciplinary meeting; • Decide that it is a major concern and refer your case to a Student Conduct Panel.
• Report to the Student Cases team any serious offences which lead to police investigation, caution, conviction, or charge related to a relevant offence. The report should be made within 14 days. This is not an exhaustive list. If you are on a professional course, then any breach of the rules of conduct is likely to be referred for investigation under the Fitness to Practise Procedure.
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Housing Information November 2014 2.
Minor Concerns Where the concern is deemed minor, you will be invited to a disciplinary meeting with the Head of Student Cases. Following the meeting, the Head of Student Cases can impose 1 or more of the following: • No further action, • An offer of mediation or a restorative remedy to those who raised the complaint and the student(s) investigated, • An informal warning, • A formal warning to remain on your record for a specified time, • A written apology to a specified person or group, • A written reflection on the offence and its impact on the University community, • Required attendance at an educative workshop funded by you, • Payment for any identified damage to property or belongings, • A conduct agreement which if broken will result in referral to a Student Conduct Panel.
Major Concerns If it is deemed a major concern, you will be invited to attend a Student Conduct Panel. The
Student Conduct Panel should usually meet within 28 days of the decision to refer. The sanctions available to the panel are: • Any of the minor concern outcomes listed above; • Restricted access to University or Students’ Union premises or facilities, with the extent and duration of the restriction to be specified; • Temporary exclusion from the University, for a specified period; • Permanent exclusion from the University.
Suspension In cases where there are concerns for the safety of you, another student or the University community, the Academic Registrar will carry out a risk assessment and may suspend you.
Exclusion The Vice-Chancellor has the power to exclude immediately and permanently where it necessary to do so based on all the information available at the time. A Student Adviser can advise and support you through this process. Please let us know as soon as possible so that we can help you to prepare fully.
T hroughout the process we recommend that you: Apologise - That your behaviour has caused concern. Acknowledge the concern (or deny where appropriate) - Read the University’s Student Conduct Procedure and identify what you may have breached. Explain context and extenuating circumstances - Not to excuse any breach of the rules but to explain what was happening that could have affected your judgment. Reflect - What have you learned from this and what do you do differently now. Explain positive steps you have taken since - What have you done to address the concerns and prevent the behaviour being repeated? Conclude positively - How do you feel about your course and how important is it to you?
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Academic Misconduct (Taught Students) What is Academic Misconduct? Cardiff University defines Academic Misconduct as obtaining an unfair advantage or higher mark than you would otherwise secure, even if you did not intend to do so. Academic Misconduct can include:
Examination Misconduct This can include but is not limited to; • Bringing any unauthorised material into an examination • Opening the question paper or writing in your answer book before the exam has started;
Plagiarism
• Trying to continue writing once you have been told to stop;
This is submitting words or ideas of another without acknowledging them as such and includes directly copying work and not referencing it properly.
• Taking in notes or electronic devices on you that are not permitted (including mobile phones, or pre-programmable calculators) even if this is done by mistake;
Self Plagiarism
• Talking to other students.
This includes using all or any part of your own work that has been previously submitted as part of the current programme or another programme of study. Turnitin will pick up on any work that has been put through Turnitin previously, even if by another university, and any work available online.
Dishonesty
Collusion
Breach of Rule or Protocols
Collusion takes place when work that has been done with others is submitted and passed off as solely the work of one person. Where one student has helped another and allowed their work to be seen, both can be penalised for collusion.
Investigation Meeting
Using an External Writing Service This refers to the use of essay banks, essay mills, ghost writers, thesis writing services and where a student uses work written by another in place of their own writing.
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This is where information or actions are not true or authentic or where there is deliberate deception. This could include the fabrication or false manipulation of data or falsely representing the ideas of others.
All students conducting research must familiarise themselves with the relevant codes of practice and adhere to them.
For all concerns about Academic Misconduct, you will be invited to attend an investigatory meeting with the Academic Misconduct Coordinator from your School. This is not a meeting to be anxious about. After the meeting, you should be sent a written record and you have 7 days to respond with your comments. Student Advice strongly advise to submit a statement at this stage. In the meeting and in your statement we recommend that you cover:
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Reflection - on the importance of Academic Integrity.
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Apology- if your work has breached the Academic Integrity rules.
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Intent - Did you intend to gain an unfair advantage? If not, what happened?
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Context - Explain how you produced the work. Show that you understand it and point out if and where you have attempted to reference. Note if you reached out for help from a staff member.
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Benefit - If the allegation is upheld, how much advantage would you have gained from the academic misconduct?
Academic Integrity Panel If your case is referred to an Academic Integrity Panel, you should be given at least 14 days’ notice of the hearing. The Panel is made up of 3 members of academic staff outside of your School. You must reply within 7 days if you intend to attend and submit a statement and any evidence you want to be considered before the panel date. Student Advice can help you prepare and can attend to support and represent you. If the Panel find that the allegation of Academic Misconduct is substantiated, they may
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Mitigation - Is this your 1st assignment of this type? Did you miss, or were you not offered, study skills training? Is English your second language?
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• Require your attendance at study skills sessions and advise of consequences of any further concerns (the study skills session may be provided online instead);
Extenuating Circumstances - was anything affecting you when you were writing the assignment/going into the exam?
• Issue a formal reprimand;
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Impact - Explain if a penalty will have additional impact on you, such as delaying graduation, or if you will be withdrawn because this was your final attempt.
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Conclusion - How are you going to prevent this from happening again?
• In exceptional circumstances, where the mitigating circumstances warrant this, you may be permitted a further attempt at the assessment with the mark to be either uncapped or capped;
The written record and your statement will then be sent to the Chair of the Exam Board, who can; • Dismiss the concern; • Require your attendance at study skills sessions and advise of consequences of any future concerns (the study skills session may be provided online instead); • Award a mark of 0 for the assessment; • Award a mark of 0 for the module; • Refer to the University Academic Integrity Panel. This would be when the case is considered very serious or there has been an allegation of Academic Misconduct before.
• Award a mark of 0 for the assessment component or module;
• Require you to be reassessed in a module or unit of study before progression or completion of your programme of study; • Recommend to the Academic Registrar that you are excluded temporarily for a specified period of up to 1 academic year; • Recommend to the Vice-Chancellor a reduction of the degree result by 1 level/class; • Recommend to the Vice-Chancellor that you are excluded from the programme, from University study, and from all future examinations for a fixed number of years or permanently; • Recommend to Awards and Progress Committee and Senate that the award of the degree be rescinded.
• Refer you to other University procedures if relevant.
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F itness to Practise If you are enrolled on a course which leads to professional registration you must: • Ensure your behaviour is professional on placement, in University and in your personal life;
If the University has concerns about your Fitness to Practise you will be invited to attend an investigatory meeting. After the meeting you should be sent a written record and asked to confirm its accuracy. We strongly advise that you are accompanied by Student Advice and submit a statement at this stage.
• Ensure you remain mentally and physically fit and seek support if your health deteriorates or impacts on your ability to study or engage with placement activities.
In the meeting and in your statement we recommend that you:
The following are examples of circumstances that might trigger an investigation.
• A criminal offence including any caution, reprimand, or ongoing investigation;
• Acknowledge the concern (or deny where appropriate) - explain your understanding of why your fitness to practise has been called into question. Read the University’s Fitness to Practise Procedure and the Codes of Conduct for your profession. Refer to the relevant parts and identify what you may have breached.
• Any physical, verbal, racial or sexual abuse, discrimination, harassment or bullying of any other student, member of the public, or member of the University community;
• Explain context and extenuating circumstances –not to excuse any breach of the rules but to explain what was happening at the time that could have affected your judgment.
• Publication of inappropriate information, comments, or images, including on social media platforms;
• Reflect - What have you learned from this and what do you do differently now.
• Substance, alcohol, or drug misuse;
• Physical or mental health conditions which cause a concern regarding fitness to practise, for example a failure to follow medical or support service advice;
• Apologise – that your behaviour has caused concern.
• Explain positive steps you have taken since – What have you done to address the concerns and prevent the behaviour being repeated.
• Breaching confidentiality;
• Conclude – how do you feel about your course and the profession, how important is this to you?
• Breaching the expected conduct and behaviour specified by the relevant professional body.
Your statement and the written record of the meeting will be sent to the Head of School, who can • Dismiss the concern, • Refer the concern to a School Committee,
You must immediately report to your Head of School something has happened that might call into question your Fitness to Practise, or that of another student.
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• Refer the concern to a University Committee. If your case is referred to a Fitness to Practise Committee, please let Student Advice know as soon as possible. We can help you prepare for the hearing, and attend and represent you.
School Committee The purpose of the Committee is to provide an independent panel to consider the evidence which has been identified by the Investigating Officer and to provide you with the opportunity to respond. Student Advice can help you prepare your response and attend the committee with you to support you and/or represent you. Advice and support is also available from most professional unions. A School Committee may take 1 or more of the following decisions: • Dismiss the concern; • Issue an informal warning; • Issue a formal warning for a specified length of time to be kept on your file and to be taken into account in any future proceedings; • Require you to attend internal or external support sessions;
• Withdraw you from your programme of study and allow a transfer to a non-professional programme of study (subject to the admission requirements of that alternative programme of study); • Exclude you from the programme and the University.
Suspension In some cases, where there are serious concerns, a student might be suspended from placement and/or attending university to ensure the safety of others, including patients. This can be at any time during the process. Student Advice is a confidential service and independent of the University. If you have concerns about Fitness to Practise you can talk to an Adviser in confidence before you contact the University. Student Advice can also support and advise you through the Fitness to Practise Process.
• Require you to write a reflective account supported by a member of staff; • Require you to develop and complete an action plan supported by a member of staff; • Require you to be monitored by the Occupational Health Service and continue on the programme with support; • Require you to take an Interruption of Study for a specified period of time; • Refer to the University Committee
University Committee A case will be referred to a University Committee if the concern is very serious or if there has been a previous Fitness to Practise decision. A University Committee can: • Suspend you for a specified period of time; • Require you to re-sit part(s) of your programme of study, where this is possible within the regulations; • Require you to engage with specified supportive measures for the remainder of your programme of study; • Any action which the Committee considers to be appropriate to give you an opportunity to successfully complete the programme;
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University Complaints What Can You Complain About?
You can submit a complaint if you feel you have suffered a detriment, dissatisfaction, or disadvantage due to: • The alleged action(s) of a member of staff; • The alleged action(s) of a student; • Bullying, harassment, discrimination, or sexual violence from someone in the University community; • Irregularities in the delivery of a programme of study; • The quality of or access to supervision; • Issues with your placement or your placement year; • The quality of facilities, services, or learning resources. You must submit your complaint within 28 days of the issue arising, or the last occurrence if it is ongoing. You must also complain within 28 days of leaving the University. If you miss the deadline, the University will only look at your complaint if you provide and evidence good reason why you were not able to meet it.
How to Complain All complaints must be submitted using the University’s complaint form. When writing your complaint, it is important to be clear and concise. Detail your complaint in chronological order and put each point you are making in a separate paragraph. While you may want to express how the University has made you feel in this instance, it is important not to lose the essence of your complaint in emotion. We advise the following structure: • Outline what the issues are, when they started and whether they are ongoing; • Provide a clear and concise timeline of events; • Outline what your expectations and the responsibilities of the University were;
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• Explain how you believe the University has failed in those obligations; • Explain what the impact of this failure has been for you, emotionally, physically, mentally, financially and otherwise. How have you suffered detriment, dissatisfaction or disadvantage? • Explain what remedy you would like to rectify the situation. You will need to attach all relevant evidence to support what you say. Relevant evidence may include: • University documentation e.g. student handbook, programme information; • Correspondence: note that emails and letters must show the date on which they were sent and details of the sender and recipient; • Medical evidence; • Witness statements which have been signed and dated; • Reports by a third party e.g. police report or letter from a counsellor; • Financial information; • Offer of a place to study at Cardiff University; • Any other information relevant to the issue being raised. The University does not accept covert recordings as evidence to support your complaint. The University usually expects you to submit your complaint to the Complaints Administrator for your School. If your complaint is about the Head of School or the Complaints Administrator for your School, you should submit to the Complaints Administrator for your College instead
T he Complaints Process The Complaints Administrator should contact you within 14 days of receiving your complaint and may: • Dismiss your complaint as not justified; • Seek further information; • Provide an explanation or further information in response to your complaint; • Identify a suggested solution; • Offer an apology; • Offer mediation and/or restorative approaches; • Refer for consideration under a different University procedure; • Refer to the Formal Investigation Stage (Stage 2). When you receive the complaint outcome from the Administrator you must respond within 14 days to confirm if you are satisfied or not. Your complaint will be closed if you do not respond. If you are not satisfied with outcome, it will be escalated to Stage 2 (Formal). If escalated to Stage 2, the Administrator will refer your complaint to Student Cases. Student Cases will assess your complaint within 7 days and may:
complaint. The Investigating Officer should advise you of the likely timescales in your case. When the report is finished it will be sent, along with all evidence, to the Academic Registrar for consideration. The Academic Registrar should inform Student Cases of the outcome within 14 days of the investigation being completed. Student Cases will then send you a letter which should include: • The decision; • A clear explanation of the decision and, if appropriate, any remedy; • What support is available; • Information on how to take the complaint to the University Review Stage if you are dissatisfied. Student Advice can advise throughout the complaints process and attend any meetings with you.
• Dismiss the complaint as not justified; • Offer mediation or restorative approach; • Request further information, clarification, or evidence; • Commence a formal investigation; • Refer complaint for investigation under the appropriate University Procedure, such as Staff Disciplinary Procedures, Student Conduct Procedures or Financial Regulations Tuition Fee Policy. If your complaint proceeds to a formal investigation, the Academic Registrar will refer it to an Investigating Officer and inform you of the referral. The Investigating Office will gather information and evidence and compile a formal complaint report. They may ask to meet with you and any other parties relevant to the
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University Review Procedure » This can be used by every student who has received a formal decision under a procedure which confirms access to the Review Procedure If you are unhappy with a decision made by the University under its policies and procedures, you can request a review of that decision within 14 days of receiving it but only if you have one of the following grounds: • Procedural irregularity, i.e. the process described to reach the original decision was not followed; • The decision and/or remedy was unreasonable and not supported by the facts of the case; • There is new information or evidence that could not have been made available at the time when your original case was considered. In order to request a review, you must • Write to the Head of Student Cases at studentcases@cardiff.ac.uk within 14 days of receiving the decision you want reviewed. Requests outside of this deadline will only be considered if you can explain and evidence why it was not possible or reasonable for you to meet it. • Explain clearly in your email what ground(s) you are requesting a review under. • Explain how you have an arguable case under that ground: • What was the irregularity and what did it cause in your case? • What decision/remedy was unreasonable? Why was it unreasonable and how did that unreasonableness affect you? • What is the new information? Why could it not have been made available before and what difference does that new information make? • Provide evidence to support what you say. Evidence should ideally be independent and support all elements of your argument. If, for example, you are requesting a review because there was an irregularity in University Procedure, your evidence should support the irregularity and the negative impact on you.
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Please let Student Advice know if you are struggling to think of anything. The Head of Student Cases will then decide if your request for review is eligible for consideration and should inform you of this decision within 7 days. If you do not give one of the permitted grounds and/or do not present an arguable case and/or do not provide evidence, the review request may be rejected; It is essential that you explain your grounds and argument clearly and concisely and provide the best evidence you are able to get. If your request is deemed eligible for review it will be passed to a Senior Officer/Academic who is independent of your School. The Senior Officer/Academic can then decide to » Dismiss the review and uphold the original decision; or » Refer the case back to the original decision maker where a ground is upheld; or » Make another decision permitted by University Regulation, Policy or Procedure. You should be informed of this decision within 28 days of formal consideration. Student Advice can review your review request before you submit it.
Changing Course » If you are unsure about your programme of study, you might want to consider changing course. In year transfer
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Financial implications - you will need to inform Student Finance or other funding body and a change of programme may affect your entitlement to funding, especially after your first year. Speak to the University’s Advice & Money Team for further advice.
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Visa implications - If you are an international student on a Tier 4 visa you should seek advice from International Student Support before requesting a programme transfer.
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Your accommodation - You will need to leave University Residences if you leave the University. If you are renting privately, you will normally be required to pay for the duration of the agreement or find someone to replace you if you want to leave.
You can only usually transfer to a different course at Cardiff University within the first 2 weeks of term.
Deferred transfer After the first 2 weeks, you will usually have to wait and start the new course in the following academic year. You will then have to decide whether you want to continue with your current course in the meantime.
How to Transfer In both cases you will need to approach the contact listed for the programme you want to transfer to, to see if they have space for you and if you meet the entry requirements. Contact details are available in the online prospectus. Some programmes will allow you to transfer with no formal application, some require you to have an interview with the School and/or you may be asked to apply through UCAS. If all Schools involved agree to the transfer, you must apply online through your SIMS account. Your application then needs to be formally approved. If you are considering transferring to a different university you should contact them to ask about their transfer policy. You will most likely have to make a new UCAS application.
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Housing Information November 2014 2.
Withdrawing from Study Withdrawing from study is a big decision that can have financial and academic consequences. Before withdrawing from study, we recommend that you consider all your options and get advice to understand the implications of any decision you make.
Advice • Student Advice can discuss your options with you and advise you through the process you choose to follow. • Your Personal Tutor or Research Supervisor can discuss any concerns you may have about your course. • Advice & Money is a University team that can advise on the implications for your student loan, funding and bursaries, and finances. • International Student Support can advise international students on any visa implications.
Other Options Withdrawing is a permanent change. If you want to return to study you will have to re-apply to University, and there is no guarantee that you will be granted a place. Other possible options may be:
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Changing course - If you want to withdraw because you are unhappy with your course, you may be able to request a transfer.
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Interruption of Study (IoS) - This can give you up to 12 months away from University, while remaining a student and keeping your place on your course.
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Extenuating Circumstances - If there are difficult personal circumstances that are affecting you, you can report those to the University using the Extenuating Circumstances Procedure.
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Adjustments & Exam Arrangements If you are affected by a long term health condition, are unable to sit your exams in Cardiff, or there is any other reason for you wanting to withdraw from study, then speak to Student Advice. The University has an obligation to put reasonable adjustments in
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place for students who manage long term health conditions, and we can advise you if you are having difficulty getting what you need. If you have considered the above information and decided that you definitely want to withdraw from study, then you must formally notify the University through SIMS online.
After you Withdraw • The University will notify all relevant Schools and administrative offices within the University. They will also notify sponsors, UK Visas and Immigration and the Student Loans Company within 10 days of your withdrawal. • If you live in University residences, you will be released from your contract and you only pay rent until the day you hand in your keys or when you withdraw on SIMS, whichever is later. • If you live in a shared house, you will normally be bound by the contract and may need to find a replacement if you do not want to carry on paying rent for the length of the tenancy. • You will not be exempt from Council Tax after withdrawing. • You must return your ID card. • You must return all University library books, pay any outstanding fines or debts.
Revision T ips » Here are 8 winning tips that will help you score better marks in your exams. Decide what you are going to revise » For short answer exams, you may need to revise the entire syllabus, but for essay exams, it may be a better use of time to learn fewer topics, but in much greater detail. Take guidance from university staff and friends, and revise strategically.
Make a plan » M aking a good plan is a really effective way of saving time in the long run. Plans help you stay on track, remain focused and make you feel good when you stick to them. You might want to display your plan on your wall, and consider pdf calendar print outs which you can annotate. Plans ensure you cover all the material that you want to, track progress, and stop you wasting time deciding what to cover each time you start work.
F ind what works for you
skip meals to save time, or you may feel too stressed to eat. Your performance can decrease drastically if you don’t eat enough, so try to ensure you have regular meals.
Regular Exercise » Taking regular breaks to do some exercise will act as an effective rest for your brain and could help you retain information better. Exercise is also shown to support mental health and is vital for good physical health. Take regular breaks and do something active, and aim to do something active every day.
Take a break » Take regular breaks away from your desk. Get up and walk around the room or library, have a cup of tea, get some fresh air, and don’t feel guilty.
Sleep
» Consider many methods for revision, such as; post-its and mind maps, re-writing notes, flashcards, past papers, and discussing revision with friends. There is an element of trial and error to find the method that works best for you.
» There is no need to revise all night if you have planned ahead, and stuck to your plan. Most adults need 7 - 9 hours of sleep every day and getting enough sleep is vital to ensuring that you can perform at your best. When you go to bed, switch your phone to airplane mode, and try not to think about revision.
Eat Healthily
Stay calm and be positive
» What we eat affects both our mental and physical health. Did you know that most of the bodies serotonin is made in the gut? It is no surprise that to perform at your best through revision periods, you have to make sure that you eat a well-balanced diet, and feed your brain. It may be tempting to
» Try and embrace the challenge and excitement that exam season brings. If you have a bad day, don’t let it affect how you perform the next day. Be nice to your housemates and mindful that everyone is probably feeling stressed. Good luck, and make the use of these top tips.
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