The nitty gritty

WHO TO INFORM IF YOU…

Intend to withdraw/interrupt your programme of study

Are sick or need to be absent from a teaching session or an exam There are many services available for advice, including Student Support and Success, the Student Union and Registry, and you are strongly advised to speak to your programme leader or Student Support and Success Advisor.

Contact your Programme Adminstrator. If your absence is because of Covid, please also report this via the appropriate form on the intranet.

Intend to change your programme

Intend to change your mode of attendance, eg full-time to part-time

Intend to change one or more modules

Intend to transfer to another institution

Require support for your study/exams

Require proof of student status (for Council Tax exemption where applicable, a bank account, etc)

Want to withdraw from University-managed accommodation

Want to report the misconduct of or harassment by a student or staff member To discuss your options, contact the Programme Leader for your current programme and for the programme you want to transfer to. Contact Registry to make a formal application

Contact your Programme Leader or Registry to discuss the implications and the application process

Contact your Programme Administrator

Contact Registry

Contact Student Support and Success (studentservices@winchester.ac.uk)

Print a Certificate of Student Status from ‘My Record’ on University Intranet

Contact Student Housing (housing@winchester.ac.uk)

Email report@winchester.ac.uk

Have questions about covid safety or preparations Email safety@winchester.ac.uk

Need to speak to someone about your circumstances in relation to covid, including regarding self-isolation upon arrival from countries with quarantine requirements Email student.advice@winchester.ac.uk

Change your term-time and/or home address Update your address yourself on ‘My Record’ on the University Intranet

Change your name/gender/personal details (original proof required for some changes) Contact Registry (registry.enquiries@winchester.ac.uk)

DATA SHARING

There may be occasions where information the University of Winchester holds on you will need to be shared between its own departments. When the University needs to do this it will always rely upon the lawful bases set out in the General Data Protection Regulation 2016 and the Data Protection Act 2018. No sensitive personal data will be routinely transferred between University departments.

POLICIES, GUIDELINES AND REGULATIONS

You are expected to read all relevant polices, guidelines and regulations. A full range of University policies, guidelines and regulations, including the Terms and Conditions, can be found on the external website: https://www.winchester.ac.uk/aboutus/leadership-and-governance/policies-andprocedures/

Below is a list of some of the key documents:

• Academic Appeals Regulations, Form and Guidance • Academic Engagement Dashboard Policy • Academic Misconduct Policy • Academic Regulations for Taught Programmes •Academic Regulations for Postgraduate Research Programmes •Accessible and Inclusive Learning Policy •Assessment Regulations •Award and Classification Rules and Credit Framework Summary •Complaints Policy •Conduct Policy for Students Disciplinary Procedures for Students •Distance Learning Policy •Equality and Diversity Policy •Exam Regulations •External Examiners of Taught Programmes Policy and Procedures •Gender Identity and Reassignment Policy and Guidance •ICT Acceptable Use Policy •Intellectual Property Policy •Invigilation Policy •Learning and Teaching Strategy •Masters Dissertation – Presentation Guidelines •Payment of University Fees - Regulations •Policy on Student Use and Misuse of Social Media •Pregnancy, Adoption and Becoming a Parent while Studying – Approved Procedures •Race Harassment Policy (in process) •Recognition of Prior Learning (RPL) Policy •Self-Certification for Extenuating Circumstances Policy and Form •Sexual Violence and Misconduct Policy (in process) •Social Media Policy •Student Voice and Representation Policy • Supporting Students to Succeed (Extenuating Circumstances and Support to Study) Policy •Work-based Learning and Placements –Approved Procedures

COMPLAINTS

The University aims to provide a high standard and quality of service in respect of its academic programmes, services and facilities but recognises that occasionally things can go wrong. When they do, complaints will be properly and promptly addressed and any lessons learned applied to enhance the student experience. Further information, including a link to the Complaints Policy and a Guidance Leaflet, is at: https://bit.ly/32AWJxE

Independent academic advice (including advice on complaints, academic appeals, academic misconduct and extenuating circumstances) is available to all students from the Student Union Advice Centre, who can help support and guide you through the processes and policies. Visit www.winchesterstudents.co.uk/advice to get in touch with the Student Union Advisor.

ATTENDANCE/ENGAGEMENT WITH TEACHING

You are expected to engage with all teaching sessions, both in person and online. Material covered in these taught sessions forms the basis for your understanding of the subject and the successful completion of your modules.

The University will monitor student engagement on modules. For regulations covering attendance, please see Section B3 of the Academic Regulations for Taught Programmes available on the website: see About Us > Leadership and Governance > Policies and Procedures.

Please also note that your programme may have specific attendance requirements (and penalties) over and above the general University regulations. Please make sure you know what these are – if in doubt, ask your Programme Leader.

STUDENT VOICE

The University takes your feedback seriously and there are a number of ways where you can feedback on your experience.

Whilst studying at Winchester, you may want to feedback about your course, or comment on what could be developed to improve your learning experience. One way you can do this is through the ‘StAR’ system (Student Academic Representatives). Being a StAR offers students the opportunity to collect opinions from classmates and feedback to University and Union staff through Student Staff Liaison Committee (SSLC) meetings. This allows the student voice to be heard, and can make a real change within the courses that we offer. The changes and opinions are discussed within these meetings, and then are distributed back to their cohort by said StARs to

keep the students informed of the responses to their concerns and questions.

StARs are elected in Semester 1 after an introduction given to the students by The Student Union - The Vice President, Education & Welfare (VP). The VP will then carry out training sessions, in collaboration with the University to ensure that StARs are equipped properly to carry out their responsibilities. The VP will also be the StARs main point of contact for support and guidance throughout their time as a StAR.

Insightful, student representation on committees, module evaluations, cohort meetings and questionnaires are examples of other ways in which you provide feedback to the University, either as part of the student group or as an individual. Additionally, the Student Fellows Scheme (SFS) provides an opportunity for students to design and carry out a research project with the aim of enhancing the student experience. Students will work in partnership with staff from across the university, developing their skills as researchers in a structured and supportive community. Student Fellows will also receive a bursary in recognition of their work on the project.

Another method is through student satisfaction surveys, one of which is conducted by programmes in Level 5, and which asks questions which have been identified by students as important to their overall experience at the University. It not only asks questions about the academic side of your time at Winchester but also about a wide range of other services which the University provides. Feedback from the survey and the steps the University intends to take to remedy any dissatisfaction are publicised through the intranet.

The Government also collects feedback from undergraduate final year students via the National Student Survey (NSS) and from postgraduates via the Postgraduate Taught Experience Survey or the Postgraduate Research Experience Survey Although the University takes no direct part in the NSS itself, we strongly encourage students to complete it because it enables us to respond to students’ comments and measure our performance against other institutions.

SUBMISSION OF ASSESSMENTS, FEEDBACK AND DEADLINES

Deadlines are set for the submission of assessments so that work can be marked and returned to you within an appropriate timescale to provide you with feedback on your progress. This feedback should help you to identify both strengths and weaknesses in your work and, where necessary, enable academic staff to advise you on how best to address any weaknesses or, indeed, to further build on your strengths.

You will be penalised for work submitted later without prior agreement. Please see section B and Appendix 5 of the Assessment Regulations, available on the website: see About Us > Leadership and Governance > Policies and Procedures, for details of these.

If you have extenuating circumstances that are likely to affect your ability to meet the deadline you should apply for an extension or deferral. (See ‘Extenuating Circumstances’ below)

EXAMS

If your programme includes exams as part of your assessment, you will be notified of the time and place of your exam(s) near the time. Centrally organised formal exams take place during the Semester 1 assessment weeks in January (for those semester 1 modules with ‘professional, statutory and regulatory body’ requirements) or in the Semester 2 assessment period (usually May/June). Locally organised exams may be held at any time during either semester and your Faculty will notify you of the details. The exam timetables for centrally organised exams are published by Registry and posted on the intranet (for details of resit exams, please refer to Failure of modules/assessments overleaf). Please note that it is your responsibility to check the days/times/locations of your assessments/exams. You should also read the Exam Regulations on the external website.

EXTENUATING CIRCUMSTANCES

If your attendance and/or performance are being affected by personal circumstances, then you should ensure the University is informed as soon as possible so that the University can provide support and advice. Details may be found in the Extenuating Circumstances Policy and the Extenuating Circumstances Procedures on the website see About Us > Leadership and Governance > Policies and Procedures.

These documents explain the process which allows students, with valid extenuating circumstances, to apply for an extension to the deadline for submission of a piece of work or deferral of a practical assessment or exam. Please note that retrospective applications are permitted up to 5 working days after the assessment deadline.

The application form for extenuating circumstances is available from the website see About Us > Leadership and Governance > Policies and Procedures and should be completed and returned to the appropriate Faculty Office. Please

note that extensions will only be permitted for good reasons (illness, for example) and that you must have some form of independent supporting evidence to back up your application. Extensions will not be granted for problems arising from personal computer failure, unless these relate to specialised hardware or software supplied via a DSA or equivalent to support learning.

Students may also ‘Self Certify’ twice a year, to receive a 5-day extension without providing corroborating evidence. Further details can be found in the Self Certification for Extenuating Circumstances Policy.

Finally, it is important to note that the same marking standards are applied to all students, regardless of circumstances, so the outcome of an application will not result in a mark change or change in marking practice. Instead the University will normally give you more time to enable you to complete the work.

For details of the Extenuating Circumstances Policy and Procedures and the Self Certification for Extenuating Circumstances Policy please go to the external website: About Us > Leadership and Governance > Policies and Procedures.

GRADE DESCRIPTORS AND MARKING CRITERIA

The University has a set of university marking criteria, aligned to learning outcomes which are applied in the assessment of your work. These are interpreted locally in the context of your modules and assessments. Programmes may enhance these with specific marking criteria to meet their specific requirements set by professional, statutory and regulatory bodies. These will be detailed on the Canvas pages for your modules/programme.

MARK RECORDS

Canvas, the virtual learning environment, contains information about your programme and taught modules including details regarding assignment submission, return and feedback. You will normally be required to submit coursework electronically, it is your responsibility to ensure work has uploaded correctly, by checking for the submission confirmation message in the top right region of the screen. In addition to confirming whether the submission was completed successfully you will be able to view anything that has been submitted or uploaded, and verify that there are no file format or corruption issues. You are very strongly advised to do this for every assignment and to take a screen shot of the screen as evidence. If you have any problems with submission please contact Canvas support and you tutor before the deadline, recording any call reference numbers that you are provided. If you are required to submit coursework in hard copy either instead of or as well as an electronic submission, you will be required to attach a Cover sheet. If the work is returned to you in hard copy, the marker’s comments as well as the mark will be recorded on the Cover sheet and you should keep these hard copies safely filed as they provide proof of the work you have undertaken and marks received during the year.

All marks are provisional until they are confirmed at the Progression and Award Boards held at the end of each academic year. Following the Progression and Award Board you will be contacted via your Unimail account with the decision of the Board. This will confirm if you are eligible to continue with your programme or graduate (as appropriate).

MARKING PROCESS AND MODERATION

The University defines the mark scheme used by all programmes. Within that scheme, programmes can use a single marker, two markers or a team of markers depending on the nature of the assessment and size of the cohort. In order to ensure assessments are marked in line with the expressed aims and learning outcomes and the grade descriptors and marking criteria, programmes will also use moderators to review samples of work and the marks awarded. Finally, the University appoints an External Examiner for each programme who will provide external scrutiny of all aspects of the programme including marking. All of which provides assurance for students of fairness and equality of marking and assures internal consistency of assessment within a module and a programme. For a full explanation, please refer to Section C and Appendix 6 of the Assessment Regulations, which can be found on the external website see About Us > Leadership and Governance > Policies and Procedures.

ACADEMIC APPEALS

Queries about marks, feedback, transcription errors or marking procedures should be raised at the time of the assessment or as soon as possible after assessments are returned. This enables the programme to resolve any problems quickly and minimise any confusion, distress or worry students may be experiencing. Complaints should be raised promptly, in accordance with the Complaints Policy. Academic Appeals may only be lodged after the University Progression and Award Board has confirmed the mark(s).

While a student may disagree with the academic judgement of the Progression and Award Board, Panel of Examiners/Assessors or individual member of staff, they cannot complain or appeal with reference to academic judgement. Please

note that students cannot ask for work to be remarked or viewed by the External Examiner.

Please refer to Section 2 of the Academic Appeals Regulations on the website, see About Us > Leadership and Governance > Policies and Procedures, for further details about possible grounds for appeal and deadlines for submitting an appeal.

Independent academic advice (including advice on complaints, academic appeals, academic misconduct and extenuating circumstances) is available to all students from the Student Union Advice Centre, who can help support and guide you through the processes and policies. Visit www.winchesterstudents.co.uk/advice to get in touch with the Student Union Advisor.

PROGRESSION AND CONFIRMATION OF AWARD

At the end of the academic year, a University Progression and Award Board will consider your academic profile and decide whether you are eligible to progress to the next stage of your programme or graduate with your intended award. Details of progression and award criteria may be found in Sections C and F of the Academic Regulations for Taught Programmes on the website, see About Us > Leadership and Governance > Policies and Procedures.

Most students complete their programme with no difficulty. In a small number of cases students are required to resubmit work or resit exams in order to meet the requirements of their programme/award. Please note that, should you be required to re-sit an exam during the summer vacation, it is expected that you will attend; it is not acceptable to cite holiday plans or vacation work as a reason for non-attendance. Please ensure that you are aware of the dates before making holiday or other arrangements which would affect your ability to attend. The resit-deferred exam period in 2021/22 is likely to be in the week commencing 11 July 2022. If you have any queries, please contact Registry.

Your results will be published on My Record normally at the beginning of July (for most programmes) and an email will be sent to your Unimail account to confirm their release. Your HEAR record will also be updated and you will also receive an email notification to your Unimail account to confirm this. Please note that results cannot be given over the telephone or be given to a third party.

Students who receive their results in July and require advice should contact the University during Student Advice Week after receiving notification of the Progression and Award Board’s decision. During this time the University ensures that staff are available to assist you.

FAILURE OF MODULES/ASSESSMENTS

Should you fail a module at the first attempt, you will normally be permitted a second attempt to pass the failed assessment(s) for the minimum pass mark (i.e. a maximum mark of 40% for modules at levels 3-6 or 50% for modules at level 7).

Usually the second attempt will take the form of, and often duplicate, the original assignment. In some cases, an alternative assessment may be set although the purposes of the original assignment will be maintained. One such example might be where the original assignment included group work. The deadlines for second attempts for coursework for Semester 1 modules are normally scheduled during Semester 2; second attempts for coursework for Semester 2 modules are normally due in early/mid July. Resit exams for Semester 2 are normally held in mid-July. Students should check with the Faculty office for the module(s) concerned to find out when and how details of second attempts/resits are confirmed. Further details concerning second attempts may be found in section B12 of the Assessment Regulations.

PLAGIARISM, CHEATING AND OTHER FORMS OF ACADEMIC MISCONDUCT

Cheating, lying and taking unfair advantage, whether deliberately or unintentionally, is not deemed acceptable conduct in society and the same applies to your academic conduct at University too. The terms used may be different but the outcome is the same and the University has a responsibility to protect the reputation of its students, graduates and staff by penalising those who breach the expected standards of academic conduct.

All forms of cheating or activity which result in students gaining an unfair academic advantage are defined as Academic Misconduct. Examples include self-plagiarism, collusion, falsification, contract cheating, personation or ghosting, false declaration and unethical conduct, but this list is not exhaustive and where the University deems an offence to fall within the definition of academic misconduct, it will be addressed via the Academic Misconduct Policy.

The most common form of academic misconduct is plagiarism, which the University defines as ‘the verbatim or near-verbatim copying or paraphrasing without acknowledgement, from published or unpublished material which is the

intellectual property of another, including the work of other students regardless of whether the work was used with or without permission from the author’.

Plagiarism is a very serious matter within academia. It is, basically, cheating-using someone else’s ideas and passing them off as your own, regardless of whether you do so intentionally or unintentionally. These ideas may be from published sources, obtained through the internet or from fellow students.

Less serious faults and/or a first offence may be classified as ‘poor academic practice’ and lead to failure of the assessment. More serious offences or a second or subsequent offence will be classified as plagiarism, and will, at the very least, lead to failure of an entire module, but possibly your year of study and even your entire programme. Even failure for one module may affect your ability to graduate so you are strongly advised to read the following ‘Student’s Guide to Plagiarism, Collusion and Poor Academic Practice’. If you have any further concerns about this issue, please seek advice from academic staff.

There are common errors that students make which we call ‘lapses in academic conduct’. These lapses are not treated as academic misconduct but you can expect markers to deduct marks because they indicate a poor or careless writing style and may mean the student has failed to meet the marking criteria. For examples of the sort of errors that fall into this category, please see paragraph 2.15 of the Academic Misconduct Policy. The University take any breach of academic conduct extremely seriously and the penalties listed above apply to all forms of academic misconduct, not just plagiarism.

For further details, please refer to the Academic Misconduct Policy on the external website: About Us > Leadership and Governance > Policies and Procedures.

Independent academic advice (including advice on complaints, academic appeals, academic misconduct and extenuating circumstances) is available to all students from the Student Union Advice Centre, who can help support and guide you through the processes and policies. Visit www.winchesterstudents.co.uk/advice to get in touch with the Student Union Advisor.