CEWL Supporting the Student Journey

CENTRE FOR ENGLISH AND WORLD LANGUAGES/KENT INTERNATIONAL PATHWAYS

SUPPORTING THE STUDENT JOURNEY

This document aims to outline support available from Kent International Pathways/Centre for English and World Languages to enhance and support the student journey and overall student experience.

2nd September 2015 Written and Agreed by the Centre’s Senior Tutor & Student Support & Experience Officer

MISSION STATEMENT Kent International Pathways (KIP) & the Centre for English and World Languages (CEWL) is committed in its support of all students throughout the ‘student journey’. We provide prospective and current students with clear and comprehensive information that sets out the support that is available to them in addition to opportunities to integrate and enhance their experience through social activities, events and involvement in planning and feedback through a number of mechanisms including module evaluations and the Staff-Student Liaison Committee.

We expect students to familiarise themselves with this information and take up all support opportunities on offer, where applicable, so as to enable them to make the most of their time at University and achieve to their full potential. We also encourage students to actively seek out the answers to any questions they may have about the support we provide, utilise the support available elsewhere in the University and be partners with us in this enterprise.

The support the University provides follows the ‘student journey’, from enquiry and application through to enrolment, on-programme support (reasonable adjustments in respect of learning and teaching and assessment), through to completion of studies and graduation. The Centre for English and World Languages is central to the provision of this support, and we will work together with students and central support services to seek to ensure that they are supported appropriately throughout their time at University.

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SUMMARY OF THE SUPPORT AVAILABLE TO CENTRE FOR ENGLISH AND WORLD LANGUAGE/KENT INTERNATIONAL PATHWAYS STUDENTS The student Journey

Pre-arrival

Orientation/

support and

Academic

communication

Induction

Learning and

Life outside

Teaching

the classroom

Alumni

s 

Enquiry





Welcome Pack



Office Hours & Tutorials



Social Events

Application

(Pathways and Short



Students with ILPs



Student Ambassadors



Offer/Accept

courses only)



Attendance Monitoring



Summer Programme



Enrolment

Induction



Concessions

presentation



Extensions

Student Handbooks



Academic Peer Mentors

(Pathways and Short



Student



Language Exchange

courses only) and

Representatives &



Short Courses

Module Guides

Feedback

 



Academic Advisers



Appeals & Complaints



Ambassadors 

Academic Peer Mentors

(Presessional only) 

Student

CEWL Social Society



Student Prizes

(Presessional only)



Attainment on Main Degree

PRE-ARRIVAL SUPPORT AND COMMUNICATION

Enquiry









CEWL staff attend overseas education fairs in conjunction with the International Office, and offer advice to potential applicants Potential applicants with additional needs are noted and the Student Support Officer informed Information available on CEWL & KIP website regarding student Support Services and Student Experience Use of social media channels

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Application

 

Students encouraged to declare a disability at the point of application Use of social media channels to build a sense of community and confidence prior to arrival

Offer /Accept





All students declaring a disability are sent information about Student Support & Well Being in their offer pack and are encouraged to contact SS&WB Access to Kent Union’s International Buddy Scheme

Enrolment

 



Welcome email and pre-arrival guide sent Once enrolled support staff in KIP & CEWL are able to identify students with additional support needs Students are allocated an Academic Adviser around the time of registration

ORIENTATION/ACADEMIC INDUCTION The purpose of the induction process is to welcome students to the University of Kent, ensure they are registered and provide the required information about life at the University as well as their course. In September this forms part of a University wide ‘Welcome Week’ during which a number of activities and facilities are available to all new students, including airport pick-ups, orientation activities and a Fresher’s Fair. Pre-sessional and January IFP students commence their course at other times during the year, therefore CEWL & Kent International Pathways ensure they receive all the information and activities required for induction at this time,including:      

Meet and Greet on arrival at campus-based accommodation (Presessional & short courses only) Registration (in partnership with the central Student Records team) Induction presentation, including an opportunity to meet teaching and support staff Campus tour Library induction Tier 4 Visa talk, in partnership with Kent Union Advice Service

In September and January, students are invited to take part in activities organised centrally by the International Development Office. Such activities include a trip to Leeds Castle, a local supermarket and a formal welcome dinner.

WELCOME PACK Subject to change each year and according to the programme of study, the welcome pack as a minimum contains:         

Student Handbook University Medical Centre & emergency dental care information Medical terms glossary Bank account request form (Pre-sessional students only) Contact details request form International student library leaflet CEWL health and safety booklet (Pre-sessional & Short courses only) Social activity flyer (Pre-sessional & Short courses only) Merchandise (pen & logo bug for all, USB wristband for IFP, GDip & short courses and backpack for IFP & GDip)

STUDENT HANDBOOK AND MODULE GUIDES The Student Handbook contain information about the Centre for English and World Languages/Kent International Pathways including key staff members, course dates, information about the course, support information (including concessions and extensions), Academic Advisers etc., building on information given in the Induction presentation. Module Guides complement this information and provide additional information about learning objectives, course material and reading lists and coursework deadlines.

INDUCTION PRESENTATION This acts as a welcome to students to the University of Kent and Centre for English and World Languages/Kent International Pathways. The presentation includes information about the Centre, contact details for key staff and what to expect for the remainder of the induction process/term ahead. Reminds students about important dates and provides an introduction to CEWL Support, including Personal Academic Student Support (PASS) and any upcoming events to look forward to. Students are informed about the Medical Centre and how to register, Campus Security and the Accommodation Office.

ACADEMIC ADVISERS These are allocated during week 0/13. Students are asked to introduce themselves to their adviser during welcome week (week 13 for the January IFP) as well as attend a one-to-one meeting during the first six weeks of term.

Students who are under 18 are asked to attend a meeting during the first 3 weeks of term, and once a month thereafter whilst they remain under 18.

More information, including the Academic Adviser scheme, can be found on our website at http://www.kent.ac.uk/international-pathways/currentstudents/support/index.html?tab=academic-support, including a link to the Academic Adviser Handbook.

UNDER 18 POLICY It is the aim of the Centre for English and World Languages and Kent International Pathways to treat all students equally regardless of age. However, we recognize that students who are under 18 at the start of their course can face additional difficulties in adjusting to study at a University in the UK. Hence we have put in place the following support measures for students registered on our courses whilst under 18:      

Students are strongly recommended to seek accommodation on campus in Canterbury Parent/Guardian information is sought from SITS and a copy kept confidentially on the student file Students are assigned an academic adviser immediately on arrival with whom they attend an initial introductory meeting during welcome week A follow up one-to-one meeting is arranged with their academic adviser during the first 3 weeks of term Whilst under 18 students meet with their academic adviser once a month to discuss their progress Once a student has reached 18 they continue to meet their academic adviser but once a term as per the normal requirement

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STUDENTS DECLARING A DISABILITY Every effort is made to ensure students are aware of the support network available at the University, including what to do if they have a disability or think they may have. Information about Student Support and Well Being is included in the Welcome Pack, Student Handbook, Module Guides and Induction Presentation. It is up to the student to approach SS&WB and once registered they are invited to an interview with a Disability Adviser, CEWL Student Support Officer (and Disability Liaison) and Programme Manager. This interview forms the basis of an agreement between SS&WB, the student and CEWL, detailing any reasonable adjustments to their learning and teaching via an Individual Learning Plan (ILP). The interview is an important facilitator of relationships between CEWL, SS&WB and the student to ensure the best support can be offered and agreed. By setting up support early and monitoring progress any adjustments and amendments can continue to be made if necessary to further enhance student experience, ensuring that the student is informed at every step.

Please see http://issuu.com/unikentcewl/docs/2015-16_kip_ilp_process.docx/1 for more information.

LEARNING AND TEACHING OFFICE HOURS & TUTORIALS Academic staff advertise allocated office hours during which students are invited to make appointments to discuss progress in their subject modules.

This is in addition to compulsory tutorials, which take place once a term and in which attendance is monitored.

STUDENTS WITH ILPS (Kent International Pathways students only) At any point during the year a student can register with Student Support and Well Being, although there can be consequences for in class assessments if an ILP is still pending and reasonable adjustments cannot be made in time.

During the spring term SS&WB advertise a deadline by which students must register to ensure any agreed adjustments can be implemented in time for the summer exam period.

Following an initial meeting with the student, Student Support and Experience Officer and Pathways Manager, SS&WB send a draft ILP to be agreed by the student and school respectively. At this point the CEWL SSEO confirms the ILP with Kent International Pathways Managers before emailing SSWB to agree the ILP/ recommend changes. All CEWL academic staff are emailed and reminded to check class lists and make note of any ILP adjustments and act accordingly.

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INCLUSIVE TEACHING PRACTICE Staff are expected to design their curriculum and teaching materials to be inclusive and accommodate the needs of all learners with minimal change required for students with a disability. Where adjustments are required these can and do include:  The use of recording equipment in lectures and seminars to record what the lecturer says, provided permission is sought  The use of Panopto to record lectures (and some seminars) subject to permission from all students involved  Module content and lecture/seminar notes are made available on Moodle in advance  Where possible handouts and presentations are prepared on ‘off white’ paper/backgrounds Should students or staff require further guidance and support regarding this they can visit the UELT website via http://www.kent.ac.uk/uelt/events.html.

Alternatively Student Support and Well Being have devised an online staff forum with useful resources at http://www.kent.ac.uk/studentsupport/contact/staffforum.html?tab=accessible-resources (staff log in required).

ARRANGEMENTS FOR IN-CLASS TESTS Exam adjustments in ILPs are applied to all in-class tests. These requirements are communicated to the CEWL admin office, who then book rooms and organise invigilators accordingly. Students are informed about alternative arrangements by email from the Student Support Officer.

ADJUSTMENTS TO THE ILP Occasionally during the academic year a student’s needs may change and their ILP amended. An update is sent to CEWL Support from SS&WB and if necessary the Student Support Officer may invite the student to discuss the changes before contacting Student Support and Well Being to confirm the changes have been noted and agreed. Should the changes have a larger impact a follow up meeting with the student, Disability Adviser and Pathways Manager may be required before the changes are sent out to teaching staff.

Please see http://issuu.com/unikentcewl/docs/2015-16_kip_ilp_process.docx/1 for more information.

NON-CEWL STUDENTS Many students in the Centre for English and World Languages are studying in-sessional and world language modules which are credit bearing and require assessment. These students are not owned by CEWL and updates to their SDS record are not shared with the Centre. Teaching colleagues are encouraged to monitor SDS closely and be aware of students on their programmes with ILPs, and inform the Student Support Officer when any new ILPs are added.

CEWL’s Student Support Officer will regularly module check class lists to confirm if students with an ILP. We do not provide a PC for World Page | 8

Language in-class tests (except in extreme circumstances). The SSO will contact each student with an ILP by email to confirm adjustments and exam arrangements, inviting them to meet with the SSO if they wish. A nonresponse to the email will indicate they agree with its content and no adjustment is required (some students prefer to sit their test with the rest of the class rather than in a separate room).

Two weeks prior to in-class tests (earlier if possible) the SSO will confirm the number of students needing extra time for their tests so rooms can be booked (admin) and invigilators arranged (programme leader). Test information is added to SharePoint.

Test material is provided by the module convenor with clear instructions to the invigilator. CEWL admin will provide extra notes should the student have additional needs during the exam as per their ILP, remaining respectful of confidentiality at all times.

STAFF TRAINING Staff are informed about the ILP process via the Staff Handbook and Staff Induction and are expected to seek the necessary help and support to teach in an inclusive way. Staff are kept informed of changes to ILPS in their student groups and asked to contact the Student Support Officer or Disability Adviser on the ILP with any questions.

ATTENDANCE MONITORING The Centre for English and World Languages and Kent International Pathways has a 100% attendance policy and monitor’s the attendance of its students closely. Attendance problems can signal a need for student support and this combined with Tier 4 visa requirements means we take attendance very seriously, monitoring the attendance of students on full-time programmes with the centre regularly.

For information about our attendance policy and procedures please see.

ACADEMIC PEER MENTORS At the end of each academic year teaching staff are invited to nominate students who would make good Academic Peer Mentors the following year.

Students are contacted and, subject to satisfactory progression, asked if they would like to volunteer for the scheme for training in September with the Student Learning Advisory Service.

Mentors are required to work with individual students/small groups to enhance and support their learning. Having completed the course already and are familiar with the requirements of the programme. Teaching staff from each module act as Academic Liaison Tutors for mentors to contact should they have any questions/concerns about their students but otherwise the scheme is 100% student lead.

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Mentors can be assigned to students either at the start of the year, irrespective of need, or during the year where a need has been identified.

The scheme is not meant to be remedial but can be used as such where necessary.

More information can be found online at http://www.kent.ac.uk/learning/school-support/mentoring.html.

EXTENSIONS & CONCESSIONS For information about the University Concessions Policy see http://www.kent.ac.uk/teaching/qa/credit-framework/creditinfoannex9.html.

Further guidance for students can also be found at http://www.kent.ac.uk/fso/documents/procedures/appeals/guidance.pdf.

EXTENSIONS - COURSEWORK If students know in advance that they will be unable to meet a forthcoming deadline due to circumstances beyond their control (eg illness, family illness, bereavement), they must apply for an extension at least 24 hours before the deadline.

They are expected to confirm how much work has been completed so far and submit a copy of this with an extension request. In addition they are expected to provide evidence to support their application (eg medical letter, evidence to confirm bereavement, etc).

Provided that there is genuine reason for the extension request and we are satisfied every effort has been made to complete work on-time, the extension will be agreed.

To apply for an extension students need to complete and sign an extension form (available via Moodle) return it cewl@kent.ac.uk at least 24 hours prior to the deadline. Only extension requests submitted by this time are guaranteed to be considered.

Extension are not normally granted for any of the following reasons: 

    

computer failure (including losing work not backed up; internet connection or printing problems, including those related to lack of printer credits) transport delays and difficulties; failure to read submission guidelines and assignment criteria correctly. employment commitments existing medical condition which is being treated existing disability for which an ILP is in place

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CONCESSIONS Extensions and concessions are designed to help students who experience difficulties affecting coursework deadlines and exams. If students experience personal, health or other significant problems during their foundation year, which have an impact on academic performance, they are encouraged to submit an application for concession.

A concession will enable the Board of Examiners to take into account, when calculating end of year results, any difficulties students have experienced across the year or during exams.

If students feel they may need to submit a concession, they should contact the Student Support and Experience Officer, who will be able to advise them further.

Please note that concessions are not normally considered where:  



a student has failed to manage their learning appropriately; a student has been affected by long-standing controlled conditions for which they are already receiving support (eg dyslexia, dyspraxia, or other conditions covered by an ILP); a student is directly responsible for the circumstances put forward in the concession, including:  computer failure (including losing work not backed up; internet connection or printing problems, including those related to lack of printer credits);  transport delays and difficulties;  failure to read submission guidelines and assignment criteria correctly;  failure to ready in-class test or exam times correctly;  employment commitments.  attendance at conferences or University related events

LATE SUBMISSION CONCESSION If students have missed their deadline they are advised to submit their work once completed still for feedback. If submitted within 5 days of the original deadline, provided they submit the appropriate form they can be considered for a late submission concession. If approved, the late submission penalty (‘zero’) will be removed and a mark will be confirmed on SDS. ALTERNATIVE ASSESSMENT We do note arrange in-class or oral tests.

In exceptional circumstances only, we can occasionally offer an alternative assessment to students on World Language modules who are unable to attend week 12/24 tests for genuine concessionary reasons. In these Page | 11

instances a separate alternative assessment concessions form must be completed and submitted to the Student Support Officer by the end of week 12 or 24.

STUDENT REPRESENTATIVES & FEEDBACK CEWL and Kent International Pathways take the feedback from its students very seriously and feedback is received via the following:       

Feedback box located in CEWL reception Individual online module evaluation forms (EvaSys) Undergraduate Student Satisfaction Survey Student Staff Liaison Meetings Learning and Teaching Committee Meetings Board of Studies Meetings CEWL Complaints Process (see page 13)

STUDENT REPRESENTATIVES Student Representatives are invited to the Student Staff Liaison Committee, Learning and Teaching Committee and Boards of Studies meetings. In all cases feedback is invited and discussed with the Centre’s staff present.

The job of a student representative differs slightly across different programmes offered in CEWL and this is outlined in more detail in the information sent to the student at the start of term.

Students are voted as representatives following nomination and election in seminars.

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APPEALS & COMPLAINTS APPEALS (AT PROGRAMME LEVEL) When a student is unhappy with the final outcome of their course they cannot appeal their grade but can instead appeal the decision of the Board of Examiners within 21 days of the publication of their results. This process is outlined fully in a guidance document for students at http://www.kent.ac.uk/fso/documents/procedures/appeals/guidance.pdf and further FAQs at http://www.kent.ac.uk/fso/appeals/faq.html.

Where progression tests have been offered students can still appeal the decision of the Board of Examiners, however a progression test has already been offered as a second opportunity to improve their overall grade. Should they be unhappy with the test offered and request an alternative this will not be granted as the offer has been made based on academic judgment and therefore cannot be changed.

COMPLAINTS Occasionally students may feel unhappy with the way they have been treated by the University or by CEWL and Kent International Pathways, and this can be for any number of reasons. When this occurs it is important students are clear about whom to contact, their expectation for a response and in more serious cases the process for submitting a formal complaint.

Complaints are broken into the following categories: Student Complaint  An aspect of University Policy  The provision of a service  The way a student has been treated by a member of staff Academic Complaint  A specific concern regarding the provision of a programme of study or related academic service General Complaint  Regarding a specific module which should be dealt with by the Student Staff Liaison Committee in the first instance Academic Appeal  A formal request to review the decision of a Board of Examiners, covered above under Appeals CEWL AND KENT INTERNATIONAL PATHWAY’S RESPONSIBILITY In the first instance it is recommended that complaints are dealt with informally. Therefore, when a student feels unhappy they should first try to resolve this by communicating their feelings to the member of staff in Page | 13

question. Where a concern is relating to their course or an individual module this should be raised with the appropriate teaching staff or Pathways/Programme Manager. More general concerns can be fed back to the appropriate Student Representative at the next Student Staff Liaison Committee meeting.

Should a student feel unable to contact the member of staff in question, or be unhappy with the response they have already received they are invited to submit a more formal concern in writing by email to the Centre Director or Senior Tutor at cewldirector@kent.ac.uk or using the online form at http://www.kent.ac.uk/international-pathways/contact/index.html. In this email they are asked to outline the reason for their concern and can expect an answer within 5 working days.

Should a student still feel that their concerns have not been resolved they can submit a formal complaint to the University Student Conduct and Complaints Officer at scooffice@kent.ac.uk. This requires the completion of a complaints form and once submitted the process it follows is outlined in the University Complaints Procedure for Students. Please see the CEWL/KIP & Kent Extra Students Complaint Process (Appendix 1) for more information or visit http://www.kent.ac.uk/international-pathways/staff/?tab=your-feedback.

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LIFE OUTSIDE THE CLASSROOM SOCIAL EVENTS Throughout the year CEWL and Kent International Pathways aims to host events to both enhance and complement student’s academic experience.

This includes the following:     

Welcome lunch (IFP/GDip) CEWL Social Society (Presessional students) Language Exchange (World Languages and Language Express) Summer Party/Ball (all CEWL students) Summer Social Programme, including:  Sports events  Weekend trips  Weekly social meetings/activities  Karaoke  Summer barbeque

Please note, the above is not exhaustive but demonstrates what CEWL aims to offer.

Information about our events and activities and are outlined on our website: http://www.kent.ac.uk/international-pathways/currentstudents/experience/index.html.

STUDENT AMBASSADORS Student Ambassadors are employed by CEWL to run social activities and events during the summer. We advertise for ambassadors in March/April to work with us and invite previously trained ambassadors to apply. We require ambassadors to show an understanding of international student issues and demonstrate at interview that they have considered how their role will impact student experience in this way.

More information about the Student Ambassador scheme can be found at http://www.kent.ac.uk/ambassadors/.

SUMMER PROGRAMME During the year the University of Kent hosts a number of different social events and Kent Union run societies and activities which students are invited to take part in. However, these do not run during the summer months when most full-time students have gone home, and therefore CEWL and Kent International Pathways offers a Summer programme of social events and Page | 15

activities, overseen by the Student Support and Experience Officer but run (mostly) by Student Ambassadors. There are essentially four strains to the programme:  





Day trips – offered at the weekend and led by ambassadors to areas around Kent, including Walmer Castle, Margate, Howletts Zoo and Bluewater shopping centre.

Sports Activities – run by Kent Sport giving students a free taster of the sports facilities available on campus. These activities are offered to both Pre-sessional students and Short Course students visiting the Centre over the summer.

On campus events – this includes any events run by CEWL such as Karaoke, A Taste of Japan, Taste of British Sport and High Tea, Summer Barbeque. Such events are run by CEWL and support by Student Ambassadors where required.

CEWL Social Society – a weekly meet up led by Student Ambassadors who offer social evenings, games, movies nights etc.

LANGUAGE EXCHANGE To support and enhance teaching on World Language modules and Language Express programmes we host a Language Exchange evening during the autumn and spring terms. Students are invited to create a profile on the Language Exchange module on Moodle in order to meet other students who are native speakers of their target language. They are then encouraged to meet up once a week, where possible, to help improve each other’s language skills and share cultural experiences. The aim of our Language Exchange evenings are to help this process along and give students the ability to meet for the first time where they have been unable to do so before.

SHORT COURSES Students on Short Courses during the summer are invited to take part in all our on campus activities, including CEWL Social Society meetings, CEWL events and sports activities. However, as part of their course these students already go on day trips to areas of interest in Kent and London and therefore are not included in day trips offered as part of the Summer Programme at the weekend.

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ALUMNI STUDENT AMBASSADORS & ACADEMIC PEER MENTORS CEWL and Kent International Pathways are in a unique position in that its alumni are still, for the most part, studying at Kent. This means communication with students who were successful in progressing onto degrees, or are still studying at Kent having completed world language or Insessional modules is relatively easy. To maintain a relationship with our alumni and to benefit future students in CEWL from their experiences we aim to recruit a number to act either as Student Ambassadors and/or Academic Peer Mentors for the following year. More information can be found at http://www.kent.ac.uk/international-pathways/current-students/experience/.

STUDENT PRIZES Every year prizes are offered to the highest achieving students on the IFP. These students are awarded a ÂŁ1800 fee waiver to be paid against their first year fees.

ATTAINMENT ON DEGREE PROGRAMME This information is tracked and recorded currently by the IFP Pathway Manager and a congratulations email is sent to each student who has successfully passed their degree.

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OTHER DATA PROTECTION The Centre for English and World Languages and Kent International Pathways takes the protection of its student’s confidentiality and personal information very seriously and will not discuss the welfare or progress of any students on any of our programmes with any third party. In line with the policy established by the University: “Information about individual conditions or support provisions will not be disclosed to, or discussed with, any individual outside the University – including parent or guardian without the written consent of the applicant or student. This also applies to member of staff no directly involved in the provision of support of the person.”

Therefore, where a parent/guardian/sponsor requests information about a student’s progress on the course we will not discuss this until written confirmation has been obtained from the student confirming they are happy for us to share this information. Within the University, relevant information about a student will be shared between departments whom have a working relationship with a student to ensure they have access to the best support available. Where a department is not involved in student support information will not be shared unless permission to do so is granted by the student. For more information please see http://www.kent.ac.uk/infocompliance/dp/general-information.html

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