Student Handbook 2011-12

UNIVERSITY OF WALES INSTITUTE , CARDIFF ATHROFA PRIFYSGOL CYMRU, CAERDYDD

Student Handbook 2011/12

Contents PART 1 1.1 1.2 1.3

Welcome Welcome from the Vice-Chancellor Our Commitment: The UWIC Student Charter Top 10 things to do once you get to University

PART 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13

Things You Need To Know (Regulations) Enrolment Fees Attendance Assessment Conduct at Examinations Unfair Practice and Plagiarism Mitigating Circumstances Insurance Car Parking Data Protection Freedom of Information Private Mail/Telephone Calls Jury Service

PART 3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8

Things To Help You (Services) Student Services Accommodation Services International Office Learning Centre - Services Academic Skills I-zone at Llandaff Students’ Union External Services

PART 4 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13

Things You May Find Useful (Policies And Procedures) Making a Suggestion, Complaint or Appeal Disciplinary Procedure Code of Conduct Ethnics Framework Equal Opportunities Harassment and Bullying Child Protection Expectant or New Mothers Health and Safety Smoking Mental Health Meningitis Sustainability

Appendix 1 Useful names, addresses and websites Index Appendix 2 Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice.

Welcome

Part 1 Welcome 1.1 Welcome from the Vice-Chancellor.

Welcome to UWIC’s new Student Handbook and congratulations! If you are reading this you are either preparing to come to UWIC or are already a student here. Thank you for choosing to study at UWIC. We are sure you will find the experience most worthwhile and enjoyable.

The purpose of this Handbook is to provide you with all the necessary basic information you need as a student at UWIC and to tell you about the type of services available. You are not expected to read it from cover to cover in one go, but to use it as a reference guide when you need information. Specific details about your chosen programme of study are sent to you separately. You will also receive additional information when you enrol and participate in the induction process at the beginning of your first term.

Without students UWIC would not exist! We try to take every opportunity to listen to and take notice of your views. At the same time, you have a responsibility to make use of these various opportunities, as this can be a most valuable part of your university experience. This is your university. Please make use of all the services and facilities we offer. If you have concerns or worries about anything please ask or seek advice. Relevant phone numbers, email addresses and web sites are included throughout this Handbook. Do please use our web site (www.uwic.ac.uk); it will provide you with all the information you should need in both English and Welsh.

Professor Antony J Chapman Vice-Chancellor and Principal

1.2 Our Commitment The UWIC Student Charter The Charter sets out the standards of service which UWIC aims to achieve in respect of its students. It also sets out for students what we expect of them in return. By listening to the views of students through a range of mechanisms and using their feedback, UWIC ensures that it continuously improves its services and raises student satisfaction levels even higher, in order to improve efficiency and effectiveness in student learning.

The UWIC Charter ensures that staff: • Set standards and perform well • Actively engage with students, staff and partners • Are fair and accessible to everyone and promote choice • Continuously develop and improve • Use resources effectively and imaginatively • Contribute to improving opportunities and quality of life in the communities served For further information on the UWIC Student Charter visit: www.uwic.ac.uk/studentcharter Further details of the commitment are contained in the Student Charter found at: www.uwic.ac.uk/studentcharter Also, from time to time UWIC, its programmes, or groups of programmes, are inspected or assessed by external bodies charged with examining and reporting on the quality of provision. The main bodies concerned are: • The Quality Assurance Agency (QAA) • The Higher Education Funding Council for Wales (HEFCW) • Her Majesty’s Inspectorate/Estyn • Professional Statutory and Accrediting Bodies

1.3 ‘TOP 10’ Things To Do Once You Get To University Starting university is a very exciting time for new students, but it can also be overwhelming if you don’t know what to expect and if it is your first time living away from home.

So here are some ‘Top 10’ tips to get you through the first few days and months as a new student, if not for the whole of your studies.

1. It may sound obvious, but speak to people! The first few days at university can seem daunting to begin with – you’re away from home and surrounded by complete strangers – but just remember that all the other new students are in the same boat. Don’t be afraid to smile, say hello and speak to other new students, they’re probably as nervous as you.

2. Attend events organised for new students or ‘Freshers’ as you’re known. Make sure you attend any university induction events to get all the important information you’ll need about your course and the university. Also make the effort to attend Freshers’ Week Fairs run by your Students’ Union to find out about clubs and societies. Joining a club or society is one of the best ways to meet people and improve your university social life. Freshers’ Fairs are also a great place to find out about student discounts and promotions from local companies and businesses.

3. Sort out your finances at the start. The cost of being a student can add up, between paying for course fees and finding money for rent, bills, course materials and of course socialising! As a student, you’ll need to learn how to make your money last and not go into too much debt, so don’t blow all your cash in the first few weeks. Sit down and work out realistically what you’ve got coming in, what has to go out on essentials such as rent/bills, course books and equipment and how much you have left over each month to enjoy yourself.

4. Learn to cook and find out where the nearest laundrette is. Although you may not be as talented as Jamie Oliver in the kitchen, you really can’t live on kebabs and takeaways for a year. Invest in a good student cookbook, which will tell you how to make great food on a budget. It is also advisable to find out where your nearest laundrette facilities are, so that on your first visit back home you’re not accompanied by bags of dirty washing!

5. Organise your time. University life is very different from being at school or college as you have a lot more freedom and will be responsible for managing your own workload. It makes sense to plan your time and get coursework out of the way in plenty of time, rather than burning the midnight oil and writing an assignment in one night without any sleep.

6. Talk to someone about any concerns or needs you might have as soon as possible, whether they be about personal issues, finance, disability, faith, health, part-time work or your choice of course. Don’t be afraid to seek help and advice either before you begin university or when you’re there. Support services are free and entirely confidential, so don’t let things build up and get out of control.

7. You’ll be well looked after as a student, but if things are going wrong, don’t be afraid to share a problem. UWIC and the Students’ Union have all kinds of services to support you in your learning and your personal life. If you have a problem with your course, you’ll also have a course tutor who will be able to offer you help and advice. Make sure you know what support is available to you and if you don’t know, contact the i-zone (see 3.6).

8. Don’t leave your common sense at home when you go away to university – take care of your personal safety. Never leave your drink unattended in a pub/bar – you never know what might be in it when you get back. Don’t walk the streets alone late at night or in the early hours of the morning and, if possible, arrange to walk home with a group of friends. If you can take public transport or a taxi from a reputable firm, it’s much safer than walking.

9. Look after your possessions – don’t make yourself an easy target for potential thieves. Whether you are living in halls of residence or private/shared accommodation, keep your doors and windows locked when you’re not in your room and at night, and obtain adequate insurance for your personal possessions before you leave for university.

10. Even if you are really busy in the whirlwind of Freshers’ Week events, socialising and settling in to your course, don’t forget to call home and let your family and friends know that you’re OK. Similarly, always tell someone; let your flatmate know where you are.

Finally, enjoy yourself and have fun – you’re only a Fresher once, so make the most of it.

Things You Need To Know

Part 2 Things You Need To Know (Regulations) There are matters you need to be aware of and to abide by, so please read this section carefully.

The regulations are designed to ensure UWIC is able to meet its legal and statutory obligations and to provide a framework for conduct, so that all can benefit to the maximum from what UWIC has to offer.

2.1 Enrolment Regulations Location: Academic Registry, Llandaff Campus Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Assistant Registrar Telephone: 029 2041 6805 Website: www3.uwic.ac.uk/english/registry/enrolment In enrolling as a student at UWIC you undertake to abide by the enrolment regulations or you may be excluded from study.

UWIC interprets “student” to mean any person enrolled by UWIC to follow a course or programme of studies, which has been approved by the Academic Board, including short programmes. You are required to enrol each academic year before the start of your programme of study for that year.

Enrolment is not complete until: • A UWIC enrolment has been satisfactorily completed (normally on-line).

• Module selection has been satisfactorily completed (normally on-line).

• Payment of fees or arrangement for the payment of fees has been made in accordance with section 2.2 (below).

• Your entry qualifications have been verified.

• Any other procedures, which may be required or which you have been notified about, have been completed.

Please make sure you have done all of these things or else you will find you may not be able to start your programme.

For further details go to the Academic Registry website indicated above.

N.B. Information provided by UWIC about a programme of study is intended as a guide only and does not constitute a contract between UWIC and a student or any third party, since UWIC reserves the right to cancel, suspend or modify any programme, should the circumstances so apply. However, any such action will have due regard for the interests of the students on the programme.

2.2 Fees Location: i-zone Opening Hours: i-zone 9:00am – 4:00pm Monday – Friday (Wednesday 10.00am – 4.00pm) Tel: 029 2020 5600 Website: Finance: www.uwic.ac.uk/tuitionfees Students are required to agree the method/basis for payment of tuition and registration fees at the beginning of each academic year. Full details of all course fees and any registration fees are available from the Finance Department website, as indicated above.

If you receive financial support from the Student Loan Company (SLC), and are registered as studying at UWIC, we will automatically confirm attendance upon enrolment. This will also prompt any tuition fee contribution by the SLC to be reflected on your finance account. There are some exceptions whereby we will not receive confirmation of your funding in time; although we can not do anything about late applications, some of these are avoidable e.g. Invalid National Insurance Number, Un-Signed Declaration, Incorrect HEI on application (not UWIC).

If your tuition fees are to be paid by a sponsor or other agency (e.g. your employer) you must produce at enrolment a letter confirming that the sponsor accepts responsibility for payment of your fees. If possible, please upload any funding letter you have as part of the on-line enrolment process.

In the event of your sponsor or other agency defaulting on the payment of fees or otherwise disclaiming responsibility, you are personally responsible for any outstanding amount due.

If a BTEC registration fee is payable, this must be paid at enrolment. This also applies to any additional fees e.g Field Trip, Studio and Registration Fees.

If you are paying your own fees or any contribution towards your fees, you may make arrangements to pay by instalments. You can obtain further information from the Finance web site (above), where you will also be able to print off a Direct Debit mandate for instalments and find the payment dates for the current year.

N.B. Direct Debit payment is not available for international students who must pay their fees in full or on a 60%/40% basis.

It is recognised that students, once enrolled, may wish to discontinue their studies for a variety of reasons which may not have been apparent prior to enrolment. In recognition of this, students who withdraw within four weeks of their recorded enrolment will be entitled to a refund of fees subject to any evidence of fraud or illegal acts or other outstanding debts to UWIC. If you withdraw after the first four weeks of term your liability for fees will be dependent upon the period of study, as set out below: • Withdrawal during first term % of fee payable = 40% • Withdrawal during second term % of fee payable = 70% • Withdrawal during third term % of fee payable = 100%

If you are liable for your own fees and you do not opt to pay through a deferred fee loan, it is essential that you pay your fees on time. Failure to do so may result in your access to UWIC facilities (including IT access) being withdrawn; you may be excluded from examinations; you may be prevented from progressing to your next stage of study; you may not receive an award from UWIC. UWIC has a published policy on the web re withholding certificates, transcripts, confirmation of awards letters etc for debtors – for more information, go to: www.uwic.ac.uk/registry

2.3 Attendance Unless your programme is organised otherwise, attendance at lectures, seminars, tutorials and practical classes is an integral part of your learning, without which you will not be able to fulfil the programme’s aims and objectives. Additionally, sponsors, such as your LEA and the SLC, often stipulate good attendance as a requirement for the support they provide.

You are expected to attend the formal teaching sessions laid down in your programme. If you need to be absent for a session you should advise the relevant lecturer or the Programme Director for absences involving a day or more. A written explanation to the Programme Director is required together with a medical certificate for health-related absences in excess of one week. This is in your interests as it may be necessary to make special arrangements for you.

If you are absent for a continuous period of four weeks without the approval of your Programme Director, you will be deemed to have withdrawn from your studies and your enrolment will be cancelled and, where applicable, your LEA, the SLC or your sponsor will be informed.

International students from outside of the EU. The Points Based Migration System was introduced in the UK in March 2009. This immigration system requires international students to adhere to strict rules whilst they are in the UK. As these regulations are part of the new immigration law of the UK, failure to comply with them can have serious consequences and may result in deportation.

As a Tier 4 migrant, your attendance on your course at UWIC will be monitored as we are legally required to advise the UK Immigration Authorities if you do not attend. When you arrive at UWIC, you will be advised on how we will be monitoring your attendance on your course to ensure that you comply with the immigration regulations.

The International Office will invite you to an immigration briefing session during your enrolment week at UWIC. This session will help you to understand and comply with the new immigration regulations.

These sessions will be compulsory and will clearly outline your responsibilities to UWIC in line with the new regulations.

For the latest developments on the UK’s new Points Based Migration System, please visit the UK Border Agency website: http://www.ukba.homeoffice.gov.uk

2.4 Assessment Location: Management Information Systems, Academic Registry Website: Academic Handbook www.uwic.ac.uk/academichandbook UWIC’s assessment regulations can be viewed in full in the Academic Handbook.

You will need to know exactly how you are going to be assessed on your particular programme.

This information should be spelt out in your Programme’s Handbook and you should also be given full details of what is expected and required for each module or element by your Programme Director or Module Leader. The information should include details of the methods of assessment, the weighting given to different aspects, the levels attainable, the required pass mark and deadlines for submission.

It is your responsibility to ensure you know what is required, to hand in work on time, to attend examinations when necessary and to submit details as directed in Programme Handbooks of any extenuating circumstances that may affect your performance or require an extension to a deadline.

Additionally, it is your responsibility to apply for any special provisions you may be entitled to due to a verified disability.

You should be provided with feedback on all of your assessed work and the level of performance you have achieved. Under the Data Protection Act (1998) (See Section 2.10) this includes being given the actual marks or grades obtained. For details of how this is provided, see your Programme’s Handbook or information provided by your Programme Director or Module Leader.

If you do not pass an assignment, a module or a programme you may, at the discretion of an Examining Board, be allowed to be reassessed or be required to re-take a module.

Your programme’s Examining Board will decide what course of action should be taken and you will be informed of this in writing. Different programmes have different regulations regarding reassessment, which should be published in your programme’s Handbook. Normally, you will be given no more than a basic pass mark for re-assessed work.

In exceptional circumstances an Examining Board can allow compensation for a failure.

If you wish to appeal against any academic decision, see Section 4.1 of this Handbook or access UWIC’s Appeals Procedures in the Academic Handbook. See: http://www3.uwic.ac.uk/English/registry/academic_handbook/Pages/AH1_07.aspx

2.5 Conduct of Examinations Location: Assessment & Awards, Academic Registry Website: Academic Handbook www.uwic.ac.uk/academichandbook UWIC has regulations on the conduct of examinations and these can be viewed in the Academic Handbook. If you are due to take an exam then ensure you are familiar with the regulations. The dates and times of examinations will be communicated to you, usually via a notice board. It is your responsibility to know when and where your examinations are taking place. You will need to ensure you are there punctually for the start of the examination, as you will not be allowed in if you are more than half an hour late. You will also not be allowed to leave until 45 minutes of the exam has passed or during the last 15 minutes. Don’t forget your ID card – you will need to show this to prove your identity.

If you are ill or have had an accident and/or cannot take the exam, then you must report this as soon as possible and submit a Mitigating Circumstances form together with any medical evidence as directed in the Programme Handbooks. If you want to apply for additional exam arrangements, you will need to contact the Disability Service as soon as possible and supply them with medical evidence or an Educational Psychologist’s report. If this is not completed prior to the exam arrangements deadline, adjustments may not be possible. It is very important to follow the exam arrangements procedure in order to ensure you receive the appropriate adjustments.

If you have a mobile phone you are not allowed to keep it on your person. It must be switched off and handed in to an invigilator or placed in a box at the back of the room. Ensure you know if you are permitted to bring anything into the examination room. If not, you should not have any materials with you which may lead to suspicions of unfair practice (See 2.6).

2.6 Unfair Practice and Plagiarism Location: Regulations & Research, Academic Registry www.uwic.ac.uk/registry Study Skills Help: http://portal.uwic.ac.uk/units/lis/resources/asr/CitRef/Pages/FroCitRef.aspx Learning Centres: www.uwic.ac.uk/lis 2.6.1 UWIC’s regulations on Unfair Practice can be viewed in full in the Academic Handbook.

See: http://www3.uwic.ac.uk/English/registry/academic_handbook/Pages/AH1_08.aspx Where there is any evidence of unfair practice UWIC takes the matter very seriously and has rigorous procedures to investigate the alleged offence. Guidelines for Imposition of Penalties for Unfair Practice appear in Appendix 2. Unfair practice can be defined as gaining an unpermitted advantage by cheating. It involves breaking the examination regulations, copying from others, plagiarising, impersonating someone else or making false claims. All work should be the student’s own effort in some way.

Plagiarism involves taking or using another person’s thoughts or writings and presenting them as if they were your own. To avoid suspicion of this, you must acknowledge all your sources, using a recognised referencing system such as Harvard or APA. You must not copy out passages of text from a publication word for word or simply make slight changes. You must use your own words, unless you insert a direct quotation but, even if using your own words, you must still acknowledge any ideas or concepts that are not your own; if you plagiarise inadvertently, you will still be penalised. The academic skills webspace has a wealth of material on how to learn to reference and avoid plagiarism.

For further details see Section 3.5 of this Handbook.

If you are accused of any type of unfair practice, UWIC’s procedures allow you to defend yourself or to be represented and, if found guilty, you have the right to appeal on certain grounds. As part of its commitment to quality and the maintenance of academic standards, UWIC reserves the right to use plagiarism detection systems, including Turnitin. Further details of this system are available from http://www.uwic.ac.uk/studyadvice/plagiarism.htm. It is important that you familiarise yourself with the definition of plagiarism at the above link, as anyone found to have plagiarised work or any other form of Unfair Practice will face the most severe sanctions including exclusion and/or cancellation of marks, in appropriate cases.

There are a number of web sites that claim to check for plagiarism in work that is uploaded to them.

Apart from Turnitin, you should not use these sites because, invariably, they are a means to get a copy of your work and then sell it to others. This will also make your own work appear as if it has been plagiarised from those who have purchased it. For further details see Section 3.5 of this Handbook.

The Vice-President (Education Officer) of the Students’ Union is responsible for consulting with Schools, where appropriate, on matters appertaining to academic issues. This is done by representing and providing impartial advice to students in matters relating to Disciplinary and Unfair Practice Hearings,Complaints and Academic Appeals.

2.7 Mitigating Circumstances Location: Academic Registry School Offices Contact(s) School Offices – see list at end of Handbook Website: Academic Handbook www.uwic.ac.uk/registry Where you are experiencing exceptional personal circumstances outside your control (e.g. personal illness or that of a close friend or relative, bereavement, accident, etc), that you consider are affecting your academic performance, you are advised to contact your Personal Tutor/Year Tutor as soon as the problem occurs, to try to prevent a crisis. Where you consider that such circumstances have affected adversely your academic performance, whether in coursework or formal examination, you should submit a Mitigating Circumstances Form, with independent corroborative evidence to the relevant Mitigating Circumstances Committee in accordance with instructions in the relevant Programme Handbook as soon as possible. This must be prior to the meeting of the Examining Board if you wish the Board to take account of your circumstances when determining your result. You cannot submit mitigating circumstances after an Examining Board has agreed your results.

For more information, visit the Academic Handbook on UWIC’s website which will give guidance on supporting evidence and when you should submit this together with the Mitigating Circumstances Form and the Mitigating Circumstances Guidelines and Procedure.

See: http//www3.uwic.ac.uk/english/registry/academic_handbook/pages/AH1_05.aspx

2.8 Insurance Location: Finance Department Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Senior Finance Officer Telephone: 029 2041 6064 UWIC has insurance to cover its legal liability for accidental injury, loss or damage sustained by third parties when students are on campus or on official placements arranged by UWIC as part of a student’s programme. This insurance covers acts of negligence by UWIC. It should be noted that no cover exists where UWIC was not negligent.

UWIC does not accept any responsibility for personal property lost or damaged on UWIC premises or on official placements off-campus.

Any persons causing loss or damage to UWIC property will be held personally responsible and liable for the cost of replacement or repair, as necessary.

Students wishing to insure either themselves or their possessions are strongly advised to make their own arrangements as no personal accident or contents cover is provided by UWIC. If you live in UWIC halls you must arrange your own insurance for your belongings.

Check your policy at home first, to se if you are covered by your home insurance.

2.9 Car Parking Location: Reception at each Campus Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Reception – Cyncoed/Howard Gardens/Llandaff Telephone: Cyncoed 029 2041 6155 Howard Gardens 029 204 1654 Llandaff 029 2041 6138 Website: www.uwic.ac.uk/parking Managed Parking Management of UWIC car parks is performed on its behalf by Vinci Park Services UK Limited. UWIC wishes to preserve as safe, convenient and secure a facility as possible for the benefit of all users.

The managed car parking policy is intended to provide an equitable and uniform system for the administration of car parking amenities consistent with corporate priorities.

Primary objectives: • Ease congestion and ensure smooth and effective traffic flow and management.

• Improve the safety and security of drivers, cyclists and pedestrians.

• Support UWIC’s commitment to sustainability and related planning authority requirement to develop a comprehensive Travel Plan as a condition of planning approval.

• Make adequate provision for people with disabilities.

• Invest in the improvement of parking facilities.

Students A limited number of Pay & Display parking spaces are available to students on the Cyncoed campus.

There is no parking for students on the Llandaff campus. Car share facilities for those students studying at Llandaff are provided at the Plas Gwyn residential campus. Car share facilities are also available at the Howard Gardens campus.

You are required to register for a permit to park in any car share scheme spaces. You are required to Pay & Display at the advertised tariff at all times. Students who are Blue Badge Holders are exempt from payment but must display their badge at all times.

Resident students are not permitted to park on any residential Campus.

Students with Exceptional Circumstances A small number of Prepay Parking Permits can be issued to students who believe their circumstances are such that it is essential that they travel by car and have easy access to their vehicle. In making an application you will require the support of your Dean of School. However, this does not guarantee that your application will be successful: spaces will be awarded on a “greatest needs” principle.

If you consider your circumstances warrant an application, you will find the following information and application form on our parking website.

Student Application Form (PDF Document) Guidance Notes for Student Application Form (Microsoft Word Document) Policy & Regulations (Microsoft Word Document) Links to Alternative Means of Transport: UWIC Rider Traveline Cymru UWIC Green Travel

2.10 Data Protection Location: Secretariat & Vice-Chancellor’s Office Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Siân Newton –Senior Officer Telephone: 029 2041 6076 Website: http://www.uwic.ac.uk/dataprotection The Data Protection Act (DPA) (1998) not only establishes the way in which personal data (that is information about living individuals) should be handled, but also sets out the rights that everyone has in relation to their own data.

The Act details the Principles and Conditions that all organisations have to follow when they collect, hold, use, disclose or destroy personal data in order to ensure that they do so in a responsible fashion, with regard for personal privacy. UWIC holds a range of personal data in both manual and electronic systems. All such data is collected, held and disclosed in accordance with the DPA. You have a number of rights in relation to the information that UWIC holds about you, including the right to: • Ask for a copy of any of your personal data (Subject Access Request).

• Prevent us using your data for direct marketing.

• Prevent us doing anything with your data that may cause you damage or distress.

You also have rights if significant decisions about you are automated.

UWIC’s Data Protection Policy is designed to ensure UWIC complies fully with the Act and you can view the policy on the website indicated above. The website also has: • Details of why we need your data and what we will do with it, including who it may be passed to.

• More information about your rights including how you can make a Subject Access Request.

You also have some responsibilities for assisting UWIC to comply with the Act, including: • Informing UWIC of any changes to your details, such as a change of address.

• Informing the Senior Officer immediately if any information about another person comes into your possession.

• Following relevant guidance if you are collecting or using personal data as part of your studies, in an elected role or when you are undertaking research.

For further information contact the Senior Officer, as indicated above. This also applies to students living in UWIC Halls of Residence.

2.11 Freedom of Information Location: Secretariat & Vice-Chancellor’s Office Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Siân Newton –Senior Officer Telephone: 029 2041 6076 Website: www.uwic.ac.uk/foi The Freedom of Information Act 2000, allows you to ask to see, or have a copy of, any recorded information held by UWIC. UWIC already makes certain information available through its Publication Scheme – either on the UWIC website or, on request, through the Guide to Information on the above website.

If the information you want to see is not included in the Publication Scheme you can make an individual request for it. Unless your request is particularly complex or you are requesting copies of a considerable amount of information we will generally make no charge. Guidance on making a request is also available on the above website.

Although we would hope to let you see or have any information that you want, you should be aware that there are some exemptions to your right to have access to information. These exemptions are mostly designed to protect certain information that should not be generally known (such as personal information about staff or students, or information that we have been given in confidence).

The exemptions will also mean that a request from others for access to information we hold relating to you would usually be refused. Some information, such as dissertations or other assessments, may not be covered by an exemption and may, therefore, need to be disclosed if a request is received. We will, however, make every effort to contact you before doing so.

If you would like more information about the Act or want some advice or assistance before making a request or about a request you have already made, please contact the Senior Officer.

2.12 Private Mail/Telephone Calls Unless you are living in a Hall of Residence, you should not normally use UWIC’s name and address for private mail. Public telephones are available on all campuses and Internet telephones are installed in every room in UWIC Halls of Residence. The UWIC telephone service should not be used by students except in an emergency or with a staff member’s permission.

2.13 Jury Service From time to time, students may be called for jury service. Where jury service is likely to interfere with a student’s study or assessment, the student may seek to defer their service.

For further information on deferral of jury service, please contact the Academic Registry.

Things To Help You (Services)

Part 3 Things To Help You (Services) 3.1 Student Services Location: Student Services on each campus Opening Hours: 9.00 am – 4.30 pm (4.00 pm Fridays) Contacts: Dean of Students - Rob Cummings Finance & Welfare Advice, Counselling & Health Services Manager - Anne Curtis Disability Service Manager - Karen Robson Career Development Services Manager - Alyson Twyman Chaplain - Paul Fitzpatrick Telephone: 029 2041 6333 – Student Services 029 2041 6170 – Student Services 029 2041 7252 – Chaplain Website: www.uwic.ac.uk/studentservices

3.1.1 Introduction Student Services is designed to meet the support needs of all students and to offer help and guidance to ensure your time at UWIC is as enjoyable and successful as possible. It comprises six areas:• Finance and Welfare Advice • Counselling Service • Health Service • Disability Service • Career Development Services • Multi-faith Chaplaincy All the advisory services are free, confidential, impartial and staffed by professionals. If you require any information, advice or guidance before starting or during your programme of study, please do not hesitate to contact the relevant service. If you are thinking of changing or leaving your course, please contact Student Services at an early stage for help with planning your next move and dealing with any practicalities, such as finance.

3.1.2 Finance and Welfare Advice This service offers confidential and non-judgemental advice on student finance, such as loans and supplementary grants, as well as debt problems, money management and general welfare advice. It is also responsible for administering the Financial Contingency Fund which provides assistance for students in severe financial hardship and emergency loans for students whose first instalment of student loan is going to be late through no fault of their own.

If you want more information about what financial support is available to you, visit UWIC’s Student Finance and Welfare Advisory Services Website at: www.uwic.ac.uk/financewelfare or refer to our leaflet ‘Money Matters’, which provides information on the support available and on how much things are likely to cost, as well as giving some helpful pointers on how to manage your money during your time at university.

Our website also contains useful information for part-time, postgraduate and further education students. If you would like specific advice, based on your individual circumstances, phone 029 2041 6170/6333 to book an appointment with one of UWIC’s Student Finance & Welfare Advisers.

Useful links for more information are: www.studentfinancewales.co.uk (for students normally living in Wales) www.direct.gov.uk/studentfinance (for students normally living in England) www.saas.gov.uk (for students normally living in Scotland) www.education-support.org.uk (for students normally living in N.Ireland) www.direct.gov.uk/studentfinance/EU (for EU nationals) www.nliah.wales.nhs.uk (for NHS funded programmes) www.slc.co.uk (Student Loan Company)

3.1.3 Counselling Counselling is available to any student who may be feeling worried, anxious, upset or distressed. It is an opportunity to explore emotional issues with someone who is trained to listen, explore and offer honest feedback. It can help you to focus on things that are causing you concern. You can then decide how best to tackle problems which can be solved and come to terms with those that cannot. It does not tell you what to do; on the contrary it respects your rights to make your own decision.

Free confidential counselling is available during term-time to all students via an appointment system; sessions take place every day on the Llandaff Campus and at other campuses on certain days of the week. At peak times, there may be a waiting list for this service and you may have to wait for an appointment, which can be made via Student Services reception on 029 2041 6170. The service also offers e-counselling; for more information, visit our webpages www.uwic.ac.uk/counselling Although we will help when we can in an emergency, we aren’t able to offer an emergency service.

3.1.4 Health Service UWIC’s Nursing Officers provide a confidential drop-in service for help and advice on all matters of health and well-being. The Nursing Officers are experienced professionals who are committed to an integrated system of care, encompassing physical, emotional and psychological health and wellbeing.

They are based in the medical centres on the Cyncoed and Howard Gardens campuses.

The Nurses can also be contacted, during term-time, via email at healthservice@uwic.ac.uk.

A local GP practice, based at Minster Road in Roath, also provides a medical service at the Cyncoed Campus for students who live within that catchment area and wish to register with the practice.

All students at UWIC are encouraged to register, as soon as possible, with a local GP of their choice.

Further details on joining a local GP practice will be given by nursing staff at inductions and are available on notice boards and on the Student Services website, as indicated above.

Please note that medical certificates can only be issued by a GP after a week of a verified illness. If you are registered with the Minster Road Surgery these are normally issued free of charge, but an appointment should be made.

3.1.5 Disability Service The Disability Service provides advice and support to disabled students. If you have disclosed a disability on your UCAS form you will have received a letter over the summer asking you to make contact with the department prior to your arrival in order to ensure that appropriate adjustments can be made before your course starts. If you have not contacted the team, it is extremely important that you do so as soon as possible as it can take some time to put support in place.

The Disability Service provides advice on: • Disabled Students’ Allowance • Educational support • Physical access • Personal assistance • Liaising with other Units and Schools in UWIC • Technological support (including recording lectures) • Study skills • Additional examination arrangements Additional information will be made available to you on your arrival at UWIC both at the Vice Chancellor’s welcome and individual programme induction talks.

As a checklist, if you are a disabled student you should have: • Indicated a disability on your UCAS form or contacted the Disability Service directly.

• Received a letter asking what support you require and contacted a Disability Advisor.

• Ensured that any points suggested by the Disability staff have been undertaken by you in the timescale recommended.

• Informed the Accommodation Office as early as possible of any particular requirements and have had them confirmed.

Also, make an appointment at the beginning of the autumn term to see a Disability Adviser at Student Services.

It is extremely important that all of these points are covered since sometimes it can be difficult to make necessary arrangements after the start of term.

If, after joining the course, you find that your circumstances change or you develop a disability or medical condition which might affect your study, you should inform the Disability Service immediately so they can advise you on the support that may be available. Normally we would recommend that your Programme Director be informed also.

If, as a result of your disability, you require additional exam arrangements please speak to a Disability Advisor. These could include extra time, a scribe or reader or a specific location.

If you are unsure whether you would benefit from support please speak to a Disability Advisor.

Support is available for students with a range of impairments including long term medical conditions and mental health issues.

For further information on admission procedures for Disabled Students see the Student Services website.

For further information on applying for disability grants go to the Student Services website.

3.1.6 Career Development Services Career Development Services are here to help you make the most of your time at university and to find out more about yourselves, your skills and qualities and how they relate to the world of work.

You can use our services at any time during your course, but you can also contact us prior to starting at UWIC if you need help with course choice; once you graduate you can have continued support from our Graduate Support Service. You are strongly advised to use Career Development Services before your final year. Our website introduces our staff and services. It provides extensive resources tailored to UWIC students, including detailed information on a wide range of graduate careers, local and national graduate recruiters, postgraduate study, work experience and vacation work opportunities both at home and abroad. Information centres on each campus hold additional information and free publications for you to take away.

Our Career Advisers offer individual guidance on anything from identifying your life goals to planning a year out or help with application forms. Many students are looking for career-related work experience and our Advisers can help you identify and apply for opportunities.

Advisers visit all the campuses for drop-in sessions and pre-arranged interviews. Group sessions on topics such as career planning, effective applications and interview skills are also available and all students have access to the Blackboard e-module ‘Your Career’, which provides a series of interactive, multi-media e-lessons you can dip into at any time you wish.

Many students now find the need for part-time work to help finance their studies and gain valuable work skills. Career Advisers can help with job search skills and the CDS Current Vacancies site (www.uwic.ac.uk/careers/currentvacancies) has opportunities for part-time and full-time work, volunteering and work experience, while our GO Wales Advisers can also help you find work ‘tasters’ and paid vacation work placements.

For further details visit: www.uwic.ac.uk/careers For regular updates of all the best opportunities and events follow UWIC Careers and GO Wales UWIC on Facebook and Twitter.

3.1.7 Multi-faith Chaplaincy UWIC’s chaplaincy is a place for those of all faiths and those of none. Our chaplain, Paul Fitzpatrick, is very experienced working within a wide range of different communities and faith understandings. Our Chaplain has an unusual role within the university as he can (and will) provide confidential advice and support to all students and staff at any time of the day or night - he is the university’s ‘3 o’clock in the Morning Man’! His role is both a spiritual and deeply caring one and if you need him he will always be available.

UWIC is very well provided with ‘Sacred Spaces’. There is a dedicated single-sex prayer suite, with separate ablutions, on the Llandaff campus which is predominantly Muslim, a newly-refurbished, primarily Christian Chapel at Cyncoed, a small prayer space in the Cardiff School of Management and there is a developing plan for a sacred space in Howard Gardens as well. All spaces have foot washing facilities and are always open. All spaces may be used by anyone at any time.

Paul may be contacted on 029 2041 7252 or on 07917 818524. His chaplaincy is based in Cyncoed, room A0.14 in the Student Services section.

3.1.8 Student Emergency Guidelines There may be times when you require emergency support and/or assistance. If this is the case during office hours, you should contact the campus Nurse or Student Services on the contact numbers provided at the start of this section or 2222, the campus emergency number, and we will do all we can to help.

Out of office hours, you should contact the emergency service required by dialling 999 and informing the relevant authority in UWIC as soon as offices open again.

Student Services also produces a guidance leaflet on what to do in emergencies, which is available from any of our offices or website.

3.1.9 What You Can Expect from Student Services • An immediate, polite and professional response when you call in or phone.

• A return call to your query within five working days and a written reply within ten working days during term time.

• An appointment with a Disability Adviser, Counsellor or Financial Adviser or for career guidance as soon as one is available.

• Individual appointments with Student Services staff to be honoured whenever possible.

If we arrange to meet with you we will do our best to do so.

3.1.10 What We Expect From You We expect you to: • keep your appointment or advise us if you decide to cancel. We understand that sometimes timetable changes, emergencies or illness occur. Where possible please cancel any appointment you know you cannot keep.

• let us know if you were unable to keep an appointment or forgot about it. We know that these things happen and sometimes you do not get the opportunity to let us know in advance. We find it helpful to know why students do not keep appointments so would like to hear from you if this happens. It also gives you the opportunity to make a fresh appointment if you wish to do so.

• keep an eye on course notice boards, Blackboard and Students Services notice boards at your campus as well as checking your UWIC email regularly. Information on services and events is regularly updated by Student Services staff and sent to your programme director, placed on Student Services notice boards and distributed through a range of electronic media. If you are to take advantage of your Student Services you need to know what is going on.

• respond to requests for information from us and about us. We need to know what you think about services and how relevant our services are to students’ needs. Student feedback is a vital source of information for this.

• behave in an appropriate manner; inappropriate behaviour includes: angry or threatening behaviour, personal insults, inappropriate comments and swearing etc..

3.1.11 Confidentiality Student Services at UWIC runs a highly confidential service and all users have the right to confidentiality.

Certain services have additional guidelines and professional codes of ethics to protect clients. Anybody wishing to clarify the confidentiality contract within one of the component services can do so directly and any possible breaches of confidentiality should be raised immediately with the Dean of Students. For further details see the Student Services website.

3.2 Accommodation Services Accommodation Office Location: Cyncoed Campus Opening Hours: 8.30 am – 4.30 pm (4.00 pm Fridays) Contact(s): Accommodation Services Manager Telephone: 029 2041 6188/9 Fax: 029 2041 6968 E-mail: accomm@uwic.ac.uk Website: www.uwic.ac.uk/accommodation Halls of Residence Location: Cyncoed Campus – Cyncoed Road Opening Hours: 8.30am - 5.00pm (4:30pm Fridays) Telephone: 029 2041 6339 Fax: 029 2041 6479 Location: Plas Gwyn – Llantrisant Road Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Telephone: 029 2057 7065 Fax: 029 2057 7540 Location: Evelian Court – North Road Telephone: 029 2061 5673 Fax: 029 2061 8889 Location: Ty Pont Haearn - Pellett St Telephone: 029 2049 8148 Fax: 029 2049 8132 Location: Allensbank House – Clodien Ave Opening Hours: 8.30 am – 6.00 pm (5.00 pm Fridays) Telephone: 029 2061 6295 Fax: 029 2061 6359 Location: Victoria Halls - Blackweir Terrace Telephone: 029 2035 9500 Fax: 029 2035 9507

3.2.1 Introduction The aim of the Accommodation Office is to provide a comprehensive service for allocating students to places in Halls of Residence or helping them to find private accommodation near their campus of study. We also provide information and guidance on the practical issues of living in private sector accommodation. You can request information by writing, telephoning or visiting the Accommodation Service at the Cyncoed Campus as indicated above.

Generally there are no Halls of Residence places allocated to second or third year students on campus and as a result they will have to seek private sector accommodation (see Section 3.2.3 below).

However, in exceptional circumstances the office will endeavour to assist second/third year students who wish to be accommodated in Halls. There are a limited number of single units in flats and bedsits, which have self-catering facilities and are more suitable for second or third year students or postgraduate students. Application forms for one of these places can be obtained from the Accommodation Office at the Cyncoed Campus.

3.2.2 Halls of Residence Unfortunately, the Accommodation Service cannot guarantee all first year students a place in Halls; the number of applicants far exceeds the number of places available. However, normally there is no problem in finding private sector accommodation for students even near the start of term and the Accommodation Service holds a waiting list for Halls during the first few weeks of term for any vacancies that occur. If you wish your name to be placed on this list you can contact the Service at the address or telephone number above.

Cyncoed Campus: Accommodation at the Cyncoed Campus comprises over 500 single study bedrooms in purpose built lowrise units. Most of the rooms are in traditional Halls of Residence with meals provided in a central dining area. Within these Halls, between 8 and 15 students share a small snack kitchen and bathrooms. All students have their own bedrooms. There are a limited number of self-catered standard and self-catered en suite rooms on this campus. Broadband internet, Voip telephone services and IPTV services have been installed in every room and are included in your rent.

N.B As noted in Section 2.8 of this Handbook, residential student car parking is not permitted on this campus.

Plas Gwyn Campus: The Plas Gwyn Campus is located in Llandaff, which is approximately two miles from the City Centre and a ten minute walk to the Llandaff Campus. Plas Gwyn consists of 391 single study bedrooms, all of which are self-catered and have en suite bathroom facilities. The rooms are grouped in flats of eight, in which students share a communal kitchen/dining area. Broadband internet, Voip telephone services and IPTV services have been installed in every room in UWIC Halls of Residence and are included in your rent.

N.B As noted in Section 2.8 of this Handbook, residential student car parking is not permitted on this campus.

Evelian Court: The UWIC accommodation service has a nomination agreement with Liberty Living plc for the allocation of the single and double premium rooms at Evelian Court, which is situated just under a mile from the Llandaff Campus and just 2 miles from the city centre. There are 200 rooms, all are self catered and have en suite bathroom facilities; the kitchen is shared between four or five persons in each flat. All rooms are let on a single occupancy basis. Internet access is available in all of the rooms.

Please note that contracts for this accommodation are between the student and Liberty Living plc.

N.B As noted in Section 2.8 of this Handbook, student car parking is not available on this site.

Allensbank House The UWIC accommodation service has a nomination agreement with Liberty Living plc for the allocation of single rooms at Allensbank House, which is a 20 minute walk from the Cyncoed campus.

UWIC has 2 complete blocks of accommodation on the site. All rooms are self-catered and have en suite bathroom facilities; the kitchen is shared between four or five persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms.

Please note that contracts for this accommodation are between the student and Liberty Living plc.

N.B As noted in Section 2.8 of this Handbook, student car parking is not available on this site.

Ty Pont Haearn (TPH) The UWIC accommodation service has a nomination agreement with Liberty Living plc for the allocation of single rooms at Ty Pont Haearn (TPH), which is a 10 minute walk from the Howard Gardens campus. UWIC has several floors of accommodation. All rooms are self- catered and have en suite bathroom facilities; the kitchen is shared between four or five persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms. Please note that contracts for this accommodation are between the student and Liberty Living plc.

N.B As noted in Section 2.8 of this Handbook, student car parking is not available on this site.

Victoria Halls The UWIC accommodation service has a nomination agreement with Victoria Halls plc for the allocation of single and double premium rooms at Victoria Hall, which is a 20 minute walk from the Llandaff campus. UWIC has 3 complete blocks of accommodation. All rooms are self-catered and have en suite bathroom facilities; the kitchen is sharedbetween four or five persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms.

Please note that contracts for this accommodation are between the student and Victoria Halls plc.

N.B As noted in Section 2.8 of this Handbook, student car parking is not available on this site.

Full-time Halls Managers are present on the UWIC campuses and are supported by a team of resident student wardens and security staff. They will endeavour to make the transition from home to university life as smooth as possible with evening and weekend duty rotas ensuring that a member of staff and a student warden are always available to deal with queries or emergencies.

Liberty Living plc and Victoria Halls plc have similar arrangements in place.

Smoking is not permitted in any UWIC Halls of Residence, including study bedrooms.

3.2.3 Private Sector Accommodation If you apply for assistance in finding private accommodation or are unsuccessful in obtaining a place in Halls of Residence, you will be sent an updated list of available houses, flats and lodgings, together with useful facts on tenancy agreements and general housing advice. The accommodation list is printed in geographical areas and gives detailed information on type (bed-sit, flat, house etc), number of students needed, facilities available and cost. The list is produced during the Spring Term and is then updated at regular intervals. While the Accommodation Service tries as far as possible to only list properties of a reasonable standard, properties will not have been inspected, so the list does not imply recommendation or approval. However, to register a property, landlords must provide all necessary documentation to ensure they meet all legislative requirements.

The Accommodation Service will also have a list of students seeking to share private accommodation, together with their programme and telephone numbers. This will be sent with the private sector accommodation list. While it is your own responsibility to make satisfactory accommodation arrangements, the Accommodation staff are available to give you as much help as possible. You can visit the Accommodation Service at any time during normal office hours, as indicated above.

Average private sector rents in the Cardiff area for self-catering accommodation range from ÂŁ60 to ÂŁ70 per week excluding utilities. This is usually a furnished house or flat, which is shared with other students. You will have a separate bedroom and a communal bathroom, kitchen and living room/dining area.

You may be asked to sign a fixed period tenancy agreement. Be careful! Before you sign any agreement make sure that you have read the terms very carefully and understood your obligation. If you are unsure about the terms and conditions please contact the Accommodation Service or you can obtain advice from the Housing Help Centre on St. Mary Street, Cardiff. Tel: 029 20871050.

If you sign a contract and then decide to move out, you remain liable for the rent unless someone else can be found to take over your place. In privately owned accommodation, where the landlord is resident, it is highly likely that you will be able to give notice of leaving before the end of the fixed term. You should make sure that you are going to be comfortable with the accommodation before you sign anything. Nine months is a long time to be living somewhere where you are not happy.

Most landlords/ladies will offer an ‘Assured Short Hold Tenancy Agreement’. This may be a written or spoken agreement. The rent and terms will be what you agree. Short Hold tenancies run for a fixed period. This tenancy offers the landlord a right to repossess the property at the end of the tenancy provided he/she has given proper notice. Beware that if you sign an ‘Assured Short Hold’ agreement you are bound to stay for the time you have signed for. There are no rights for you to leave before the end date unless you have persuaded the landlord/lady to add an additional clause giving you this right. If you do leave early, without the landlord/lady’s agreement, you face the possible consequence of being sued for the balance of the rent to the end of the contractual period. Try and persuade the landlord/lady to offer you individual contracts. A ‘Global’ or joint contract, that is one which you all sign as a group when you rent a house, could lead to difficulties should everyone leave apart from yourself. One such difficulty is that you could end up paying the rent for the whole house.

From 1 April 2007, all deposits for accommodation with Assured Short-hold Tenancies have to be paid by landlords either into a National Deposit Scheme set up by the Government or a Deposit Protection scheme. Leaflets about your rights are available from the Accommodation Office.

The Housing Act goes into much greater depth and if you are in any doubt about your status as a tenant or do not understand anything relating to your tenancy then contact the Accommodation Office.

3.2.4 Private Lodgings (Meals Provided) Students in lodgings take a room in a house where the landlord/lady lives on the premises. Meals are provided and the average cost for bed, breakfast and an evening meal for 7 days is around £75. You should note that landlords/ladies are free to negotiate their own charges and agree them with you.

After seeing the lodgings you should not move in unless you intend to stay the agreed period. If you want to leave, then it is expected that a minimum of 28 days written notice be given during term time (preferably terminating at the end of a term). The same applies if the landlord/lady asks you to leave.

If some other arrangement is made and this is mutually agreeable to both of you then this is acceptable. Please ensure you are very clear about what is included in the rental charge and whether there are any limitations on the use of any facilities.

3.2.5 Accommodation Agencies You will be sent a list of Accommodation Agencies, which belong to a professional organisation called ALMA (Association of Letting & Management Agents), which is supported by Cardiff County Council.

You should use an ALMA member if you want a quality professional service. ALMA works towards providing a high quality service to clients and contributes to improving services within the private rented housing sector. ALMA also provides information on current issues relating to the private rented sector including updates on changes in legislation. ALMA exists to provide a fair deal to those who use its members’ services, so if you have any problems contact them on 029 20871448.

Agencies will charge you a fee once you have accepted a property. Expect to pay no more than a week’s rent. Never pay an agency up front simply to go on their list – this is illegal.

3.2.6 Special Requirements If you have mobility problems, a small number of bedrooms are available for use by those with physical disabilities. Any prospective student who has a disability is encouraged to make early contact with the Accommodation Service to discuss his/her individual needs.

3.2.7 TV Licences If you live in halls of residence and use a TV or IPTV (through your PC) in your own room you are required by law to have a TV Licence; this can be purchased from any Post Office.

3.2.8 Catering Facilities Contact: Cateringhelpline@uwic.ac.uk UWIC has a range of catering outlets to suit your tastes and preferences. Healthy cooked meals, snacks and light bites are complemented by specialist coffee shops, including the high street favourite Costa Coffee. All outlets have contemporary designs offering both fun dining and social spaces to catch up with friends. Opening times and full menus can be obtained at each outlet.

Menus are designed to meet the needs of the majority of students and are regularly reviewed through focus groups and student feedback surveys. A range of traditional, international and Grab & Go deli items and Fair Trade and Organic Foods are provided. UWIC Catering and Hospitality Services hold membership of the Food & Drink Guild of the Vegetarian Society UK and only use their approved recipes. Please take the opportunity to attend one of the Catering and Hospitality Service’s monthly surgeries (first Tuesday of each month between 12 noon and 12.30 pm) to meet your local campus manager to discuss your catering needs.

Guides are available at each campus on the following: • Vegetarian Dishes and Products • Smart Card and Catering - saving you money on your meals!

• Carbo Boost and Sports Nutrition N.B. Food and drink are not allowed in any teaching area

3.2.9 Meal Passes All students have an opportunity to save up to 32% on all meals with the ‘home comforts’ package.

The scheme allows students to benefit from significant cost savings by purchasing meals “up front”.

Meal packages can be taken at any campus catering outlet during standard opening hours.

Details of the home comforts package are available at each catering outlet.

Details of the Smart Card use and your catering facilities are to be found within the ‘Smart Card’ guide available at each catering outlet.

Resident catered students will be given meal passes on registration. Please look after them carefully, because a replacement fee will be charged by the Catering Department.

3.2.10 Frequently Asked Questions Q. When do you apply for accommodation?

A. As soon as you have made UWIC your firm or insurance choice.

Q. How do you apply?

A. a) By completing the application form for a place in Halls. Or b) By completing the application form for assistance in finding private rented accommodation.

Q. Where do you send the completed form?

A. To the: Accommodation Office University of Wales Institute, Cardiff Cyncoed Campus Warwick House Cyncoed Road Cardiff CF23 6XD Q. What will happen next?

A. You will be sent an acknowledgement within 10 working days of your application form being received. Offers are then made in the following order:a) If you are an Unconditional Applicant, you will be measured against the allocation policy and if you satisfy the allocation criteria you will be offered a place in Halls and will be sent a Licence Agreement in June / July. b) If you are a Conditional Applicant you must wait until August when the examination results are published, to confirm your status via UCAS. Your application will then be measured against the allocation criteria and if you satisfy the criteria you will be offered a place in Halls and will be sent a Licence Agreement. c) Should your offer of a course place be conditional on examination results other than ‘A’ levels, you should contact the Accommodation Office as soon as you receive confirmation of your results. d) if you have obtained your grades but do not fulfil the allocation criteria you will be sent a letter saying you have been unsuccessful in obtaining a Halls place, but your name will be held on a reserve list. You will also be sent a full private rented accommodation information pack. e) if you are a local student, you application will be held on a waiting list for any vacancies that occur once term has started. Most local students are successful in obtaining a Halls place once term has started. Please check the Accommodation web site for details of the areas that are ‘local’.

Q. How is Halls accommodation allocated?

A. Priority for places in Halls is given to first year undergraduate students. However, because the demand for Halls each year is high, the allocation criteria are distance from Cardiff and date order of application received by the Accommodation Service.

Q. When will you know what kind of accommodation you are to be offered?

A. If you have accepted an unconditional offer and applied for Halls before the end of May you will be notified in June/July. If you have accepted a conditional offer you will hear late August/early September following the 'A' Level results. While every effort will be made to try to give you your first preference of accommodation it may not always be possible because there may be more people seeking a particular type of accommodation than spaces available.

Q. How do you accept your place in Halls?

A. You will sign and return one copy of the Licence Agreement. You will also have to pay a deposit either by credit or debit card – details will be in the offer pack. You will need to provide either credit or debit card details for the first payment of the Licence period.

We are aware that you may be concerned about late payment of maintenance grants or loans; however, the first month’s fees and the deposit would be required in order to secure your place in halls. Attach two recent passport sized photographs (with your name on the back). Enclose your signed Agreement, Deposit and Payment of Licence Fee with the two photographs in the FREEPOST envelope provided and return within seven days to guarantee your place in Halls of Residence. Please make sure that all the necessary enclosures are sent at the same time as omission can cause administrative delays.

If you are made an offer of accommodation in one of the Liberty Living properties then your offer will be made via e-mail. Please check your in box on a regular basis for relevant information.

Q. What if you do not want to accept the Halls accommodation offered?

A. Return the cancellation form immediately so the accommodation can be re-allocated to students on the reserve list.

Q. What if you have a complaint about your Halls accommodation?

A. If you are living on campus, the Residences Team is responsible for the running of the Halls and if you have any problems or queries feel free to approach the Halls Managers directly or you can go through your Student Warden. If you are living in a private halls then you should contact the relevant General manager for the site.

Q. How much will Halls of Residence cost?

A. Full details of the costs of the accommodation you have been allocated will be sent with the offer pack. Rents differ according to the type and location of the rooms you have been offered. Where a student has been offered catered accommodation, the catering package comprises breakfast and evening meal (weekdays), brunch (Saturday) and lunch (Sunday). Residents pay a caution deposit before moving into Halls, no reservation can be confirmed without payment of this fee. This deposit will be returned to you at the end of the academic year once you have vacated your room.

Deductions will be made for any damage caused to your room or the communal area for which you are responsible. Misuse of fire appliances will not be tolerated and will result in immediate expulsion from Halls and a fine of £150. Payment is made either by direct debit or credit/debit card on a termly basis. It is important to note that all Contracts of Residence for Cyncoed and Plas Gwyn are for the full 40 week licence period. Contracts with either Liberty Living plc or Victoria Halls plc are for a 42 week period. A place in Halls is not, therefore, suitable for students who have to spend part of their study period outside the Cardiff area. The Licence Fee/rent is payable for the whole of the Licence Period. You are not entitled to a remission of any part of the Licence Fee/rent even though you may have arrived late at the start of a term, or may have vacated the Accommodation before the end of the Licence Period. Late payment of the UWIC Licence Fee in excess of seven days after the presentation of any direct debit or credit/debit card will result in the Resident being invoiced for an additional 10% of that part of the Licence Fee included in the payment. Liberty Living plc and Victoria Halls plc have similar arrangements - please contact the relevant Halls Manager for further information For further details, for example of health and safety issues, insurance and making a complaint, visit the accommodation web site.

3.3 International Office Location: T0.05 - Llandaff Campus Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) Contact(s): Dean of International Development Telephone: 029 2041 6045 Website: www.uwic.ac.uk/international

3.3.1 Introduction The International Office provides information, advice and counselling to all international (non-EU) students and their dependants, regardless of nationality, religion, gender or status on nonacademic matters, such as finance, health care, immigration, visas, employment regulations and services. Advice is offered free of charge and without discrimination and further details are provided in a separate International Student Handbook, in regular newsletters and also on the international pages of UWIC’s web site.

The service operates according to the UKCISA/AISA Code of Ethics and the rules and Code of Standards of the Office of the Immigration Services Commissioner.

Since international students often experience different problems from ‘home’ students, a specialist support team is available, which is comprised of twenty members of staff, who deal with recruitment, welfare, language support and study skills. Confidential counselling is also available. The International Office works closely with Student Services and may refer students for more general advice and counselling where necessary.

3.3.2 Financial Support The rules relating to your entitlements as an international student vary to some extent according to the length of your residence in the UK prior to the course, your country of origin and your immigration status. The advice below on Fees, Loans, Financial Contingency Funds, Benefits and Working in the UK, therefore, refer to the following categories: • EEA students - students from Austria, Belgium, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Cyprus, Poland, Malta, Estonia, Slovenia, Lithuania, Hungary, Latvia, Slovakia, Czech Republic.

• Non- EEA students - students from all other countries • Refugees Fees, Loans, Financial Contingency Fund: You must meet the residence rules to be eligible for the ‘Home’ rate of fee rather than the ‘overseas’ rate or for a loan or help from the Financial Contingency Fund. That is, you must have been ‘ordinarily resident’ in the UK (and not wholly or mainly for the purpose of receiving full-time education) for three years before the start of the academic year in which your course begins and you must be ‘settled’ within the meaning of the Immigration Act 1971. If you were away from the UK, because you or your family were temporarily employed abroad, you may be treated as if your ‘ordinary’ residence in the UK has not been interrupted. If you do not meet the three year residence requirement (and your course is an eligible course) you may still be eligible for the ‘home’ rate of fee and may be entitled to apply for support towards your tuition fees, for a loan or help from the Financial Contingency Fund if you, your husband or wife or your parents are: • recognised by the British Government as a refugee and have been ordinarily resident in the United Kingdom throughout the period since you were so recognised; • UK nationals who have returned from working in another member country and have got a job in the UK and have been ordinarily resident in the EEA for the three years prior to the first day of the first academic year of your course;

• migrant workers from another EEA country, who have been ordinarily resident in the EEA for the three years prior to the first day of the first academic year of your course.

If the Home Office has granted you exceptional leave to remain or stay in the UK, you must meet the three year ordinary residence requirement to qualify for ‘home’ fee status, but the settled status requirement will not apply to you.

Fees only award: If you are from another EU country and do not meet the residence rule, you may still qualify for ‘home’ fee status if you have been ordinarily resident in any country within the EEA (and not wholly or mainly for the purpose of receiving full-time education) for three years immediately preceding the start of your course. If you have home fee status you may qualify for a loan towards your fees.

Applications should be sent to the Student Finances Services European Team, P.O. Box 89, Darlington DL1 9AZ: telephone (+44) (0)141 243 3570.

You will not be eligible for a student loan for living costs even if you receive a loan towards your fees.

If you are a student from the EEA or a full-time fee paying international student, there are different rules which apply to each group.

3.3.3 Benefits Public Funds include a range of income-related benefits, together with housing and homelessness support. In most cases, you will not be eligible to claim such benefits but certain exceptions do apply.

If you are a national of an EEA member state you have the right to reside in the UK for the purpose of vocational training or education, provided that you have sufficient resources to avoid becoming a burden on the social assistance system of the host member state. You can claim benefits if you are a part-time student or in a vulnerable category (such as lone parent). However, you will need to show that you are ‘habitually resident’ in the UK and if you claim Income Support, Housing Benefit or Council Tax Benefit it could have an effect on your immigration status, as the Home Office will be notified of your claim by the Benefits Agency and any future application for an EEA Residence permit may be refused.

If you enter the UK as an international (non-EEA) student, you will need to show that you are enrolled on a full-time course of day time study and can pay your course fees. You will also need to demonstrate that you can support and accommodate yourself without recourse to public funds and without working in the UK. You should not claim any benefits as not only is the claim likely to be refused but the Benefits Agency may contact the Home Office about your claim. You may then have difficulty extending your leave to remain in the UK if the Home Office doubts that you have sufficient funds to support and accommodate yourself and your dependants.

Refugees and those granted Exceptional Leave to Remain Refugees are entitled to claim benefits if they fulfil the normal eligibility requirements. Since 5th February 1996 all rights to Income Support, Housing Benefit and Council Tax Benefit are denied for all new in-country asylum applicants and for asylum seekers appealing against a negative decision on their asylum claim made after this date. ‘In country’ applicants are those who apply for asylum after entry into the UK.

3.3.4 National Health Service (NHS) Treatment If your course lasts six months or more you will be eligible for NHS treatment, as will your husband or wife and children if they live with you in the UK and have been given immigration leave as dependants of a full-time student. You can, therefore, receive free hospital treatment and register as a patient with a doctor. A cost will be levied against any course of dental treatment or if an operation or chiropodist is consulted. Students are advised to establish before a course of dental treatment begins exactly what the charges will be and if they have been accepted as a patient of the NHS. Students must be registered with a GP in order to obtain dental treatment as well as medical care. The information from from UKCISA (UK Council for International Student Affairs) states “all full-time international students pursuing a course of at least six months duration are exempt from charges from the NHS. Further, these students are eligible to receive treatment on the same basis as other UK residents.”

NB. If you fail to register with a G.P. at the start of your course, you will only be allowed to register part-way through your studies if there are more than 6 months of your course left.

3.3.5 Working in the UK EEA Students: EEA nationals may work in the UK. No permission is needed.

Non - EEA Students: The rules for international students relating to their permission to work in the UK have become very complex. The number of hours and type of work a student is permitted to undertake will depend on when their current visa was issued and also on the level of course they are studying. Often, a student’s working restrictions are stated on their visa however sometimes, this is omitted or the meaning is very unclear. It is vital that you ensure that you understand the working restrictions that are applicable to you as if you are found to be working too many hours, you risk being removed from the UK by the immigration authorities. For the most up to date guidance on working in the UK during your studies, it is recommended that you access the UKCISA (UK Council for International Student Affairs) website : http://www.ukcisa.org.uk/student/info_sheets/working_during_studies.php or contact the International Office’s Welfare Team for advice.

If a student has permission to work in the UK, the restrictions will usually consist of a limited number of hours a student will be able to work during term-time plus permission to work full-time during the official institution’s vacation period (Christmas, Easter and Summer vacations). Postgraduate students, please note that term-time restrictions will apply during the dissertation phase of your course, even if this falls within the university’s vacation periods. If you have a prohibition stamp or are in any doubt about the restrictions that apply to you, please contact the International Student Welfare Officers for advice.

3.3.6 Tax and National Insurance International students working in the UK will be subject to UK taxation rules and must pay National Insurance contributions and tax in the same way as residents of the UK. To meet this requirement, a

National Insurance Number (NINO) is necessary. Students should apply to the local office of the Department of Social Security; a passport is required and details of the proposed employment. It may take some time to obtain a NINO, but work can commence at any time while an application is being processed. You can apply for a NINO by calling 0845 600 0643 to make an appointment. For more information about National Insurance Numbers, you can access the following websites: www.hmrc.gov.uk/faqs/ynino.htm www.direct.gov.uk/en/MoneyTaxAndBenefits/Taxes/BeginnersGuideToTax/DG_4015904

3.3.7 Banks Students in receipt of an award, including EU students with fees only awards, are usually eligible for the full student package at a bank. Other international students can open bank accounts in the UK and will normally receive a cheque book and cash card, but since, in most cases, they will not be given the full student package, they will not normally be provided with a cheque guarantee card or be granted an overdraft facility. International students can receive assistance from the International Office in the form of an introduction letter which is one of the essential documents the bank will request.

3.3.8 Welfare Support The International Office can offer welfare support and advice to international students throughout their studies. The staff advise on general subjects such as opening bank accounts, registering with a doctor, finding accommodation, registering with the police, finding part-time work, dealing with unfamiliar UK procedures and any immigration queries as well as providing a confidential counselling service.

The Welfare Team also organises a social programme during the year which consists of parties, cultural events and a series of excursions within the UK. UWIC provides excellent facilities which are suitable for meditation, prayer and reflection. Separate male and female prayer rooms can be found at Llandaff Campus and a Christian chapel, which can be adapted for use by those of other religions , is available on the Cyncoed Campus. Alternatively, various churches, mosques, synagogues and temples are located near Cardiff’s city centre. You can contact the International Student Welfare Team for general advice or to arrange an appointment, Monday – Friday between 8.30am and 4.30pm on 029 2041 6494 or via email at internationalwelfare@uwic.ac.uk.

3.3.9 Language and Study Skills Support Free language and study skills advice is offered to all international students from outside the EU. Study skills classes for small groups of students with similar needs and one to one tuition are available on appointment with the English language support tutors. Many students find this service invaluable when preparing for presentations, writing assignments and improving grammar skills.

The International Student Language and Study Skills Support Tutors are Louise Macphail and Michelle Grimes and they can be contacted at LMacphail@uwic.ac.uk or MGrimes@uwic.ac.uk

3.3.10 Accommodation UWIC International students are usually advised to seek self-catering accommodation either in Halls of Residence or the Private Sector, so that any special dietary or faith considerations can be adequately met. You must book Halls of Residence accommodation through the International Office who will make all the necessary arrangements for you, provided you have applied by the booking deadline date.

It is generally not possible, or advisable, for you as an overseas student to book permanent private rented accommodation before you arrive in Cardiff. The University regrets that it cannot enter into any form of tenancy agreement or contract with a landlord on your behalf. The International Office, however, will be happy to book temporary accommodation for International (non EU) students in advance of your arrival in Cardiff and assist you in finding permanent private rented accommodation during the induction period.

Students from EEA member states who wish to secure private rented accommodation should book a room in a local guest house and be prepared to arrive well in advance of the start of your study period, allowing yourself enough time to familiarise yourself with the city and to arrange permanent accommodation.

We are sorry there are no family facilities on campus at present. If you are bringing your family you are advised to come to Cardiff alone, in the first instance, to arrange accommodation for your family as a prolonged stay in a hotel or guest house can be expensive if your family accompanies you.

Students from EEA member states can obtain information about local Guest Houses from the Accommodation Office.

3.3.11 Food Cardiff is a cosmopolitan city and is well served by ethnic restaurants and specialist food suppliers, such as Chinese supermarkets and Halal and Kosher butchers.

3.4 Learning Centre Services IT Helpdesk Opening Hours:

Internal telephone: External telephone: E-mail: IT Rules & Regulations:

8.00 am – 9.00 pm (Monday to Thursday) 8.00 am – 4.30 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday) 7000 029 2041 7000 isdhelpdesk@uwic.ac.uk http://student.uwic.ac.uk/myportal

Learning Centres Website: Opening hours:

Learning portal - http://student.uwic.ac.uk/learning Opening hours: http://student.uwic.ac.uk/myportal

Location: Opening Hours:

Telephone: E-mail:

Cyncoed 8.45 am – 9. 00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday) 029 2041 6242 cyncoedlibrary@uwic.ac.uk

Location: Opening Hours:

Howard Gardens 8.45 am – 9.00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – . 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)

Telephone: E-mail:

029 2041 6243 howardgardenslibrary@uwic.ac.uk

Location: Opening Hours:

Llandaff 8.45 am – 9.00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)

Telephone: E-mail:

029 2041 6244 llandafflibrary@uwic.ac.uk

NB These are normal term-time opening hours. Vacation opening times will be displayed at each Campus before the end of each term. Rarely and due to unforeseen circumstances, it may be necessary to change opening hours. Issue and help desks, along with all computers and photocopiers in these centres are closed down 15 minutes before closing time, so please remember to check out or return any items before this time. At Llandaff Learning Centre, items can be returned 24/7, as selfservice technology is available to use in the Zone 1 concourse.

The Learning Centres have dedicated IT Helpdesks with trained IT adviser specialists to assist with queries during opening hours. ‘Five Minute Guides’ are also available in the open access areas.

3.4.1 Introduction Every UWIC campus has a modern, well-equipped, professionally-staffed learning centre. Facilities include: self-service technology (Cyncoed and Llandaff), book and audio visual collections, IT suites, learning lounges, group areas, quiet study rooms and easy to use audio visual, photocopying and printing facilities. 24 hour internet access is available on some campuses. When you join UWIC, you gain automatic access to all facilities at every Campus and all items (including DVDs) are free for you to borrow.

3.4.2 Learning Materials and Information Skills To support your study and research, each Learning Centre is well-equipped with lending collections of books and DVDs, as well as reference collections of subject-specific journals, dictionaries and encyclopaedias and an extensive art image library at the Howard Gardens campus. Electronic resources such as e-journals, e-books and research databases are universally available using your login and password. You can renew, reserve and request books from other campuses online via the Library catalogue Locate and have access to the collections of the British Library via the inter-library loans scheme. In addition to all of this, multi-skilled staff are available to respond to your enquiries and provide research skills training sessions.

3.4.3 Borrowing Each Learning Centre houses a wide range of information in a variety of formats, including books, journals, videos, slides, and electronic format, for you to use. Most of this material may be borrowed and the loan periods range from four hour to three week loans. As a member of UWIC, as an undergraduate, you may borrow up to 15 items at a time. Items can be renewed (extending the loan period) either in person, by telephone or on-line. However, fines will be incurred on the late return of any items. There are reciprocal arrangements in place with other local and national libraries and universities, so that inter-library loans and information can be quickly accessed.

3.4.4 Availability of IT Service Access to the IT facilities at the Llandaff and Cyncoed Learning Centres is normally available as indicated above. Elsewhere, the Open Access facilities outside the centres are available to a published timetable; use of the computers in the libraries is subject to the opening hours of the campus Centre. Staff and students are permitted to use workstations at any UWIC campus during evenings, weekends and vacation periods provided they are registered computer users and agree to the regulations governing the acceptable use of IT facilities. 24 hour computing facilities are available for all UWIC students to use at the Cyncoed and Llandaff Learning Centres.

Unlimited Broadband internet access, Hallsnet, is available in all rooms in UWIC’s Halls of Residence and there are web links on the Library website to many of the electronic resources to which the Learning Centre subscribes.

The majority of public access workstations are either Intel Core2 PCs running Windows 7 on the desktop, offering a wide range of software, including Microsoft’s Office suite, as well as other common applications, such as e-mail, Internet and Intranet, browsing facilities, programming languages, statistical analysis and graphical design packages, in addition to Blackboard, UWIC’s virtual learning environment (VLE). Assistive software is also available to support disabled students. A number of notebook PCs are available for students to borrow to allow flexible use of IT. These machines are available for one week bookings via the library catalogue system.

Library and Information Services also provide free IT Training sessions on a variety of Microsoft applications, specialist software packages and enhancing your IT skills to help and assist you through your course here at UWIC. For more information on IT Training or to reserve a place on a course, please visit the learning portal website – http://student.uwic.ac.uk/learning

3.4.5 Personal E-mail Accounts Students may use their own e-mail services for personal communications, but you are expected to access your UWIC e-mail account for official university communication and to check this regularly for new messages and announcements, ensuring there is enough space in your mail box. Your UWIC email is hosted by Microsoft, and you are able to keep this email address even after you graduate.

3.4.6 Photocopying Each Learning Centre has black and white and colour copiers and scanners for you to use. The copiers use the ID card system as a means of payment. Simply add credit by using the charge machines in each campus Learning Centre or alternatively via UWIC’s Worldpay internet ‘top-up’ service. Additional printing and copying services are available from the UWIC Print Studios, which also provide a range of specialist printing and finishing services to help support and enhance your coursework needs. UWIC has a copyright licence to enable students and staff to copy extracts from publications, normally up to 5% of the work. Details of the licence are posted next to each photocopier or check on www.cla.co.uk

3.4.7 Rules and Regulations The rules and regulations covering the use of all Learning Centre services, facilities, IT services and Hallsnet are posted on the relevant web sites identified above. When you first log on to the UWIC network, you must accept and acknowledge that you have read these. Once accepted, you will not be prompted again, but you are bound by the rules and regulations. Any breach of these is likely to result in a response from UWIC, including formal disciplinary action.

3.4.8 Wireless Access Students are able to connect their personal computer equipment to the university’s wireless network in order to gain access to Internet, university web services (Portal, Email, Blackboard, Intranet, Locate, etc) and university printing resources.

3.5 Academic Skills Location: online; learning centres and within courses.

E-mail: academicskills@uwic.ac.uk The academic skills team works to enhance the independent learning skills of all UWIC students.

Throughout the academic year, on all campuses, we visit courses to teach a wide range of sessions from essential academic English and referencing skills to advanced critical thinking and professional writing. From 2011-2012, we will also be delivering academic practice modules in some courses.

We maintain a large website of independent learning resources for acquiring academic skills.

You can find us at http://student.uwic.ac.uk/academicskills. The site is divided into skills areas where you can find many interactive resources with information about them: these include online tutorials in essential skills such as referencing, critical thinking and note-making, downloadable worksheets for learning about, and practising, areas of English language and writing skills, and information about the growing collection of study skills books and e-books you can find in UWIC’s libraries. You can also use the site to access our ‘email a question’ and writing sample facilities.

During term time, in the Llandaff and Cyncoed Learning Centres, we run lunchtime sessions in all our skills areas; topics vary according to the time of year. To find information about these sessions and book yourself into one, go to the UWIC Student Union website at http://uwicsu.co.uk/led or the training information pages of the library and information services site: http://student.uwic.ac.uk/learning.

3.6 I-zone at Llandaff The i-zone is your first port of call - a one stop shop: • that can answer any type of question you may have about accommodation, enrolment, fees, travel information, CRB checks, international issues etc.

• that provides drop in sessions for careers, health-related advice, visa renewal etc • where you can pay any fees quickly and conveniently • where you can hand in your assignments If you don’t know where to go or who to ask come to the i-zone and ‘Just ask’ We aim to answer your question immediately except when enquiries are more complex and we will make arrangements for other specialist services to resolve them.

Opening Hours: 9.00 am - 4.00 pm Monday – Friday (Wednesday 10.00 am – 4.00 pm) Telephone: 029 20 20 5600 Txt: 07797 808271 Email: i-zone@uwic.ac.uk Facebook: Go to Facebook and search for ‘UWIC izone’

3.7 Students’ Union Campus Centre, Cyncoed Campus Main Reception Telephone: 029 2041 6190 Fax: 029 2076 5569 Athletic Union Telephone: 029 2041 6953 Membership Services Telephone: 029 2041 6344 President: Nichola James Telephone: 029 2041 6191 E-mail: : nejames@uwic.ac.uk Vice - President: Hannah Williams Telephone: 029 2020 1153 E-mail: Marketing and Media Telephone: 029 2020 5830 Howard Gardens Students’ Union Offices Telephone: 029 2041 6192 Fax: 029 2041 6193 All enquiries should be directed to the Central Office, Cyncoed Campus.

3.7.1 Introduction The Students’ Union (UWICSU) is an independent organisation headed by a Board of Trustees, consisting of a number of elected and appointed student representatives and the Chief Executive.

The elected officers are the President and Vice President who are voted in through a cross campus ballot each year by the student body. The appointed student representatives are the School Representatives for each School in the University which ensures that there is representation at the Board of Trustee level from across the student body and a point of contact for any academic issues within their schools.

The Board of Trustees is supported by a team of full time staff led by the Chief Executive who manages the operations of the Students’ Union on a day to day basis.

The SU has three main roles: to support and represent the students both locally and nationally; to facilitate student clubs, societies and interest groups; and to provide affordable commercial services to help support the development of its non-commercial operations. When you enrol as a student you automatically become a member of the SU which provides valuable advice and information to help and support in many aspects of student life, which is partially funded through a block grant fund received from the University.

The Students’ Union funds all competitive and performance sport through its Athletic Union at both British Universities and national league level. Funding is also available for individuals who can compete at BUCS or National / International level.

You will receive information from the SU about the Student Identification Card that you are entitled to which attracts a range of offers and discounts to you locally both on and off campus. You will receive this information in the freshers’ guide, via the website and at the Freshers’ Fayre. Alternatively you can call into any of the SU offices for further information. Membership of the SU is optional and should you wish to opt out you can do so by advising the Central Office in writing. You will still be able to join clubs and societies but you will not be able to stand for office, or vote and you will not be able to claim many of the discounts that the SU membership offers.

As a student you will be expected to: • Produce your Student Identification Card as a form of identity at any event organised by or associated with the SU. • Act in a responsible manner when visiting other establishments and act as ambassadors for both the SU and UWIC • Act in a responsible manner when attending SU premises, particularly the bars late at night.

• All the campuses are set within residential areas and you are expected to show consideration for residents at all times. Students found to be causing disruption or nuisance may face disciplinary action from either or both the SU and the University.

3.7.2 The Campus Centres The 2010/11 Academic Year saw the launch of ’Zen’ at the UWIC Llandaff Campus. This new SU building has refurbished catering and enhanced retail operations with a relaxing coffee shop on the first floor. The centre is operated by the Students’ Union and is an ideal location for the student population to use as its home.

3.7.3 Membership Services The SU has a President and Vice President based at the Campus Centre in Cyncoed. They provide students with an independent, confidential advisory service covering academic issues and provide support and representation on academic appeals and complaints. They also have links with a range of organisations that can provide specialist advice on housing, health and other welfare issues. As well as the Membership Services department on the Cyncoed campus, there is also a Membership Services assistant based at the SU office on the Llandaff campus who also deals with the above issues.

3.7.4 Clubs and Societies The Students’ Union supports the sports clubs that operate through the Athletic Union (see below) and a range of societies for students aimed at providing shared interest activities outside of the academic environment. If there is not an existing club or society, the Students’ Union encourages students to get involved and maybe start a new society from scratch. If you have an idea for a new activity or one-off event or are hoping to set up a new society in the future, then the SU can offer initial funding of up to £100, Information and Advice, Use of Facilities and Administrative Support. It is a great way of making new friends and developing new skills and having fun at the same time. Visit www.uwicsu.co.uk for more information.

Recreational Sport: Last year the Students’ Union launched a new initiative called recreational/ intra-mural sport which takes place in two, ten week blocks on Wednesday afternoons during the first and second terms. Full information on the programme is available via the Student Union website and at the Freshers Fayre

3.7.5 Representation 1. Sabbatical Officers There are two Sabbatical Officers within the Students’ Union: - The President and Vice-President.

They are elected each year by the student body to work on a full-time basis. Their main priority is to represent students at University level through various boards and committees. If you have issues or problems during your time at University then your Sabbatical Officers are there to help.

2. School Representatives The School Representative holds a key role for both the University and the Students’ Union.

They ensure the student voice is heard at a higher level to StARs. Under the direction and resources of the Students’ Union, the School representative will deal with more wide-ranging problems that occur across the Schools and student body that they represent. This is an extremely important role as it ensures that, through the representative, all students have an input into areas such as programme content and delivery, assessment and feedback, learning and teaching and timetabling.

3. Student Academic Representatives (StARS) StARs are the front line representatives of the students on their course. This puts them in the unique position of being able to influence their own learning and that of their peer group. Becoming a StAR has numerous advantages and the job also looks good on your CV. It will gain you many more transferable skills that will help you in later life, including debating skills, communication and representation.

3.7.6 The Athletic Union All competitive and performance sport at UWIC is organised by the Athletic Union which is based in the Campus Centre, Cyncoed .

Details of all the clubs that compete can be found on the Students’ Union website: www.uwicsu.co.uk and there will be stands at the Freshers Fayre which takes place during the first week of term giving information on the clubs themselves, training times and trials.

UWIC has a proud history of sporting success and, unlike many other universities, many of our teams compete in local and national leagues. All our teams compete on Wednesdays in the BUCS (British Universities and Colleges Sport) competition and students from all the schools are encouraged to participate and the Students Union supports keeping Wednesday afternoon free for sport societies and cultural activities. Many of our students achieve International Honours and compete at major events such as the World Student Games, Commonwealth and Olympics.

We always want to encourage participation and if we don’t currently run a club then it is possible to set one up, and the Athletic Union is also there for individual competitors who want to represent the University.

Sport Scholarships The aim of the UWIC Sports Bursary & Scholarship Scheme is to assist students of exceptional sporting ability to develop their academic and sporting talents to their fullest potential, and thereby to encourage the development of University sport. The aim is to ensure that each scholar is encouraged and enabled to reach his or her full potential in sport and in academic endeavours. The scheme offers a learner-centred experience in which scholars receive guidance and support, enabling them to take greater control of their lifestyle to facilitate the co-development of their academic and sporting potential. As part of UWIC sports scholarship scheme, chosen scholars will receive the following benefits: • Conditioning/Fitness Testing and Monitoring: Access to fitness rooms and weight training facilities, advice on fitness training, and fitness testing at regular intervals.

• Gold Card Membership of the University Sport and Leisure Club.

• Subsidised Sports Physiotherapy and Sports Massage.

3.7.7 Commercial Services The Students’ Union provides a number of commercial services across UWIC which help to support the non commercial services such as welfare and advice and representation. The SU is not for profit, and any income generated by the commercial areas is re-invested back into the SU providing services for you, the students.

Commercial Operations The Campus Centre at Cyncoed is the main social area on campus, incorporating a bar and catering operation which includes full table service. It also provides an outdoor terrace and areas where students can meet and relax.

Howard Gardens is the laid back relaxed bar that is an essential part of the art and design culture and is becoming recognised as one of the coolest live gig venues in Cardiff. All the bars are available at certain times for students, clubs, societies and courses to organise fund raising events. Zen at Llandaff is the focal point for all students’ social life whether it is grabbing a quick sandwich, enjoying a sit down meal or relaxing over a “Caramel Macchiato”; it is the ideal place to meet up and chill during the day.

Retail There are two Students’ Union shops selling a range of confectionery, groceries, newspapers and snacks. The Store at Cyncoed has an off-licence and is open in the evenings to cater for the residential students. The shop at the Llandaff Campus Centre has been enlarged with extended opening times.

3.7.8 Media Llandaff Campus has an innovative Marketing and Media Centre. The centre is based on the first floor of the Llandaff Campus Centre. It provides the main base for all Student Union work and activities relating to Marketing and Media.

Retro This is the highly-regarded Students’ Union newspaper that raises issues and provides information for UWIC students on what is happening both on and off campus. It is an ideal opportunity to engage the students in life at UWIC and Cardiff and is a great way for budding journalists to get some of their work into print.

Website The Students’ Union website provides one of the key ways to keep in touch with news, events and gigs. It also allows students to access information and advice, membership services along with AU clubs and society details. The address is www.uwicsu.co.uk so make sure you check it out.

3.7.9 Fair Trade at UWIC In 2007, UWIC Students Union as part of its strategic planning set itself the aim of achieving fair-trade status for itself and the University. This aim was presented to the Vice-Chancellors Management Board at the start of the academic year, and it was agreed that the Students’ Union would take the lead role in this initiative. One of our first tasks was to set up a Fairtrade Steering group. The members of this steering group included representatives from the Students’ Union, academic staff, student representatives and the catering and hospitality staff.

As a Students’ Union we became committed to supplying Fairtrade products and to achieving Fairtrade status. To achieve Fairtrade University Status we were dedicated to achieving the following goals; we now ensure that:

1. Fairtrade foods are available for sale in all campus shops and used in all cafes/ restaurants/bars.

Where this is not possible the University and SU commit to begin to use Fairtrade products in these operations as soon as it becomes practical to do so.

2. Fairtrade coffee and tea are served at all meetings hosted by the University and the SU and in all University and SU management offices.

3. The process of achieving Fairtrade University status will be coordinated by a Fairtrade Steering group that includes representatives of the University, Hospitality staff, Students’ Union and the student body. The aim of the group is to prepare and oversee the implementation of an action plan to achieve and maintain Fairtrade Status for the university.

4. The Steering group will organise the publicity for Fairtrade fortnight and other on-going promotions and campaigns to ensure that the issue of Fairtrade awareness is maintained.

3.8 External Services 3.8.1 Banking and Cash Points It is essential to have a bank or building society account to help you manage your finances successfully. The whole range of banks and building societies is available in Cardiff City Centre and many of the local branches are easily accessible from each campus in Roath and in Llandaff.

There are also cash machines on each campus, although you will be charged for using these.

3.8.2 Social Life in Cardiff As well as all the great social life on campus, Cardiff as a city is renowned for its excellent leisure facilities. Through the students’ union newspaper and web site you can find out about all the best student nights in Cardiff, in clubs that have an official link with the SU. UWICSU also works exclusively with the CIA, Cardiff City Football Club, Cardiff Devils, Glamorgan Cricket Club and Cardiff Blues offering great student promotions, discounted tickets and competitions.

So whether it is sport, leisure, clubbing or culture, Cardiff has everything to offer. There is a wide range of bars, pubs and restaurants of all types in Cardiff and in Cardiff Bay. The city, in fact, is renowned for its excellent leisure facilities which offer amenities at very reasonable prices. There is also a great variety of clubs, cinemas, entertainment centres and sporting venues, including the famous Millennium Centre, St David’s Hall and the Millennium Stadium.

3.8.3 Shops Cardiff is an excellent shopping centre, where you will find all the major retailers. There are also some local shops close to the campuses at Cyncoed and Llandaff in the suburbs of Roath and Llandaff, where there are also Post Offices. There is also a major supermarket opposite to the campus at Llandaff.

3.8.4 Buses Each campus is well served by Cardiff Bus, which runs into the city centre and other parts of the city.

Stops are conveniently located outside the campuses and at Cyncoed the buses actually come on to the site where there is a stop outside the main doors.

UWIC also operates its own bus service, the UWIC Rider, between its various campuses and Halls of Residence. The service runs during term-time, six days per week (only evenings on Saturdays) from 7.45 am to 11.50 pm. It is, therefore, very useful for travel between campuses and into the city centre.

Currently, when students purchase a UWIC Rider pass, they also gain free and unlimited access to all Cardiff Buses up to Zone 3 during term-time. UWIC Rider passes for the academic year can be purchased from the Accommodation Office.

For further details of the UWIC Rider timetable please see website: http://www.uwic.ac.uk/uwicrider For further details of the Cardiff Bus timetable please see website: www.cardiffbus.com For travel outside of Cardiff, Traveline provides times and routes of all bus, coach, rail, ferry and air services in Wales free of charge. For further details contact Telephone 08706082608 or visit the website: www.traveline-cymru.org.uk

Things you may find useful (Policies & Procedures)

Part 4 Things You May Find Useful (Policies & Procedures) 4.1. Making a Suggestion, Complaint or Appeal To make a suggestion, contact Campus Reception Website: http://www.uwic.ac.uk/brightideas To make a complaint contact: UWIC’s Complaint Officer Telephone: 029 2020 5810 Website: http://www.uwic.ac.uk/complaints To make an appeal contact Academic Registrar Website: http://www3.uwic.ac.uk/registry Academic Handbook: www.uwic.ac.uk/academichandbook 4.1.1 UWIC is committed to providing high quality programmes, services and facilities for students, staff and the general public and it thus actively encourages all its stakeholders to participate fully in the development and improvement of these by making their views and ideas known.

4.1.2 If you have any suggestions, therefore, concerning any matters that affect your life and study at UWIC please let a relevant member of staff know or you can fill in a suggestion form, which is available at the front desk of each campus or on line as indicated above. We welcome all comments and ideas, both positive and negative, and endeavour to provide you with feedback on the implementation of any of your views.

4.1.3 If you want to make a formal complaint or an appeal, first you need to know what the difference is between these two processes: • A Complaint is defined as an expression of dissatisfaction or concern you may have about any of the facilities or services provided by UWIC or about actions or lack of actions by UWIC or its staff.

This procedure does not deal with any academic matters.

• An Appeal caters for representations against academic and examination board decisions.

4.1.4 The purpose of the Complaints Procedure is to provide a formal route through which you can bring a complaint to the attention of UWIC and have it addressed, although every attempt should be made initially to resolve the matter informally with the relevant person or School/Unit. The formal procedure has three stages: • Stage 1 – investigation by the Dean of School or Head of Unit where the complaint has been lodged.

• Stage 2 – investigation by a senior member of UWIC staff independent of the School or Unit involved • Stage 3 – investigation by a panel, which will include external representation and which the complainant and other relevant parties can attend.

The investigation at each stage would normally be completed within 30 working days and culminate in a report with a decision whether to uphold or reject the complaint and with recommendations for any future action. If the complainant wishes to proceed to the next stage then there must be valid reasons for doing so. If a resolution cannot be reached by the end of Stage 3 then you have the right to take your complaint to the Office of the Independent Adjudicator.

UWIC’s full Complaints Procedure can be found on-line as indicated above, but if you do make a formal complaint you will automatically be sent a copy. The Complaints Officer, who co-ordinates all complaints across UWIC, can be contacted at Student Services, Llandaff on ext: 5810.

4.1.5 There are several Appeals Procedures for different purposes and these can be accessed in the Academic Handbook.

See: http://www3.uwic.ac.uk/English/registry/academic_handbook/Pages/AH1_07.aspx For all appeals against decisions of Examining Boards for all taught prorammes at all levels, you should refer to the Verification and Appeals Procedure. The first stage is to submit the Application For Verification form, which can be found in the Academic Handbook on the web.

In exceptional cases, you might need to use the appeals procedure of a specific awarding body.

If in doubt, contact UWIC’s Academic Registry, which is responsible for all Appeals procedures, on ex. 6034 or 029 2041 6034 You can only appeal on the grounds stipulated in the Verification and Appeals Procedures.

You cannot appeal on grounds of academic judgement. In other words you cannot formally proceed with an appeal that simply challenges a tutor’s mark because you disagree with it.

UWIC’s Appeal Procedures follow the following process: • initially an Application for Verification should be made within 14 days of the examination board being held; • the facts of the case then have to be verified, normally within eight working days; • If the verification process identifies that there is no basis on which to refer the case to an Examining Board at that stage, you will have the opportunity to submit an Application for Appeal; • If there are grounds for an appeal, then an Appeals Board is established, which the appellant and other relevant parties can attend. The Board will make a decision on whether to uphold or reject the appeal. If it does uphold the appeal, the procedure is to refer the matter back to the examination board for reconsideration, possibly with specific recommendations.

4.2 Disciplinary Procedure 4.2.1 This procedure deals with problems that may arise with student behaviour; hopefully, you will never need to use it! It does not cover any academic matters. There are also additional disciplinary procedures related to Halls of Residence and the Students’ Union.

4.2.2 Basically the procedure covers the following types of misconduct on or off campus, which are likely to constitute improper interference with the functioning or activities of UWIC, those who work or study at UWIC or the reputation of UWIC: • violent, indecent, disorderly, threatening or offensive behaviour or language; • fraud, deceit, deception or dishonesty; • action likely to cause or impair the health, safety and well-being of any UWIC stakeholder; • verbal abuse, bullying or any form of harassment, intimidation, victimisation or discrimination; • damage to or defacement of any property belonging to UWIC or UWIC stakeholder; • misuse or unauthorised use of UWIC premises or property; • any criminal offence; • failure to supply relevant information; • failure to comply with previously imposed penalties.

4.2.3 As with the Complaints Procedure UWIC encourages any misconduct or allegations of misconduct to be resolved informally as quickly as possible with the persons involved. If this is not possible or the nature of the offence is so serious, then the following steps will be taken: • An investigating officer(s) is appointed, who will make a report, normally within 15 working days, with recommendations dismissing the case or suggesting informal or formal warnings are issued or the student is suspended.

• If the offence is sufficiently serious a Student Disciplinary Committee may be set up comprised of senior UWIC representatives. A hearing will be held and the Committee will each a decision about any action to be taken, which could include sending the student for counselling and advice, issuing an oral or written formal warning, requiring compensation to be paid, imposing a fine or making a suspension or expulsion order.

• If a criminal offence has been committed then almost certainly the police will be informed.

Whatever the decision, the offender will have a right of appeal to an Appeals Committee of the Board of Governors.

For further details of UWIC’s Disciplinary Procedure contact: Dean of Students Telephone: 029 2041 5810 Website: http://www.uwic.ac.uk/disciplinaryprocedure For further details of the Halls of Residence Disciplinary Procedure contact: Accommodation Services Manager Telephone: 029 2041 7013 For further details of UWIC’s Students’ Union Disciplinary Procedure Contact: President – at the Students’ Union Telephone: 029 2041 6190 For impartial advice, representation and guidance regarding complaints and appeals or the disciplinary procedure, students should contact the Students’ Union Vice-President (Education Officer).

4.3 Code of Conduct 4.3.1 All students are expected to conduct themselves in a reasonable and orderly manner having due regard for other people and UWIC property.

4.3.2 All students are expected to observe all UWIC regulations, policies and procedures that govern the effective organisation and management of specific areas of activity within UWIC, including those relating to financial requirements, health and safety, the use of learning, computing, child care, refreshment, sport and recreational facilities. Copies of the regulations, policies and procedures can be obtained from the UWIC web site, particularly on the pages of the Academic Registry and Student Services, and are included as part of the Academic and Student Handbooks, which can also be accessed on the UWIC website.

4.3.3 An act will be regarded as misconduct and therefore the subject of disciplinary action, if it constitutes or is likely to constitute improper interference with the normal and legitimate functioning and activities of UWIC or of those who work or study at UWIC, if it affects the freedom of others, if it endangers the safety or property of others or if it damages or is likely to damage the reputation of UWIC. 4.3.4 In particular, students are expected to observe UWIC’s Equal Opportunities Policy, which recognises that discrimination on the grounds of gender, race, background, faith, sexual orientation or age and any form of harassment or bullying are unacceptable.

4.3.5 The sale of goods or services by students on UWIC premises is not permitted, except with the prior approval of the Vice Chancellor and principal. Similarly, any form of gambling on UWIC premises is illegal and will result in disciplinary action.

4.3.6 The use of any illegal drugs on UWIC premises is prohibited and any dealing in illegal drugs will always be automatically reported to the police.

4.3.7 The following constitutes a non-exhaustive list of the types of misbehaviour or misconduct that this Code is intended to cover: • Violent, indecent, disorderly, threatening or offensive behaviour or language (including possession of weapons, chemicals and acts of terrorism).

• Fraud, deceit, deception or dishonesty in relation to UWIC or its staff or in connection with holding any office in UWIC or in relation to being a student of UWIC. • Action likely to cause or impair the health, safety, and well-being of any student, member of staff or other employee of UWIC or any authorised visitor to UWIC. • Verbal abuse, bullying or any form of harassment, intimidation, victimisation or discrimination of any student, member of staff of other employee of UWIC or authorised visitor to UWIC. • Damage to, or defacement of, UWIC property or the property of other members of the UWIC community caused intentionally or recklessly and misappropriation of such property.

• Misuse or unauthorised use of UWIC premises or items of property, including misuse of computers or other electronic devises to transmit, receive, view or display offensive, defamatory, discriminatory, obscene or otherwise illegal material or to introduce any virus, worm or other harmful or nuisance programme or file into any IT facility.

• Failure to disclose a name and other relevant details to an officer or employee of UWIC in circumstances when it is reasonable to require that such information is given.

• Failure to comply with a previously imposed penalty under this Code.

• Behaviour that constitutes a criminal offence where it:• takes place on UWIC premises; • affects or concerns other members of the UWIC community; • damages the good name of UWIC or brings UWIC into disrepute • itself constitutes misconduct within the terms of this code; • is an offence of dishonesty.

4.4 UWIC’s Ethical Framework This framework articulates the general principles that will guide Staff, Students and Governors in their day-to-day activities in upholding UWIC’s Values. The principles have been developed from UWIC’s values into more specific practices relevant to particular areas of activity (e.g. research and enterprise).

In order to ensure that the values reflected by the Ethics Framework are maintained, when undertaking activities, staff, students and governors should ask themselves the following questions: • Is the action legal?

• Is the action fair?

• Will I be proud of it?

• Does it comply with UWIC’s values?

• What would other people think of it?

• Will it hurt, disadvantage or offend anyone?

• Do I think it is wrong?

• If you are not sure, ask until you are sure.

To view UWIC’s Ethics Framework, or to access more information on ethics in general, please visit http://www.uwic.ac.uk/ethics

4.5 Equal Opportunities Location: all UWIC campuses Contact: Head of Secretariat Email: equality@uwic.ac.uk Web pages: www.uwic.ac.uk/equalitydiversity/ 4.5.1 UWIC is an organisation where diversity is valued, equality is promoted and our services are delivered to support all staff and students regardless of gender, race, ethnic background, religion or belief, culture, (dis)ability, age, gender reassignment or sexual orientation. (The Welsh language is regarded as an additional equality strand in Wales).

4.5.2 Everyone in UWIC – Governors, staff, students, visitors, contractors – has a responsibility to deliver equality. Discrimination is unacceptable in any form. All individuals in UWIC should be treated with dignity and respect and valued for their contribution.

4.5.3 UWIC has a well developed framework of policies and practices to support inclusion and equality of opportunity and to foster a supportive environment for all our students, staff, and visitors.

In 2008, the Board of Governors approved UWIC’s first Single Equality 4.5.4 The Equality and Diversity Committee oversees the implementation of our Equality Scheme and monitors our progress. We publish an Annual Report for Equality & Diversity every year on our web pages.

4.5.5 Any student with personal experience of any of the Equalities strands who is interested in contributing to the development of Equalities policies and Diversity events in UWIC is encouraged to contact the Head of Secretariat to discuss how they could be involved.

4.6 Harassment and Bullying Location: Llandaff Campus Contact: Pro Vice Chancellor (Operations) 4.6.1 As part of its Equal Opportunities policy portfolio UWIC also has a Harassment and Bullying policy and code of practice, which covers all members of its community to ensure the preservation of each individual’s dignity.

4.6.2 The Harassment and Bullying policy and code of practice is designed to eliminate all forms of harassment and bullying at UWIC, to provide a sensitive, fair and effective means of resolving complaints, to provide victims with guidance and support, to ensure a safe and supportive working environment and to comply with legal requirements.

4.6.3 The policy and code of practice defines what harassment and bullying are and then explains what they involve in relation to gender, race, disability, sexual orientation and age. The roles and responsibilities of different persons and the procedures to be followed are outlined.

4.6.4 Parent and guardians of students under 18 should note that internet access is unrestricted at UWIC and that it is not possible for UWIC to limit access to any particular sites or categories of information.

Students under 18 will be expected to abide the same rules and regulations about acceptable use of the internet as all other students.

4.7 Child Protection Location: Llandaff Campus Contact: Dean of Students Policy: www.uwic.ac.uk/childprotection 4.7.1 UWIC recognises that several of its programmes involve working with young people below the age of 18, for example, in teacher training and other forms of professional training, as well as in projects such as First Campus and in clinics and the use of sports facilities. If you are likely to come in contact with young people in any way on your programme then you will need to be familiar with UWIC’s Child Protection policy, which ensures compliance with all current statutory provisions and regulations.

4.7.2 UWIC’s Child Protection Policy outlines the scope and aims of the policy and then describes the processes and procedures to be followed when any contact with young persons occurs, including the need for undertaking checks with the Criminal Records Bureau (CRB).

4.7.3 The named member of staff with ultimate responsibility for this area is the Dean of Students, who is approved for this role by the Care Standards Inspectorate for Wales.

Parents and guardians of students under 18 should note that internet access is unrestricted at UWIC and that it is not possible for the UWIC to limit access to any particular sites or categories of information.

Students under 18 will be expected to abide by the same rules and regulations about acceptable use of the internet as all other students.

4.8 Expectant or New Mothers Contact(s): Medical Staff – Nursing Officers Telephone: 029 20416175 – Cyncoed 029 20416177 – Howard Gardens Policy: www.uwic.ac.uk/health 4.8.1. UWIC has a policy for students who are expectant or new mothers. It covers students who are pregnant and those who have given birth within the last six months and/or who are breastfeeding.

4.8.2 The purpose of the policy is to ensure that being pregnant or a new mother is not a barrier to a student continuing with her studies and that appropriate health and safety measures are in place to protect the mother and child.

4.8.3 If you become pregnant, therefore, during your studies at UWIC and subsequently become a new mother or you are a new mother when you start you programme, then you will need to be familiar with the procedures you should follow. These are outlined in the policy.

4.8.4 The policy also states the arrangements that UWIC should make, if necessary, to ensure the health and welfare of the expectant or new mother and her child, so that no disadvantage is experienced. For example, risk assessments will need to be undertaken. If an identified risk cannot be controlled or removed, then UWIC could temporarily adjust the student’s study arrangements, offer alternative arrangements or allow the student to defer her studies.

4.8.5 To enable students to carry on studying while they are new mothers, the policy allows them to bring their new young children into UWIC’s public areas and into tutorials, if the tutor permits, but not into any teaching and learning areas or situations where other students may be disturbed.

4.8.6 If you have any queries or need advice on breastfeeding or expressing milk, please contact a Nursing Officer in the first instance as indicated above.

4.9 Health and Safety Location: Llandaff Campus Contact: Health & Safety Adviser Telephone: 029 2041 6094 E-mail:healthandsafety@uwic.ac.uk 4.9.1 UWIC recognises the importance of health and safety, not only to ensure the safety and wellbeing of all its stakeholders, but also to fulfil the requirements of much recent legislation in this area.

4.9.2 UWIC, therefore, has a comprehensive overarching Health and Safety policy, which is supported by more detailed policies and procedures within each School and Unit. Similarly, UWIC’s Health and Safety Committee is underpinned by matching committees within each School and Unit, which involve members of specific teams that undertake health and safety audits and risk assessments across all areas for which the School or Unit has responsibility. These School and Unit committees meet at least once a term and report directly to the main committee. Health and Safety is also a standing item of School and Unit management meetings and regular staff development events are held to train and update staff.

4.9.3 UWIC’s Health and Safety structure is also supported by a range of information and protocol materials, as well as by a series of regular reports, for example on accident statistics and safety checks on equipment. These are all posted on UWIC’s Health and Safety website as indicated above.

4.9.4 UWIC’s Health and Safety policy and the individual policies within each School and Unit cover areas such as emergency evacuation, personal safety, plant and equipment, health protection, fire precautions, waste disposal, accident procedures, control of hazardous substances and traffic issues.

4.9.5 Health and Safety notices are posted prominently around all UWIC’s campuses and there is a summary notice of general procedures to be followed in each reception area You should be aware of these in relation to your personal health and safety, so please take note of them and they should periodically be pointed out to you, for example when you are attending a lecture. If there is an emergency the campus number to ring is 2222. If you require further information please go to the Health and Safety website or contact the Health and Safety Adviser on the Llandaff campus as indicated above.

4.9.6 Health and safety and the prevention of accidents is the duty of everyone. If you observe a hazard or risk you should notify a member of staff immediately. All accidents, however slight, must be reported.

4.9.7 You must be aware of what to do and where to go in case of a fire and the procedure to be followed when the fire alarm sounds. These instructions will be displayed in locations throughout UWIC.

4.10 Smoking Contact: Chair of the No Smoking Policy Group 4.10.1 UWIC has a “No Smoking” policy, which covers all areas of each of its campuses, except where a specific Designated Smoking Area is provided. If you wish to smoke then you must do this in the specifically designated place outside the building. No smoking signs are prominently displayed around the buildings and must be observed.

4.10.2 All UWIC Halls of Residence operate a strict no smoking policy in all rooms and communal areas.

4.11 Mental Health Contact: Disability Service Mental Health Advisor - 6170 Policy: www.uwic.ac.uk/disability 4.11.1 UWIC has dedicated resources to support students with mental health difficulties. The term, mental health, can cover a number of different experiences and conditions, which can affect a person’s ability to cope with everyday life and, in the case of students, with their studies.

4.11.2 Problems can be short or long term and can involve stress, depression, distress, illusions, eating disorders, self-harm and mood swings. Mental Health support addresses current legislation, UWIC’s duty of care, disclosure, confidentiality and fitness to practise.

4.11.3 If you feel your studies are suffering and you require help in relation to any of these kinds of conditions mentioned above, then please contact Student Services on ex. 6170 in the first instance, where specialist disability support and counselling is available. The service is free and confidential.

4.12 Meningitis Contact: Nursing Officers Website: www.uwic.ac.uk/health 4.12.1 Meningitis is rare, but it can be particularly prevalent in closed or semi-closed communities, such as halls of residence, where facilities and amenities are shared. It can also be fatal, so it is extremely important that all students and staff are aware of the symptoms, so that they can recognise if someone may have it. Treating the illness promptly can make the difference between life and death.

Government guidelines recommend that every person under 25 years of age should be vaccinated against meningitis.

4.12.2 There are two main types of meningitis: viral and bacterial. The former is more common, but less serious and is spread through coughing, sneezing and poor hygiene. The latter is more rare but potentially more serious and requires urgent treatment. There are many strains; B and C occur most frequently in the UK. Most students are vaccinated against strain C leaving them most vulnerable to the B strain for which there is no vaccination. There are two forms of meningitis, meningococcal and pneumococcal, which are spread through close contact, including coughing, sneezing and kissing.

4.12.3 The symptoms of both types of meningitis are, for example: extreme malaise, severe headache, high temperature, vomiting, diarrhoea, aching limbs, aversion to bright light, drowsiness, confusion and a rash, which may start as a cluster of tiny red bloodspots and develop to look like fresh bruises. If pressed, they do not turn white. The symptoms may not all appear at the same time and can vary between different age groups.

4.12.4 If you suspect meningitis: • call a doctor or an emergency out of hours number immediately; • dial (9)999 for an ambulance; or • take the patient straightaway to a local emergency unit

4.13 Sustainability UWIC recognises a wide definition of sustainability, based on engaging in development that meets the needs of the present, without compromising the ability of future generations to meet their own needs.

In support of this vision, in July 2005 UWIC’s Board of Governors formally approved UWIC’s Sustainability Policy and endorsed a reviewed and updated version in March 2008.

Further information on UWIC initiatives to ensure sustainability can be found at www.uwic.ac.uk/sustainability

Useful Names, Addresses & Websites

The Cardiff School of Art & Design Howard Gardens Campus Cardiff CF24 0SP Tel: 029 2041 6647 Email: csad@uwic.ac.uk Website: http://www.csad.uwic.ac.uk/ The Cardiff School of Education Cyncoed Campus Cyncoed Road Cardiff CF23 6XD Tel: 029 20416 7092 E-mail: cse@uwic.ac.uk Website: http://www.uwic.ac.uk.cse The Cardiff School of Health Sciences Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 6836 E-mail: cshs@uwic.ac.uk Website: http://www.uwic.ac.uk/cshs The Cardiff School of Management Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 6836 E-mail: csm@uwic.ac.uk Website: http://www.uwic.ac.uk/csm The Cardiff School of Sport Cyncoed Campus Cyncoed Road Cardiff CF23 6XD Tel: 029 2041 7106 E-mail: css@uwic.ac.uk Website: http://www.uwic.ac.uk/css

Sports & Leisure Facilities Sports Facilities Management Cyncoed Campus Cyncoed Road Cardiff CF23 6XD Tel: 029 2041 6777 E-mail: sfm@uwic.ac.uk Website: http://www.uwic.ac.uk/sportfacilities Student Services The Student Centre Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 6170 E-mail: studentservices@uwic.ac.uk Website: http://www.uwic.ac.uk/studentservices Student Services - Career Development Services ‘A’ Block – Cyncoed Campus Cyncoed Road Cardiff CF23 6XD Tel: 029 2041 6333 E-mail: careers@uwic.ac.uk Website: http://www.uwic.ac.uk/studentservices Academic Registry ‘A’ Block Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 6015 E-mail: registry@uwic.ac.uk Website: http://ww.uwic.ac.uk/registry

Accommodation Services Cyncoed Campus Warwick House Cyncoed Road Cardiff CF23 6XD Tel: 029 2041 6188/9 E-mail: accomm@uwic.ac.uk Website: www.uwic.ac.uk/accommodation

UWIC Students’ Union Campus Centre Cyncoed Campus Cyncoed Road Cardiff CF23 6XD Tel: 029 2041 6190

UWIC Students’ Union Llandaff Students’ Union Offices Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 6496

UWIC Students’ Union Howard Gardens Campus Howard Gardens Cardiff CF24 0SP Tel: 029 2041 6193 UWIC Students’ Union Email: studentunion@uwicsu.co.uk Website: www.uwicsu.co.uk Head of Information Systems Division Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 7000 Email: isdhelpdesk@uwic.co.uk Website: www.uwic.ac.uk/ITSupport

Information Services (Division helpdesk) Llandaff Campus Western Avenue Cardiff CF5 2YB Tel: 029 2041 7000

Appendix 2 Approved AQSB 18/4/07 Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice

Introduction The University is conscious that there is a spectrum of unfair practice offences which do not fit easily into categories such as moderate or severe, especially when other factors (including various levels of mitigation) have to be taken into account. This means that it is not appropriate simply to attempt to allocate specific penalties for specific offences, but it is possible to provide guidelines on how the penalties might be applied.

The following guidelines on the appropriateness of possible penalties for different levels of offences, and on taking account of mitigation and other factors, have been drawn up to assist Committees of Enquiry (and Examining Boards in appropriate cases) when determining the penalties to impose when allegations of unfair practice are substantiated. These guidelines relate to cases of plagiarism, as the commonest form of unfair practice, but can easily be adapted for other offences, and contain examples only as a general guide.

The guidelines appended to this document should be read in conjunction with the list of penalties set out in the UWIC Unfair Practice Procedure (Academic Handbook). These penalties for implementation from the start of session 2006/07 are sufficiently flexible to enable Committees of Enquiry to impose penalties appropriate to the circumstances of individual cases. Committees of Enquiry (or Examining Boards) are welcome to seek advice from the Academic Registry on specific cases.

Appropriateness of Penalties 1.The formal reprimand could be used for a first offence of very minor plagiarism in a piece of work where there is no evidence of intent by the candidate to deceive (e.g. poor referencing). In many cases, this might be combined with an instruction to the examiners, when marking, to ignore any plagiarized text, which may result in a reduced mark. If the work had already been marked, it would have to be remarked accordingly.

2. Cancellation of the mark for the piece of work in question or for the whole module would be appropriate for most cases of plagiarism involving occasional paragraphs or sentences within a piece of work, with or without a recommendation to an Examining Board regarding the possibility of a resubmission (if permitted under regulations). There is flexibility within this penalty for it to be set at a level commensurate with the nature of the offence, mitigation and other factors, including the percentage weighting of the assignment to the module as a whole.

3.Cancellation of marks for all modules for the whole year in question would be appropriate for plagiarism in respect of a whole piece of work (dissertation or other written assignment) or a substantial proportion of a piece of work - i.e. the whole work or majority of the work was copied from or written by someone else.

This penalty assumes that the student is full-time; an equivalent penalty for a part-time student would have to be determined. For example, this could mean cancelling the marks for all modules for the year in question and some or all of the modules in the previous year.

This penalty could stand alone or could be combined with disqualification from future examinations, depending on factors such as whether or not there is mitigation and the level of mitigation, and whether it is a first or a subsequent offence.

4. The reduction of the degree result by one class or the non-award of a distinction could be a stand alone penalty in specific circumstances, but would more usually be combined with one of the other penalties to increase the severity of the penalty in appropriate cases, such as a second offence.

5. Provision for the Committee of Enquiry to use its discretion to decide an alternative penalty is intended for use only in exceptional cases, where none of the stated penalties would be entirely appropriate. This would normally only involve modifying one of the existing penalties to fit the circumstances of the case, but there may be specific occasions where an alternative penalty of equivalent severity to an established penalty might better fit the circumstances of the case. In such situations, Committees of Enquiry would be advised to seek advice from the Academic Registry before proceeding.

Mitigation and Previous Offences Mitigation, previous offences and other factors could all influence the overall penalty. For example, where the mark is cancelled or zero awarded for a module, mitigation or previous offences could be taken into account in respect of a recommendation to the Examining Board as to whether or not a resubmission should be allowed (if permitted under regulations) and whether that resubmission would be for the bare pass mark only or the full range of marks (as if a first submission).

No leniency should be given specifically in respect of a first offence. The majority of cases are first offences and appropriate penalties should be imposed, but a second or subsequent offence would normally result in the imposition of a more severe penalty.

For example a candidate might be given a formal warning on the first occasion if the plagiarism was very minor and believed to be just a matter of poor referencing, but if it happened again, awarding zero (cancelling the mark) for the piece of work would be appropriate. Similarly, if there was plagiarism of a whole Master’s dissertation but a significant level of mitigation, a penalty of zero for all modules in the particular level of study could be imposed, but the candidate could be allowed to retake all those modules, as a way of taking account of the mitigation, but if unfair practice was subsequently repeated, then it would be appropriate to impose a penalty of zero for all modules in the particular level and disqualification from future examinations.

Within the existing penalties, it is possible to create subtly different penalties for the same offence in order to take account of mitigation. For example, for two candidates found guilty of collusion and awarded zero for their work with a recommendation to the Examining Board that both be allowed to resubmit, it is possible to distinguish between them in order to take account of mitigation in respect of one of them by recommending that one student resubmits for the bare pass mark only while the other resubmits as if a first submission for the full range of marks.

Level of Study The student's status (postgraduate or undergraduate) would be irrelevant when deciding a penalty to impose - the same penalties would be used for either. However, it could be argued that a postgraduate student should, having already completed an initial degree, know more about referencing and plagiarism than say a Level 5 (HE Level 2) undergraduate. This would normally be reflected not in the penalty but in the consequences of the penalty. For example, for an undergraduate student, some plagiarism in an essay for a 20 credit module would result in zero for the 20 credit module, which might or might not affect the final degree classification, whereas for a postgraduate student on a taught Master’s programme some plagiarism in the dissertation could mean zero for a 60 credit dissertation resulting in the award of a Postgraduate Diploma instead of the Master’s degree. For a PhD/MPhil candidate it could mean the whole thesis fails and no award is made after several years work.

RGT March 2007

Appendix Penalties set out in the UWIC Unfair Practice Procedure for session 2006/07 9. Penalties available to the Committee for Unfair Practice in Examination Conditions The Committee of Enquiry shall apply one or any combination of the following penalties: 9.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.

9.2 The cancellation of the candidate’s marks in part or in whole for module(s) concerned, or in all of the modules for the year in question or the equivalent for a part-time candidate, with a recommendation as to whether or not a re-assessment should be permitted, either with eligibility for the bare pass mark only or for the full range of marks.

9.3 The reduction of the degree result by one class or the non-award of a distinction, as appropriate.

9.4 The disqualification of the candidate from any future University examination.

If a Committee of Enquiry decides that the above penalties are inappropriate, the Committee may use its discretion to decide upon the appropriate penalty.

In exceptional circumstances where an allegation has been substantiated and the Committee is concerned that this may affect the candidate’s ability to practise in a particular profession, the case shall also be considered under the appropriate procedure for Unprofessional Conduct and Unfitness to Practise.

10. Penalties Available to the Committee for Unfair Practice in Non Examination Conditions The Committee of Enquiry shall apply one or any combination of the following penalties: 10.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.

10.2 An instruction to the examiners, when marking, to ignore any plagiarized text, which may result in a reduced mark.

10.3 The cancellation of the candidate’s marks in part or in whole for module(s) concerned, or in all of the modules for the year in question or the equivalent for a part-time candidate, with a recommendation as to whether or not a re-assessment should be permitted, either with eligibility for the bare pass mark only or for the full range of marks.

10.4 The reduction of the degree result by one class or the non-award of a distinction, as appropriate.

10.5 The disqualification of the candidate from any future University examination. If a Committee of Enquiry decides that the above penalties are inappropriate, the Committee may use its discretion to decide upon the appropriate penalty.

In exceptional circumstances where an allegation has been substantiated and the Committee is concerned that this may affect the candidate’s ability to practise in a particular profession, the case shall also be considered under the appropriate procedure for Unprofessional Conduct and Unfitness to Practise.

11. Penalties for Unfair Practice in Research Degrees The Committee of Enquiry shall apply one or any combination of the following penalties:

11.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.

11.2 The disqualification of the candidate from the degree with a right to resubmit the thesis.

11.3 The disqualification of the candidate from the degree with no right to resubmit the thesis.

11.4 The disqualification of the candidate from all future University examinations and qualifications.

If a Committee of Enquiry decides that the above penalties are inappropriate, the Committee may use its discretion to decide upon the appropriate penalty.

In exceptional circumstances where an allegation has been substantiated and the Committee is concerned that this may affect the candidate’s ability to practise in a particular profession, the case shall also be considered under the appropriate procedure for Unprofessional Conduct and Unfitness to Practise.

INDEX Reference Section

Section

Academic/Study Skills

3.5/3.3.9

Accommodation agencies

3.2.5

Advice and Representation Centre

3.7.2

Appeals

4.1

Assessment

2.4

Association of Letting and Management Agencies

3.2

(ACMA) Athletic Union

3.7.4

Attendance

2.3

Banking

3.8.1/3.3.7

Bars

3.7/3.8.2

Benefit Allowances

3.3.3

Borrowing (Learning Centres)

3.4.3

Bursaries & Scholarships

3.1.2

Buses

3.8.4

Car parking

2.9

Career Development Services

3.1.6

Cash points

3.8.1

Catering Facilities

3.2.8

Chaplaincy

3.1.7

Commitment to Students

1.2

Child Protection

4.7

Clubs and societies

3.7.4

Code of Conduct

4.3

Complaints

4.1

Confidentiality

3.1.11

Counselling

3.1.3

Data Protection

2.10

Disability Service

3.1.5

Disciplinary Procedure

4.2

Ethical Framework

4.4

Emergency guidelines

3.1.8

Enrolment

2.1

Entertainment

3.7.7/3.8.2

Equal Opportunities

4.5

Examinations

2.5

Expectant mothers

4.8

External services

3.8

Fee refunds

2.2

Fees

2.2/3.1.2

Financial advice

3.1.2/3.3.2

Financial Contingency Fund

3.1.2

Freedom of Information

2.11

Gap Year

3.1.2

Grants

3.1.2

Halls of Residence

3.2.2

Harassment and Bullying

4.6

Health and Safety

4.9

Health Service

3.1.4

Information Systems Division (ISD)

3.4

Insurance

2.8

International Office

3.3

IT Services

3.4.4

I-zone

3.6

Jury Service

2.13

Language Support

3.3.9

Library

3.5

Library

3.4

Learning Centres

3.4

Loans

3.1.2

Meal passes

3.2.9

Mental Health

4.2.10

Meningitis

4.12

Mitigating Circumstances

2.7

Money Management

3.1.2

National Health Service

3.3.4

National Insurance

3.3.5

New or expectant mothers

4.8

Personal E-mail Accounts

3.4.5

Photocopying

3.4.6

Plagiarism

2.6

Points Based Migration System

2.3

Post Offices

3.7

Private lodgings

3.2.4

Private Mail/Telephone Calls

2.12

Private sector accommodation

3.2.3

Publication scheme

2.10

Pubs

3.8.2

Records Management policy

2.10

Referencing

2.6/3.5

Restaurants

3.8.2

Retro

3.7.8

Rules and Regulations (Learning Centres)

3.4.7

Scholarships

3.1.2

Shopping

3.7.7/3.8.3

Smoking

4.10

Student Loan Company (SLC)

2.2

Student Services

3.1

Students’ Union

3.7

Suggestions

4.1

Supermarkets

3.8.3

Sustainability

4.13

Tax

3.3.6

TV Licences

3.2.7

Unfair Practice

2.6

UWIC Rider

3.8.4

Welfare Support (International Students)

3.3.8

Working in the UK

3.3.5

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