SUMMARY OF ACADEMIC POLICY DECISIONS – SUMMER 2004

Appendices

Appendix A Student References

Appendix B Revised Academic Offences Regulations and new Academic Offences Guidelines

Appendix C Annual Monitoring

Appendix D Periodic Review

Appendix E External Examining – Dismissal Guidelines and Procedures

Appendix F Student Satisfaction Survey

Appendix G Teaching Quality Information

Appendix H Distance Learning

Appendix I Intellectual Property Rights

Appendix J Amendments to Regulations

Appendix A

PROCEDURES FOR PROVIDING STUDENT REFERENCES

Introduction

The provision of a reference to a current or former student is an important service provided by the staff of the University and enables the University to enhance our graduates’ employability through the provision of personalised endorsements of their character and achievements, specific to positions and study programmes for which they are making applications.

This procedure has been compiled to enable the University to comply with external reference points (The QAA Code of Practice on Careers Advice, Education and Guidance and the Data Protection Act 1988) and to ensure that there is a minimum service level for the provision of references to students across the University.

It consists of two sections: Section A covers the principles of meeting student requests and Section B contains guidance for staff actively engaged in writing references. The Procedures are designed to cater for the needs of all students, but acceptable variation to meet the needs of particular student groups, such as research students, is highlighted where appropriate.

SECTION A: PRINCIPLES FOR PROVIDING STUDENT REFERENCES

1. Provision of References

1.1 Every reasonable effort should be made to meet a request for a reference for a student who has undertaken study within a Department or Centre of the University, within a minimum period of three years following his/her departure from the University. Requests received outside of this time scale may, of course, be met if a member of staff is equipped with the necessary information on the student and is willing to provide a reference. In the case of research students, it would be normal to expect to provide a reference for a more extended period of up to ten years.

1.2 Factual statements including details of academic attendance and marks may be provided to meet requests received for students who have departed more than three years ago, where no individual member of staff is available to supply a reference, drawing on records held in the departmental office or within the central administration.

2. Record Keeping and Retention

2.1 A copy of any reference issued should be retained within the Department or Centre for a period of three years following the student’s departure from the University. In the case of research students a copy may be retained for an extended period in line with the guidance on providing references in 1.1 above. According to departmental practices and functional organisation, this may be retained by the individual member of staff or within the departmental office, as appropriate. The departmental office should maintain, as a minimum, a record of students that have received references and the member of staff who accommodated the request.

2.2 The Data Protection Act seeks to protect data subjects by ensuring that data is not held unnecessarily past the point that it is relevant to do so. If a department wishes to retain a copy of the reference for longer than the recommended retention period in 2.1 above, in order to comply with the “fair processing of data” aspect of the Data Protection Act, it is necessary to inform the individual student that their particular reference is not being treated in accordance with the established policy on references (ie it will be retained longer than the recommended period). In such cases, it is recommended that written consent is gained from the student to ensure that there is a formal record of the University’s efforts to process the data fairly. This written consent must be destroyed when the reference itself is eventually destroyed.

2.3 If consent to retain a reference for a longer time period is sought, the department must be clear about the intentions for doing so. It is not always advisable to re-issue an existing reference after an extended period of time, because it is important that references are accurate and current. An existing reference must be reviewed carefully if it is proposed to re-issue it to meet a fresh request, to be certain that the fact and opinions contained therein are still current and relevant to the individual’s academic or professional aspirations.

3. Good Practice for Managing Student Requests

3.1 Students will approach members of staff directly for a reference and it is recognised that the majority of requests will be handled in this way, with dialogue covering the student’s vocational or academic aspirations and the suitability and context of a reference that the member of staff can – or cannot – provide. However, there are some procedures that have been devised within individual departments to manage the workflow where students interact with the departmental office to make their request. They are provided here as examples of good practice.

(a) Where the departmental office prefers to receive student reference requests routinely, the use of a proforma can streamline communication, gathering the student’s details, the name of the staff member they are seeking a reference from, the purpose and destination of the reference and the timescale within it which it is required. The proforma may be provided and submitted online.

(b) Departing students may be invited to lodge brief, CV style information with the department, in order to facilitate references being worked up at a later date. It may be of benefit to implement an online form for students to complete and submit, within the department’s intranet pages.

4. Information for Students and Staff

4.1 Departmental Student Handbooks should include:

(a) Advice to students on the members of the department from whom it is most appropriate to request a reference and who will be best equipped to evidence the student’s character and performance in the subject.. For example, final year project supervisors, year organisers, core course supervisors etc are likely to be more suitable than lecturers that have taught the student on a first year option course.

(b) A statement of the timescale for the provision of references, plus an outline of the services that the department will provide from three years (or ten years for research students) following departure from the University, if appropriate.

(c) The length of time that copy of a reference will be retained within the Department, including the arrangements, if necessary, for seeking explicit consent where references are to be retained for longer than three years (ten years for research students).

4.2 Departmental Staff Handbooks should include the “Staff Guide to Writing References” at Section B of these Procedures;

4.3 Departmental induction for new staff should cover the topic of providing references for students.

SECTION B: STAFF GUIDE TO WRITING STUDENT REFERENCES

GOOD PRACTICE AND COMPLIANCE WITH THE DATA PROTECTION ACT

1 Introduction

Under the Data Protection Act 1998 (the DPA), references are within the definition of personal data. The DPA provides individuals (known as “data subjects”) with a general right of access (known as “subject access requests”). This guide contains practical advice for staff, which, if followed accurately, will enable staff to be confident that they are protecting the interests of both the University, as a data controller, and the student or graduate, as a data subject.

2. Disclosure of References

The DPA does allow for confidential references “given by the data controller” to be exempt from subject access requests. However, once a reference has been passed to a potential employer or training provider, its status is changed. It is now considered to be a “reference received” and may not necessarily be exempt from disclosure to the data subject. Although there are provisions to prevent its disclosure at this stage, the Act is ambiguous in parts and the most sensible interpretation of the legislation currently is to assume that a reference could be disclosed to the subject if he/she pursues it vigorously.

Action

· Assume that a reference will be available to the subject at a future date. Read the guidance under section 3 carefully.

· If the opportunity exists, you may wish to discuss the reference with the student in order that s/he is aware of its content.

3. Expressing Opinions and Ensuring Accuracy

The fourth principle of the DPA states that “personal data shall be accurate and, where necessary, kept up to date”. The implication is that any references given by University staff must be factually correct and justifiable. The potential for a reference to be disclosed to the subject does not preclude staff from expressing opinions in references; opinions on an individual’s performance and suitability for a particular post or scheme of study are an important aspect of references. To ensure legality, however, you must always be able to back up what you write and distinguish fact from opinion. You should be aware that completion of a tick box reference constitutes disclosure. These are commonly found in electronic format, see item 7 for more details.

Action

· Introduce the reference by stating the parameters within which it is given.

· Do not confuse fact and opinion. For example when referring to a student’s expected honours classification or other level of performance, that would be an opinion whereas existing marks and achievement are facts.

· When expressing opinions, draw upon your experiences of working with or assessing the student, so that you feel confident in justifying your opinions on reasonable grounds, for example by making comparison with other students at a relevant stage of study.

· Do not make statements that you could not justify. For example, draw the reader’s attention to qualities that are relevant and which you feel would make the student well suited, or not, to the post or study programme in question, rather than stating unequivocally whether s/he would be a success in the role, or not.

· Do not provide facts or express opinions where you are not qualified to do so. If you do not possess the necessary knowledge about certain aspects of a student’s achievements or character, then do not feel pressured into commenting, despite what the organisation seeking the reference might be asking for.

4. Acting in a Professional or Personal Capacity

In data protection terms, the University is a “data controller” and a reference is data which has been given by the organisation. This is not to imply that you are forming a corporate opinion when writing a reference, but for the provision of a reference where you are expressing your knowledge of the student arising from your employment and contractual obligations to teach or supervise him or her, you are clearly acting in a professional capacity and are generating a reference on behalf of the University.

It is quite feasible for staff and students to become acquainted in a social context, for example through a sports club, and for you to provide opinion based on an individual’s social or personal qualities gained wholly outside of a teaching or supervisory relationship and not arising from your contractual obligations. An example might be where a student seeks a character reference for a potential landlord. Staff may, of course, be in a position to act in both capacities in respect of an individual.

Action

· Preface references given in a purely personal capacity with a sentence to outline the context in which you are acquainted with a student.

· Consider carefully whether it is appropriate to use University letter paper when writing a reference in a wholly personal capacity.

5. Refusing a Reference Request

The University expects staff to provide a reference where possible, but there will always be circumstances – beyond logistical difficulties - where a member of staff feels unable to act in this capacity.

Action

· The Lancaster Data Protection Project, funded by HEFCE, has provided guidance on the issue of student references. Their advice to the HE sector is to “communicate a refusal carefully, without, in effect, implying a negative reference and thus disclosing personal data”.

· In practice, when refusing to provide a reference to an individual student, you may wish to explain your reasons to the student, for example that they have not made a sufficient contribution in lectures or classes to enable you to make judgements about their suitability for potential employment or further study opportunities. You may advise them to request a reference of a member of staff who has had more contact with them.

· When explaining your refusal to provide a reference to an employer, it would be constructive to provide some factual information about the student’s attendance and performance, prefacing it with a comment that you have insufficient contact with the student, or experience of his/her work, to make more balanced, objective judgements.

· Item 8 deals with the disclosure of “Sensitive Personal Data” in a reference, for which the subject must give his/her consent for you to include certain information in a reference. If consent is not given, that would represent a reason why you felt unable to give a reference, because it would not in your opinion be a fair statement.

6. Telephone and Oral Reference Requests

Action

· It is recommended that telephone or oral references are not routinely given. They would be acceptable, however, where the student has requested specifically that a reference is needed at short notice.

· Where possible, you should offer and provide a written reference to confirm what was communicated orally. These should then be treated as any other written reference.

· The identity of the person requesting the oral reference should always be confirmed prior to going ahead. As a minimum security measure, it is recommended to call the enquirer back.

· You reserve the right not to answer certain questions. These could relate to, for example, what is termed in the DPA as “sensitive personal data” (see below).

7. Electronic References

There is no difference in the status of reference provided electronically or in hard copy. The number of references processed electronically is believed to be on the increase, especially where overseas educational institutions are involved as it can facilitate and accelerate the receipt of information to support an application for further study. It is common practice for the organisation requesting the reference to email you directly, citing the student’s name and requesting you to visit a web page and enter a supplied username and/or password in order to access an online form.

· As with all electronic communications, be vigilant to the use of false host email accounts and refer to the URL of the host organisation to verify identity if you have cause to be suspicious. For example, you may refer to published contact information within the organisation’s homepage.

· It is good practice to verify with the student, if possible, that s/he has cited your name as a referee to the organisation concerned, if you are not already aware of this.

· Print a copy of the reference or form before submitting the material.

· Completing a check box constitutes disclosure of ‘sensitive personal data’, even if a Yes or No response is all that is required. See section 8 for details of ‘sensitive personal data’.

8. Sensitive Personal Data

The DPA provides a separate definition of what is termed “sensitive personal data”. This relates to information concerning a subject’s:

a) racial or ethnic origin,

b) political opinions,

c) religious beliefs,

d) Trades Union activities,

e) physical or mental health,

f) sexual life,

g) details of criminal offences.

It may arise that a member of staff is aware of a characteristic of an individual student which constitutes Sensitive Personal Data, which s/he feels is relevant to the reference, but the member of staff may feel uncomfortable asking the student directly whether the matter may be covered in the reference. You may wish to contact a member of the University’s administrative and professional staff, such as the Disability Team in the Student Support Office, for advice on whether to raise this directly with the student.

Action

· The Act requires explicit consent before data of this kind is processed. Consequently, where references require you to answer questions relating to sensitive data, for example, sickness or mental health problems, you should not provide answers without explicit (ie written) consent from the data subject.

· Staff may wish to discuss any individual cases with their Head of Department or approach relevant expertise within the University’s administration for advice, such as the Disability Team in the Student Support Office.

9. Issuing the Reference

It is important that a copy of any reference issued is retained, in case it is required under a data subject access request or other legal proceedings. The time period for retaining copies of references is three years following a student’s departure from the University.

Action

· Log the fact that you have supplied a reference for a student/students with the departmental office.

· Retain a copy of the reference and any original correspondence yourself, or pass the items to the departmental office for retention, in accordance with the administrative procedures within your department or centre.

· Copies must be destroyed 3 years (ten years for research students) after the student has left the University. If you require a copy to be retained for longer than the specified retention period, the student must be informed and it is recommended that his/her consent to this is gained in writing.

Writing a Reference? A Quick Summary of Dos and Don’ts

· You should assume that the subject will be able to access it at a later date.

· For a solely personal character reference, rather than attesting to the candidate’s academic performance or suitability for education or employment, make the context of the reference clear. Consider whether University letter paper is appropriate and state the context in which you are acquainted with the student in the opening paragraph.

· Do not give an oral reference unless specifically requested to do so by the data subject, for example in urgent cases. See section 6 for advice.

· If you have to refuse to supply a reference, issue a carefully worded refusal. Do not imply a negative reference.

· Do not include factual detail or opinion on the following without the written consent of the data subject (See section 7 for advice):

o racial or ethnic origin,

o political opinions,

o religious beliefs,

o Trade Union activities,

o physical or mental health,

o sexual life,

o details of criminal offences.

· Organise any copies of references that you keep in person so that they can be located and destroyed three years after the student has left the University (ten years for research students).

Appendix B

ACADEMIC OFFENCES AND PROCEDURES FOR DEALING WITH ALLEGED ACADEMIC OFFENCES

A . Academic Offences

A1. Academic offences include:

(i) Plagiarism, that is, using or copying the work of others (whether written, printed or in any other form) without proper acknowledgement in any coursework.

(ii) Repeating work previously submitted for another assignment without full acknowledgement of the extent to which that previous work has been used.

(iii) Falsifying data or evidence.

(iv) Submitting a fraudulent claim of extenuating circumstances.

(v) Assisting another student to commit an academic offence.

(vi) Submitting written work produced collaboratively unless this is explicitly allowed.

(vii) Copying the work of another candidate or otherwise communicating with another candidate in an examination.

(viii) Introducing any written, printed or electronically stored information into an examination other than material expressly permitted in the instructions for that examination.

This list is not exhaustive.

A2. In submitting any piece of work (e.g dissertation, thesis, essay, test or report) a student shall acknowledge any assistance received or any use of the work of others.

General Considerations

A3. A student may be found guilty of an academic offence whether or not there has been any intention to deceive; that is, a judgement that negligence has occurred is sufficient to determine guilt.

A4. Students have a duty to inform themselves of the academic conventions used in the University for correctly citing and acknowledging the work of others and the regulations governing examinations. Further details on academic offences are to be found at: www.essex.ac.uk/academicoffences [new web site that needs to be created on all academic offences including plagiarism] http://www.essex.ac.uk/lt/plagiarism.htm http://www.essex.ac.uk/plagiarism/contents.htm. For advice on correct referencing see also departmental handbooks and websites.

A5. Depending on their nature and severity, academic offences will be dealt with by the relevant Head of Department, Dean or an Academic Offences Committee.[1]

A6. When any academic offence is alleged, a student is required either to attend, with reasonable notice which may sometimes be short, any meeting to discuss the alleged offence with the relevant Head of Department, Dean, or Academic Offences Committee or if he/she does not wish to attend to submit a written response by the date of the meeting.

A7. In determining the penalty for an academic offence any previous confirmed academic offence will be taken into account.

A8. Students are reminded that the penalties for academic offences may be very severe, including requiring a student to withdraw or determining that a degree not be awarded.

A9. Where a student has a zero for work as a result of an academic offence the mark will be carried forward even if the student repeats a year.

B. Alleged academic offences dealt with by Heads of Department

Alleged Offences dealt with by Heads

B1. Heads of Department are responsible for the initial investigation of alleged academic offences relating to coursework in their own department.[2]

B2. All cases referred to a Head of Department must be investigated and dealt with on a formal basis.

B3. Heads of Department can take decisions about all suspected academic offences relating to coursework where:

(i) The offence is a first academic offence, or it is a second offence but only a few sentences or the equivalent are affected and the first offence resulted only in a formal warning.

(ii) The student does not request referral to the Dean.

(iii) The student accepts that an offence has been committed.

(iv) The assignment contributes no more than 15 per cent to the total assessment for all courses for the year; or it contributes more than 15 per cent to the total assessment, but the alleged offence is such that the outcome is likely to be a formal warning.

(v) The alleged offence does not involve any breach of the University’s disciplinary regulations.

B3. Where the alleged offence involves an alleged breach of the University’s disciplinary regulations, the case must first be referred to the Proctor.

B4. All other cases, including all cases relating to formal examinations and any allegation of an academic offence after the degree has been conferred, must be referred to the relevant Dean.

Heads’ Powers

B5. Heads of Department acting on behalf of Senate shall have the power, taking into account the circumstances of the case, to:

(i) Determine that no offence has been committed.

(ii) Determine that an offence has been committed and issue a formal warning.

(iii) Determine that an offence has been committed and award a mark of zero to the work in question.

(iv) Refer the case to the relevant Dean for further investigation.

B6. No person shall perform the functions of a Head of Department regarding academic offences unless appointed by the Dean. Individual members of the academic staff are not permitted to make decisions about any case of suspected plagiarism and must refer these to the Head of Department.

Heads’ Duties

B7. The Head is required to:

(i) Inform in writing each student whose case has been referred to him/her the nature of the alleged offence.

(ii) Notify the relevant Dean of the alleged offence and determine whether there has been any previous confirmed academic offence

(iii) Inform each student in writing of his/her decisions and the student’s right to appeal against the decision.

(iv) Inform the Dean in writing of her /her decisions in respect of any case dealt with by him/her and the grounds for the decision (a copy must be kept both in the student’s departmental file and in the central file).

(v) Inform the Dean annually of the number of cases dealt with by him/her.

B8. A Head of Department must attend an academic offences induction before dealing with any academic offence under these procedures.

C. Alleged Academic Offence dealt with by Deans of Schools

Alleged Offences dealt with by Deans

C1 Deans investigate:

(i) All alleged offences relating to examinations.

(ii) All alleged offences relating to coursework which the regulations indicate must be referred to them by Heads of Department.

C2. Deans can take decisions about the following alleged offences:

(i) All alleged first offences relating to coursework where the student requests that the case be referred to the Dean.

(ii) All alleged first offences where the student does not accept that an academic offence has been committed.

(iii) Alleged first offences relating to examinations where the work amounts to no more than 15 per cent of the student’s total assessment from all courses for that year.

(iv) All alleged second offences where the work amounts to no more than 15 per cent of the student’s total assessment from all course for that year.

(v) Alleged second offences that contribute more than 15 per cent to the total assessment, but the alleged offence relates to only a few sentences or the equivalent.

(vi) The student does not request that the case is referred to an Academic Offences Committee.

C3. Deans must refer to an Academic Offences Committee:

(i) Any case where the student requests that it be heard by an Academic Offences Committee.

(ii) Any case where the assignment contributes more than 15 per cent of the student’s total assessment for the year and the alleged offence relates to more than a few sentences or the equivalent.

(iii) Any other case where, after investigation, the likely penalty for the alleged offence could lead to the student not being awarded a degree.

(iv) Any allegation of an academic offence relating to a dissertation or a thesis for a research degree. (See C5.)

C4. Deans must refer to the Proctor any cases involving breaches of the University’s disciplinary regulations.

C5. Prior to the submission of a doctoral thesis, allegation of academic offences by research students shall be dealt with in accordance with the Academic Offences Procedures. Where an offence is alleged by one or both of the Examiners during the examination process, the examination must be suspended and the allegation referred to the Dean of the Graduate School. If plagiarism is alleged before the viva takes place, then the viva should be held over until the investigation has been completed. If plagiarism is identified during the viva, the Examiners should inform the candidate and suspend the viva. In both cases, the Examiners should prepare a written report for the Dean of the Graduate School. All allegations brought after the thesis has been submitted will be considered by an Academic Offences Committee.

C6. Where an allegation of an academic offence arises after the degree has been conferred the Dean must consult the Vice-chancellor who shall determine the procedures to be used in dealing with the case.

Deans’ Powers

C7. Deans acting on behalf of Senate shall have the power to:

(i) Determine that no offence has been committed.

(ii) Determine that an offence has been committed and issue a formal warning.

(iii) Determine that an offence has been committed and award a mark of zero (in the case of examinations they may award a mark of zero to a specific question or to the whole script).

(iv) Determine that a mark of zero is given for the entire course.

(v) Refer the case to an Academic Offences committee for further consideration.

Deans’ Duties

C8. The Dean is required to:

(i) Inform in writing each student whose case has been referred to him/her the nature of the alleged offence.

(ii) Establish whether there has been a previous confirmed academic offence.

(iii) Inform in writing each student of his/her decision and the student’s right to appeal against the decision.

(iv) Ensure that a note is kept on the student’s central file of the decision and the reasons for it.

(v) Inform the Head of Department of the decision.

(vi) Inform in writing each student whose case has been referred to an Academic Offences Committee the substance of such reference.

(vii) Report to the School Board and to ASC annually the number of cases dealt with by Heads and the School.

C9. A Dean must attend an academic offences induction before dealing with any academic offences under these procedures.

D. Academic Offences Committees

Membership

D1. An Academic Offences Committee is a Committee of Senate. Members of an Academic Offences Committee must be drawn from the Panel of potential Academic Offences Committee members all of whom must receive the relevant induction.

D2. An Academic Offences Committee shall consist of the relevant Dean in the chair, and two members of staff from outside the student’s department who have no connection with the case in question. The Committee shall be serviced by a Secretary.

D3. If the Dean of the relevant School has previously dealt with the case[3] another Dean will be appointed to Chair the Academic Offences Committee

Notification

D4.The Secretary of the Committee will notify the student in writing of the time and place in which the case will be heard.

Student Attendance and Representation

D5 If the student admits to the charge by informing the Dean in writing within five working days of notification of the charge, he/she need not attend the Committee and the Committee shall be free to proceed in his/her absence. In such a case a student may submit a statement in mitigation.

D6. The student charged will be invited to be present at the committee whenever oral evidence is being heard by the Committee. He/she may bring a student or other member of the University or Students’ Union to help him/her in presenting their case to the Committee.

D7 Non-attendance by the student or his/her representative shall not bar the Committee from proceeding.

Order of Proceedings

D8. The chair of the Committee shall have the authority to determine the order of proceedings and exclude any material which appears irrelevant to the case.

D9. The usual pattern of proceedings is:

(i) The Chair introduces all those in the room.

(ii) The Chair checks that the student has received details of the case and any supporting documentation.

(iii) The Chair explains the order of proceedings to the student.

(iv) The case against the student is then presented by the relevant Head, and members of the Committee, the student and his/her representative are invited to put questions to the Head.

(v) The Chair then invites the student to put forward a case orally if he/she wishes to do so and members of the committee are invited to put questions to the student.

(vi) The Chair invites the student’s representative to put forward any additional statement.

(vii) The Chair invites the student to make any final response

D10. Where the student’s case is being heard by an Academic Offences Committee because it is a second or subsequent offence this information will be included in the papers given to the Committee in advance of the meeting.

D11. Only members of the Committee and the Secretary shall be present while a committee is reaching a decision of innocence or guilt, or on any penalty or other action.

Adjournment

D12. The Committee may adjourn

(i) in order to enable the student or his/her representative to be present.

(ii) where this is necessary to obtain further information. [it is of the opinion that its proceedings are being impeded by circumstances beyond its control].

D13. The committee shall meet to consider an adjourned case as soon as it is feasible and not later than three months after the adjournment, although the case need not be determined at the resumed meeting. If necessary, the Dean may co-opt additional members to replace any member not able to attend the reconvened meeting, including a new chair. If there are two new members the reconvened meeting shall proceed as a new hearing. If there is one new member the student may request that the meeting proceed as a new hearing.

Powers of the Committee

D14. An Academic Offences Committee shall have the power to:

Determine that an offence has not been committed.

Determine that an offence has been committed and issue a formal warning. Determine that an offence has been committed and award a mark of zero (in the case of examinations this may be for a specific question or for the whole script).

Determine that a mark of zero is given for the entire course.

In the case of offences in relation to a taught Masters’ dissertation, determine that a lesser qualification rather than a Masters be awarded

Determine that an offence has been committed and that the student should not be awarded a degree

Determine that an offence has been committed and that the student should be required to withdraw from the University.

Record

D15. A note of the committee’s meeting, including the decision and the grounds for it, will be taken by the Secretary.

Chair’s duties

D16. The Chair shall ensure that:

(i) Each student is informed in writing of the Committee’s decision and of the student’s right to appeal against the decision.

(ii) A note is kept on the student’s central file of the decision and the reasons for it.

(iii) The Head of Department is informed of the decision.

E. Appeals against decisions by Heads, Deans or Academic Offences Committees

Right of Appeal

E1. A student shall have the right of appeal to an Academic Offences Appeal Committee against any decision of a Head of Department, Dean or Academic Offences Committee on the following grounds:

(i) That there is material evidence now available which was not previously reasonably available to the Head, Dean or Academic Offences Committee and of such a nature as to cause reasonable doubt as to whether the result might have been different had the material been available.

(ii) That the Head, Dean or Academic Offences Committee departed from the provisions of sections B, C or D in a manner prejudicial to the interests of the appellant and causing reasonable doubt as to whether the result might have been different had this not occurred.

(iii) That the facts set out in the findings of the Head, Dean or Academic Offences Committee do not warrant the resolution that there was an academic offence as charged.

(iv) That the penalty imposed by the Head of Department, Dean or Academic Offences Committee was unreasonable having regard to all the circumstances of the case.

Lodging an Appeal

E2. An appeal must be lodged with the Pro-Vice-Chancellor, Academic Standards, within five working days of the date on which notification of the decision was sent to the student concerned by the Head or Dean. If the student can show to the satisfaction of the PVC Academic Standards that circumstances beyond her/her control prevented this time limit being adhered to and that injustice would result from adhering to it, the PVC Academic Standards may extend the time limit in which an appeal may be lodged up to the period of thirty working days on which the notification of the decision was sent.

E3. The written notice of appeal shall set out concisely the grounds of appeal, and where relevant, the circumstances upon which it is claim an extension of the time limit for lodging an appeal should be granted.

E4. The student may withdraw an appeal as of right at any time before the meeting of the Committee.

Duties of the Pro-Vice-Chancellor, Academic Standards

E5. On receipt of an Appeal, the Pro-Vice-Chancellor, Academic Standards, shall nominate a Dean who has no previous involvement with the case (hereafter the Appointed Dean) to deal with the appeal.

Duties of the Appointed Dean

E6. The Appointed Dean shall inform in writing each student who lodges a request for an appeal, and normally within ten working days of the receipts by him/her for that request, whether or not in his/her judgement, the request discloses a proper ground for an appeal.

E7. If there are proper grounds for an appeal the Appointed Dean shall request from the Head or Dean against whose decision the appeal is made, a Statement of the Case, which shall include details of the charge of charges in respect of which the decision was made, a brief summary of the evidence and of the relevant findings, the decision, details of any penalty imposed, a brief comment as to the reason for such findings, decision and penalty, and any further information which the person or body concerned considered to be relevant.

E8. The Appointed Dean must notify the student and the Head or Dean or Chair of the Academic Offences Committee that made the original decision of the time and place at which the appeal will be heard.

E9. The Appointed Dean must inform the student of his/her right to bring a student or other member of the University or Students’ Union to help in presenting the appeal to the Committee.

E10. The Appointed Dean will provide the student and the Head or Dean or Chair of the Academic Offences Committee that made the original decision with a copy of the Statement of the Case in advance of the meeting of the Academic Offences Appeal Committee

Membership of an Academic Offences Appeal Committee

E11. An Academic Offences Appeal Committee is a committee of Senate. Members of the Committee must be drawn from the University Academic Offences Panel.

E12. An Academic Offences Appeal Committee consists of Dean in the chair, and two members of staff from outside the student’s Department who have had no connection with the case.

E13. The Appeal Committee will be serviced by a Secretary.

Order of Proceedings

E14. The chair of the Committee shall have the authority to determine the order of proceedings and exclude any material which appears irrelevant to the case.

E15. The usual pattern of proceedings is:

(i) The Chair introduces all those in the room.

(ii) The Chair checks that the student has received details of the case and any supporting documentation.

(iii) The Chair explains the order of proceedings to the student.

(iv) The case against the student is then presented by the relevant Head and members of the Committee are invited to put questions to the Head.

(v) The Chair then invites the student to put forward a case orally if he/she wishes to do so and members of the committee are invited to put questions to the student.

(vi) The Chair invites the student’s representative to put forward any additional statement.

(vii) The Chair invites the student to make any final response.

E16. Only members of the Committee and the Secretary shall be present while a committee is reaching a decision of innocence or guilt, or on any penalty or other action.

Adjournment

E17. The Committee may adjourn

in order to enable the student or his/her representative to be present.

Where this is necessary to obtain further information. [it is of the opinion that its proceedings are being impeded by circumstances beyond its control].

E18. The committee shall meet to consider an adjourned case as soon as it is feasible and not later than three months after the adjournment, although the case need not be determined at the resumed meeting. If necessary, the Dean may co-opt additional members to replace any member not able to attend the reconvened meeting, including a new chair. If there are two new members the reconvened meeting shall proceed as a new hearing. If there is one new member the student may request that the meeting proceed as a new hearing.

Powers of an Academic Offences Appeal Committee

E19. An Academic Offences Appeal Committee shall have the power to:

(i) Rescind a resolution of a Head, Dean of Academic Offences Committee that the student has committed an offence and to rescind all consequential penalties.

(ii) Confirm a resolution of a Head, Dean or Academic Offences Committee that the student has committed an academic offence.

(iii) Confirm or amend (increasing or decreasing) the penalty allocated by a Head, Dean or Academic Offences Committee, provided that any amendment is consistent with the powers of the original authority.

E19. A note of the committee’s meeting, including the decision and the grounds for it, will be taken by the Secretary.

ACADEMIC OFFENCES PENALTY GUIDELINES FOR HEAD, DEANS AND ACADEMIC OFFENCES COMMITTEES

Principles

In determining penalties Head, Deans and Academic Offences Committees will take the following into account:

(i) the degree of severity of the offence

(ii) whether it is a first or subsequent offence

(iii) the academic stage the student has reached (first year u/g, Masters, etc).

(iv) any mitigating circumstances

Guidelines

Offence	Penalty for a first offence	Second or subsequent offences of this type
(i) Plagiarism which constitutes only a few lines of work	Usually a formal warning with the mark assigned to the work being based on the unplagiarised elements.[4]	Normally a zero.[5] No resubmission of work is permitted.
(ii) More extensive plagiarism	Normally a mark of zero for the work. In severe cases the penalty may be a mark of zero for the whole course/module. No resubmission of work is permitted.	Normally withdrawal or non-award of degree.
(iii) Submitting work which has been submitted either previously or for a different, concurrent assignment	Ranges from a formal warning to a zero for one or both pieces of work.	Normally withdrawal or non-award of degree.
(iv) Falsifying data or evidence.	Normally a mark of zero for the work. In some cases a mark of zero for the whole course/module may be considered. In very severe cases, the requirement to withdraw or not be awarded a degree will be considered	Normally withdrawal or /non-award of the degree
(v) Submitting a fraudulent claim of extenuating circumstances.	Depending on the severity of the offence a penalty ranging from zero for the work/exam to which the extenuating circumstances refer to withdrawal or non-award of the degree	Normally withdrawal or/non-award of the degree
(vi) Assisting another student to commit an academic offence.	Penalty will depend on the extent of the assistance, but will range from a formal warning to zero for the student’s own work on which assistance has been based	Normally withdrawal or non-award of the degree
(vii) Submitting jointly written work unless this is explicitly allowed; submitting work stolen from another student	Penalty will depend on the extent of the joint writing, but ranging from a formal warning to zero for the work. In cases of stolen work, a zero for the work or for the whole course/module will be awarded and disciplinary action may be taken.	Zero to withdrawal or non-award of the degree
(viii) Copying the work of another candidate or otherwise communicating with another candidate in an examination.	Normally zero for the examination or in severe cases zero for the whole course/module	Normally withdrawal non-award of the degree
(viii) Introducing any information into an examination other than material expressly permitted in the instructions for that examination.	If information is not relevant to the exam the penalty will normally be a formal warning. Otherwise the penalty will normally be zero either for the question or the whole exam	Normally withdrawal or non-award of the degree

Appendix C

ANNUAL DEGREE SCHEME MONITORING REPORT

__________________________________________________________________________________

Note: An Annual Monitoring report must be approved by the relevant Head of Department (or Heads in the case of a joint or multidisciplinary scheme) before being submitted to the Dean.

Details of Scheme

Name of Scheme Director

Name of Department solely or principally responsible for schemes under review

Schemes to which this report applies (Please add or delete rows as necessary)

School

Number of students on the scheme (all years of study) in the year under review

Details of meeting to prepare this report

Date of meeting

Name of committee or body making the report

Teaching staff present at the meeting

Students present at the meeting
(please indicate the scheme on which each is registered)

In attendance (if any)

By invitation (if any)

List of appendices to this report for the information of the Dean

Eg. Statistics, new or amended programme specifications

___________________________________________________________________________

This annual monitoring report has been approved by internal departmental processes. In compiling the report, due consideration has been given to last year’s action plan, feedback from students and external examiner reports. The report clearly identifies:

• The departmental response to, or ongoing action in respect of, the last Periodic Review;
• The outcome of SAC;
• The outcome of monitoring of feedback to students;
• The outcome and response to SSS and SSLC;
• Issues arising from a consideration of annual monitoring statistics;
• Action taken in response to last year’s action plan;
• Action needed over the next year;
• The departmental response to external examiner report summaries.

Signature of Head of Department(s)………………………………………………………

Evaluation of the Degree scheme

.

1. Progress made since Periodic Review

Please note, information contained within this section will be published, in line with HEFCE’s Teaching Quality Information Requirements.

For the first report after Periodic Review:

This section must include a response to each Periodic Review recommendation.

For each subsequent report:

This section should include ongoing follow-up to Periodic Review recommendations or actions developing out of Periodic Review recommendations.

2. Curricula

3. Assessment[6]

4. Learning and Teaching

5. Student recruitment, progression and support

6. Learning resources

7. Maintenance and enhancement of standards and quality

7.1 Student Experience (to include SAC and SSLC)

7.2 External Examiners

7.3 Response to issues raised in External Examiners’ summary report for publication.

Please note, information contained within this section will be published, in line with HEFCE’s Teaching Quality Information Requirements.

8. Any other issues considered important in relation to the specific scheme under review

ANNUAL DEGREE SCHEME MONITORING REPORT

Action Plan

Departmental Action(s) Required	Responsibility	By When
1. Follow up to Periodic Review 2. Curricula 3. Assessment 4. Learning and Teaching 5. Student Recruitment, Progression and Support 6. Learning Resources 7. Standards and Quality a) Student Experience b) External Examiners 8. Other issues

Appendix D

PROCEDURES FOR THE PERIODIC REVIEW OF DEGREE SCHEMES LEADING TO UNIVERSITY OF ESSEX AWARDS

(except Writtle College)

Periodic Review is a quinquennial university level procedure designed to reapprove schemes on the basis of an evaluation of the previous five years of their operation.

For partner institutions, Periodic Review is the process by which the University re-validates degree schemes which lead to its awards.

1. Purposes of Periodic Review

• To review the continuing validity and relevance of degree scheme aims and intended learning outcomes;
• To enable an external subject expert or experts to contribute advice on the scheme;
• To identify good practice for wider dissemination;
• To identify areas for enhancement;
• To audit the department's procedures for quality assurance and enhancement and the maintenance of academic standards (or the procedures of collaborative partner institutions as they apply to the degree schemes under review);
• To report to Academic Standards Committee or the Board of Studies for Learning Partnerships, as applicable, with a specific, reasoned recommendation about the future of the scheme.

2. Structure of the Periodic Review

The Periodic Review normally consists of 2 stages: Stage 1 and Stage 2. Stage 1 is concerned with quality assurance and enhancement mechanisms within a department/centre and the implementation of relevant University policy. Stage 2 concentrates on the review and reapproval of schemes.

In the case of collaborative partners, Stage 1 may not take place if the institutional level generic review is deemed to have covered all those issues addressed by the Stage 1 questionnaire.

Subject to the approval of the Pro-Vice-Chancellor (Academic Standards), some elements of a review may be forgone if a department has participated in an external audit in the same year in which they undergo Periodic Review.

Undergraduate and taught postgraduate schemes will not normally be reviewed at the same Stage 2 event. Where undergraduate and taught postgraduate schemes are being considered as part of the same Periodic Review, the Stage 2 meeting will be structured in such a way as to ensure that they are considered discretely.

3. Periodic Review Panels

Periodic Review Panels will be appointed by the Pro-Vice-Chancellor (Academic Standards) or Dean of Learning Partnership after consultation with the Department or partner institution principally responsible for the delivery of the scheme concerned. Each Panel is normally constituted as follows:

· A Dean, or an alternative appointed at the request of the Dean(s) responsible for the provision under review (in the Chair);[7]

· At least one subject expert from outside the University and its partner institutions (in the case of foundation degrees, there should be two external subject experts, one of whom should be an employer representative)[8];

· At least one student representative (normally currently registered on one of the schemes - although a recent graduate of an undergraduate scheme who has progressed to postgraduate study may alternatively be appointed);

· A member of the administrative staff of the Academic Section or Learning Partnerships (Secretary of the Review);

· 2 members external to the Department concerned but internal to the University/partner institution.

Additional members for schemes delivered by collaborative partner institutions:

· 2 members of the University's teaching staff, where possible from a relevant subject area

The departmental team should normally consist of:

· Head of Department principally concerned/Area Director/Head of Centre or, for partner institutions, an appropriate senior officer of the institution delivering the scheme;

· Up to 3 members of staff involved in the delivery of the scheme(s) under review (normally 3 teaching staff members, or 2 teaching staff members and the Executive Officer);

· A member of staff from the partner department in the case of a joint scheme

4. Arrangements applicable to particular categories of degree scheme

New schemes

New schemes (ie schemes for which a New Scheme Approval Form has been submitted to a School Board, or for which a Validation has been undertaken) will be reviewed in the next periodic review after they have run for two academic years from the first intake (undergraduate schemes) or one academic year (taught postgraduate schemes). During a periodic review, any key issues arising from new schemes in the same discipline not yet covered by the full process may be recorded in a section "Issues arising from new schemes" in the documentation submitted to the Review Committee.

Schemes with no registered students

Schemes which have no registered students at the time of their periodic review but which the department/ collaborative partner institution wishes to continue to offer to students should be included in the scope of the Periodic Review.

Departments/ partner institutions should consider whether schemes which have had no registered students four years or more should be terminated.

Schemes subject to professional, statutory or regulatory body (PSB) accreditation

A recent review by a PSB does not remove the obligation to conduct periodic review. (However, papers prepared for accreditation might be re-used for periodic review: the Quality Enhancement Officer should be consulted on this in the first instance).

5. Documentation

Stage 1

The Stage 1 questionnaire should be completed and returned to the QEO in advance of the Stage 1 meeting. The questionnaire can be found on the quality web pages.

Stage 2

The most important document for the Stage 2 event is the Reflective Document provided by the department under review. This should take the form of a critical commentary cross-referenced to any other documentation provided and should identify those issues the department would find it helpful to explore in greater depth. The structure of the Reflective Document should correspond to the broad agenda themes for periodic review.

Additional documentation requirements in support of the Reflective Document can be found on the Quality web pages or, for collaborative partner institutions, in the Validation Handbook.

6. Meeting arrangements

Stage 1

Stage 1 precedes the main periodic review meeting (Stage 2) and does not involve the whole periodic review panel. The secretary to the periodic review and quality enhancement officer meet with the Head of Department or nominee, an academic member of staff with responsibility for QA&E and the departmental administrator to discuss departmental mechanisms for quality assurance and enhancement and implementation of University policy in relation to quality assurance.

Stage 2

A successful periodic review will be characterised by constructive dialogue, structured around the self-evaluation document provided by the head of the department under review. As a consequence, the programme for each periodic review will be slightly different, in order to both meet the specific needs of the department and to address any particular issues or concerns the Panel has.

While the agenda is flexible, there are a number of broad themes which all periodic reviews should consider. An outline agenda and supporting guidelines will therefore be circulated, with the Periodic Review documentation, to the panel and to the departmental team at least 7 working days in advance of the Periodic Review meeting. The agenda for the meeting will be finalised by the panel and agreed with the departmental team, at the beginning of the Stage 2. A generic agenda example is available on the Quality web pages.

The Panel will need to be assured of the continuing rationale for the scheme(s) concerned and that the department has the necessary resource base for the continued successful running of the scheme(s). In addition the Panel would expect to be assured that issues identified through annual monitoring, including the comments of students and external examiners, and issues from other sources eg Professional and Statutory Body reports, have been addressed.

A meeting will normally be held with a group(s) of students registered (or previously registered) on the schemes under review. The departmental team will not be present for this part of the review.

7. Reporting arrangements

Stage 1

The secretary and quality enhancement officer complete a Stage 1 report based upon the Stage 1 checklist and submit this, with any recommendations, to the Chair of the periodic review. The report from Stage 1 of the periodic review is included in the documentation for Stage 2 of the process.

The report resulting from Stage 1 is valid for 5 years, subject to any recommendations being met.

Stage 2

A report will be completed using the Periodic Review report proforma. The report will include, as an appendix, the summary required by HEFCE’s Teaching Quality Information requirements.

Schemes delivered under collaborative arrangements falling within the scope of the Board of Studies for Learning Partnerships:

The Periodic Review report should be received by the Board of Studies for Learning Partnerships.

In addition, the Dean of Learning Partnerships may refer particular reports for consideration by Academic Standards Committee if they raise University-wide issues.

All other degree schemes:

The Periodic Review report should be received by the Academic Standards Committee (ASC). The relevant School Board should then receive a copy of the report, together with the relevant ASC minute.

Rachel Lucas

Quality Enhancement Officer

May 2004

Appendix E

EXTERNAL EXAMINERS – PROCEDURE AND GUIDELINES FOR DISMISSAL

At present, external examiners are appointed for a period of three years by the relevant Dean, under powers delegated by the Council and may be re-appointed once for a further one year.

Appointments may be terminated with six months' notice by either party.

Externals are also re-appointed every year and, in principle, an external’s re-appointment could not be confirmed. However, there are no guidelines to assist a department in determining whether an external should be dismissed. Similarly, there is no procedure for dismissing an external.

ASC is therefore asked to approve the following guidelines and procedure for dismissal:

An external examiner will be considered to be in breach of contract and therefore will normally be considered for dismissal where they meet any or all of the following criteria:

a) They have failed to submit an annual report three months after the relevant examination board;

b) They have failed to attend an examination board without due notice;

c) They have failed to attend two consecutive examination boards;

Dismissal procedures may be triggered by the department notifying the Quality Enhancement Office (QEO) or, in respect of (a), above, by the QEO alerting the department.

Procedure for dismissal of an external

In the case of (a)

1. Following negotiation between the QEO and the department the external is advised by the QEO that they are in breach of contract and are given one final opportunity to submit their report;
2. If the report is not received the external is given notice. The external is advised that they have the right of appeal to the Pro-Vice Chancellor (Academic Standards).

In the case of (b) and (c)

1. Following negotiation between the QEO and the department a recommendation is made to the appropriate Dean of School regarding the dismissal/continuing appointment of the external;
2. The external is advised of the Dean’s decision by the QEO and is given notice, as appropriate. The external is advised that they have the right of appeal to the Pro-Vice Chancellor (Academic Standards).

Rachel Lucas

Quality Enhancement Officer

May 2004

Appendix F

Student Satisfaction Survey–Annual Cycle for Management of Reports, Outcomes, Feedback and Action

Section A – Teaching Quality and Academic Support (UG/PGT Students and East 15)

Research Supervision and Training and Research Environment and Department/Centre Support (PGR Students)

Stage 1	Stage 2	Stage 3	Stage 4	Stage 5
Publication of Reports	Review	Action Planning	Feedback to Students	Action
30 June	July – October	October - December	November – December	October – July

Section B – Support Services

Stage 1	Stage 2	Stage 3	Stage 4	Stage 5
Publication of Reports	Review	Action Planning	Feedback to Students	Action
30 June	July	September - October	November – December	October – July

	^2In addition to specific recommendations from the HoS group, VAG receives an annual report on the SSS, focusing on operational issues, including response rate, and matters of interest emerging from the annual reporting and action cycle.

Section C – GTAs only (PGR Survey only)

Stage 1	Stage 2	Stage 3	Stage 4	Stage 5
Publication of Reports	Review	Action Planning	Feedback to Students	Action
30 June	July - September	October - November	November – December	October – July

Appendix G

Teaching Quality Information: Procedure for approving information for publication

The administrative process in support of the approval of information for publication will be managed by the QEO (although not necessarily exclusively operated by the QEO).

These procedures apply to SEEC but not to Writtle College, which, as it is funded directly by HEFCE, will be responsible for mounting its own data. However, the University will oversee the data provided by Writtle College. The Dean of Learning Partnerships will be involved in any approval process adopted by the College.

a. Periodic Review Report Summaries

That the Periodic Review Report Summary be approved for publication by ASC/The Board of Studies for Learning Partnerships when it receives the Periodic Review report.

b. External Examiner Report Summaries

i. That, where the external has only indicated ‘Yes’ in relation to the summary report proforma questions, that the proforma be approved for publication by the QEO.

ii. That, where the external indicated ‘No’ in relation to any summary report proforma question and/or has provided text, that the Pro-Vice Chancellor (Academic Standards)/ Dean of Learning Partnerships approve the summary for publication, following discussion/ negotiation with the department/SEEC, Dean and the external as appropriate.

Note: the University cannot edit the report summary without the external’s consent. However, in exceptional circumstances, the University can choose not to publish the summary, as long as a note indicating a summary has been withheld is mounted instead.

c. Follow-up to Periodic Review Recommendations

The departments/SEEC will provide follow-up information in relation to periodic review recommendations via AMRs.

The follow-up is approved for publication by the Pro-Vice Chancellor (Academic Standards)/Dean of Learning Partnerships, following discussion with the department/SEEC/Dean as appropriate.

d. Follow-up to External Examiner issues raised in the report summary

The departments/SEEC will provide follow-up information in relation to external examiner issues raised in the report summary via AMRs.

The follow-up is approved for publication by the Pro-Vice Chancellor (Academic Standards)/Dean of Learning Partnerships, following discussion with the department/SEEC/Dean as appropriate.

Appendix H

FRAMEWORK FOR DISTANCE AND ONLINE TEACHING AND LEARNING

The following principles and procedures constitute a framework for the approval of both new distance learning schemes and of courses using online material for teaching purposes, and incorporate some principles which have been approved already by ASC.

Distance Learning Degree Schemes

Principles

1. Distance learning degrees should only be approved where the relevant group of students cannot get onto campus on a regular basis. Only part-time schemes are eligible for approval as DL schemes.
2. All DL schemes must require some personal face- to-face contact between academic staff and student.

Procedural changes

(i) Those wishing to introduce a new part-time DL scheme should provide a clear rationale for DL delivery consistent with the above principle.

(ii) The minimum amount of personal face-to-face contact between academic staff and student is:
(a) once per year for a part-time research student;
(b) the equivalent of two full days per year for a part-time taught course student.

(iii) Any taught course that is part of such a scheme has to be approved for DL delivery

(iv) DL courses to have a DL supplementary code.

Online Teaching In Non-Distance Learning Degrees

Principles

1. Online materials should only be used as a replacement for conventional teaching where they are appropriate, where they facilitate learning and where they have been carefully developed and tested.
2. Online materials should replace no more than half the standard contact hours for a course, unless special permission is received from the relevant Dean.

Procedural changes

(i) New questions to be added to course approval forms about: (a) whether any of the teaching is to be delivered online (b) any changes in contact hours from the standard that this involves; (c) the appropriateness of online delivery; and (d) how the material has been developed.

(ii) Because departments can replace contact hours with online teaching without seeking re-approval of courses, periodic reviews should include questions about the use of online teaching to replace conventional methods.

Distance Learning -Approved Courses and Non-Distance Learning Degree Schemes

Principle

Non-DL degree schemes should be structured from non-DL courses.

Procedural change

Non-DL schemes cannot include DL courses as required courses.

Rachel Lucas
Quality Enhancement Officer
May 2004

Appendix I

GUIDELINES ON THE OWNERSHIP OF INTELLECTUAL PROPERTY RIGHTS IN STUDENTS’ WORK

This note provides guidance for student at the University on the handling of intellectual property rights — that is, copyright and the right of exploitation of inventions.

If you are a student at the University, then by default all the rights in work you produce as a student belongs to you. This covers written works, artistic works, and recordings. Written works include computer programs, tables and so forth, as well as more obviously “literary” writings. In particular, you own the intellectual property rights in any Masters or PhD thesis you produce at the University.

There may be exceptions to this rule if your work has been sponsored by a commercial organisation. In such cases the University’s Research and Business Development Office helps draw up a contractual agreement with the commercial organisation concerned which will cover any special intellectual property provisions.

In the course of your student work you may produce an invention, or part of an invention, which could be commercially exploited. The intellectual property in such an invention belongs to you. However commercial exploitation is difficult and costly to achieve. The University would seek to reach an agreement with you to assist you in exploitation and share the benefits.

When you submit a postgraduate research thesis to the University, both the Library and your department have the right to keep a copy. The Library regulations summarise how the University will preserve your rights while providing for academic access to your thesis.

You can find the University Regulations governing intellectual property rights under General Regulations, Higher Degree Regulations and Procedures, and Library Regulations.

You can find information on respecting other people’s intellectual property rights on the University’s IPR web pages.

Appendix J

ACADEMIC STANDARDS COMMITTEE – 26 MAY 2004

PROPOSED AMENDMENTS TO REGULATIONS

Following initial discussion by the Quality Enhancement Group, Academic Standards Committee has reviewed the University’s regulations about the monitoring of student progress and attendance to ensure that they are consistent with the published Progress Procedures. Regulations governing attendance and progress appear in three sections of the Calendar: Registration and Academic Progress Regulations, Examination Regulations and General Regulations. It was agreed to review these sections of the Calendar in their entirety to ensure that they were consistent with current policies and procedures.

At its meeting on 26 May 2004, Academic Standards Committee agreed to:

Recommend to the Senate:

that the Regulations be amended with effect from 2004/05 as set out below (new wording underlined and bold, deleted wording struck through):

Joanne Tallentire

Senior Assistant Registrar

28 May 2004

Registration and Academic Progress Regulations

Registration and Payment of Fees

5.1.

Student status commences at enrolment which is first registration for a scheme of study leading to a degree of the University and continues, unless it is otherwise terminated, until the degree is conferred or until the end of the year (as defined in Ordinance 32.6) in which assessment of the scheme of study has been completed whichever is the earlier. For students who are not following a scheme of study leading to a degree of the University student status commences at first registration for the scheme of study and, unless otherwise terminated, ceases at the end of the vacation immediately following the term in which their scheme of study has been completed.

5.2.

All prospective or continuing students must register each year at the required times in accordance with procedures approved from time to time by the University. Only exceptionally and with the special permission of the Registrar & Secretary will prospective or continuing students be allowed to register late. A late fee will be charged in such cases, of an amount to be determined from time to time by the Registrar & Secretary.

5.3.

Students who have commenced a scheme of study but who fail to re-register or are prevented by the operation of other Regulations from re-registering by the end of the period of twenty-eight days starting with the first day of the Autumn term shall be deemed to have withdrawn permanently from the University and from their scheme of study and shall thereupon cease to be students of the University. This Regulation does not apply to continuation students, who are governed by the provisions of Regulation 5.14 below, nor to students excluded temporarily by the Senate or its Committees, who are governed by the provisions of Regulation 5.13 below, nor to completion supervised students, who are governed by the provisions of Regulation 5.15 below.

5.4.

Students shall notify the Registrar & Secretary as soon as possible of any subsequent change in the information which they have given at registration relating to name, address, choice of course, choice of options, and source of financial support.

5.5.

All prospective or continuing students, full-time or part-time, will sign at registration a statement undertaking that they will comply with the Charter, Statutes, Ordinances and Regulations of the University.

5.6.

A student who loses his/her Registration Card must inform the Registrar & Secretary immediately, and a duplicate Registration Card may be issued on payment of a fee determined from time to time by the Registrar & Secretary.

5.7.

No prospective or continuing student will be permitted to attend lectures, classes or laboratories or to use the University Library or any other facilities of the University until he/she has registered and paid or made satisfactory arrangements to pay the fees due.

5.8.

Fees and other charges must be paid at the times prescribed by the University. Students who have not paid fees and other charges including accommodation charges by the required date will be liable for a late payment charge of an amount, or rate of interest, to be determined from time to time by the Registrar & Secretary.

5.9

Only in exceptional circumstances will a fee which has been paid to the University be refunded.

5.10.

The use of University facilities may be withdrawn from students who are in debt to the University. In the context of this Regulation the term 'University facilities' is to be interpreted to comprise all forms of academic instruction and supervision, the University Library, and residential accommodation owned or administered by the University. A student who incurs a debt at another academic institution during the course of study abroad will be deemed in debt to the University of Essex and therefore subject to Regulations 6.2 and 6.20 until the debt is paid.

Except with the permission of the Vice-Chancellor no student who is in debt to the University may register for a further period of study in the University.

5.11.

Persons who hold office in the Students' Union and are not otherwise registered as students shall be required to register as full-time occasional students, without fee, during their period of office.

5.12.

Former students who have withdrawn permanently or been required to withdraw permanently or been deemed to have withdrawn permanently from the University may be re-admitted to a scheme of study and become students of the University only with the permission of the Senate.

5.13.

Students who have been excluded temporarily by the Senate or by its Disciplinary Committee or Disciplinary Committee of Appeal will be automatically granted partial registration without fee for the period of their exclusion and shall remain subject to the Charter, Statutes, Ordinances and Regulations of the University.

Such students may, however, inform the University that, having been temporarily excluded, they wish to withdraw permanently from their scheme of study and from the University.

5.14.

Students who have completed the minimum period of study prescribed by the Board of the Graduate School for the scheme which they are following and who are required under Regulations or rules to register and pay a continuation fee are required to register each year as continuation students and shall remain subject to the Charter, Statutes, Ordinances and Regulations of the University. A continuation student who fails so to register will nevertheless be deemed to have done so and will be permitted and required to pay the appropriate continuation fee in arrears until his or her scheme of study is completed or his/or her permanent withdrawal from the University is recorded by the Board of a Graduate School; a student who fails to register and pay the appropriate fee as required each year will not however be entitled to use University facilities.

5.15.

Students who have completed the minimum period of study prescribed by the Board of the Graduate School for the scheme which they are following and who are required under Regulations to register and pay an annual supervision or completion fee, as prescribed from time to time, are required to register each year as supervised or completion students and shall remain subject to the Charter, Statutes, Ordinances and Regulations of the University. Supervised and completion Completion students may, however, be permitted to pay prescribed fees termly. Students who, by the end of the specified period have not presented themselves for examination, fail to pay, or make acceptable arrangements to pay, the appropriate supervision or completion fee shall be deemed to have withdrawn permanently from the University and from their scheme of study and shall thereupon cease to be students of the University.

Temporary Withdrawal (Intermission)

5.16.

In exceptional circumstances permission Permission may be given to students to withdraw temporarily from the University during the course of a scheme of study with a view to returning at a later date. Applicants must make written application to the Dean of the School concerned and must give acceptable reasons include evidence of exceptional grounds for their request. The Dean will consult the Head of the student’s department or other members of staff as appropriate before reaching his or her decision. y must see the Dean of their School and will also be required to see their Adviser or Graduate Supervisor and their Head of Department or Director of Studies (except for first-year undergraduate students). In the light of Taking into account any comments by staff concerned, the Dean, acting on behalf of the Board of the School, or the Dean acting on its behalf, may give permission to students to withdraw temporarily from the University. The Board, or the Dean acting on its behalf, may prescribe conditions which shall be fulfilled before students may resume their scheme of study. If permission is given, the students concerned will be required to register as partially registered students for the whole of the period of their absence, to pay an appropriate fee as determined from time to time by the University and to sign an undertaking that they will comply with the Charter, Statutes, Ordinances and Regulations of the University.

Students who fail to register within twenty-eight days of being given permission to withdraw temporarily will be deemed to have withdrawn permanently and may be re-admitted only with the permission of the Senate.

If the period of absence extends beyond the commencement of the next academic year, students will be required to re-register at the beginning of the new academic year and, if they fail to do so within 28 days starting with the first day of the Autumn term, they will be deemed to have withdrawn permanently and may be re-admitted only with the permission of the Senate.

Special procedures apply to students applying to withdraw temporarily after the sixth week of the Spring term (ie week 21) of a final year undergraduate scheme of study (see Regulation 5.17 below).

5.17.

Candidates following a final year scheme of study will be permitted to withdraw temporarily from the University only if permission has been given either by the

Board of the School concerned or by the Dean acting on its behalf before the Monday of the sixth week of the Spring term (ie week 21) in the year in question or, thereafter, by the Pro-Vice-Chancellor (Academic Standards), to whom the Dean shall refer such cases. The final deadline for permission to withdraw temporarily in the first and second years is 4 pm on Friday of week 30 (or the working day two weeks immediately prior to the first day of the examination period). If permission is given, such candidates shall be required to register partially and to pay an appropriate fee as determined from time to time by the University.

If permission is not given, candidates must submit themselves, or will be deemed to have submitted themselves, for assessment in the Summer term in the normal way (see also Regulation 6.17 relating to the award of aegrotat degrees).

5.18.

A student who is permitted or required to withdraw temporarily from the University by a Progress Committee or the Dean of the School concerned, acting on its behalf, shall remain away from any part of the University site or premises during the period of withdrawal, except for any attendance permitted by the Dean of the School concerned. The Dean may, after consultation with the relevant officers of the University, permit students who have temporarily withdrawn to use Library and/or computing facilities

Examination Regulations

Note: This section of the Regulations governs the conduct of examinations, the grant of certificates or diplomas and the conferment of degrees.

Administration of Examinations

6.1.

Students must comply with the requirements of the Examinations Office in relation to examination entry. Alterations to examination entry after the published deadline will be made at the discretion of the Registrar & Secretary and may be subject to a fine.

6.2.

The result of any examination taken by a student who is in debt to the University will not receive formal recognition in by the University, unless otherwise determined by the Registrar & Secretary after consideration of individual circumstances.

6.3.

Attendance at all examinations associated with the approved scheme of study is compulsory and any student who fails to present himself or herself for such an examination at the time and place published by the Registrar & Secretary, except when prevented from doing so by illness or other sufficient cause, will be deemed to have failed in that part of the examination. Misreading of the examination timetable will not be regarded as 'sufficient cause'.

6.4.

Invigilators shall have the power to remove any candidate from the examination room for good cause.

6.5.

No candidate will be admitted to the examination room later than 55 minutes after the start of the examination.

6.6.

Where a candidate is unable for good cause to attend a written examination in the place arranged for the examination permission may be given by the Registrar & Secretary for the examination to be held elsewhere, provided that it is simultaneous and invigilated.

6.7.

Project or other work which is part of an examination must be submitted by the required date, otherwise such work may be left out of account in the assessment of the examination result.

6.8.

Candidates for any part of final examinations for the degree of Bachelor or MEng may, at the discretion of the examiners, be required to present themselves for oral examinations.

Academic Progress

6.9.

Students will be permitted to proceed with their schemes of study only if their progress is satisfactory.

6.10.

The progress of each student shall be reviewed after each examination session and at regular intervals during the academic year by academic departments. Where necessary Heads of Department or, in the case of students following joint schemes of study, the Director of the scheme, shall inform the Dean of the relevant School of any student whose progress gives cause for concern. The Dean of the School may refer a student to the Progress Committee, which shall be appointed annually by the Board of the School. In such cases the , by the Dean, acting on behalf of the Board of the School concerned. The Board of each School shall annually appoint a Progress Committee to consider cases referred to it by the Dean. The Progress Committee shall act on behalf of the Board of the School concerned and may require a student whose progress is unsatisfactory to withdraw from the University. First and Second Year Boards of Examiners may also require a student whose progress is unsatisfactory to withdraw from the University. A student who is required to withdraw from the University on the grounds of unsatisfactory progress has the right of appeal in accordance with the procedures approved by the Senate.

6.11.

Heads of Department or, in the case of students following joint schemes of study, the Director of the scheme, shall inform the Dean of the School concerned of any student whose performance suggests that prima facie the student will be unable to meet the requirements for obtaining a pass at the end of the year. The cases of such students will normally be dealt with by the Dean of the School who will normally write to the students to warn them of the gravity of their situation and the likelihood that they will fail the year or the degree for which they are registered.

Cheating

6.12.

(a) It is an academic offence for a student to engage in unfair academic practices or to cheat in any examination, or in any other submitted part of his or her University work, whether or not such work is formally assessed. A student may be found guilty of an academic offence whether or not there has been intention to deceive; that is, a judgement that serious negligence has occurred is sufficient to determine guilt.

(b) Academic offences and unfair academic practices include:

i. copying the work of another candidate or otherwise communicating with another candidate in an examination;

ii. introducing any written, printed or electronically-stored information into an examination, other than material expressly permitted in the instructions for that examination;

iii. using the work of others (whether written, printed or some other form) without acknowledgement;

iv. repeating work previously submitted for a different assessed assignment without full acknowledgement of the extent to which that previous work has been used;

v. falsifying data or evidence;

vi. submitting a fraudulent claim of extenuating circumstances.

(c) It is an academic offence for a student knowingly to assist another student to engage in unfair academic practices or to cheat in any examination, or in any other piece of work the mark for which will count either towards the student's result for the year, or towards his or her final degree classification.

(d) Allegations of academic offences shall be dealt with in accordance with procedures determined by the Senate. Previous offences shall be taken into account.

6.13.

In submitting any piece of work (e.g. dissertation, thesis, essay or report) a student shall acknowledge any assistance received or any use of the work of others.

Award and Conferment of Degrees

6.14.

A candidate who has fulfilled the requirements of the prescribed scheme of study and has satisfied the examiners for the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws with Honours shall be eligible for conferment of the degree in one of the following classes:

Class I

Class II Division i

Class II Division ii

Class III

6.15.1

A candidate who has fulfilled the requirements of the prescribed scheme of study but is not deemed by the examiners to have attained the standard required for conferment of the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws with Honours may be eligible for conferment of a pass degree.

6.16.¹

Candidates who do not satisfy the examiners in the final examinations of the final year of study for the degree of Bachelor may be permitted by the Board of the School concerned to re-take the written papers and, if required, be re-examined orally on one further occasion. In order to satisfy the Board of Examiners at the second attempt, the student must pass at a level specified by the original Board of Examiners. Candidates so permitted to make a second attempt shall do so one year after the first sitting and shall not be permitted in the intervening year to register as full-time or part-time students or to receive instruction or supervision at the University of Essex. If they propose to re-take the examination they shall be required to register partially and to pay an appropriate fee as determined from time to time by the University. They shall be subject to the Statutes, Ordinances, and Regulations of the University at any time they are present in the University. Candidates who satisfy the examiners in the final examinations for the degree of Bachelor at the second attempt shall be eligible for conferment of a pass degree.

6.16.²

Candidates who do not satisfy the examiners in the final examinations of the final year of study for the degree of Bachelor may, at the discretion of the Board of Examiners, be permitted to be re-assessed on one further occasion; for example by repeating the entire year as a full-time student, or by retaking courses as a part-time student, or by retaking the written papers and, if required, being re-examined orally. In order to satisfy the Board of Examiners at the second attempt, the student must pass at a level specified by the original Board of Examiners. Candidates so permitted to make a second attempt shall do so within one year after the first sitting. Candidates will be required to undertake the appropriate registration and pay the fee determined by the University. Students who are not fully registered shall not be permitted in the intervening year to receive instruction or supervision at the University of Essex. Students who are given the opportunity to be re-assessed shall be subject to the Statutes, Ordinances, and Regulations of the University at any time they are present in the University. Candidates who satisfy the examiners in the final examinations for the degree of Bachelor at the second attempt shall be eligible for conferment an Honours degree at the Third Class level only and course level marks will be capped at the pass mark, unless the Board of Examiners has specified otherwise, normally in cases where candidates are being re-assessed for the purpose of demonstrating achievement of all programme learning outcomes or where extenuating circumstances have been taken into account.

6.17.¹

In the case of illness or other sufficient cause affecting a candidate for the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws and occurring after the Sunday of the sixth week of the Spring term (ie week 21) of the candidate's final year BA or BSc or BEng or LLB scheme of study but before the end of the final examinations, the candidate may on the recommendation of the Board of Examiners concerned and at least one external examiner be eligible for conferment of an aegrotat degree. Candidates who have had conferred on them an aegrotat degree may present themselves for examination for the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws at the next available opportunity which will normally be one year later. Such candidates shall be required to register partially and to pay an appropriate fee as determined from time to time by the University. They shall be subject to the Statutes, Ordinances and Regulations of the University at any time they are present in the University. It shall be open to the examiners for the degree of BA or BSc or BEng or LLB to recommend conferment of an Honours or a pass degree under conditions prescribed in Regulations 6.14 and 6.15 to candidates who present themselves for examination under this Regulation.

6.172

In the case of illness or other sufficient cause affecting a candidate for the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws or and occurring after the Sunday of the sixth week of the Spring term (ie week 21) of the candidate’s final year BA or BSc or BEng or LLB scheme of study but before the end of the final examinations, the candidate may on the recommendation of the Board of Examiners concerned and at least one external examiner be eligible for conferment of an aegrotat degree. Candidates who have conferred on them an aegrotat degree may present themselves for examination for the degree of Bachelor of Arts or Bachelor of Science or Bachelor of Engineering or Bachelor of Laws at the next available opportunity which will normally be one year later. Such candidates shall be required to register partially and to pay an appropriate fee as determined from time to time by the University. They shall be subject to the Statutes, Ordinances and Regulations of the University at any time they are present in the University. It shall be open to the examiners for the degree of BA or BSc or BEng or LLB to recommend conferment of an Honours degree under conditions prescribed in Regulation 6.14 to candidates who present themselves for examination under this Regulation.

6.18.

In the case of illness or other sufficient cause affecting a candidate for the degree of Master of Arts or Master of Science or Master of Laws or Master of Environmental Studies by coursework or Masters by Research with or without a dissertation (where such coursework leads to examinations at the May/June session) and occurring after the Sunday of the sixth week of the Spring term (ie week 21) of the candidate's year of study (or final year of study in the case of a part-time candidate) but before the end of the May/June examinations, the candidate may, on the recommendation of the Board of Examiners concerned and at least one external examiner, be eligible for conferment of an aegrotat degree, provided that, when completion of a dissertation is required, the candidate has also fulfilled that requirement to the satisfaction of the Board of Examiners. Candidates who have had conferred on them an aegrotat degree may present themselves one year later for examination for the degree of Master of Arts or Master of Science or Master of Laws or Master of Environmental Studies or Masters by Research without the endorsement 'aegrotat'. Such candidates shall be required to register partially and to pay an appropriate fee as determined from time to time by the University. They shall be subject to the Statutes, Ordinances and Regulations of the University at any time when they are present in the University. Candidates for the degree of Master of Arts or Master of Science or Master of Laws by dissertation alone shall not be eligible for the conferment of an aegrotat degree.

6.19.

No student, past student, or other person may represent himself or herself as a graduate of the University of Essex until such time as a degree of the University has been conferred.

6.20.

Except with the special permission of the Senate no degree of the University shall be conferred upon, or certificate or diploma of the University granted to, a person who is in debt to the University in respect of that qualification (see also Regulation 6.2), or concerning whom

University disciplinary proceedings (including the hearing of any appeal under the disciplinary procedures) are outstanding.

6.21.

Students who are eligible for conferment of degrees may have them conferred upon them either at a congregation for the conferment of degrees or in absentia, and are required to notify the Registrar & Secretary accordingly.

6.22.

Students attending a congregation of the University for the conferment of a degree or otherwise shall be required to wear dress suitable to the occasion.

General Regulations

Attendance and Conduct

7.1.
Students are required to be regular and punctual in their attendance at such instruction as may be prescribed by the Board of their School relevant department in relation to individual courses..

7.2.

Lectures and classes will begin on the hour. To enable students to move from one to the next, lectures and classes shall end not later than ten minutes to any hour.

7.3.

Students are required to see members of academic staff to discuss their attendance, conduct and progress when requested to do so.

7.4.

All students, full-time and part-time, are required to notify their addresses and any change of address to the Registrar & Secretary without delay.

7.5.

If a student is absent from prescribed instruction A student who is prevented by ill health or other serious impediment from meeting the normal requirements of his or her scheme of study for more than six weeks during any one term, that term may not, except with the permission of the Pro-Vice-Chancellor, be includedcount that term as part of the requirements as part of the scheme of study for which he/she is registered required to complete.

7.6.

A student who is absent from teaching for more than one week during term shall inform the Head of Department as soon as possible, in writing, giving the reason for his or her absence. A student who is absent for more than two consecutive weeks during term must provide medical evidence in the case of illness, or appropriate corroboration where there are other reasons for absence, which must be sent to the Student Support Office at the earliest opportunity.

7.7.

All students are required to register under the National Health Services Act with a doctor in the local area. Students registering with the Health Centre on Campus must do so by the end of the third week of their first Autumn term (ie week 4). Students who register with another doctor may be required to notify the University of his/her name.

7.8.

Students may be required during either term or vacation to attend field or practical courses, to study or reside abroad and to carry out such other reading, study or preparation as may be prescribed.

7.9.

Students are responsible for acquainting themselves with the contents of all notices posted on official notice-boards in the University.

7.10.
Students are required to acquaint themselves with formal communications from academic departments and administrative sections of the University. These may take the form of written correspondence, sent by internal or external mail, notices posted on official noticeboards, and messages sent by electronic mail. Students are expected to access their University e-mail at least once per week during term-time.

7.11.

Any student whose behaviour interferes with the satisfactory conduct of instruction may be required by a member of the Academic Staff to withdraw from a lecture, laboratory or class.

7.12.

Students will be required to make good in whole or in part to the satisfaction of the University any damage they may cause to the property of the University.

7.13.

A person who, after his/her acceptance for admission as a student, has been convicted of a criminal offence, other than an isolated minor offence, may be required to withdraw from or be refused admission to the University.

7.14.

Students are required to see the Proctor at such times as the Proctor may arrange.

7.15.

A student who is permitted or required to withdraw temporarily from the University by a Progress Committee or the Dean of the School concerned, acting on its behalf, shall remain away from any part of the University site or premises during the period of withdrawal, except for any attendance permitted by the Dean of the School concerned. The Dean may, after consultation with the relevant officers of the University, permit students who have temporarily withdrawn to use Library and/or computing facilities.

Intellectual Property Rights

7.16.

Intellectual property rights generated by a student in the course of his/her study shall be assigned to the University unless otherwise covered by an existing agreement between the student and his/her sponsoring body.

Vehicles

7.17.

Any student who wishes to bring a vehicle on to the University grounds must comply with the rules governing the driving and parking of vehicles which are in force. It is the responsibility of such students to acquaint themselves with these rules.

Miscellaneous

7.18.
No person who would be less than seventeen years of age on initial registration may be admitted to any scheme of study leading to a qualification of the University.

7.19.

Students under the age of eighteen years may not use licensed bars in the University.

7.20.

Notices may be posted only in authorised places and the organisation or individual(s) responsible for the notice must be clearly identified on the notice.

7.21.

The Registrar & Secretary may from time to time declare any area of the University land and premises to be out of bounds; access to or continued presence in such areas is forbidden without written permission from the Registrar & Secretary.

7.22.

The University accepts no responsibility for property lost or damaged on University premises.

7.23.

Members and employees of the University may not enter or remain in any University building without authority when the building is officially closed.

7.24.

Areas under the control of building contractors may not be entered without written permission. The roofs of University buildings are out of bounds and access is forbidden without written permission.

7.25.

The furniture and equipment and other property owned by the University may not be moved within any building to another room nor removed from any building without permission. Furniture and equipment and other property moved in contravention of this Regulation may be recovered without notice by authorised University staff.

7.26.

There shall be no smoking in parts of the University designated as no-smoking areas.The University operates a no smoking policy. Smoking shall only be permitted in designated areas.

7.27.

Members and employees of the University are required to give their names and either their home or University address, and in the case of a student, to produce their Registration Card or other reasonable means of establishing both student status and identity, when asked to do so by persons carrying written authority from the Registrar & Secretary and producing it if so requested.

7.28.

The Proceedings of the Statutory Bodies (Court, Council, Senate, the Boards of the Schools) and of bodies responsible to them are confidential; they may, however, be divulged to persons outside the University with the prior consent of the Chair of the body concerned.

7.29.

Members and employees of the University wishing to invite guests to the University shall do so only in accordance with the rules and regulations of the University and shall accept responsibility for the conduct of and for any loss or damage caused by their guests while on the University site. No person whose name appears on the Registrar & Secretary's notice-board as having been excluded from the University shall be invited to the University site. It is the responsibility of members and employees of the University to acquaint themselves with the names of such persons. No member or employee of the University shall knowingly invite a person who has been excluded by the Registrar & Secretary to any University site.

7.30.

For reasons of safety, when children under the age of 12 need to be brought into University buildings, it is required that the children must be closely supervised at all times. The University will require any children who are not so supervised to be removed from the building. Under no circumstances will children under the age of 12 be permitted in workshops and science department laboratories. The University accepts no liability for injury or harm to children.

Visitors between the age of 12 and 17 years will be permitted to enter University buildings, other than the Library, provided that they are in a supervised group. No parties or receptions for such groups will be permitted unless the room booked exits directly onto a square.

7.31.

No dogs, except for guide dogs, may be brought into or kept in any University building. All dogs brought on to the University site or property by members or employees of the University, guests or visitors, must be kept on a lead at all times. No pets may be brought into or kept in accommodation owned or administered by the University.

7.32.

Use of the University theatre shall be subject to the rules governing the use of the University theatre.

7.33.

The possession and use of weapons subject to public licensing is prohibited on the University site or on other University-owned and University-occupied property. The possession and use of air rifles, air pistols and similar items which are not subject to public licensing is also prohibited except with the prior, written permission of the Registrar & Secretary and under conditions specified by him.

7.34.

Persons who make use of the University's sports facilities must comply with the rules for their use published from time to time by the Registrar & Secretary.

7.35.

Members and employees of the University shall not create, or cause to be created, excessive noise which causes discomfort, inconvenience or annoyance to authorised users of the University premises.

7.36.

When a fire alarm sounds in any part of the University or any University-owned or administered accommodation, members and employees of the University and their guests are required to leave that part or accommodation immediately and not to return until told that it is safe to do so by a fire officer or authorised member of the University staff.

7.37.

All users of IT facilities at the University must comply with the Guidelines for Use of IT facilities.

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[1] Head of Department shall also be taken to mean Director of Area, Centre or Institute.

[2] Where a student is charged with committing an offence on a school-based course such as CS101, the Head responsible for the student’s degree scheme shall investigate the allegation. Where a student in the Bridging Year is charged with committing an offence the Director of Overseas Relations shall assume the role of both Head of Department and Dean of School under these procedures.

[3] That is, if a Dean has made a decision as to whether an offence has been committed.

[4] Departments may opt to require a student to submit a properly referenced version in order to obtain a mark or assign a mark on the basis of the unplagiarised elements;

[5] Zeros that arise from academic offences must be carried forward even if the student repeats a year and the non-anonymised copy of the student’s grid will be marked accordingly.

[6] To include details of the monitoring of the quality of feedback given to students (as required by Senate June 2002 [Senate.M.125/02]).

[8] Initial consultations with the unit responsible for the delivery of the scheme will establish the number of external subject specialists needed to cover the range of schemes falling within a particular periodic review and which individuals might be approached to serve in this capacity. This decision may also be governed by the requirements of any accrediting Professional Statutory of Regulatory Body.

1 This Regulation applies to final year undergraduate students on four year schemes in Law, Humanities and Comparative Studies and Social Sciences in 2003-04 only.

2 This regulation applies to students entering the second year of study in October 2002 or later.

2 This regulation applies to students entering the second year of study in October 2002 or later.