This letter applies to the termination of registration process for students registered on Research Degrees
PLEASE USE DEPARTMENT HEADER
Our Ref: SRN
PRIVATE AND CONFIDENTIAL
Title, Initial, Surname
Address
Also by e mail to College email and any personal email
Date, Month, Year
Dear Title, Surname
Second (Final) Academic Formal Warning
It has been brought to my attention that <insert reason for dissatisfaction>. As you have failed to meet the
conditions of your first formal warning, the Department/School has no alternative but to issue you with a
further formal warning.
I am therefore writing to issue you with a second (final) formal warning. The formal warning procedure,
which could lead to the termination of your registration with the College, is set out in the College’s Research
Degree Regulations, Section 10:
https://www.royalholloway.ac.uk/ecampus/academicsupport/regulations/home.aspx
Guidance for students on the Formal Warning Procedure can be found at:
https://www.royalholloway.ac.uk/ecampus/academicsupport/formalwarnings/formalwarnings.aspx
I expect to see an immediate and sustained improvement from now on, specifically I expect you to:
i)
attend the following research skills training courses: <list courses>;
ii)
submit a revised chapter;
iii)
or insert any other requirements that are achievable in the short term.
NB Adapt as appropriate
If you fail to meet all these conditions in the next four weeks (a longer period may be felt to be more
appropriate, such as 8 weeks – 4 weeks is the minimum for full-time students;), or after meeting them fail to
continue to meet set deadlines and deliver work of an appropriate level, I will have no choice but to request
the termination of your registration as a research student at the College.
You have the opportunity to submit a written response to this letter. Alternatively, if you wish to discuss
this matter with me, please arrange to do so by <date: give deadline of a week from date of letter>. You
may be accompanied at this meeting by another student or member of staff of the College. If there are
circumstances affecting your performance, which you wish to bring to the attention of the Department/
School/ Centre, you must submit supporting documentary evidence to the Departmental/ School Office by
<date: give deadline of a week from date of letter>. You will jeopardise your case if you fail to submit
documentary evidence at this stage. Requests for special consideration will not be considered
retrospectively and the private or confidential nature of circumstances will not later be accepted as grounds
for appeal.
If you wish to seek advice outside the Department/ School/ Centre, you might consider contacting the
Students’ Union Advice and Support Centre, the Counselling Service, the Health Centre or the Disability and
Dyslexia Services as appropriate, or viewing the online guidance for students at:
https://www.royalholloway.ac.uk/ecampus/academicsupport/formalwarnings/formalwarnings.aspx
This warning will remain active for the duration of your current programme of study with the College, unless
set aside formally in accordance with Section 10, paragraph 4 of the Research Degree Regulations.
If you have a Tier-4 Student Visa sponsored by Royal Holloway, it is a requirement of your Visa to attend
classes and complete assessments, as well as a requirement of the College's academic regulations. Failure
to attend classes or complete assessments in line with UK Visa and Immigration (UKVI) requirements could
result in your sponsorship being withdrawn, your Visa being cancelled and your registration with the College
being terminated. The termination of registration due to a breach in Visa requirements is conducted
independently of the College's formal warning process as outlined in this letter and the decision is not open
to appeal.
Yours sincerely
Name
(Head of Department/ School/Centre or Director of Graduate Studies if Head is member of student’s
supervisory team)
cc. Name, Supervisor
Name, Supervisor (in the case of joint supervision)
Name, Advisor
Name, Director of Graduate Studies
Student Administration
Head of Support and Advisory Services
Departmental Student File
< Must send to Department/School Manager or PG Administrator in other department/ school where there
is joint supervision>