Student
Handbook
2014–2015
University of West London
Student Handbook 2014-15
PLEASE NOTE
The information given in this publication is accurate at the time of going to press,
but amendments may be made without notice, both in relation to individual courses
and the facilities or services available from or provided by the University. Please check
online for the latest version of this Handbook at uwl.ac.uk/studenthandbook
If you need this Handbook in an alternative format or if you want to
contact the Disability Team please telephone 020 8231 2739 or email
disability.support@uwl.ac.uk
Undergraduate and Postgraduate regulations will be supplied as separate
supplements and are available online at uwl.ac.uk/studenthandbook
2
Student Handbook 2014-15
Introduction
Introduction
I am pleased to welcome you as a student to the University of West London. The
Student Handbook has been prepared to provide an easy reference guide to help you
find your way around the University facilities, services and current regulations.
The Handbook will provide answers to some questions about your University. It will
also provide advice on where you can find information and help about the services
located at each of the different University sites.
Higher Education students will be given a supplement to the Student Handbook for
one of the following at induction: undergraduate or postgraduate, depending on the
course which you are studying. The supplement covers the regulations governing your
particular course.
You can find more information and current news about the University of West London
on the University’s website www.uwl.ac.uk
We aim to give our students the best education and training opportunities by offering
the highest standards of teaching in a friendly and professional environment.
I am pleased to inform you that all new full-time undergraduate students will receive
a £100 credit which can be used towards the purchase of books or resources on
campus to support your studies at the University. All new part-time undergraduate
students studying 60 credits or more per year will receive a £50 credit. You will receive
this credit once your registration is fully complete.
I hope you will find your time at the University of West London enjoyable and
rewarding. I wish you every success with your studies.
Professor Kathryn Mitchell
Deputy Vice-Chancellor
Student Handbook 2014-15
3
Contents
Contents
Section 1 – General Information
Academic Calendars 2014-15
Campus maps
8
10
Section 2 – Student Support, Help and Advice
Communication Student Email Account
Telephones
Web-based Services
Updating your Details
Your Student ID Number
Your Student ID Card IT Services
15
16
17
18
21
24
25
28
Students’ Union
About the Students’ Union
Student Participation and Representation
Students’ Union Bar
Freshers 35
37
38
38
Money Matters
The Aspire Bursary Scheme
Access to Learning Fund (ALF)
Benefits
UWL Bursaries
Council Tax
Debt
Disabled Students Allowance (DSA)
Fee Status Assessment Appeals
Fees – Problems with Paying
Funding Discretionary Learner Support Fund (DLSF)
Money Management
NHS Bursary
Student Loans
Study Loans
Tax Credits
Transport Costs
Cash Machines
39
39
39
40
41
41
41
41
42
42
43
43
43
44
44
45
45
45
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Student Handbook 2014-15
Contents
Housing
Accommodation Service
Halls of Residence Private Rented Sector
Housing Advice (including Homelessness)
Rent 46
46
46
47
47
Student Services and Student Well-Being
Student Services
Student Advice
Childcare Advice
Counselling Disability
Disability Information
Faith/Chaplaincy Health
Pregnancy Legal Advice
48
49
50
50
51
52
52
53
54
54
Course-related Matters
School Offices
Confirmation of Student Status
Registers and Attendance
Online Module Evaluation
West London Online – Blackboard
PebblePad and Personal Development Plans (PDP)
UWL Replay
Library
Re-enrolment
Suspending or Transferring your Studies/Withdrawing from your Studies
UCAS
55
56
57
59
60
60
61
62
63
64
64
The Centre for Employability and Employer Engagement
Careers and Employment Service
Volunteering
65
68
International Services
International Students
Learning Support for International Students
Support during your studies
Applying for a bank account
Attendance
Registering with the police
Healthcare
69
69
69
69
70
70
71
Student Handbook 2014-15
5
Contents
Visa Issues
Working – International Students
71
72
Safety and Security
Health and Safety Office
Health, Safety and Welfare Statement of Intent Security
West London Alumni Association
Facilities for Students
Car Parking
Catering
Social Learning Area – Paragon House Code of Conduct in Teaching Rooms
Lost Property
Reception Services
Shuttle Bus
Sports Facilities
Student Training Restaurants
73
76
78
79
80
80
82
84
84
85
85
87
88
88
Section 3 – University Regulations, Policies and Procedures
Admissions Policy
The Charter
Student Entitlement Declaration
Graduate Attributes
Students studying at Partner Institutions
University Regulations and Student Code of Conduct
Students’ Mitigation Policy Student Complaints Procedure Appeals System
Student Concern Procedure (FE students only)
Declaration by Occupational Health and Safety Management
Annex 1 – Safe Learner, Safe Person, Safe Place
Data Protection Policy
Freedom of Speech and ‘No Platform’ Policy
Equality and Diversity Policy Student Intellectual Property Policy Fee Payment and Debt Collection 92
94
113
115
115
116
144
146
153
162
164
166
168
168
169
169
170
Index
180
6
Student Handbook 2014-15
Section 1 – General information
Section 1 –
General information
Student Handbook 2014-15
7
Section 1 – General information
2014-15 HE Teaching Calendar
Activities
Dates
Induction and enrolment
Monday 8 September 2014 – Friday 19 September 2014
(Re-Enrolment opens from Monday 1 September 2014
for Returning students)
Semester one teaching
commences
Monday 22 September 2014
Winter vacation
Monday 22 December 2014 – Friday 2 January 2015
Semester one teaching
recommences
Monday 5 January 2015
Semester one exams
Levels 5, 6 & 7:
Levels 3 & 4:
Monday 5 January 2015 – Friday 16 January 2015
(inclusive, this also includes Saturday 10 January 2015)
Monday 12 January 2015 – Saturday 17 January 2015
(inclusive)
Inter-semester break and
Induction for January
starts
Monday 19 January 2015 – Friday 23 January 2015
Semester two teaching
commences
Monday 26 January 2015
Easter and Spring
vacation and academic
advice
Monday 30 March 2015 – Friday 10 April 2015
Semester one resit exams Monday 30 March 2015 – Saturday 11 April 2015
(inclusive, but not including Good Friday 3 April,
Saturday 4 April and Easter Monday 6 April 2015 – the
resit period falls during the Spring vacation)
Good Friday
Friday 3 April 2015
Easter Monday Monday 6 April 2015
8
Student Handbook 2014-15
Section 1 – General information
Semester two teaching
recommences
Monday 13 April 2015
Semester two exams
Levels 5, 6 & 7:
Wednesday 13 May 2015 – Friday 22 May 2015
(inclusive, including Saturday 16 May 2015)
Levels 3 & 4:
Friday 22 May 2015 – Friday 29 May 2015 (inclusive,
this also includes Saturday 23 May 2015 but not
including Spring Bank Holiday Monday 25 May 2015)
Last day of attendance
Friday 29 May 2015
Semester two resit exams Thursday 9 July 2015 – Friday 17 July 2015 (inclusive,
this also includes Saturday 11 July 2015)
For the purpose of grant/loan allocation by Local Education Authorities and the
Student Loan Company (SLC), 2014/2015 term dates will be calculated as follows:
Activities
Dates
Re-Enrolment,
Induction and Enrolment
Monday 1 September 2014 – Friday 19 September
2014
Autumn term:
Monday 22 September 2014 – Friday 19 December 2014
Spring term:
Monday 5 January 2015 – Friday 20 March 2015
Summer term:
Monday 30 March 2015 – Friday 15 May 2015* (*these
SLC term dates cover the 33 weeks of teaching, but
are shown as finishing early due to a one-week intersemester break and the Spring vacation weeks)
Please note the SLC dates are not the teaching dates.
Student Handbook 2014-15
9
Section 1 – General information
Campus Maps
KEY
S Stairs (to floors 1, 2 and 3)
L Lift (to floors 1,2 and 3)
T Toilets
Ealing site
New
‘Heart space’
- under
construction
DOORS
T
ock
s L
Hospitality Bl
Refectory
on the car park
ENTRANCE
Student’s Union
North Building
NORTH BUILDING
The S
treet
Teaching Centre
TC10 -TC99 on Ground
Floor
DOORS
TC100 - TC199 on First Floor ENTRANCE
TC200 - TC299 on Second Floor
TC300 - TC399 on Third Floor
Hospitality Block
H10 - H99 on Ground Floor
H100 - H199 on First Floor
H200 - H299 on Second Floor
H300 - H399 on Third Floor
John
S
Book miths
shop
ROOMS
Savoy
Suite
ick R
oad
s
Stude
nt Ser
vices
entre
T
s
Warw
DOORS
hing
C
S Stairs (to floors 1, 2 and 3)
L Lift (to floors 1,2 and 3)
T Toilets
Tunnel walk-way to the
North Building
and Student’s Union
Teac
KEY
TC020
s
L
DOORS
St Mary’s Rd
Entrance
St Ma
ry’s R
oad
ROOMS
10
Teaching Centre
Student Handbook 2014-15
Section 1 – General information
BRENTFORD SITE
Brentford site
BLOCK
C
BLOCK
D
w
ay
BLOCK
I
El
ev
at
ed
M
ot
or
BLOCK
F
BLOCK
E
M
4
PARKING
CY
CL
E
ST
AT
I
O
N
S
BLOCK
G
Key to Paragon
PARKING
CYCLE
STATIONS
Blocks C, D, E & F
Student Accommodation
Block I
Common Room for
Students in Accommodation
Block G
Teaching Centre
BLOCK
H
Block H
Convenience Store
Entrance
14
Student Handbook 2014-15
11/V.1
11
Section 1 – General information
Site locations – West London Campus
7
Ealing
To M1
P
A
P
P
H
P
E
2
Walpole
Park
P
B
P
C
D
3
1
F
I
Lammas
Park
4
5
E
AIR
Y
LE
AM
BR
OCC
UPA
TION
LAN
E
8
RO
AD
RO
D
R
NO
A
6
G
To South
West
and Wales
BRENTFORD
STATION
P
University Buildings
1
To Central
London
B452
A3
002
Additional Information
2
6
Ealing Site
Walpole House
Brentford Site
• Academic Office
• Administration
• Bookshop
• Ealing Law School
• Ealing School of Art,
Design and Media
• London College of Music
• London School of Hospitality
and Tourism
• Pillars Restaurant
• School of Computing
and Technology
• Student Services
• Students’ Union
• Teaching Centre
• University Accommodation Service
• Administration
• College of Nursing, Midwifery
and Healthcare
• Library
• Paragon Residential Accommodation
• School of Psychology, Social Work
and Human Sciences
• Nursing Simulation Centre
• The Business School
3
Ealing Studios
• Ealing School of Art, Design and Media
• London College of Music
4
Vestry Hall
• London College of Music
5
Bramley Road Surgery
12
P
Gunnersbury
Park
Little
Ealing
ILL
DM
IN
W
M
A
South
Acton
RD
RD
BOSTON MANOR
(PICCADILLY LINE)
BO
ST
ON
LE
DA
7
Villiers House Library
8
A
Broadway Shopping Centre
B
Arcadia Shopping Centre
C
Ealing Town Hall
D
Ealing Civic Centre
E
Questors Theatre
F
Acton Hospital
G
Leisure Centre
H
Library
I
Sports Centre
P
Parking
Student Village Housing
Student Handbook 2014-15
Section 1 – General information
Site locations – Berkshire Institute for Health, Fountain House, Reading
Student Handbook 2014-15
13
Section 2 – Student support, help and advice
Section 2 –
Student support,
help and advice
14
Student Handbook 2014-15
Section 2 – Student support, help and advice
Communication
Student Email Account
When you become a University of West London student, you will be given
your own university email account. Your address will be in the format
<studentID>@student.uwl.ac.uk
Various University services, your tutors and/or the Students’ Union will be sending
important emails to your student email account, so you need to ensure you can access
it and use it to your advantage.
The student email system is a communication and collaboration tool that can help
you effectively manage your time and studies at the University.
Your student email account will also be used for all Library correspondence relating
to reserved books, renewal reminders, overdue items, fines and any other important
resource information.
As a student, you are responsible for checking your student email account. You will be
expected to read and respond to information delivered to your student email account
from us. The University will send important communication to this account and it is
therefore very important that you check it on a regular basis.
The student email system allows you to use it both inside and outside the University.
You may already have a personal email account (with Hotmail, Gmail etc.) but
you should use your student email account for all email correspondence with the
University. The system has all the standard features you will have come to expect:
a calendar, contact list and address book, task list and a very large amount of storage
space (50GB).
It is possible for you to set up a forwarding service from your student email account to
another email account (such as your personal one) if you wish.
Student Handbook 2014-15
15
Section 2 – Student support, help and advice
How to set up your UWL IT account and log in to your new
UWL Student Email Account:
STEP 1:
You will have been sent an email from mysecurity@uwl.ac.uk with the subject UWL
Student Information. This email contains your initial password to set up your new
UWL IT account and UWL student email account. The password is in a random
alpha-numeric format; please note this is a temporary password and you are required
to change it.
STEP 2:
Please change the temporary password at the following website:
mypassword.uwl.ac.uk.
STEP 3:
Please chose a new memorable password of your choice – try to choose a password
which has a combination of letters and numbers. Please do not share your password
with anybody.
For further help on how to setup your new University of West London Student IT and
email accounts, please visit uwl.ac.uk/SSPR. If you do have questions or problems,
don’t worry, IT support is available when you come to enrol at the University.
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Student Handbook 2014-15
Section 2 – Student support, help and advice
Telephones
There are various internal phones available within classrooms, reception areas and
corridors throughout the University, which are for internal use only to make free of
charge calls to members of staff and University services and helplines. You can quickly
connect to various central services such as Security, Switchboard, Estates and Facilities
and IT Services using the quick dial buttons on the phones.
Payphones
Payphones are also available on campus; please ask at reception for current locations.
Useful Numbers
Security Emergencies
3333 (020 8231 2572 from outside the University)
For Security Emergencies at the Berkshire Hub contact:
Fountain House Reception 4200 (020 8209 4200 from outside the University)
Operator
100
IT Service Desk
2222 (0300 111 4895 from outside the University)
Student Handbook 2014-15
17
Section 2 – Student support, help and advice
Web-based Services
The University has its award-winning Student Portal based on Microsoft Office 365. It
is your gateway to all the information you need whilst studying at your University.
Within the Student Portal you will find the following web-based services under the
My UWL link:
My Site
My Site is your personal web space where you can collaborate with our Students and
Staff just like Facebook and other Social media sites. Create your own personal page
and post messages and comments on your classmates’ pages..
My Personal Details
This section holds all your personal details such as your term time address, your home
address and other contact details.
My Blackboard
My Blackboard is the software used for the University’s virtual learning environment.
You will be added automatically to each course and module on which you are
enrolled. Lecturers and teaching staff make use of this site to upload key course and
module information – including lecture hand-outs, presentations, reading lists, links
to online learning resources and assessment criteria. On many modules you will be
required to submit your coursework via Blackboard. Blackboard can also be used as a
communication channel between staff and students.
My Email
My Email provides quick access to your student email account, which comes with 25
GB of space. The University will also send important communication to your student
email account and it is very important that you check this on a regular basis.
My Timetable
My Timetable will give you all the information relating to class timetables, such as
location and times.
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Student Handbook 2014-15
Section 2 – Student support, help and advice
My School
My School gives you access to all the useful contacts for your School, including
information and contact details for your student representatives.
My Connections
My Connections is the place to go for Module, Course and general community
discussions.
My Modules
My Modules is where you will find all the information regarding the modules that
you are studying.
My Marks
My Marks is where you will find all the marks related to your studies.
My Content
My Content is where you can upload, store and share documents and files.
My Noticeboard
My Noticeboard is where you will find useful notices related to your study and any
important information that you need to know.
My Pebblepad
My PebblePad is a Personal Learning System which is used at your University, to help
you reflect on the way you learn; to keep a record of, and comment on, what you have
learned; and to prepare towards your future employment. With My PebblePad, you will
be able to build your own electronic portfolio (e-portfolio) of achievements. You can
share documents, images, videos, and sound files with tutors, other students, and with
employers or others outside the University.
My Attendance
My Attendance is where you will be able to keep track of your own attendance at
lectures and seminars. You should check regularly to make sure that your attendance is
correctly registered. Remember: you will need to swipe you Student ID card in and out of
every lecture theatre and classroom. Card readers will be found near the entrance.
To access the Student Portal simply visit http://portal.uwl.ac.uk.
Student Handbook 2014-15
19
Section 2 – Student support, help and advice
MyRegistry – website for students – uwl.ac.uk/myregistry
MyRegistry is a web service for all University of West London students which shows
your student record, including your personal details and assessment marks.
You will need to login to MyRegistry to keep your personal details and your contact
details (addresses and mobile telephone numbers) up to date.
You will also use the MyRegistry website when you come to re-enrol for the next year
of your course. – see page 21 for further information.
How to access the MyRegistry Website
If you have accepted an offer to start on a new course you will receive an email a few
weeks before the course starts inviting you to go to uwl.ac.uk/myregistry to enrol on
your course. When you get there you will need to follow the process outlined below.
New Students Only
You will need to set up your MyRegistry Account if you have never used MyRegistry
before. Make sure you know your eight digit Student ID Number, (eg 21912345) which
is at the top of any correspondence that the University has previously sent you.
Go to uwl.ac.uk/myregistry and select the service you require by clicking the links
(eg ‘Personal Details’)
Enter your Student ID Number in the box provided.
Select the option “No, I am enrolling onto a new course and have not set up an
account yet”. Click on the “Setup Account” button.
You will then be taken to a webpage where you will be asked to fill in a number of
questions about yourself in order to setup your MyRegistry Account (please note if
you are unable to see the first question, you may need to scroll down the web page).
The University will match the answers you provide with your application details. Please
wait approximately five minutes and return to the “Login or setup an Account” screen
and log in using your newly created password.
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Student Handbook 2014-15
Section 2 – Student support, help and advice
An email will be sent to the email address you enter confirming that your details have
been matched and your MyRegistry Account has been successfully created.
If the University is unable to match the answers you provide with your application
details, you will be asked to enter the name of the course you applied for and your
telephone contact details. You will then be contacted within a period of five working
days once your application has been checked.
Returning Students Only
Students who are returning to the University of West London should already have a
MyRegistry Account. You need to enter your Student Id Number and your MyRegistry
Password in the log in box.
Make sure you know your eight digit Student ID Number, (eg 21912345) which can be
found on your Student ID Card.
Enter your Student ID Number in the box provided. Select the option “Yes, I have a
MyRegistry account”. Click on the “Login” button.
If you cannot remember your password please click “Have you forgotten your
MyRegistry password?” and enter your Student ID number. A new password will be
emailed to you. You should copy and paste this into the password box.
Updating Your Details
You will need to login to the MyRegistry website (See above).
It is important that you keep your contact details (addresses and mobile telephone
numbers) up to date as the University will need to write to you, and may send a text
message to your mobile telephone.
Student Handbook 2014-15
21
Section 2 – Student support, help and advice
The MyRegistry website enables you to keep the following personal details up to date:
Contact Details
• Address during study (term-time address) and telephone number
• Permanent home address and telephone number
• Emergency contact address and telephone number
• Mobile telephone number
Your ’Address during Study’ is where you are living while you are studying. The University
will contact you at the telephone number or your address during study if we are unable
to contact you on your mobile telephone (or if you do not own a mobile telephone).
Your ‘Permanent Home Address’ is what you consider to be your home address and
this may be the same as your Address During Study. Your Permanent Home Address
might also be the address of your parental home. This address might also be your
Emergency Contact Address.
Your Mobile Telephone Number is what we would use for immediately trying to
contact you in case of emergency. The University may also from time to time send a
text message to your Mobile Telephone Number.
The University contacts you on many occasions throughout your course, both while
you are studying and during the holidays, and once you have completed your studies,
regarding graduation. It is essential and beneficial to you to keep the University up to
date with any changes to your addresses and telephone numbers at all times.
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Student Handbook 2014-15
Section 2 – Student support, help and advice
Your Personal Details
The MyRegistry website will allow you to request a change to your First Name or
your Family Name. Please note that a change of First Name should only be made
where the information we have is different to that on your Passport, Birth Certificate
or Visa. If you request to change your Family Name then you will need to provide
documentary evidence and take that evidence to your School Office.
For information on which documentary evidence is required please consult your
School Office. If you are unsure as to whether you should make a change to your First
Name or request a change to your Family Name then seek advice from your School
Office before making any changes. Changes to your First Name will appear on any
Certificate awarded by the University of West London.
Your studies and your Timetable
The MyRegistry website will also enable you to view information about your studies:
eg your timetable, modules and assessments. You will also be able to register for your
graduation when you complete your studies.
Student Handbook 2014-15
23
Section 2 – Student support, help and advice
Your Student ID Number
The Student ID number is an individual number given to every student. This number
is allocated to you when you first make an enquiry or when you apply to study at the
University of West London (this is not the same as your UCAS number).
Your Student ID number is in the form of eight digits ie 12345678. You can find your
Student ID number on your UWL Student ID Card.
You will find this number on all correspondence that the University of West London
sends out to you.
Your Student ID Number is exclusive to you and is used for various reasons:
• Y
our student email account is based on your student ID number eg
1234567@ex.uwl.ac.uk
• Y
our UWL Student ID Card contains your Student ID number
• A
ny payments made to the University are allocated to your student account
which is your Student ID number
• W
here possible, your assessments are anonymously marked with your
Student ID number being the key identifier
• Y
our book loans are allocated to your Library borrower account
• A
ccess to MyRegistry for re-enrolment, change of address etc. is via your
Student ID number
• T
he publication of results is listed by Student ID number on notice boards
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Student Handbook 2014-15
Section 2 – Student support, help and advice
Your UWL Student ID Card
Upon enrolment, all students will be issued with a UWL Student ID Card this is a
multifunctional campus card, which can be used for the following:
• Proof of identity
• Access to University campus
• Borrow library books and media equipment
• Access to computing and printing facilities
• Electronic attendance registration on the Student Attendance Monitoring System
(SAM)
• S ecure and convenient cashless vending for purchases in the university canteen
and printing.
• National benefits
If your card needs to be replaced through loss or damage you will be charged a
replacement fee of £10. If your card has been stolen it will be replaced free of charge
on presentation of a crime report/number from the Police (not a ‘property lost in
street’ report).
Do not lend your card to anybody else.
For production, distribution and general enquiries please come and see us at one of
the UWL Student Card Centres:
Ealing site
The UWL Card Centre is located in ‘The Street’ on the Ground Floor of the St Mary’s
Road campus.
Student Handbook 2014-15
25
Section 2 – Student support, help and advice
Identification
You may be asked at any time by a member of staff to produce your UWL Student ID
Card to prove your identity within the University. Failure to produce your card or proof
of identity as a University of West London student may result in you having to leave
the University premises. You will need your card to attend exams and classes where
card checks for attendance will be undertaken. The Students’ Union will need to see
your card before issuing you with your NUS card.
Possession of the UWL Student ID Card is a proof of identity, not a proof of
entitlement. Whenever your card is swiped or scanned, the computer system that is
reading from it will identify your entitlements.
Access Control
Your UWL Student ID Card provides automatic access into the University.
Please remember that without your UWL Student ID Card you will be unable to enter
University buildings. If you forget your card and require temporary access, you will need
to obtain a one day temporary pass from your School Office, or have a member of the
University of West London staff sign you in at the reception area to that building.
Attendance Monitoring and SAM
The University attendance monitoring system is called SAM. You will need to touch
your UWL Student ID Card against card readers located within each lecture theatre,
classroom or seminar room to register your attendance. Please see page 57 below
for more details on the attendance monitoring system. You will need to do this so at
the scheduled start of the session to avoid being marked as “late”. You can track your
attendance online by visiting the My Attendance app in the Student Portal under the
section My UWL.
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Student Handbook 2014-15
Section 2 – Student support, help and advice
Borrowing from the Library
If you wish to borrow from the Library you must produce your UWL Student ID Card
at the issue desk in order for books or other learning materials to be issued to you. You
may also reserve and renew items you already have on loan, online via the Library
website, using the Library number that is printed on the front of the UWL Student ID
Card in conjunction with a personal identification number. This number will be given
to you by issue desk staff on request.
Borrowing of books out of service hours may also be achieved by using the self-issue
machines. Your UWL Student ID Card is required for this operation.
Cashless Vending
Printing in the Library may be paid for by using your UWL Student ID Card. Funds may
be loaded onto your UWL Student ID Card at Cash-2-Card machines conveniently
located about campus. For printing, you will also be required to have a PIN, which can
be set at a Cash-2-Card machine.
Use of the UWL Student ID Card for cashless vending is also currently available at the
catering outlets within the Paragon site main building. The University intends to rollout cashless purchasing capability to other catering outlets in the future.
Student Handbook 2014-15
27
Section 2 – Student support, help and advice
IT Services
IT Services offers a wide range of applications, technology and services to help
support you while at UWL. There are over 1100 PCs and over 200 Apple Macs across
all the University sites that you can use. Each provides access to the Internet, Email,
and a whole suite of applications from Microsoft Office and Adobe Creative Suite
to specialist teaching applications. Some computers are installed with specialist
applications and technology, aligned with particular courses. For example, there
are Apple Macs fitted with musical keyboards, and film editing packages. Statistical
analysis packages are also available
The Student Portal is a single place for you to find and access nearly all the online
services and information sources you may need. Simply visit: portal.uwl.ac.uk
A high-speed wireless network is provided at many locations throughout the campus.
You can log in to ‘Eduroam’ using your IT User Account details from your laptop,
tablet or Smartphone. Details on how to set up your device can be found here:
it.uwl.ac.uk/eduroam
You can also use Eduroam to access the Internet at some other universities
To find out how to connect to Eduroam and where you can use it see
it.uwl.ac.uk/eduroam
Getting started
To access the various IT services and resources at UWL, including the campus PCs, the
wireless network, and most online services, you will need a valid IT User Account.
How to set up your UWL IT account and log in to your new
UWL student email account:
STEP 1:
You will have been sent an email from mysecurity@uwl.ac.uk with the subject UWL
Student Information. This email contains your initial password to set up your new
UWL IT account and UWL student email account. The password is in a random alphanumeric format; please note this is a temporary password and you are required to
change it.
STEP 2:
Please change the temporary password at the following website:
mypassword.uwl.ac.uk.
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Section 2 – Student support, help and advice
STEP 3:
Please chose a new memorable password of your choice – try to choose a password
which has a combination of letters and numbers. Please do not share your password
with anybody.
For further help on how to setup your new University of West London Student IT and
email accounts, please visit uwl.ac.uk/SSPR. If you do have questions or problems,
don’t worry, IT support is available when you come to enrol at the University.
If you have not received this email then simply contact the IT Service Desk by
internal telephone (x2222), by external telephone (0300 111 4895), or by email
(itservicedesk@uwl. ac.uk)
What do I need to know about using my IT User Account?
Your use of the various IT facilities and services at UWL must comply with the IT
Acceptable Use Policy, a copy can be found at uwl.ac.uk/policies. Using your IT User
Account (for example, by logging into a computer or accessing the Wireless network,
even with your own device) confirms your acceptance of this Policy.
Remember:
• Y
ou are responsible for all use of your IT User Account. You must not share your
password with anyone.
• I T Services will never send you an email asking for your username and password. If
you get one, it is probably a malicious phishing attempt and the message should be
deleted. If you are in any doubt, please contact IT Services.
• Y
ou must not use the IT facilities in any way that could expose you or the University
to any criminal or civil liability.
• You must not use the IT facilities in any way that breaches the Acceptable Use Policy.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Staying Safe Online
When posting messages, photos, video clips and other content to Facebook, Twitter,
or to other places online, it is wise to think about the consequences.
Don’t say anything that could land you in trouble:
• do not defame
• do not harass or bully
• do not post anything illegal
• consider reputational risk (to you, your friends and/or family, and to the University)
Think about your personal safety.
Don’t reveal data about you that:
• c ould be used to impersonate you/steal your identity
(date and place of birth, for example)
• m
ight reveal your actual whereabouts or when you’re not somewhere
(at home, for example) – so, think about who you share your location with
• m
ight cost you money (look out for scams and freebies: anything that looks too
good to be true, usually is!)
History haunts – especially on Facebook.
Data cannot easily be deleted, especially when shared. Only ever post things that you
would be happy to be made public. Be wary of potential employers looking you up
online and what they might find.
What might seem anonymous usually isn’t. Your use can be tracked, even if you think
you have an anonymous user account.
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Section 2 – Student support, help and advice
Access to network PCs, Library e-resources and email
You have one account that allows you to access network PCs in the Library, email and
Library e-resources (Library e-direct). This means that the same login details work for
all of these services – however the first time you login, you will need to change your
temporary password.
You will need to log on to the Student Portal at portal.uwl.ac.uk. Once you have
logged on, you should follow the instructions under Password Self-service. You will
need to choose your own password, and to register your details so that you will be
able to reset your password in the future (for instance if you forget your password).
(There is no facility to change your password through Library e-Direct.)
Again, if you have any difficulties accessing your account or in changing your
password, please contact the IT Service Desk on (0300 111) 4895 or at
itservicedesk@uwl.ac.uk
To login to a University Computer
Please note, you need to have set up your UWL IT account and student email account
before you can log in to the UWL computers. Please see the section above titled ‘How
do I get my IT User Account’
Passwords
Here are some basic rules to be followed when constructing a new password.
Your password:
• C
an consist of letters, digits, and many of the other characters that you can type on
your keyboard.
• C
an contain upper and lower case letters – these are not interchange-able.
• H
as to be six or more characters in length (up to 127).
• M
ust contain at least one letter and at least one character that is not a letter
Please note that it is very important that you do not share your password with anybody.
Use memorable one e.g. favourite song for example: 50trwuh (somewhere over the
rainbow way up high, substituting ‘5’ for ‘s’ and a zero for ‘o’)
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Your password will be stored on the system “encrypted” i.e. not in plain text and therefore
unreadable to people. When you use a facility that requires you to login, the system
checks whether the password you enter is the same as the one stored on the system.
You should avoid passwords that other people can easily guess. Never use your own
name, your username, the name of your partner, your car registration number, or your
telephone number or anything else that would be easy to guess or find out from social
websites. Never use a word that can be found in a dictionary as hackers can easily try
all the words in a dictionary and if your password is there they will eventually find it.
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Section 2 – Student support, help and advice
Printing and Photocopying in the Libraries
All printing and photocopying in the Libraries is controlled by the UWL Student ID card
(see page 25).
All printing and photocopying is carried out on MFD’s (Multi-Function Devices). To
access the printing facilities you must have your card with you as this controls access
to your online purse. There is a charge for all printing and photocopying within the
University. The Service desks on all sites have no access to release work for you if you
have not got your card with you. The current charges for printing (within Ealing and
Brentford) are as follows:
• A
4 mono 5 pence per side
• A
4 colour 30 pence per side
• A
3 mono 10 pence per side
• A
3 colour 60 pence per side
As part of the security which is placed on the card you will be required to set a PIN
when you initialise your card for the first time. The PIN is a four-digit number much
the same as a bank card. It is recommended that the number you choose is one which
you will remember easily.
For any IT support related issues, please contact the central IT Service Desk on
extension 2222 internally or externally 0300 111 4895 or at itservicedesk@uwl.ac.uk
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Getting Help
You can contact the IT Service Desk 24/7 365 days by telephone (internal
phone extn.2222, from an external phone or mobile: 0300 111 4895), by email
(itservicedesk@uwl.ac.uk) or via Twitter (@UWL_ITServices).
You can also visit our walk-up IT Service desk in person in Student Services, located in
‘The Street’.
For more information, including self-help guides, please visit our website: it.uwl.ac.uk/
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University of West London Students’ Union
A Message from The Students’ Union
Every student at the University of West London is automatically a member of the
Students’ Union and able to access all the activities and support the Union has to offer.
We want you to have the best time at UWL and ultimately, we want to see you graduate.
We are here to help you build the UWL community into something great. There are
loads of opportunities and activities for you to get involved in whilst you’re here. From
sports clubs to societies, we have loads of chances for you to get involved in university
life and make sure that your experience is excellent.
Each year, we run the Students’ Union Elections where you get the chance to elect the
people who represent you, both to the University and at a national level. We also work
with you to make sure that your academic experience is the best it possibly can be,
supporting your course reps and working with them to sort out any issues and to make
changes to the way you are taught so you get the most out of your time at UWL.
And for those times when you need a little help, we also run an impartial, confidential
advice service, which is here to support you if you have any academic issues.
Your students’ union is an independent charity, so every penny you spend with us
goes back to directly improving your student experience. Whether you eat in our café,
come to one of our events, join the gym or become a member of one of our sports
clubs or societies, there is something for everyone at UWL.
For all the up to date information regarding UWLSU, visit our website at
www.uwlsu.com. Follow us on Twitter: @UWL_SU and like us on Facebook:
fb.com/UWLstudentsunion.
Get involved in your students’ union and be part of something great.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Location of UWLSU:
Ealing site
St Mary’s Road, Ground Floor, North Building
Contact details: 020 8231 2276
UWL.SU@uwl.ac.uk
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Student Participation and Representation
Student participation in decision making processes and consultations within the
University is actively encouraged. Students are represented by the elected student
officers on all of the major committees throughout the University, including the
Academic Board and the Board of Governors.
At course level the voice of students and feedback to University staff is very
important. If you are a new student you will have the opportunity to elect your
student representative within the first few weeks of the start of your course of study. If
you are a continuing student, you will be given the opportunity to elect your student
representative for the following year towards the end of your current year of study.
Student representatives are supported and provided with training which is delivered
collaboratively by both the University and the Students’ Union. In addition to student
meetings with staff at course level, each Head of School will also meet with student
representatives at least once a term to ensure that the University responds to issues
students may bring forward at school level.
Student representatives are asked to report on their work and will receive a certificate
as recognition of their commitment on the condition that a short end of year report is
submitted. The University of West London academically accredits a 20 credit student
volunteering module. All student representatives have the opportunity to enrol on this
free module.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Students’ Union Bar ‘Freddies’, The Den and The Gym
Freddie’s Bar is located in the Students’ Union at the Ealing Site and serves both
alcoholic and non-alcoholic beverages. Freddie’s is the venue for entertainment and
events which range from live music and club nights to comedy and quizzes – it’s the
ideal place to make friends and have fun.
Alongside Freddie’s this year, the students’ union will be opening a brand new café
and shake bar, The Den, as well a state of the art gym.
Freshers
At the beginning of the academic year the Students’ Union arranges a number
of events to welcome new students to the University and welcome back returning
students. The Freshers’ Fair is an opportunity to find out more about the range
of sports, students societies, student media and other activities that you can get
involved with, as well as being an opportunity to get a range of freebies from local
student-friendly businesses. Freshers’ week will also include a Freshers’ Ball and a
week of varied entertainments on Campus in the Students’ Union in order to provide
an opportunity for new students to make friends and begin their experience at the
University of West London. Make sure you keep checking the website to find out when
tickets go on sale! #UWLSUFreshers14
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Money matters
The Aspire Bursary Scheme
The UWL Aspire Bursary has been set up to help you make the very best of your time
at the University by improving access to the learning tools you need to support your
studies. All eligible students will receive an introductory bursary sum to be loaded onto
an account that you can spend at John Smith’s.
You can use your bursary funds in the bookshop (or online) to help with the purchase
of your required textbooks and learning materials. For more information please visit:
www.johnsmith.co.uk/uwl/university-of-west-london-aspire-bursary-scheme-2014-15
Discretionary Support Fund – Higher Education Students
This is a discretionary fund for ‘home – UK only’ students on full-time and part-time
undergraduate and postgraduate courses. The fund supports those who need extra
financial help to meet particular costs not already met from statutory sources of
funding, to meet unexpected financial crises and to alleviate financial hardship.
Contact studentadvice@uwl.ac.uk or visit The Street, St Mary’s Road Campus for
more information.
Benefits
Studying may affect your eligibility for, and entitlement to, state benefits, particularly
if you study on a full-time course. Several types of benefit may be affected. Even if
you remain eligible to claim, entitlement to certain elements of student funding may
still reduce the amount of your (or your partner’s) benefits. You have a duty to inform
the relevant authority about becoming a full-time student and being entitled to
student funding. It is recommended that you seek advice about your benefits as
early as possible. Contact the student advisors in Student Services in The Street or see
the website: www.uwl.ac.uk/studentadvice
Student Handbook 2014-15
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Section 2 – Student support, help and advice
University of West London Bursaries/Scholarships
National Scholarship Programme (NSP)
The NSP replaces the traditional University of West London Bursary (see below)
for New Home students who will be starting a course at University of West London
in the 2014/15 academic year. This scholarship is offered for the first year of an
undergraduate course. For eligibility see the Scholarships and bursaries page for
more information.
Only students who started their course prior to AY12/13 will be eligible to apply for
a UWL bursary and this is only for ‘Home-UK only’ students. The Bursaries for the
University of West London will be processed through Student Finance England.
If you have completed a PN1 or PR1 form or applied online and provided consent in
Section 10 of the form for your financial information to be shared with the University
of West London you may be eligible to receive a University of West London Bursary.
How much will I receive?
For ‘Home/EU’ students who started courses before September 2008, you may
still be able to apply for a Bursary. Please contact Student Services in The Street for
further information.
Students in receipt of the maintenance grant or equivalent, and who are assessed as
having a household income up to £40,000 may be eligible for a Bursary of £530. If
you do not wish your details to be shared (for this purpose) and you, your parents and
partners have ticked the box under the Student’s Declaration on the PN1/PR1 form,
the University will not be able to determine or pay any Bursary to which you may
be entitled. However, should you now wish to be considered for a Bursary you must
contact Student Finance England.
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Section 2 – Student support, help and advice
Council Tax
The Confirmation of Student Status letter can be used to get a discount on, or
exemption from, your Council Tax in most cases, if you study on a full-time course.
You will need to submit this letter to your Local Authority. This form can be obtained
from your School office – uwl.ac.uk/MyRegistryContacts
Debt
If you are experiencing financial difficulties or have unmanageable debts, the student
advisors in The Street may be able to help. For further information visit the website:
www.uwl.ac.uk/studentadvice
Disabled Students Allowance (DSA)
DSA is a non means-tested grant available to ‘Home – UK only’ students enrolled
on Higher Education courses. It can be used to cover any extra costs incurred by a
student as a direct result of a disability, mental health condition or specific learning
difficulty. For more information visit the website: www.direct.gov.uk/studentfinance.
Students in receipt of an NHS Bursary should visit the website: www.nhsbsa.nhs.uk/
students. The disability advisors can provide students with advice and information
about DSA and can be contacted on 020 8231 2739, wellbeing.team@uwl.ac.uk.
Fee Status Assessment Appeals
If you do not agree with your assessed fee status (which determines the level of
tuition fee you are expected to pay i.e. the ‘home’ or ‘overseas’ rate) you may wish
to appeal. Ideally, you should do this before you complete the enrolment process.
For details of the appeals procedure, contact the Admissions department. A student
adviser from Student Services in The Street, St Mary’s Road Campus may be able to
assist you with your appeal. Also, in certain circumstances you may be eligible for a
change in fee status during the course. If you think you may qualify, you can request a
reassessment. In this instance, contact your School office.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Fees – Problems with Paying
If you are having problems with paying your fees, it is a good idea to contact the
Student Finance Centre on 020 8280 0283
Student surnames:
A – J 020 8280 0282
K – S 020 8280 0285
T – Z 020 8280 0284
SLC tuition fee queries 020 8280 0287/0281/0284. If the problem remains,
an adviser may be able to assist. email student.advice@uwl.ac.uk
Funding – Home-UK only Students
There are various types of funding that you may be able to apply for, e.g. help with
your tuition fees and/or help with living costs. This is usually in the form of loans and
grants. The funding you can apply for will depend upon several factors including your
personal eligibility, your course space and whether you study on a full-time or parttime course.
For information on what funding might be available to you and how to apply, contact
Student Advice or visit the website: www.uwl.ac.uk/studentadvice
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Section 2 – Student support, help and advice
Discretionary Learner Support Fund (DLSF) –
Further Education Students
The Learner Support Fund is a discretionary fund provided by the government to
assist ‘Home – UK only’ students who face financial hardship whilst studying on an
eligible full-time or part-time course. Funds are limited and support is not guaranteed.
The fund is administered by Student Services in The Street, who will be able to
provide details of eligibility criteria and application forms. For further information
you may wish to visit: http://www.direct.gov.uk/en/ EducationAndLearning/
AdultLearning/FinancialHelpForAdultLearners
Money Management
‘My Money Matters’ is an exciting project with the aim of giving students the money
management skills that they need to successfully negotiate their finances whilst at
university and beyond. Workshops, presentations and information on student finance
related topics are produced by the student advisers located in The Street, St Mary’s
Road Campus.
NHS Bursary
If you are studying an NHS-funded course such as nursing or midwifery, and you are a
‘Home – UK only’ student, you may be eligible for an NHS bursary. There are two types
of bursary: Non means-tested bursaries for students studying on diploma courses,
and means-tested bursaries for degree and postgraduate level students. For further
information see the NHS Student Bursaries website: www.nhsbsa.nhs.uk/students
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Student Loans – ‘Home’ students
If you are eligible for student support funding, you can expect to receive your student
maintenance loan in three equal instalments [at the start of the academic year, and
then near the beginning of the other two terms].
The University of West London liaises with the Student Loans Company (SLC) to
enable the first instalment of your Student Maintenance Loan to be paid directly into
your bank account.
To ensure that this happens you will need to do the following:
Complete the Application for Student Finance 2014/15 online at
www.direct.gov.uk/studentfinance (PN1 form – new students; PR1 form –
continuing students). Applications are processed by Student Finance England.
For funding information for students who normally live in Wales, Scotland or Northern
Ireland and will study in England, arrangements are different. Information is available
via www.direct.gov.uk/studentfinance
Once you have enrolled and successfully completed the financial procedures the
University will advise the SLC that your Loan can be activated.
If you are liable to pay any part of the tuition fee you can apply for a Tuition Fee Loan.
Complete the relevant section online or on the PN1 or PR1 form. You should send
your Student Finance Entitlement letter to the Finance Department at the
University of West London.
Study Loans
If there is no statutory (government) support available to you for your course, you
may be able to take out a loan to help cover your tuition fees or living costs/course
costs. You are advised to check the terms and conditions carefully. Loans taken out for
living costs may affect your (or your partner’s) benefits. Contact the student advisers
in The Street or see the website: www.uwl.ac.uk/studentadvice.
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Section 2 – Student support, help and advice
Tax Credits
Studying should not affect your eligibility for child tax credit, and most student
funding is ignored when calculating your (or your partner’s) entitlement.
However, a change to the number of hours that you are working may affect your
eligibility for working tax credit. The University recommends that you inform the
relevant authority if you become a student and if you are entitled to student funding.
More information about this is available from the student advisers in Student Services
or visit: www.uwl.ac.uk/studentadvice
Transport Costs
Full-time students can apply for a student Oyster card which offers reduced-rate
travel in and around London. Ask at the University of West London Students’ Union
(www.westlondonsu.com) or visit the Transport for London website: www.tfl.gov.uk
for more details.
The University also offers a free Shuttle Bus Service between the Ealing and Brentford
Sites. For the current timetable visit www.uwl.ac.uk/travel
Cash Machines
Ealing site
There is a cash machine in The Street at the Ealing Site. It accepts all major credit and
debit cards. The site is near the main shopping centre where all the major high street
banks and building societies can be found.
Brentford site
There is a cash machine in the ‘Co-Op store on the Brentford Site. A transaction
charge may apply to this machine.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Housing
Accommodation Service
The staff in Student Services can assist you to find secure suitable accommodation in
the University’s Halls of Residence (Paragon), Student Village Housing – Ealing, or the
private rented sector.
Accommodation Service
020 8231 2335/2573
student.services@uwl.ac.uk
Halls of Residence
The University Halls of Residence are located at the Brentford Site (Paragon), an
award-winning building which was opened in September 2006 and provides purpose
built student accommodation. Paragon Notting Hill Student Lets is the trading
name for Touareg Trust, who manage Paragon. The site consists of four blocks of
accommodation arranged as single study bedrooms in cluster flats and studios. All
are en-suite; the single study bedrooms have a communal fitted kitchen/dining room
and the studios are equipped with a fitted integral kitchen area. Paragon is located 1.5
miles from the Ealing Site. Served by the University shuttle bus uwl.ac.uk/travel, there
are also excellent bus and rail services. For further information please visit
www.uwl.ac.uk/accommodation.
Private Rented Sector
Student Services also offers student accommodation via StudentPad which is
the official website for students who have selected to study at the University
of West London. Studentpad lets you search for student houses, flats and lodgings
in the West London and surrounding areas. For further information visit
www.uwlstudentpad.co.uk/Accommodation. In addition further information
on accommodation is available in the private rented sector, including lists of letting
agencies, student hostels, guest-houses and hotels.
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Section 2 – Student support, help and advice
Housing Advice (including Homelessness)
Advice is available on all housing matters including tenancy agreements,
successful return of deposits, difficulties with landlords, disrepair and eviction/
repossession procedures.
If you become homeless, or are concerned that you may become homeless, you can
receive advice on your rights and options from the student advisers.
Rent
Rent is one of the most important items of your expenditure. If you do not keep up
with your rent, you could lose your home. If you would like advice regarding rent
payments or financial matters, please contact the student advisers.
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Student services and student well-being
Student Services
This service is for all University of West London students. Student Services is located in
The Street at the Ealing Site at St Mary’s Road. Services provided to students are listed
below:
• Accommodation
• Careers & Employment
• Counselling
• Disability Advice
• Doctor’s Services which are available to students
• Faith
• Help for International Students
• IT Services
• Learning Development
• Mentoring
• Student Advice, Information and Guidance
• Student Finance
• Support for students to use the MyRegistry website.
Student Services offers students studying at the University of West London a free,
confidential and professional service in support of their academic studies. The teams
are based at the Ealing Site with a satellite service to Paragon and the Berkshire Hub.
Information, advice and guidance is available on accommodation, funding,
immigration (visas), state benefits, tax credits, housing rights, disability support, faith,
counselling and learning development.
Contact details:
020 8231 5555
student.services@uwl.ac.uk
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Student Advice
The advisers offer a professional advice and advocacy service covering practical
issues such as:
• S ources of funding – including fee status, eligibility, and the effect on funding of
changing course or previous study
• P roblems with fees and funding
• Money management and debt advice
• Immigration (visas) and other issues relevant to international students
• E ntitlement to state benefits and tax credits
• H
ousing rights.
The service is free and confidential.
The advisers can be contacted through Student Services in the Street, or you can
email: student.advice@uwl.ac.uk
Information sheets on funding and immigration matters are available at
www.uwl.ac.uk/studentadvice
Student Handbook 2014-15
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Section 2 – Student support, help and advice
Childcare advice
Full-time undergraduate ‘Home – UK only’ students in receipt of student support
(ie student loan, NHS Bursary etc) may also be eligible to receive supplementary
allowances for dependants, including help with the costs of childcare, and can apply
to the Access to Learning Fund.
For further information see the website: www.uwl.ac.uk/studentadvice
Student parents under the age of 20 on the day their course begins, who are
studying on an eligible further education course, can get financial help with
childcare costs through the Care to Learn scheme. To qualify you must use a
childcare provider which is registered with Ofsted.
https://www.gov.uk/help-with-childcare-costs/support-while-you-study
Students who are eligible for Working Tax Credit (WTC) may qualify for help towards
childcare costs through the childcare element of Working Tax Credit (WTC).
https://www.gov.uk/childcare-tax-credits
http://www.hmrc.gov.uk/taxcredits/start/who-qualifies/index.htm
whoqualifies/index.htm
Counselling
Counselling offers you the opportunity to talk to someone about the issues in your life
which are of most concern to you, in a private and confidential setting. Talking through
these issues with a counsellor can help you to manage and cope with your problems
better, and work towards possible solutions. You can talk to a counsellor about any sort
of issue, no matter how big or small. You will be offered up to six sessions of counselling
which are held weekly and last approximately 50 minutes each. The counselling service
is offered Monday to Saturday both face to face and via Skype.
Throughout the year the Counselling Service also offers workshops and short
courses on subjects such as Developing your Confidence, Delivering Presentations,
and Assertiveness. To see a counsellor you will need to register with the Counselling
Service. You can do this in person, by emailing counsellor@uwl.ac.uk or by
telephoning 0208 231 2218.
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Disability
The Wellbeing Advisers offer a professional and confidential service to all prospective
and current students who are disabled or think that they may have a Specific Learning
Difficulty. The advisers have experience of working with students with a wide range of
disabilities including:
• S pecific Learning Difficulties (eg dyslexia, dyspraxia)
• Mental Health difficulties (eg depression, bi-polar disorder)
• S ensory impairments (eg visual, hearing)
• L ong term medical conditions (eg HIV, cancer, multiple schlerosis)
• U
nseen disabilities (eg diabetes, asthma, epilepsy)
• M
obility or physical impairments (eg paralysis)
The Wellbeing advisers can provide:
• A
dvice and information on disability support
• A
dvice and information on additional funding for disabled students
• Individual Support Plans and recommendations for reasonable adjustments
• L iaison with the Exams Office and Schools to implement recommended exam
provisions
• L oan equipment (as applicable)
• L iaison with Schools
• A
ssistance in arranging support workers, eg note-takers, dyslexia tutors,
communication support workers, etc.
• A
dvice and information on arranging a diagnostic assessment for a Specific
Learning Difficulty with an Educational Psychologist
Students can make an appointment to see the disability advisers at any time during
their studies.
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Disability Information
The University is committed to a policy of equal opportunities for students with a
disability or specific learning difficulty.
We are developing an inclusive approach to learning, so that all students, including
those with a disability, can become part of an integrated learning community within
the University.
We are aiming towards making the University of West London accessible by design so
that only minimal adaptations need to be made for individuals. In addition, we try to
meet all student requests for reasonable adjustments to enable an equal opportunity
of access for all students.
For the purposes of this statement, disability is understood in the broadest sense and,
in addition to mobility and sensory impairments, includes mental health problems,
specific learning difficulties and medical conditions which may have an impact on a
student’s studies.
If you would like an opportunity to discuss any specific needs you may have relating
to your disability, or you would like a copy of the University of West London Disability
Handbook, please go to Student Services on The Street. We encourage early enquiries
from all students. This helps to avoid gaps or delays in setting up provision.
Tel: 020 8231 2739/2573
email: wellbing.team@uwl.ac.uk
Faith/Chaplaincy
The Chaplain provides support for students on spirituality, faith, religion and ethics.
The Chaplain can provide information about local places of worship. The Chaplain is
available to support all members of the University, of all faiths or of none. There is a
quiet room available for individual and collective prayer, reflection and contemplation.
Contact the Chaplain on:
020 8231 2365 or
email: dean.ayres@uwl.ac.uk
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Health
The University works in partnership with the Florence Road/Bramley Road Surgery
in Ealing. Students can book appointments direct with the surgery on 020 8579 0165.
Students requiring urgent medical attention should contact main reception on
020 8231 2231/2 who will contact a first aider for assistance.
Meningitis
The Chief Medical Officer of the Department of Health has recommended that all
students under the age of 25 receive immunisation against meningitis. If you have
not been vaccinated, please contact your GP before arriving at University.
For more information contact your GP or visit the NHS Choices website:
http://www.nhs.uk/Conditions/meningitis/Pages/Introduction.aspx
Mumps
The following advice has been issued by the Department of Health:
If you were born in the UK between 1983 and 1992, there’s a very good chance that
you’ve had only one dose of the MMR (measles, mumps and rubella) vaccine.
This has led to several recent outbreaks of mumps among teenagers and young
people because you need two doses of MMR to be properly protected against all
three diseases.
So if you fall into this age group and think you might not be protected, contact your
doctor to arrange for an MMR vaccination as soon as possible.
Mumps is an acute viral illness that causes fever and headache and painful swollen
glands, was a common cause of viral meningitis and can also cause sudden and
permanent deafness.
If you don’t know if you’ve had an MMR injection or not, having more than one
won’t do you any harm.
For more information contact your GP or visit the NHS Choices website:
http://www.nhs.uk/Conditions/MMR/Pages/Introduction.aspx
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Pregnancy
If you are pregnant, then in addition to speaking to your doctor, you should notify
your tutor or course leader, as your health or the health of your unborn baby could be
affected by your studies. An assessment will be made of any risk so that appropriate
action can be taken to protect you and your baby whilst you continue your studies.
This is especially important if you are involved in clinical or laboratory work, work with
chemicals or biological agents, work using machinery and equipment, or if the work
involves lifting, carrying and moving heavy or awkward items (including handling
people). For more information, please contact the Safety Office on 020 8231 2745
or email us at health.safety@uwl.ac.uk
You may also wish to speak to a Student advisor for information on how your
pregnancy or taking time out of your studies might affect your student funding, your
financial entitlements (eg benefits), and (if relevant) your immigration (visa) status.
Contact:
Tel: 020 8231 2573
email: student.advice@uwl.ac.uk
Legal Advice
You can get details of, or direct referrals to, specialist legal advice providers. For further
information speak to one of the student advisers in Student Services.
Contact:
Tel: 020 8231 2573
email: student.advice@uwl.ac.uk
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Course-related matters
School Offices
There are School Offices at each of the University’s main teaching sites. The School
Office you use depends on the course you are taking.
The School Offices are students’ first point of contact for administrative issues relating
to their courses. They deal with queries relating to enrolment, timetables and module
documents, assessment, progression and graduation. When coursework needs to be
submitted in hard copy, it will usually need to be submitted to the School Office. School
Offices are also the place to go for queries relating to student status letters, placement
expenses, uniform exchange, and for further information about university-wide services.
Please note that the opening times listed below may vary from time to time; when
an office has to be closed during normal opening hours, notices displaying the next
opening time will be posted on the doors.
London School of Hospitality and Tourism
Room TC375 (Third Floor, Teaching Centre, St Mary’s Road)
School of Computing and Technology
Room 406 (Fourth Floor Paragon House)
The Business School
Room 406 (Fourth Floor Paragon House)
Ealing Law School
Room TC375 (Third Floor, Teaching Centre, St Mary’s Road)
Term-time opening times:
Monday – Thursday, 9am – 9pm
Friday, 9am – 5pm
Saturdays, 10.30am – 1.30pm
Ealing School of Art, Design and Media
London College of Music
Room TC375 (Third Floor, Teaching Centre, St Mary’s Road)
Term-time opening times:
Monday – Thursday, 9am – 6pm
Friday, 9am – 5pm
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College of Nursing, Midwifery and Healthcare
School of Psychology, Social Care and Human Sciences
Fourth Floor, Paragon House, Boston Manor Road
Term-time opening times:
Monday – Friday, 9am – 5pm
College of Nursing, Midwifery and Healthcare
BERKSHIRE HUB ONLY:
Fountain House, Queens Walk, Reading RG1 7QF
Term-time opening times:
Monday – Friday, 8:30am – 5pm
Confirmation of Student Status
Various external bodies and internal departments may require documentary proof
that you are a student. Please contact your School Office if you require a Confirmation
of Student Status letter.
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Student Attendance Monitoring System
All students are required to record their engagement with their studies using the SAM
system. Card readers like the one below are located in all of the timetabled teaching
rooms and lecture theatres, and students are required to ‘touch-in’ with their UWL
Student ID Card at each scheduled teaching session on their timetable. The University
will use the data provided by SAM to monitor student attendance.
Please note that is it very important for all students to attend the lectures, workshops
and seminars which they have been allocated on their personal timetable. Students
will not be permitted to move between class groups as they will be required to touch-in
at every allocated scheduled teaching session to record their attendance. If students
attend the wrong class group, they will be recorded as absent for that session.
An overview of your attendance can be accessed through the Student Portal
http://portal.uwl.ac.uk – see the example information below:
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A weekly calendar view of a student’s attendance is also available, as shown below:
Mandatory attendance requirements for Regulatory
or Funding bodies
Certain courses in nursing, midwifery and social work which are accredited by the
Nursing and Midwifery Council or the Health and Care Professions Council have
more detailed attendance requirements which must be met before students can
qualify. Similarly, many post-registration courses in nursing, midwifery and healthcare
have specific attendance requirements which are laid down by the NHS Trusts and
other bodies who sponsor students. More details on these requirements, and the
consequences of non-attendance, are set out in the relevant course handbooks.
International Students on Tier 4 visas are required to record their attendance at all
teaching sessions. The University is required to monitor attendance closely and report
unauthorised absences to the Home Office. Non-attendance will result in students
being withdrawn from their course.
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Students studying Further Education courses are also required to touch-in. The
University is required to monitor attendance closely and report unauthorised absences
for funded learners to the Department for Education. Non-attendance will result in
students being withdrawn from their course.
Online Module Evaluation
Twice a year you will be asked to evaluate your modules online. It is very important
that we collect your views about your learning experience so that we can make
continuous improvements. You will be notified by email and via Blackboard when this
is available.
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Blackboard
Blackboard is the online home for your studies. On Blackboard you will find:
• Module study guides
• Learning materials
• Announcements
• Grades and feedback from your tutors
• Assignment submission areas (including Turnitin)
• Online discussions and other learning activities
You will be automatically added to each course and module on which you are enrolled.
You can log on to Blackboard at online.uwl.ac.uk – or you can log on to the Portal
and follow the ‘my Blackboard’ link..
Your username and password for Blackboard are always the same as the details
you use to log on to the Portal, your University student email, or computers on the
University campus.
There is a help site at uwl.ac.uk/blackboard
PebblePad
PebblePad is a personal portfolio tool you can use for recording your achievements
and reflecting on what you have learnt. You can keep private records or share
documents, images, videos, and sound files with tutors, other students, or with
employers and others outside the University.
On some modules portfolios will be used as a form of assessment.
You can access PebblePad at pebblepad.co.uk/uwl using your University email
username and password to log in.
You can find help with logging into and using PebblePad at uwl.ac.uk/pebblepadhelp
You will be able to use PebblePad throughout the duration of your studies, and to take it
with you (for a small sum of money) when you leave the University after your graduation.
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UWL Replay
UWL Replay is the University’s new lecture recording service:
• I t is being introduced to classrooms in phases starting with a small number of
rooms during 2014-15.
• C
lassrooms with UWL Replay have a sign on the wall and staff will tell you in a
session is being recorded.
• L ecture recordings are accessed through Blackboard. You can only access recordings
for your own modules.
UWL Replay is used to record lectures and to enable you to review them. Please note:
1. Reviewing lectures through UWL Replay is not in any way a substitute to attending
your lectures. A lot of research on student learning has showed how important
it is that a) you attend your lectures and b) you engage in discussions, projects
and tasks about what is presented in lectures in order to learn, understand and
remember over the long term.
2. I t is very likely that not everything included in the lecture will be included in the
lecture recording – some of the activities planned by the tutor might not be
recorded, and some materials made available during the lecture might not be
accessible through UWL Replay.
The University of West London is giving you access to review lectures through UWL
Replay so that you are better in charge of your learning – you can replay, review, quiz
yourself, review with a friend to discuss difficult points. Do use this opportunity to
stay in charge of your learning; remembering at all times that this is one of the many
opportunities you will have to learn at the University.
UWL Replay is designed to record the lecturer not students. Students who do not wish
to be included in a recording should sit outside of the range of the microphone (or
camera in case of video recording) or ask the lecturer that their contribution not be
included in the final recording.
The University’s full policy on UWL Replay is available on the University website.
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The University Library
Using the Library is central to your success as a student at UWL. We offer students
resources and help to enable effective discovery and use of information. We provide a
wide range of books and journals, as well as databases and e-resources (accessible 24/7).
All students are offered a Library induction when they join the University, but we
recognise that you will need further help throughout your course. Your School’s dedicated
Academic Support Librarian is here to provide guidance and support through timetabled
training sessions, drop-in sessions, virtual help, and one-to-one sessions (if required).
How do I find materials for my course?
Your module study guide will contain a reading list supplied by your tutor which is a
good starting point. You can search for items on this list by using our dedicated search
tool, called Summon. Summon’s search box can be found on the library website, the
student portal and Blackboard.
New for 2014-15 is LibGuides, another useful e-resource for finding subject-specific
guides, databases, links to key external resources in your subject are, and easy access
to the Library catalogue and Summon.
Library buildings
The library currently operates in three locations:
• T
he Ealing site library is located on floors 1-5 of Villiers House, adjacent to Ealing
Broadway station. You can find a wide range of resources there, covering Business,
Law, Hospitality and Catering, Tourism, Music and Art, Design and Media.
• T
he Brentford site library is on the second floor of Paragon House and mostly holds
health-related and business items.
• T
he Reading site library is on the 10th floor of Fountain House. This newly
refurbished and expanded Library provides support to our students at the Berkshire
Institute of Health.
Our Libraries offer a range of study environments, including group study and silent
study areas, a large number of PC workstations, and Wi-Fi access. Self-service printing
and photocopying machines are also available at all sites. UWL ID cards automatically
make students members of the Library.
Further information including opening hours, borrowing information and contact
details is available at uwl.ac.uk/library
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Re-enrolment
What is re-enrolment?
This is the process where you confirm that you intend to return to years 2, 3, 4 etc. of a
course you have already started studying at University of West London.
Why do I need to re-enrol?
You need to re-enrol so you can continue to use our facilities, have access to University
of West London buildings, Blackboard, your student email account and Library materials.
Your information and circumstances may change from one year to the next. The
University of West London is required to send your up-to-date details each year to
relevant government departments and Funding Councils.
The University also needs to confirm your attendance for each year so you can access
student support and the Student Loans Company fee and maintenance payments
(if applicable).
It is important that we have your up-to-date details as we will need to send
you important communication, including your assessment results and all other
correspondence.
When should I re-enrol?
The University will contact you when you need to re-enrol by post or email (to your
student email account). This will normally be a few weeks before the anniversary
of your course start. For example, if your course starts in September 2014 then you
would re-start your course in September 2015. You will be able to re-enrol online once
the assessment boards have confirmed your results – this is usually at the end of July
2015 onwards. If your course started in February 2014 then you would be eligible to
re-enrol from December 2014 onwards.
Progression – Full-time undergraduate students have to meet progression regulations
at the University of West London. Please check the Student Handbook Undergraduate
Supplement for further details. If you have concerns about your progression please
seek academic advice from your tutors at the earliest opportunity, who will be able to
support you.
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How do I re-enrol?
You can re-enrol online from any PC with internet access by going to
www.uwl.ac.uk/myregistry. Re-enrolment is now only available online.
Please note you will only be able to re-enrol online if you have activated your
MyRegistry online account. Please refer to “MyRegistry” on page 20 for details
on how to do this.
Suspending or Transferring your Studies/Withdrawing
from your Studies
If you are considering withdrawing from your studies, taking time out (ie suspending
your studies) or transferring to a different course, you should contact your Personal
Tutor and your School Office to discuss your academic options. You should also
speak to the student advisers in Student Services located in ‘The Street’ about how
your decision might affect your current and future student funding, your financial
entitlements (eg eligibility for benefits) and (if relevant) your immigration (visa) status.
Please note that you may only transfer your studies, or change your module
registrations, within the first two weeks of the start of teaching. This is to ensure that
you are not disadvantaging your new course and, if applicable, your student finance.
UCAS
Applications
Students at the Ealing and Brentford Site will be offered support regarding the use of
‘Apply’ the UCAS online application system. Further information is also available on
www.ucas.com
Contact your Tutor or course administrator for the UCAS ‘Apply’ buzzword and
instruction booklet so that you can make your application online.
Alternatively, contact the Careers and Employment Service (CES) on 020 8231 2701.
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The Centre for Employability and Employer Engagement
The Centre for Employability and Employer Engagement brings together the key
stakeholders essential in providing our students with a broad tool-kit for the world
of work, namely the careers service, the employment service, work placements and
volunteering. In doing so we deliver information and support for the employability
and employment of all our students.
Careers service
We provide a welcoming and supportive environment in which you can discuss your
career options, identify your skills and abilities and make informed decisions about
your future. You can get advice and guidance on a wide range of careers issues,
including CVs, job hunting, recruitment and selection procedures and further study.
We offer a drop-in service for all our students and graduates which involves a 15
minute discussion with a careers adviser. No appointment is necessary. If you require
more in-depth advice and guidance you can book a longer appointment with a
careers adviser.
We also deliver a variety of careers workshops both through the curriculum and
from the Centre. Our careers resource area has careers information, employer
literature, a range of useful software packages, and intranet and internet search
facilities for you to access.
Where? The Street, St Mary’s Road
When? Drop in (15 minutes with a Careers Adviser). Monday – Thursday, 1pm – 4pm,
Friday – booked appointments
Individual appointments with a careers adviser may be booked after you have
attended a drop in session.
First Tuesday of every month open 5pm-7pm
(October – June)
Service at Paragon A careers adviser is also available at Paragon on Thursdays.
Please ring 020 8231 2582 for details.
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tel: 020 8231 2700
www.uwl.ac.uk/careers
email: careers@uwl.ac.uk
Facebook: University of West London Careers and Employment Service
Twitter: @UWLCareers
Blog: http://uwlcareersblog.wordpress.com/
Employment Service
We provide job opportunities, employer engagement activities and employmentrelated information and advice for students and graduates using a large database of
vacancies and employer contacts covering all sectors of employment
You can register online www.uwl.ac.uk/work and in person with the Employment
Service and receive student and graduate opportunities and information on employer
related events.
A range of employers come on campus to give presentations and meet students
and graduates. This can also be a great opportunity for you to network and develop
your career ideas. Workshop dates are advertised on our website, Facebook page, on
careers noticeboards and on the Student Portal.
Where? The Street, St Mary’s Road
When? Monday – Thursday, 10am – 4pm
tel: 020 8231 2700
www.uwl.ac.uk/careers
email: employment.services@uwl.ac.uk
Facebook: University of West London Careers and Employment Service
Twitter: @UWLCareers
Blog: http://uwlcareersblog.wordpress.com/
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Placements
A placement or work experience will enable you to develop many skills that graduate
employers look for and it will help you to put theory into practice. Graduate employers
are looking for applicants with a range of skills and work experience alongside their
academic profile. The placements team will support you by providing access to a
range of relevant placement opportunities in the UK and abroad. We organise
a range of employer events including company presentations and an in-house
Placement Fair.
Where? The Street, St Mary’s Road
When? Monday – Thursday 10am – 12, 2pm – 4pm
tel: 020 8231 2250
www.uwl.ac.uk/placements
email: Placements@uwl.ac.uk
Facebook: UWL Placements
Twitter: @UWLPlacements
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Volunteering
We can help you find interesting and exciting volunteering opportunities that benefit
the local community and help you build on your employability skills.
We work closely with a wide range of local and national organisations to provide you
with a variety of opportunities from long term, to one day projects. We will give you all
the information you need to get started, as well as advice and support along the way.
We work hard at the University to make sure you have lots of fun and get the most
rewarding volunteering experience possible.
The range of volunteering opportunities available is so diverse, there is something
for everyone:
• Advice and guidance
• Arts, media and creative
• Business, marketing and finance
• Education
• Environment
• Health and caring
• IT and computing
• Languages
• Law
• Psychology
• Social and community work
And so much more!
Where? The Streetk, St Mary’s road
When? Monday – Thursday, 10am – 4pm
tel: 020 8231 2319
www.http://uwl.ac.uk/volunteering
email: Thevteam@uwl.ac.uk
Facebook: University of West London Volunteering
Twitter: @the_vteam
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International Services
International Students
You can get help with issues relating to your immigration (visa) status in the UK
(including making applications to extend your visa) and related matters such as working
legally, police registration, making trips abroad and bringing dependants to the UK.
The student advisers are authorised to provide immigration advice on such matters
and are available to answer any questions you may have.
Further details can also be found on the website at www.uwl.ac.uk/international
Learning Support for international students
The University is providing support to all international students so that they can
develop their academic and English language skills. A programme is available on
Blackboard. If you need further information please contact INSTIL via learning.
support@uwl.ac.uk
Support during your studies
There are specialist advisors based at Student Services in The Street to support and
advise you during your studies. Student Services in The Street is your point of contact
if you have any issues or questions related to student support, visa support and
information, finance and accommodation.
Applying for a bank account
When you arrive in the UK to study you will need a UK bank account to pay bills,
receive wages from employers if you are eligible to work, and to pay your tuition fees
to the University. You will need a letter from the University to open your account. We
will do this for you when you have completed your enrolment.
Further details can also be found on the UK Council for International Student Affairs
(UKCISA) website at: http://www.ukcisa.org.uk
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Important Information about your attendance
• Attend all classes
• T
ouch-in every time you attend a scheduled teaching session (you will need to
‘swipe in’ to access the University premises)
• Report any absences to your School Office
• Make sure you submit all assessments on time
Registering with the Police
After you arrive in the United Kingdom, you may need to register your stay with the
police. If you need to register, this requirement will be written in your passport and you
will need to register within seven days of your arrival in the United Kingdom.
To register you must visit the Metropolitan Police Overseas Visitor Records Office. You
will need your passport, registration fee (£34) and two passport-size photographs of
yourself are usually required.
Where to register:
Students living in London: Overseas Visitors Record Office
Ground Floor, Brandon House
180 Borough High Street
London
SE1 1LH
Monday – Friday 9am – 4pm
Tel: 020 7230 1286
Students not living in London should register with their local police force.
For more information, phone the Overseas Visitors Records Office on 020 7230 1208
or visit www.met.police.uk
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Healthcare
If you are on a course lasting six months or more you can get treatment from the
National Health Service (NHS) from the beginning of your stay. You will not have to
pay for hospital treatment, but you may have to pay for some dental treatment and
a standard charge for medicines prescribed by a doctor, depending on your income.
The UK Council for International Student Affairs (UKCISA) have published leaflet
‘Keeping Healthy’. This provides information on looking after yourself, as well as
practical information on how to obtain medical treatment. It also explains students’
entitlement to free medical treatment under the UK state health system. This can
be viewed from the UKCISA website: http://www.ukcisa.org.uk
Visa issues
POINTS BASED SYSTEM OF IMMIGRATION (Tier 4 – Student)
To apply for a visa (or extension of visa) under Tier 4, a person must meet
certain requirements relating to their course and finances. Full information
on these requirements is available from Student Services in The Street:
student.advice@uwl.ac.uk.
The University will ‘sponsor’ people wishing to study or continue to study at
the University of West London under Tier 4. As the sponsor the University has a
responsibility to undertake certain duties; these include keeping records of students’
visas and contact details. In addition the University monitors the attendance of
international students, and inform the immigration authorities of any unauthorised
absence from the University.
As part of the University’s attendance monitoring programme students will be
required to ‘touch in’ at all scheduled teaching sessions using their UWL Student ID
card. You will need to ‘swipe in’ to access the University premises. Further information
about rights and responsibilities under Tier 4 of the Points Based System is available
from Student Services in The Street.
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Your ‘visa’ is your permission to stay in the UK, and is usually given in the form of a
passport stamp, sticker or on an identity (ID) card. Your visa states the period of time
that you are allowed to stay in the UK (it will show a specific date) and the conditions
attached to your stay.
It is important that you have the correct type of visa that allows you to study at the
University. If you have any concerns about your visa or your immigration status in
the UK, seek advice from a student adviser in Student Services as soon as possible. In
addition, please talk to an advisor if you need to extend your stay in the UK in order to
complete your studies.
Further details can also be found on the website at:
www.uwl.ac.uk/international and uwl.ac.uk/studentadvice
Working – International Students
Depending on your immigration status in the UK and the wording on your visa, you
may be entitled to work in the UK (generally with certain conditions attached). It is
very important that you do not undertake any work other than that which is permitted
under the terms of your visa, as this could affect your right to stay in the UK.
If you are in breach of the terms of your visa, the University will withdraw you from your
course and will notify the Home Office that you are not permitted to stay in the UK.
Further details can also be found on the website at
www.uwl.ac.uk/international and uwl.ac.uk/studentadvice
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Safety and Security
Health and Safety Office
Students are required to observe the University’s Health and Safety policies and
procedures, including those relating to fire safety, first aid and incident reporting.
Students must familiarise themselves with any notices, procedures, rules or codes of
practice relating to their course.
All students attending classes in laboratories, workshops and kitchen areas must
wear suitable clothing, footwear and personal protective equipment as directed by
the responsible member of staff and, where they are not supplied by the University,
obtain their own.
While attending the University or University activities, students must exercise personal
responsibility for themselves and the health and safety of other students, staff and
visitors. Items provided for students’ health and safety must be used in accordance
with instructions and must never be intentionally misused or damaged. Any defects in
the items provided or equipment being issued or used must be reported immediately
to a member of the University staff.
Students found misusing equipment provided for their health and safety or that of
others will be subject to the University’s Disciplinary Procedures.
Students are not permitted to bring substances that are hazardous to health onto
University premises unless written permission from the University authorities has
been given.
Following the sounding of the fire alarms, or a request to vacate the building, any
students who fail to evacuate University premises will be subject to the University
Disciplinary Procedures.
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Pregnancy
If you are pregnant, then in addition to speaking to your doctor, you should notify
your tutor or course leader, as your health or the health of your unborn baby could be
affected by your studies. An assessment will be made of any risk so that appropriate
action can be taken to protect you and your baby whilst you continue your studies.
This is especially important if you are involved in clinical or laboratory work, work
with chemicals or biological agents, work using machinery and equipment, or if
the work involves lifting, carrying and moving heavy or awkward items (including
handling people).
For more information, please contact the Safety Office on 020 8231 2745 or email us
at health.safety@uwl.ac.uk
You may also wish to speak to a Student Services advisor for information on how your
pregnancy or taking time out of your studies might affect your student funding, your
financial entitlements (eg benefits), and (if relevant) your immigration (visa) status.
Contacts
The University’s Health and Safety Advice and Compliance Unit, often referred to as
the Safety Office, is based at Villers House at our Ealing Site, and provides support and
guidance to all University students and staff.
Telephone number 020 8231 2745
Confidential email service: health.safety@uwl.ac.uk
Address: Health and Safety Advice and Compliance Unit, Villiers House, Haven Green,
Ealing, London, W5 2NU.
First Aid
To summon a first aider, please contact either Reception or Security at the site you are at.
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Accident and Incident Reporting Procedures
Accidents, health incidents, dangerous occurrences and near misses (situations that
did not caused harm but had the potential to do so) must be reported to a member of
University staff without delay. You must report all occurrences or incidents even if no
one was injured.
Accident / Incident Forms are available from Reception and Security desks, and can be
either downloaded or reported online from West London Online (Blackboard), or via
the student portal. If the accident is not reported at the time of the incident, it must
be reported on the next working day. Accident / Incident forms must be returned to
Reception, Security, and the Safety Office or emailed to health.safety@uwl.ac.uk
once completed.
Students on placement must ensure that they report all accidents and incidents to the
placement provider as well as their tutor at the University as soon as possible.
Accidents that occur at off-site locations should be reported to the owners/occupier of
the site as well as the University as soon as possible.
If you need to report a serious incident or require assistance completing the Accident/
Incident form, please contact the Health and Safety Office on 020 8231 2745.
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Section 2 – Student support, help and advice
Health, Safety and Welfare Statement of Intent
The University of West London accepts its legal duties and responsibilities with
regard to the health, safety and welfare of its premises, activities, staff, students,
visitors and others.
In meeting the complexities of operating from a range of locations and premises,
the University maintains a common health and safety management system (as
defined by BS 18001/2). It believes this system provides the most consistent and
effective method of managing activities in pursuing continuous health and safety
improvements at each of its sites.
Staff, students and visitors are required to adhere to this comprehensive framework,
which provides a healthy safe environment and helps to ensure that visitors and staff
can become “safe persons” and students can become “safe learners”.
Management are committed to implementing the health and safety management
system and the high standards therein, by ensuring:
• a
ssessment of risk, implementation of control measures and maintenance, recording
significant findings and providing safe systems in controlling associated risk;
• a
ppropriate procedures in the event of fire and other emergencies including injuries
and dangerous occurrences, for their effective recording and reporting to the
relevant authorities and to the University community and that these procedures are
regularly reviewed and maintained;
• w
here articles and substances are used, handled, stored and transported, they are
subject to safe systems of work preventing risks to health or safety;
• a
dequate resources are provided to maintain a safe working environment with
regard to facilities and welfare arrangements; This working environment will be free
of intimidation, harassment, violence, or undue stress, wherever possible;
• a
systematic assessment of needs in providing and maintaining information,
instruction, training, and supervision in the pursuance of hazard awareness and
risk control. This should allow staff and students to understand their personal
responsibilities for their own safety and that of others, and in co-operating with the
University in complying with statutory obligations;
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• p
rocedures for consultation with employees and their Trade Union Safety
Representatives on matters of health and safety. These procedures include the
appointment of specialist officers to provide independent health and safety advice
to all within the University, and who have the responsibility and authority for
enforcement;
• t hose responsible for managing, supervising or purchasing plant, equipment and
personal protective equipment, assess the risks, maintain, repair, and ensure that
such equipment is safe for use and fit for purpose;
• t hat activities involving events, field trips and placements are assessed and are safe
to undertake;
• h
ealth and safety performance is monitored, regular reports are provided to the
University health, safety and welfare committee, through departmental meetings
and to publicise health and safety performance annually;
• a
rrangements for the implementation of the Policy in their areas of responsibility,
that it is available to all, especially those with a legitimate requirement to have their
own copy, that it is publicised and reviewed at least bi-annually.
This statement consolidates and replaces earlier statements and will be embodied in
the Health, Safety and Welfare policies and practices of the Institution.
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Section 2 – Student support, help and advice
Security
The University offers its staff and students a comprehensive security service
consisting of Security Officers, CCTV and Access Control Swipe Card Systems. Most
of the security provision is in the form of Security Officers who are positioned at key
points (often Reception Desks) and patrolling campuses throughout the University.
Ealing site
SMR/Ealing Studios/Vestry Hall 020 8231 2572
Walpole House 020 8231 2921
Villiers House 020 8231 2112
Fountain House 020 8209 4200
Brentford site
Paragon House 020 8209 4057
Please note: you can ring the emergency telephone number 3333 from any in-house
telephone.
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University Of West London Alumni Association
By choosing to study at the University of West London you have joined a global
network with over 95,000 members found in over 60 countries. Wherever your studies
and career take you, your link to the University of West London will stay with you.
The University of West London Alumni Association works to support former and
current students in a wide range of ways, including networking events, careers advice
and volunteering opportunities. This helps facilitate your lifelong relationship with the
University, a relationship that begins the day you become a member of the University
of West London community.
Being a member of and keeping in touch with your Alumni Association gives you
access to:
• A quarterly e-newsletter
• Bespoke alumni events and activities
• Special alumni card to gain continued access to the University, Library and SU Gym
• Over 95,000 global contacts
• E xclusive benefits and discounts on a wide variety of products and services, such as
car rental, holiday accommodation, further education and London theatre breaks
Upon completion of your studies you will automatically become a member of the
University of West London Alumni Association, and with it gain exclusive access to a
range of benefits and services.
For more information about the University of West London Alumni Association,
visit uwl.ac.uk/alumni
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Section 2 – Student support, help and advice
Facilities for students
Car Parking
Student car parking
The University operate a number of car parking facilities throughout the Ealing
Campuses. However, during a major construction and refurbishment project taking
place at the main St Mary’s Road Campus the existing student car park will be
temporarily closed, except for disabled parking, pre-arranged visitors parking, motor
cycles and pedal cycles.
Student car park, St. Marys Road campus
The car park is currently close due to the ongoing development of the St. Mary’s Road
campus. Reinstatement and opening hours of the car park will be announced upon the
completion of the building work.
Paragon House campus car park
The car park is open throughout the day Monday to Saturday, however student
parking is only available during the times listed below; there is no student parking
available outside of these hours. Spaces are allocated on a first come first park basis.
Student car park opening hours*
Monday – Friday, 17.00 – 22.00*
Saturdays, 08.00 – 16.00*
Sunday, closed
*These times may vary according to academic calendar.
3 Disabled parking bays are also available.
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Action required by individuals who park on site
Whilst in University car parks, audio equipment must not be played to an excessive
volume in order to ensure that University users and neighbours are not disturbed.
Anyone found in breach of this will be asked to remove their vehicle from the car
park and parking concessions may be withdrawn. Any individual using threatening or
abusive language or behaviour towards security staff will be reported to the University
in accordance with the Student Code of Conduct.
There is a five mile per hour speed limited in all car parks.
Motor vehicles should not be left on campus overnight without permission.
All users parking on University of West London premises do so at their own risk. The
University does not accept liability for loss, damage or theft to any vehicle or cycle.
Parking times/restrictions/charges may be amended at any time by the University.
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Catering for Ealing and Brentford
The current services at the University consist of catering outlets based at Ealing and
Brentford Sites. There are also a large number of vending services, available during the
opening hours of the University.
These catering outlets provide a wide range of products (including many Fairtrade
items) and a selection of hot meals.
Current opening times for all facilities are given below:
Ealing site
The Refectory, term time opening times:
The Refectory is temporarily located in the Students’ Union car park during the
ongoing development work at St. Mary’s road. The Refectory is currently open 8am4pm from Monday to Friday, and as the work continues, the opening hours are subject
to change. All changed in opening hours and services will be advertised around the
University and across social media.
The Den, Students’ Union, term time opening time:
Monday – Friday 8am-6pm
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Brentford site
Diner – term time opening times:
Monday – Thursday
Friday
8am – 4pm
8am – 3pm
Out of Term Opening Times: (Summer Time)
Monday – Friday
9am – 2pm
Services provided:
• Breakfast
• Coffee
• Snacks
• Lunch
The services offered at Paragon are currently undergoing wide-ranging refurbishment,
and opening times and services are likely to be subject to extension as the academic year
continues. All changes will be advertised around the University and across social media.
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Section 2 – Student support, help and advice
Vending
Ealing site
Cold Beverages, Hot Beverages, Confectionery, Crisps and Snacks
Brentford site
Cold Beverages, Hot Beverages, Confectionery, Crisps and Snacks
Social Learning Area (Paragon House)
There is a social learning area for students on the Mezzanine at our Brentford Site.
This facility includes a mixture of hard and soft seating, study desks, IT and AV
equipment, and a coffee bar.
Code of Conduct in Teaching Rooms
As a student of the University you agree to abide by the following code of conduct
before accessing any of the University’s Teaching Rooms
• Y
ou must switch off your mobile phone
• Y
ou must not take with you or consume any food, including chewing gum, or any
drinks apart from water).
• Y
ou must produce your student ID card when asked to do so by a member of staff
• P lease do not damage or deface any of the University’s fixtures and fittings
• P lease ensure that you place all litter into the waste bins that have been provided
• P lease assist the Facilities support staff by supporting any recycling initiatives by
using the correct receptacle
• P lease vacate the classrooms if requested by a member of staff
• S tudents must not enter a teaching room without being accompanied or specifically
authorised by a member of staff
• P lease do not change the layout of any teaching room.
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Lost Property
You will need to contact reception for any lost property. Personal property brought
onto University premises is the responsibility of the student and the University accepts
no liability for loss or damage to personal items. Personal items should not be left
unattended on University premises.
Reception Services
The role of reception is to be the first point of contact to University students, staff and
visitors. Reception is a ‘signpost’, enabling people to be directed to the most appropriate
department to obtain advice and information on all aspects of the University.
At all sites there is some information about University services, location maps, course
literature and events taking place.
If you have any queries, please speak to the Receptionist on duty and they will do
their best to help you.
Ealing site
St Mary’s Road Teaching Centre
Term-time
Monday–Thursday: 8.30am – 8.30pm
Friday: 8.30am – 5pm
Saturday: 9am – 4.30pm
St Mary’s Road
Ealing, London
W5 5RF
Tel: 020 8231 2231/2232
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Section 2 – Student support, help and advice
Villiers House Reception (manned by Security)
Term-time
Monday -Friday: 8.00am – 11.30pm
Saturday-Sunday: 8.00am – 9.30pm
Ealing Broadway, Ealing, London, W5
Tel: 020 8231 2112
Walpole House Reception (manned by Security)
Opening times all year round:
Monday–Friday: 7am – 9pm
Walpole House, 18-22 Bond Street, Ealing, London, W5 5AA
Tel: 020 8231 2920
Brentford site reception
Opening times all year round:
Monday–Friday: 8am – 5pm
Paragon House, Boston Manor Road, Brentford, TW8 9GA
Tel: 020 8280 4210/4280
Reading
Monday – Friday, 9am – 5pm
Fountain House, Queens Walk, Reading, RG1 7QF
Tel: 020 8209 4200
Vacation Time:
During this period, there is a limited service, on all sites in accordance with any
organised activities.
Opening times should be posted at individual Receptions.
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Shuttle Bus
Passenger Transport Service
The University of West London Shuttle is a passenger transport service, which
connects the Ealing and Brentford sites
The University of West London Shuttle is provided to enable students to use the
facilities available at each site without the burden of additional cost. Members of
staff may also use the service.
The vehicles currently stop at Ealing Broadway Station (also for Villiers House), Ealing
High Street, Ealing Site (St Mary’s Road), South Ealing Station, Brentford Site (Boston
Manor Road), and Walpole House (Bond Street). Timetables are available at main
receptions, on the Travel section of the UWL website and on Shuttle vehicles. Due to
timetabling restrictions, the vehicles are only permitted to stop at designated stops
(Walpole House is a drop off point only), except under exceptional circumstances.
The service has a carrying capacity of up to 55 passengers (seated and standing)
and has room for two wheelchair passengers. All vehicles used on the service are DDA
compliant. They are also fully compliant with the London Low Emissions requirements,
and have a number of environmental features.
Please contact the service administrator if you have any queries about this service
on extension 2334 or (0)20 8231 2334 from outside the University) or via email at
travelplanning@uwl.ac.uk
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Section 2 – Student support, help and advice
Sports Facilities
Ealing
The Students’ Union has small gym facility available at the Ealing Site, as well as
a number of keep fit and Martial Arts classes being held in the Students’ Union
Lawrence Hall. All users of the gym must obtain a sports card in order to contribute to
the provision of sports.
Student Training Restaurants
Pillars Restaurant – Ealing Site, St Mary’s Road
An Educational Dining Experience
The London School of Hospitality and Tourism would be delighted to welcome you to
Pillars Restaurant with its bright and modern décor. This facility is where students, the
future generation of the hospitality industry, learn the finer arts of food preparation
and service.
The restaurant is located at our Ealing Site and all staff, students and visitors are very
welcome. The menu changes daily and includes classical and contemporary dishes.
The menu usually consists of three courses but if you are not that hungry, each course
is priced separately at very reasonable prices.
Students serve lunch throughout the academic year as well as manage a number of
themed dinners, which are always extremely popular.
Pillars is a perfect location to celebrate a birthday or any other special occasion.
The restaurant operates on a walk in basis; however you are encouraged to make
reservations to avoid disappointment. Enjoy!
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Reservations 020 8231 2200
The London School of Hospitality and Tourism
The University of West London
St Mary’s Road
Ealing
London W5 5RF
Feast Restaurant – Ealing Site
This is a quick self-service brasserie run by students in the London School of Hospitality
and Tourism. The restaurant is open for lunch and offers great-value and a menu to
suit all appetites.
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Section 3 – University Regulations, Policies and Procedures
Section 3 –
University Regulations,
Policies and Procedures
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Admissions Policy
The Charter
Student Entitlement Declaration
Graduate Attributes
Students studying at Partner Institutions
University Regulations and Student Code of Conduct
Students’ Mitigation Policy
Student Complaints Procedure Appeals System
Student Concern Procedure (FE students only)
Declaration by Occupational Health and Safety Management
Annex 1 – Safe Learner, Safe Person, Safe Place
Data Protection Policy
Freedom of Speech and ‘No Platform’ Policy
Equality and Diversity Policy
Student Intellectual Property Policy
Fee Payment and Debt Collection
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Section 3 – University Regulations, Policies and Procedures
Admissions Policy
1
General Principles
1.1The University aims to provide education and training for all applicants who
demonstrate the potential to benefit from its provision, in line with the specific
entry requirements established for each course.
1.2t seeks to offer a ladder of progression from further to higher education, both
undergraduate and postgraduate, welcoming applicants from a range of diverse
backgrounds.
1.3The admissions process is designed to ensure that applicants possess the
abilities and aptitudes to complete their studies successfully.
1.4All admissions procedures and criteria by which applicants are selected will be
fair, lawful, clear and explicit, open and consistently applied. They will reflect the
University’s Equality and Diversity Policy and Widening Participation mission
with regard to a diverse population of applicants. All procedures will conform
to the requirements of current legislation and the relevant commitments of the
Student Charter.
1.5Applications from international students from both within and outside the
European Union (EU) will be supported through the application process. As all
teaching, learning and assessment at the University is through the medium
of English, to facilitate full and effective participation, all applicants will be
required to demonstrate that they meet the required level of English language
competency for their desired course of study. For international applicants, this
would normally be by means of a recognised English language qualification,
such as IELTS (International English Language Testing System), or equivalent, at
the appropriate level for their preferred course of study. International applicants
wishing to gain admission to the University in order to study must meet and
possess the appropriate UK immigration requirements in force at the time of
entry onto the course.
1.6Each course may state an overall IELTS score (or equivalent) together with an
individual element requirement, as and where appropriate.
1.7Each School, or equivalent academic unit, will have responsibility for setting
admissions criteria. Collaborative partner institutions follow the entry criteria as
agreed through the validation/approval process and the contract.
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1.8All University staff have access to, and are required to comply with, the
University’s policies and procedures. Staff, including those of partner
institutions, who give guidance to applicants and/or undertake admissions and
enrolment duties, will be knowledgeable and competent in their roles. They will
operate to clear guidance and be supported by appropriate staff development.
They will have an understanding of the educational and cultural differences
of a diverse population of applicants and knowledge of different routes into
education and employment.
1.9The applicant is responsible for ensuring that the University is in receipt of all
information pertinent to making a decision on their application and that all
information is accurate. Omission of relevant information, or the supply of
inaccurate information, may invalidate the application or the offer of a place.
1.10Applicants will be selected on the basis of their application, including the
evidence of their qualifications and experience and, where appropriate, through
the use of interviewing, auditions or other such mechanisms. Consideration will
be given to the nature and the purpose of an interview, or any other selection
method, the criteria to be used for selection and whether applicants are to be
interviewed individually or in groups.
1.11Where appropriate, full-time undergraduate admissions will be processed
through UCAS.
1.12Information will be collected and used only in accordance with the University’s
Data Protection Policy.
1.13All recruitment, admissions, enrolment and induction procedures will be
regularly monitored for their effectiveness for all categories of applicants.
For further information please refer to the following website:
uwl.ac.uk/policies
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Section 3 – University Regulations, Policies and Procedures
The Charter
Introduction
The purpose of this Charter is to provide a clear statement of the ways in which
staff and students, as members of our diverse University community, can enhance
and support the learning and research experience at the University and support an
enjoyable and appropriate environment in which to work and study.
In our Charter we set out the responsibilities we have to one another as members of
the University community and the expectations we place upon one another.
The University has had a Charter since 1994. The Charter sets out the levels of service
the University aims to provide for its students. We will seek to improve and develop
these services in order to attain the highest possible standards and quality. The
Charter also sets out the expectations the University holds of all students enrolled
on its courses to take an active part in their own learning and development and
to fulfil their responsibilities to the University, its staff, other students, and partner
organisations with which we work.
The Charter is an active document and is subject to periodic revision in the light of
the changing needs of students and the updating and improvement of University
services. The standards in this Charter apply across the University. More specific and
detailed information about the University’s provision for students and particular
University services can be found on the University website: www.uwl.ac.uk.
The Charter forms a key element of the University’s regulatory framework and should
be read in conjunction with the University Regulations and Student Code of Conduct.
The University aims to widen and increase participation in education, particularly
from those parts of the community which have not traditionally entered further or
higher education, by developing access routes and by operating a fair and efficient
admissions process. The University is committed to offering an extensive portfolio of
learning opportunities so that all applicants can be offered a place on an appropriate
course.
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In demonstrating our firm commitment to equality of opportunity we will provide
our services to all, regardless of age, colour, creed, disability, ethnic or national origin,
family responsibilities, gender (including gender reassignment), marital status, political
beliefs, race, religion and belief, sex (including sexuality and sexual orientation), socioeconomic background, or any other grounds of discrimination (current or subsequently
enacted). We will deal promptly and fairly with any complaint of harassment
and maintain our policy of refusing to provide a platform for any organisations
or individuals likely to endanger the safety or liberty of any other member of the
University community by virtue of their age, colour, creed, disability, ethnic or national
origin, family responsibilities, gender (including gender reassignment), marital
status, political beliefs, race, religion and belief, sex (including sexuality and sexual
orientation), socio-economic background, or any other grounds of discrimination
(current or subsequently enacted).
Charter Index
a) Before you arrive
b) When you arrive
c) Your Course
d) Learning Support
e) Administrative and Support Services
f) Environmental Services
g) Financial Support
h) Accommodation Service
i) Childcare
j) Healthcare and Counselling
k) Careers Service
l) Catering Provision
m) Students’ Union
n) Recreational, Sporting, Social and Cultural Facilities
o) Involvement of Students in the University Decision-making Processes
p) Complaints
q) Communication
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(a) Before you arrive
You can expect your University to provide information on:
• a
ll University courses and services
• e ntry requirements and final qualifications
• fi rst destinations of students completing the University awards
• f ees and any other charges associated with your course
• t he facilities and support available for students with a disability.
We will also:
• p
rovide an indication of the costs of studying and the statutory and discretionary
funding sources which may be available to you
• issue every new student with Joining Instructions information before initial
enrolment
• p
ublish and keep up-to-date information on the internet regarding University
policies, regulations, services and procedures
• r eply to any enquiry about how to join the University and the course you want to
study within ten working days, including the following information:
• how to apply
• whether a course is available full-time or part-time
• how often you must attend for part-time study
• name, telephone number and email of staff who can give you more advice
and information
• when you can visit the University and where representatives from the
University will outline the services we provide and how to use them
• details of travelling and living in the West London area
• r eply to a direct application within seven working days of receiving it. We will try
to tell you if you have got a place within twenty eight working days (this may take
longer for international students).
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We will expect you to:
• p
rovide full and accurate information as requested
• k eep your appointment for any interview you have agreed to attend or contact the
University as soon as possible if you need to arrange an alternative date
• r espond to any offer of a place that is made to you within the time specified
• inform the University if you have a disability and need special arrangements so that
reasonable adjustments can be made
• t ell us about any special help you need before you arrive
• f amiliarise yourself with the information the University has published about its
courses and studying with University of West London
• p
rovide evidence of your right to be in the UK if you are an overseas/
international student
• t ake part in any necessary examinations, tests or interviews.
(b) When you arrive
You can expect your University to:
• p
rovide a programme of orientation to the University and its services and an
induction to your course
• provide documentation outlining the syllabus, assessment requirements and
essential learning materials for your course
• p
rovide a Student Handbook, containing key information regarding services,
regulations and procedures
• p
rovide advice and information for students with disabilities
• p
rovide a calendar for the academic year and a timetable for your first semester
• p
rovide details of tutorials and other learning support arrangements, including who
your tutors are and how you can contact them
• p
rovide details of how to register
• p
rovide a statement about what you need to do to pass your course and what
happens if you do not pass key assessments
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Section 3 – University Regulations, Policies and Procedures
• g
ive you information about:
• the Students’ Union
• how you can contribute to the decision-making processes of the University
• our policies on health, safety, smoking, the environment and equal
opportunities
• financial matters, including what support is available if you are having
difficulties
• the services for students
• the student complaints procedure.
We will expect you to:
• p
articipate in the induction and orientation programme provided
• f amiliarise yourself with the Student Code of Conduct and comply with it
• a
ccess information about University policies, regulations, services and procedures
on the University’s website
• a
ct at all times in accordance with the University’s regulations and procedures
• t reat all members of the University community and visitors to the University with
the same courtesy and respect you are entitled to expect from them
• t reat University property and materials with care and respect and help to keep
the campuses free of litter and maintain a safe, secure and healthy working
environment
• c omply with the University’s no smoking policy
• p
rovide full and accurate information promptly when requested by members
of staff for the purposes of maintenance of University records and provision of
services to students
• p
ay all fees and any other University charges for which you are liable when they
are due
• c omply with the University’s Equal Opportunities policy
• comply with the University’s policy of denying a platform for any organisations or
individuals likely to endanger the safety or liberty of any other member of the University
community by virtue of their ethnic origin, creed, gender or sexual orientation
• a
lways carry your the University identification card when entering University
premises and show it to University staff when requested to do so; and inform the
University immediately if you lose your card
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• k eep yourself informed about developments within your course and check your
university email account regularly
• k eep all appointments you make with University staff and with other students or,
if it is necessary for you to cancel an appointment, give reasonable notice and
arrange an alternative appointment
• r espond to requests for feedback so that the University can continue to improve the
student learning experience
• n
ot engage in any activity likely to bring the University into disrepute
• f ollow rules and procedures as set out in the Student Handbook.
(c) Your Course
You can expect your University to:
• p
rovide suitably qualified teaching and support staff, who provide courses which are
well planned, student-centred and supported by appropriate up to date materials
• p
rovide accurate information about the teaching and learning timetable
• e nsure that staff arrive punctually for all lectures/seminars/workshops and tutorials.
• p
rovide a range of assessment methods and learning activities which will
encourage learning at each level of study
• a
ssess your work fairly and informatively within an agreed time
• provide regular oral or written reports on your progress
• assist in the arrangement of work placements where appropriate
• e nsure that your achievements are recorded in a clear and comprehensive way
during and at the end of your study
• d
eal with your enquiries promptly, courteously and effectively
• p
rovide you with an opportunity to express your views on the learning experience
and receive a response
• provide regular international student forums for international students
• p
rovide support for students with disabilities through the Individual Support Plan
drawn up with the student, the Disability Team and the School
• p
rovide a schedule of assignments for each module within a week of starting work
on that module
• g
ive regular chances to discuss your course and get study advice
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• g
ive as much notice as we can if we change the teaching arrangements. A notice
will be put on the relevant classroom door and where possible a group email will be
sent out notifying the cancellation
• p
rovide details of how we will mark the assignment/assessment and the type of
feedback you will get on it
• g
ive you information about what is expected in a project/dissertation, then marking
criteria, and what formal supervision there will be.
The University undertakes to provide high-quality academic support and learning
resources to students. However, success in learning depends critically on the efforts
made by students.
We will expect you to:
• b
e an active participant in the learning process and take increasing responsibility
for your own learning as you progress through your course
• a
ttend all timetabled classes within your course
• learn how to use the resources in the Libraries
• c omplete learning tasks and activities outside of class attendance as specified in
your module study guides or set by your Module Tutor, Course Leader or Tutor.
• c omplete and submit all assignments on time
• e xplain to your Tutor reasons for any missed attendance.
• p
articipate in evaluations
• inform your Course Leader of any difficulty or illness which might affect your
studies
• inform your Course Leader or School Office promptly of any change in your
circumstances
• f ollow the study and assessment requirements of the placement organisation, if on
placement.
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(d) Learning Support
The Libraries are designed to help all students in their studies whilst at the University
of West London. The Libraries are areas specifically developed for study and research
and the quality of the environment depends heavily upon the attitude and behaviour
of users.
You can expect your University to provide:
• a
n environment which is safe, comfortable and conducive to study
• f riendly, helpful advice and support from the staff
• t raining sessions to help you in your studies
• s pecialist staff available to support your use of resources
• a
wide range of information sources and learning materials
• n
etworked IT facilities giving access to a range of software and online databases
• h
andouts to help you study and use our resources effectively
• a
dvice about study facilities you can use outside the University of West London
• a
n inter-library loans service for items we do not have
• a
detailed, easy-to-use library catalogue
• a
system for reserving books and other materials.
Use of the Libraries
We will expect you to:
• a
lways have your UWL Student Identity Card available and notify us immediately
if it is lost, stolen or damaged. Never lend your University Student Identity Card to
another person for any reason
• b
ehave appropriately so that you do not disturb other users
• s witch off mobile phones on entering the Library
• r efrain from bringing food or drinks into the Library
• r espect silent study areas and talk quietly anywhere else in the Library
• u
se equipment for study purposes only
• r eport any equipment damage or faults (including the discovery of computer
viruses) and any damage to learning materials
• a
ccept responsibility for any lost or damaged items borrowed on your card
• b
e aware of our service hours and leave the building promptly at closing time
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• v acate the building immediately on hearing the fire alarm
• a
ttend Library training sessions as arranged
• a
lways keep your possessions with you and do not leave them unattended at
any time
• a
bide by the copyright regulations (listed by each photocopier) when copying from
books, periodicals and other materials in the Library.
(e) Administrative and Support Services
You can expect your University to:
• d
eal with queries promptly during working hours
• p
ublish administrative offices opening times
• p
rovide a friendly, polite and efficient service.
We will expect you to:
• k eep the University up to date with any changes in your details
• b
e courteous to all our staff.
(f) Environmental Services
You can expect your University to:
• p
rovide a safe and secure environment.
• p
rovide accommodation that is fit for purpose and accords with Health and Safety
requirements
• demonstrate in practice the University’s commitment to maintaining and improving
all aspects of the University environment.
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We will expect you to:
• e xercise personal responsibility for your own safety and for the safety of fellow
students, staff and visitors
• o
bserve the University’s Health, Safety, Fire and Environmental regulations at
all times
• immediately evacuate the building and not return until instructed to do so,
following the sounding of the fire alarm system
• f amiliarise yourselves with any of the above regulations that relate specifically to
your course
• w
ear suitable protective clothing as directed by members of staff, when attending
classes in laboratories, workshops and kitchen areas
• r eport any defects in equipment or any concerns about safety issues immediately
to a member of University staff
• a
ssist the University by ensuring that all teaching areas are left in a clean and tidy
manner, following your periods of study in a particular area.
(g) Financial Support
You can expect your University to:
• p
rovide you with advice and information on:
• statutory student support (eg student loans, supplementary grants)
• discretionary funding (eg Access to Learning Fund, Trusts and Charities)
• managing your money
• student funding sources (eg workshops on new funding arrangements).
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Access to Learning Funds
You can expect your University to provide:
• t he policy and procedures for the Access to Learning Fund to be made available
with application forms
• information on how to apply to the Access to Learning Fund
• a
dvice on who is eligible to apply
• information on how the application form will be assessed
• n
otification of the decision on your application to be made within four working
weeks provided the application form has been completed accurately and the
appropriate documentary evidence supplied
• p
ayments within ten to fourteen working days from the date of the award letter
• information on the appeals process
• t he opportunity to speak to the Advice Team about your financial circumstances.
We will expect you to:
• p
rovide full and accurate information on your application form
• c ontact us if you are experiencing any financial difficulties.
Student Loans
You can expect your University to:
• p
rovide information on who is eligible to apply for a student loan
• p
rovide information on how and where to apply for a student loan.
We will expect you to:
• t o provide relevant support documentation in order to process your student loan.
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(h) Accommodation Service
You can expect your University to:
• p
rovide details of the University’s Accommodation Service once you have been
offered a place at the University
• p
rovide assistance with finding accommodation whilst you are studying at
the University
• p
rovide information during published opening times
• p
rovide information leaflets on housing and health and safety issues
• p
rovide, where possible, suitable accommodation if you have a disability.
We will expect you to:
• p
ay rent when it is due
• p
ay utility bills (where applicable) when due
• c omply with the conditions set out in your licence/tenancy agreement.
(i) Childcare
You can expect your University to:
• p
ublish details of funding sources available for students with dependants (eg
Parents Learning Allowance, Childcare Grant, Tax Credits, Access to Learning Fund).
(j) Health and Counselling Service
Health:
You can expect your University to:
• p
rovide information on health care services (the services are detailed in full in the
University Publications)
• p
rovide suitably qualified first aid staff to provide treatments for minor illnesses and
injuries, general health advice and student support
• p
rovide a programme of health education to be available to all students
• p
rovide advice on National Health Service (NHS) services and concessions
• d
eliver the service on a totally confidential basis
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• e nsure information is provided with regards to registration with the
University doctors
• p
rovide a list of local dentists, opticians, local hospitals and doctors clinics
and surgeries
• p
rovide access to alternative therapies.
We will expect you to:
• r egister with the University doctor or your local doctor
• c omplete a confidential counselling survey
• u
ndergo health screening if it is a requirement of your course
• a
ttend health/counselling induction sessions offered by the University
• a
ttend appointments with counsellors punctually or inform us of cancellations
• a
ct on the advice given by the professional medical and counselling staff
• n
otify the health or counselling services of any change to your contact details.
Counselling
You can expect your University to:
• p
rovide a counsellor service for students
• p
rovide a counsellor within the University or through external referral, as
appropriate
• e nsure counsellors are professionally trained and the service is confidential
• a
rrange an appointment with a counsellor within two weeks, responding to
emergencies as appropriate.
• o
ffer a counselling service throughout the academic year (Monday to Friday).
Outside of these times we will provide contact details for emergencies – these will
include details of external agencies
(k) Careers Service
The Careers and Employment Service is available to all students of the University of
West London (FE, Access, undergraduate or postgraduate; part-time, full-time and
open learning). The University graduates are also welcome to use the Service for up to
three years after graduating.
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You can expect your University to:
• p
rovide a confidential and impartial service, with access to private interviewing
facilities
• t reat your personal details in strict confidence and not pass them to a third party
without your consent
• provide professionally qualified and/or experienced members of staff
• p
rovide a written action plan detailing advice given and any suggested next steps
• p
rovide assistance with finding full and part-time work, with access to vacancies and
advice on application procedures
• p
rovide a ‘drop in service’ for a fifteen minute consultation with a careers adviser
with no need to book (longer, individual appointments of up to forty five minutes
can then be made)
• provide structured careers education programmes
• p
rovide information in the form of leaflets, brochures, books, videos and website
addresses at the Careers Resource Area (CRA)
• provide useful careers information on the careers website: www.uwl.ac.uk/careers
• p
rovide access to part-time or full-time job vacancies by registering with our
employment service
• p
rovide careers software packages networked on all PCs in the Libraries.
We will expect you to:
• t ake responsibility for managing your own career development by using the range
of resources and help available from the Careers and Employment Service
• p
rovide us with full, accurate and up to date information as requested
• t reat all staff and other users of the Careers and Employment Service with courtesy
and respect
• r espond to our request for information on what you are doing after graduation
• let us know as soon as possible if you cannot keep an appointment or attend an
event you have signed up for
• p
rovide us with your views of the Service, by completing a feedback questionnaire.
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(l) Catering Provision
You can expect your University to:
• p
rovide a catering service on all main sites in partnership with our contract caterer
• p
rovide a professional service that is responsive to the needs of students
• h
ave procedures in place to monitor student satisfaction with the service
• p
rovide a service that complies with all current food hygiene regulations
• a
im to provide a service that incorporates the needs of customers, including their
dietary and cultural requirements
• s ell a range of food and drink at the times advertised.
We will expect you to:
• r espect the refectory environment and assist in helping keep the accommodation
clean and tidy at all times
• h
elp us plan the service by responding to questionnaires/survey
• b
e an active participant in the focus group established to monitor the
catering service
• r espect the views and requirements of all refectory users.
(m) Students’ Union
You can expect your Students’ Union to:
• p
rovide you with accurate and relevant advice, information and representation
• m
ake you aware of all options open to you regarding any case or issue on which
you may seek our advice
• r efer you on to a third party (both within the University and externally) if it is
relevant and helpful to your case
• h
ave your query answered as fully as possible. If further research is required you will
be informed of this as soon as possible
• d
iscuss your case or issue with you within five days from initial contact, wherever
practically possible.
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We will expect you to:
• p
articipate in the decision-making processes of the Students’ Union via the
democratic process of voting in elections, and by giving feedback to the Union
• b
e honest with us and provide us with all relevant information regarding any case or
issue on which you may seek our advice
• k eep us up to date with any developments that occur
• f ulfil any agreed courses of action as discussed with us
• k eep any appointments made and be on time; or if you are unable to do so then let
us know as soon as possible so that another appointment can be made
• r espect our equal opportunities policy and treat us with equal respect.
(n) Recreational, Sporting, Social and Cultural Facilities
The University and the Students’ Union provide a range of activities at various locations.
You can expect your University/Students’ Union to provide:
• information about University facilities (published in the Student Handbook and
Students’ Union publications)
• information about events and activities
• y ou with the chance to take part in, and be informed about, a range of team sports,
individual sporting activities, social, cultural and leisure activities operated by the
Students’ Union and its affiliated societies
• a
ccurate information about the facilities and their opening hours
• s afe social and recreational events aimed at different groups of students across
the University.
We will expect you to:
• c omply with Health and Safety procedures at all times when using recreational
facilities provided by the University and the Students’ Union
• p
urchase a sports card
• a
ttend training and matches on time
• a
dhere to the Union’s Behavioural Expectation Policy and No Platform Policy when
taking part in all Union activities
• a
dhere to the Union’s Club rules when on and leaving licensed premises.
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(o) Involvement of Students in the University decision-making processes
Students are encouraged to play a full part in the decision-making processes of
the University.
You can expect your University/Students’ Union to:
• p
rovide opportunities for student representation on University decision-making
boards and committees
• p
ublish information about how students are represented and involved in the
decision-making processes
• involve students in the membership of University planning groups
• f acilitate the training of student representatives
• w
ork in partnership with the Students’ Union
• m
ake agendas and minutes of University committees and boards available (in
accordance with the University’s Freedom of Speech and ‘No Platform’ Policy)
• r egularly seek feedback on the student experience from the student body. Utilise
this information in planning and development, and make the outcomes of such
evaluations available.
We will expect you to:
• t ake part in the learning process and provide feedback when asked
• t ake advantage of the training provided and attend meetings if you are a student
representative.
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(p) Complaints
You can expect your University to:
• p
ublish the complaints, appeals and disciplinary procedures in the Student
Handbook
• provide information on the complaints procedure, when requested
• d
eal with all complaints as set out in the complaints procedures
• provide information to you on Students’ Union representation services
• c omply with the requirements of the Office of the Independent Adjudicator for
Higher Education.
We will expect you to:
• f ollow the student complaints procedure as set out in the Student Handbook
• b
e aware that the Students’ Union is able to provide advice and representation
• p
romptly deal with all correspondence from the University in relation to your
complaint
• inform the University if you change your correspondence address.
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(q) Communication
You can expect your University to:
• m
aintain high standards of accuracy and plain English in all University
communications, from initial enquiry to completion of studies and beyond
• p
rovide tools for effective communication to students and provide opportunities for
feedback on all aspects of your student experience
• m
onitor and review methods of communicating with students
• inform you of any significant changes to your course, and any significant
developments at the University
• e nsure that students have access to up-to-date information on the University’s
structure and organisation and their rights and responsibilities
• p
ositively promote the University, and the successes of our students, externally
• w
hen necessary to provide advice to students and their representatives on how to
communicate within the University and externally.
We will expect you to:
• c heck notice boards regularly for up-to-date information on your course
• e nsure that your contact details are up-to-date
• r espond promptly to correspondence from the University or to an agreed deadline.
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Student Entitlement Declaration
As a multi-sector institution with national and international reach, we are dedicated
to providing a personalised education which satisfies the demands of our student
population. By inspirational teaching, scholarship and work-based learning we enable
students of all backgrounds to thrive and succeed.
Before you arrive at the Institution we will aim to provide you with:
• a
ccurate, impartial and well-timed information and advice that will enable to make
informed decisions
• pre-engagement information that includes clearly communicated course content
and, where relevant, information regarding fitness to practice requirements
• a
n opportunity for you to visit the University of West London although this should
not be a requirement of our offer unless there is an interview requirement for your
course entry
• f air selection policies and procedures that are transparent and are followed
consistently
• d
etailed information about fees, charges and any financial support that you may
be entitled to receive
• timely and accurate information about the arrangements for your enrolment and
induction at least two weeks prior to the commencement of your course.
When you commence your course the Institution will aim to provide you with:
• a
ccess to impartial advice, relevant information and support services
• a
n induction process that welcomes you and familiarises you with the campus and
your course
• a
n explanation of how learning at University may differ from that which you have
previously experienced
• a
ccurate and current information on the services and facilities available to you
while you are registered at the University
• a
ccess to representation both individually and collectively as well as a range
of social, cultural and recreational experiences in collaboration with the
Students’ Union.
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During your period of study the Institution will aim to provide you with:
• a
curriculum that strives to be at the leading edge of its field, with a commitment
to development of the courses based upon academic scholarship and close
connectivity to local industry
• a
ppropriate learning resources and teaching space to undertake your course which
includes equipment, both hardware and software, which can adequately perform
the functions to which they are assigned in supporting your academic progress
• c lear course and module specifications available prior to commencement of the
course with regular updates posted on Blackboard
• d
etailed information on assessment procedures and processes, including marking
criteria and feedback sheets, that are explicit, valid and reliable
• a
ccess to course materials, including module study guides, individual assessment
material, lecture handouts and interactive discussion boards via Blackboard
• p
rompt notification of cancelled sessions, when possible, via Blackboard and textmessaging system
• a
ccess to academic advice and a process that reviews and records your ongoing
progress and achievements via a personal tutor scheme
• w
ell-timed and constructive feedback, within a period of 15 working days from
submission, that promotes your learning and facilitates improvement
• a
learning environment that takes account of different learning styles and
experiences and includes opportunities to enhance your academic achievement
through independent learning, research and IT skills appropriate for your course
• a
ssistance in gaining placement learning opportunities, when required as part of
your course, which will make a positive contribution to your course and personal
development
• c areers support that prepares you for transition to employment or further study and
supports the effective management of your career thereafter.
When you have completed your course the Institution will aim to provide you with:
• f ormal documentation confirming your academic progression and achievements
within one month of completion of your course
• a
n opportunity to attend a ceremony to mark your academic award
• u
pon request, an accurate and appropriate academic reference which details your
academic achievements within the University for a three year period following
completion of your course
• c urrent information on the services and facilities available to you as a member of
the University of West London Alumni.
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The University of West London Graduate Attributes
The University of West London seeks to develop a graduate who is:
A creative and enterprising professional
Two core components of this attribute are:
• The ability to communicate effectively
• Career management skills
reflective and critical lifelong learner
A
Two core components of this attribute are:
• The ability to plan and reflect
• The ability to base judgement on evidence
globally literate citizen
A
Two core components of this attribute are:
• Awareness of cultural diversity
• Awareness of equity and equal opportunity principles
Students Studying at Partner Institutions
The Student Charter, Student Entitlement Declaration and Graduate Attributes apply
to University of West London Students studying at partner institutions.
You should contact your tutor, where you are studying, to find out how these are
provided at a local level.
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University Regulations and Student Code of Conduct
1Introduction
1.1The University expects its students to assist in the creation of an atmosphere
conducive to the enjoyment of education by all members of the University
community. The University Regulations and Student Code of Conduct are
designed to regulate behaviour within the University community for the benefit
of all its members. Students are expected to make themselves familiar with the
Code, as well as the Regulations and directives that apply to them as registered
students of the University.
1.2The Vice-Chancellor is the Chief Executive of the University and is responsible
for maintenance of student discipline within the rules and procedures provided
for within the Articles of Governance of the University, for suspension and
expulsion of students on disciplinary grounds and for implementing decisions to
expel students for academic reasons.
1.3Any actions under the disciplinary procedures are undertaken on behalf of the
Vice-Chancellor under a system of delegated authority.
1.4The Board of Governors reserves the right to add to or amend these Regulations
from time to time as in its absolute discretion it deems appropriate, and with
immediate effect. Such amendments will be publicised on the University
website and lodged in the University’s Libraries. Copies may be obtained from
School Offices and the Students’ Union.
2Purpose and Scope
2.1The purpose of these Regulations and the Student Code of Conduct is to ensure
the smooth running of the University for the benefit of all students and staff.
These regulations do not relate to, or regulate, matters concerning the academic
progress of students.
2.2For the purposes of these Regulations and the Student Code of Conduct, (a)
‘University’ means the University of West London. (b) ‘student’ or ‘students’
means any person or persons enrolled at, or with, the University to follow a
course, including sabbatical officers of the Students’ Union. (c) reference to
any premises, facilities or property of or provided by the University shall include
any provided by the Students’ Union and any societies or other bodies of, or
associated with, the University.
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2.3The Regulations and Student Code of Conduct apply to any person enrolled
on a course or research with the University or otherwise in attendance at the
University and to elected sabbatical officers of the Students’ Union.
2.4The Regulations and Student Code of Conduct apply at all times when a
student may reasonably be regarded as under the auspices of the University, on
and off the campuses, including at the University’s halls of residence. This shall
include conduct when the student is regarded as representing the University
or when the student is at a location away from the University following an
arrangement made by the University. This includes students on placements or
undertaking work-based learning courses.
Concurrent Jurisdiction
2.5In the case of a criminal offence committed on or off University premises, the
involvement of the Police will not prevent the University from taking action
in accordance with the University procedures set out in these regulations or
imposing its own penalties, where such action is deemed appropriate.
2.5.1Any alleged breaches of professional codes, which may apply to students, will
also be dealt with using the these regulations notwithstanding any action by a
professional body.
2.5.2The University may take any appropriate action before, during or after any
Police investigation and/or civil complaint.
Students under 18
2.6In the case of students under 18 years of age, if formal disciplinary procedures
are invoked, the parents or guardians of the student will be informed, and may
attend any disciplinary hearing and interview that may be held. If the student is
under 16, he/ she must be accompanied by a responsible adult.
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3Student Code of Conduct
3.1The University expects its students to make themselves familiar with, and abide
by, the regulations and policies of the University.
3.2The University expects its students to:
(a) M
ake themselves familiar with and comply with the requirements of
their course
(b) Familiarise themselves with and comply with any professional code of
conduct that may be applicable to them whilst on courses leading to
professional qualifications
(c) R
espect other members’ basic rights to work and live in a safe, secure
environment, free from anxiety, fear, intimidation and harassment
(d) M
aintain appropriate confidentiality where they have access to confidential
information of any nature
(e) Provide accurate information to enable the maintenance of proper records
and keep the University informed of changes
(f) A
lways have their University identification card available when entering
University campuses and produce it when required by staff
(g)Pay all fees by the specified date and meet all outstanding debts, where
these exist
(h) Treat University property and materials with care and respect
(i) Act in a manner that does not bring the University into disrepute
(j) Treat all University staff, students and visitors with courtesy and respect
(k) On no occasion use personally abusive, threatening or violent behaviour. This
will be treated as a more serious breach of the Code
(l) Comply with any reasonable requests from University staff seeking to
maintain a positive working and learning environment
(m) Maintain appropriate levels of behaviour and conduct at all times
(n) O
n no occasion commit or threaten to commit any act which endangers the
safety of themselves or others
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(o) Comply with the University’s Equality and Diversity policy
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(p) C
omply with the University’s Freedom of Speech and ‘No Platform’ Policy for
visiting speakers
(q) Comply with the Students’ Union’s constitution and rules, where applicable
(r) M
ake themselves familiar with the University’s Health and Safety Regulations
and Fire Regulations, and comply promptly with prescribed procedures in
cases of emergency
(s) Make themselves familiar with and comply with the Internet, Intranet and
email Code of Practice.
(t) Regularly check their university student email account for important
communication from the University
(u) C
omply with any other published University policies, codes or directives
relating to the effective operation of the University, and with all legislation.
(v) Not engage in any dishonest practice.
4
Academic Offences – Cheating and Plagiarism
4.1Cheating happens when a student tries to obtain, or obtains, an unfair
advantage. The University will not condone any act of cheating as such acts
undermine the mutual trust which is essential in an academic community.
The procedures below define the different forms of cheating and explain the
procedures the University will follow if cheating is suspected.
4.2In addition to these procedures students on professional courses may also
be subject to related Professional Statutory or Regulatory Body regulations
and procedures. These will be specified in individual Course Handbooks. The
University will, if required, report any student found guilty of cheating to the
professional body.
4.3The University seeks to ensure consistency of approach across courses and
modules in respect of all stages of study and all assessed work, including
coursework, other formally assessed assignments and examinations.
4.4Guidance on plagiarism will be provided to students as part of the induction to
all courses.
4.5The seriousness with which cheating is viewed should be reflected in the
penalties applied.
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4.6The assessment outcome for a student found guilty of cheating will be worse
than if the student had behaved properly.
4.7Failure to detect cheating cannot be accepted as legitimising the action.
4.8The University reserves the right to utilise electronic plagiarism detection
services. The use of these systems allows the student and the University to
check systematically for plagiarism, thus ensuring that all students’ work
is original. These services search the internet and extensive databases of
reference material and content submitted by other students to identify any
duplication with the students’ submitted work.
4.9The University reserves the right to use vivas (brief oral examinations) to
collect evidence of authenticity of an assessment or examination as part of its
assessment processes.
4.10Any student who during any part of the assessment process copies, steals
or appropriates the work of another, or who introduces into an examination
room any materials or other aids not explicitly permitted under the rubric of
the examination, or who uses any other unfair method to gain an advantage
in an assessment will be deemed guilty of cheating. This applies to all work
submitted as part of the assessment process, in whatever year, and whether
produced under formal examination conditions, as phased tests or as part of
a programme of continuous assessment. Any student who knowingly assists
another to cheat will also be regarded as having breached these regulations.
4.11For the purposes of these regulations, plagiarism is defined as the presentation by
a student of work for assessment which is not his/her own, in the sense that all or
part of the work has been copied from that of another person (whether published
or not) without attribution, or the presentation of another’s work as if it were his/
her own. Any student who knowingly permits another student to plagiarise his/her
own work will also be regarded as having breached these regulations.
4.12The University recognises the benefits of informal student discussion of
assignments requiring a group response. Nothing in the above definition
precludes such activities, which are normal in an academic community. The
offence of plagiarism takes place when, having had the opportunity of advice
and guidance, a student submits for marking work which he/ she knows contains
matter taken from other sources and for which no attribution is given according
to the conventions normally adopted in academic writing.
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Forms of Cheating
4.13Plagiarism
The presentation by a student of work for assessment which is not his/her own.
Plagiarism can take a number of forms including:
(a) C
omplete Plagiarism: that all of the work has been copied from that of another
person (whether published or not) without attribution, or the presentation of
another’s work as if it were his/her own. This includes copying text from a website
without acknowledgement.
(b) Purchasing Materials: there are a number of companies offering services over
the Internet to produce student coursework. These companies pretend or will try
to persuade students that this is an entirely normal and acceptable practice and
that many students take advantage of it. They also claim that they offer a secure,
confidential and undetectable service for which they charge a great deal of money.
Using such a service is a major form of plagiarism that is likely to result in students
failing to obtain a qualification and potentially debar them from a significant
range of professional careers and hinders educational development.
(c) P artial Plagiarism: the summarising of another person’s work by simply changing a
few words in the assignments, without referencing. This includes copying text from
a website without referencing
(d) F ailure to reference: the inclusion of several sentences or more from another person’s
work which have not been referenced in accordance with the University of West
London’s conventions on academic referencing and citation. This may be intentional
or unintentional, for example as the result of poor referencing/study skills.
(e) S elf-Plagiarism or Duplication: copying work that was originally completed
and submitted by the student and resubmitted for another purpose, without
acknowledgement of this, unless resubmission is permitted.
(f) C
ollusion: this is where a student undertakes work with others, without
acknowledgement, eg
• S ubmits as entirely his/her own work, work completed in collaboration with
another person, or
• C
olludes with another student to submit work which is intended to be
submitted as that other student’s own unaided work, or
• K
nowingly permits another student to copy all or part of his/her own work
and to submit it as that student’s own work.
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Falsifying Data
4.14Falsifying Data is where the student presents data in reports, projects,
dissertations and so forth based on work which the student claims to have
carried out but which he/she has invented or obtained by unfair means.
Irregular Behaviour Relating to Examinations
4.15Unless the use of books, notes, papers, calculators, mobile devices or any
other electronic equipment is specifically authorised for use in a particular
examination (as specified on the Examination Paper), these must not be in the
vicinity of the candidate either during the examination or whilst presenting
themselves for the examination.
4.16Candidates must not in any circumstances avail themselves of unfair assistance
during the examination session by consulting unauthorised books, notes,
papers, calculators, mobile devices or any other electronic equipment, by
communicating with, or copying from, other candidates or by any other means.
Dishonest Practice
4.18This covers any form of dishonest practice not specifically identified by the
above definitions, eg making false declarations to receive special consideration.
Additional Information Relating to Group Work
4.19If cheating and/or plagiarism is suspected relating to group work and it cannot
be established which individual(s) is/are responsible, the whole group will be
deemed responsible, provided there is sufficient evidence to substantiate the
allegations on the balance of probabilities.
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5
Breaches of the Student Code of Conduct or the University Regulations
If there are allegations that a breach or breaches have occurred, the following
procedures shall apply:
5.1The person making out the allegation that a student or students have breached
the Student Code of Conduct or University Regulations will arrange for the
papers in relation to that allegation to be passed as soon as possible to
Academic Registry, who will contact the relevant Senior Academic.
5.2The Senior Academic shall normally be an experienced academic manager
within the student’s or students’ relevant School, as nominated by the Head of
School or equivalent.
5.3The Senior Academic shall carry out a preliminary review of the papers making
out the allegation as soon as possible.
5.4 The Senior Academic shall either:
• dismiss the allegation; or
• immediately carry out an investigation by way of an interview in accordance
with Regulation 6; or
• in cases where the evidence already available clearly warrants it, proceed
directly to a disciplinary hearing in accordance with Regulation 7
5.5If the Senior Academic believes that the student(s) should be suspended
whilst the procedure is carried out, the Senior Academic shall make such a
recommendation to the Vice-Chancellor or his/her nominee and the provisions
of Regulation 10 shall apply.
5.6The Vice-Chancellor or his/her nominee may suspend the student from the
University during investigation of the alleged offence, if it is deemed that such
suspension or enforced intermission in accordance with Regulation 10 is in the
best interests of the University, its staff or students, or of the student concerned,
or is necessary to ensure an effective investigation.
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6
The Interview
6.1 Following the completion of the interview, the Senior Academic may decide to:
• d
ismiss the allegation; or
• impose one or more of the fixed penalties as set out in Regulation 8 or 9; or
• c onvene a Panel in accordance with Regulation 7 if he or she believes the
alleged breach to be of a more serious nature.
6.2 The purpose of the Interview is to determine:
• w
hether any breach(es) of the Student Code of Conduct have been
committed; and
• t he seriousness of such a breach, taking into account all the surrounding
circumstances, including any past penalties imposed on the student(s).
6.3In respect of Academic Offences, relevant factors or information will be taken
into account and will include that all forms of cheating or plagiarism other than
poor referencing, partial plagiarism or minor collusion will normally be regarded
as more serious breaches as will all cases where there is a record of a previous
academic offence on the student’s file.
6.3.1The following criteria will be used for classifying the breach(es) and the
appropriate penalty:
(a) T
he academic level of the student: acts occurring at levels 5 and 6 of
undergraduate study and at postgraduate level will normally be considered
more serious than those occurring at lower levels of study.
(b) The previous learning background of the student: academic experiences
from overseas or the extent to which the student is familiar with current UK
and University academic conventions and expectations. A student who seeks
to rely on this provision will be required to provide evidence in support.
(c) I ntent: an act which is planned in advance will normally be considered more
serious than one which is not.
(d) E xtent: an act which involves a substantial degree of cheating will normally be
considered more serious than one which involves a lesser degree of cheating.
An act which is sustained and/or repetitive will normally be considered more
serious than an act which is committed on a single occasion.
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(e) P revious history or record: repeated acts of cheating will be considered more
serious than an initial instance.
(f) W
hether theft was involved: an act of cheating which involves theft is more
serious than one which does not.
(g) The impact on other students: an act which has an impact on the standing
of another student(s) will be considered more serious than an act which
affects only the person cheating.
(h) Irregular behaviour relating to examinations: will normally be regarded as a
more serious offence.
6.3.2In each case the seriousness of the offence will be determined by considering
the characteristics of the act itself and not by considering the actual or
potential advantage which the student could have gained.
6.4The Senior Academic shall gather information regarding the incident or
allegation. The ultimate responsibility for informing the student and managing
the investigation lies with the Senior Academic.
6.5The Senior Academic shall arrange an interview with the student against whom
the allegations have been made.
6.6The Senior Academic shall confirm arrangements for the interview by letter to
the student. The date of the interview will be at least five working days from
the date of the sending of that letter unless the student agrees in writing that
shorter notice is acceptable.
6.7The letter shall also confirm:
(a) A
statement of the allegation(s) to be considered and the purpose of
the interview
(b) Details of the date, time and place of the interview and those who will be
present
(c) C
opies of any evidence/documents to be considered in connection with
the allegation
(d) T
hat the student may bring a written statement of their perception of the
events to the interview
(e) A
statement of the student’s right to be accompanied by a friend
or representative, eg from the Students’ Union. However, under no
circumstances may the student be represented by an external organisation.
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Under no circumstances shall the costs be re-claimable save for expenses in
exceptional cases.
6.8At the interview, the substance of the allegation shall be discussed with the
student(s) and the student shall be asked to present their perspective. If the
allegations involve two or more students, these students may be dealt with at
the same interview if there is no reasonable objection from the student(s) or
their representative(s).
6.9 At the conclusion of the interview, the Senior Academic may:
• dismiss the allegation(s); or
• h
aving determined that a breach(es) may have occurred, the Senior Academic
shall have access to the student’s file to ascertain whether there have been
any prior penalties imposed which are relevant to the allegations.
6.10If the Senior Academic determines that the breach(es) has occurred then he or
she shall impose one or more of the penalties as set out in Regulation 8 and 9.
6.11If the Senior Academic determines that the breach(es) may constitute a more
serious breach(es) or that due to the repetition of a breach this now constitutes
a more serious breach, then he or she may convene a Panel in accordance with
Regulation 7.
6.12A record of the interview must be kept, signed and dated by the Senior
Academic, the student and the student’s representative, where present.
6.13A copy of the record of the interview will be given to or sent to the student and
their representative.
6.14If a student does not respond or attend the interview, then the procedures
under Regulation 7.8 shall apply.
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7
The Hearing
7.1If the Senior Academic decides that a hearing should be held, he/she will notify
the Academic Registrar and together they will make arrangements for the
hearing. The Academic Registrar has responsibility for ensuring that the student
is notified in writing at least five working days before a hearing takes place. That
letter shall include and confirm:
a) A statement of the allegation(s) to be considered and the purpose of the hearing
b) Details of the date, time and place of the hearing and those who will be present
c) C
opies of any evidence/documents to be considered in connection with the
allegation
d) T
hat the student may bring a written statement of their perception of the
events to the interview
e) A
statement to the effect that witnesses may be called in support of the
allegation and that the student has the right to call witnesses on his/her behalf
f) A statement of the student’s right to be accompanied by a friend
or representative, e.g. from the Students’ Union. However, under no
circumstances may the student be represented by an external organisation.
Under no circumstances shall the costs be re-claimable save for expenses in
exceptional cases.
7.2The Senior Academic will satisfy him/herself that the student(s) have been sent
all of this information before he/she allows the hearing to go ahead.
7.3The Academic Registrar or designate within the School is responsible for the
maintenance of all records relating to the hearing. He/she will make arrangements
for the minuting of the hearing. The minute-taker will keep a record of the whole
proceedings at the hearing except the deliberation of the Panel.
7.4The Panel will consist of at least two senior members of staff, who have not
previously sat on a panel involving any allegation against the same student
and nor have any other interest in the proceedings which makes them unfit to
sit on a Panel in relation to the student(s) involved. In the case of courses which
require students to be deemed suitable for professional work, where a student
may be in breach of the requirements to maintain suitability, the alleged breach
will be referred to a hearing under the University procedures relating to Fitness
to Practise.
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7.5
The Senior Academic will decide who will chair the Panel.
7.6
The standard of proof to prove the breach is on the balance of probabilities.
7.7The Academic Registrar or designate within the School has responsibility for
notification of the outcome of any hearing to all relevant parties including the
University Secretary.
7.8 Procedures if a student does not respond or attend:
7.8.1Should a student notify the Senior Academic in advance of the hearing that he/
she is unable to attend the hearing on the scheduled date, and has provided a
satisfactory reason for their non-attendance, the Senior Academic will consider
whether in all the circumstances the hearing should be rescheduled. However,
only one further attempt to reschedule the hearing in order to enable the
student’s attendance will be made.
7.8.2If the student does not attend the hearing and does not communicate with the
Senior Academic any reason for their non-attendance, the Chair of the hearing
will normally proceed in the absence of the student.
7.8.3Where the hearing is to be re-convened, the Senior Academic has responsibility
for ensuring that the student is notified again by letter by way of letter and that
the student is provided with the information set out in Regulation 7.1.
7.8.4While the University does not recommend it, a student may choose not to
attend the hearing and to send a nominated individual to attend on his/her
behalf and state that he/she will accept the outcome of the hearing heard in
his/her absence.
Conduct of Hearing
7.9The Hearing shall be conducted as follows:
(a) The Chair will open proceedings.
(b) The Chair will:
• e xplain the purpose of the hearing and the extent of his/her delegated
powers in taking decisions on behalf of the University
• e xplain the penalties which are possible outcomes of the hearing if the
allegation of misconduct is upheld as set out in Regulation 8 and 9
• e stablish the names and identities of everyone present at the hearing and
confirm the names of all witnesses who will be supplying evidence.
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(c) A
record will be kept of all persons attending the hearing and whether or not
the student has elected to be accompanied by a friend or representative in
accordance with these regulations, or if the student has failed or declined to
attend the hearing and the Chair’s decision, including the reasons for it.
(d) I f the allegations involve several students, the Chair may decide to hear the
allegations at one hearing subject to their being no reasonable objection
from the student(s) or their representative(s).
(e) The Chair will invite all parties except witnesses into the room.
(f) W
here witnesses are to be heard they are only to be present for the duration
of their own evidence.
(g) The Panel will not have access to the student’s previous record unless and
until the allegation has been upheld.
(h) The hearing will be conducted fairly but will not seek to replicate a court of
law and will ensure that all relevant facts are considered by the Panel.
Depending on whether the Senior Academic and/or witnesses are present a
suggested procedure is as follows:
(i) The Chair will request the Senior Academic to present the case against the
student, including submission of written or verbal statements from witnesses.
(ii) T
he student and his/her friend or representative will be given the opportunity
by the Chair to address questions to the Senior Academic and/ or to any of
the witnesses.
(iii) Any witness submitting a written statement should normally be in
attendance to answer any questions unless there are exceptional
circumstances or the parties agree otherwise.
(iv) T
he Chair will request the student or their representative to present their
case, including submission of written or verbal statements from witnesses.
(v) T
he Senior Academic will be given the opportunity by the Chair to address
questions to the student, his/her friend or representative and/or to any of
the witnesses.
(vi) T
he Chair may ask questions of anyone present at the hearing at anytime
for the purposes of clarification.
(vii) Panel members should direct any questions they wish to ask at the hearing
through the Chair.
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(viii) The Chair will invite the Senior Academic to make a final statement.
(ix) The Chair will invite the student or his/her friend or representative to make a
final statement.
(x) T
he Chair will then ask everyone except the members of the Panel to
withdraw from the room.
The Chair may amend this procedure depending on the nature of the case and
the persons present at the hearing and may adjourn or defer the hearing at any
time. The Chair is responsible for ensuring that the hearing is conducted in a fair
manner but that the hearing does not replicate a court of law.
Decision of the Panel and imposition of penalties
7.10If the Panel has reached a decision, where the allegation against the student has
been upheld and the application of penalties is to be considered, the Chair of the
Panel will convene immediately a second meeting to determine the penalties
to be applied. If the Hearing Panel’s decision is not immediately available, the
Chair shall instead invite the student, the student’s representative and the Senior
Academic back into the hearing and will state that the decision is not available.
The Chair will also give an indication to those present of when the decision will be
available and that a written decision will be sent to all those concerned.
7.11Where an allegation has been upheld the student’s file/record will be made
available to the Panel at this stage along with a short summary of the student’s
current academic position. In arriving at a decision on disciplinary penalties to
be applied, the Panel will take account of any previous penalties on record and
shall impose the penalties on an individual basis.
7.12The student and his/her friend or representative and the Senior Academic will
be invited back into the room and the Chair will announce whether or not the
allegation has been upheld and, if it has been upheld, the penalty(ies) that have
been determined . The hearing is closed at this point.
7.13The Chair of the Panel will sign the written record of the decision of the Panel
concerning any penalties to be applied. The record will be kept by Academic
Registry and a copy will be placed on the student’s file.
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7.14Where appropriate, a report will be made to the appropriate Award Board/
Student Progress Board. The Chair of the Award Board/Student Progress Board
is responsible for ensuring that any academic penalty determined by the Senior
Academic or by the Chair of the Panel acting on the delegated authority of the
Vice-Chancellor is implemented by the Award Board/Student Progress Board.
8
Penalties for breaches of the Student Code of Conduct (Disciplinary offences)
8.1In all cases the Senior Academic or Chair of the Panel as appropriate will take
into account the reasonable interests of all concerned.
8.2The penalties (in any combination) that may be imposed following completion
of the procedures described in Regulation 6 in relation to proven breaches of the
Student Code of Conduct are as follows:
8.2.1A verbal warning of the possible consequences of further misconduct.
8.2.2The student is warned and a record of the warning will remain on the student’s
file for a period to be determined by the Senior Academic/Panel. In determining
the period for which the record is to remain on the file, the Senior Academic/
Panel shall have regard to:
(a) any Professional, Statutory or Regulatory Body (PSRB) requirements;
(b) the seriousness of the offence;
(c) the stage of study (where relevant);
(d) any other factors that in their judgement are relevant.
The written warning shall in all cases state the date on which it elapses or the
fact that it shall remain on the file indefinitely.
8.2.3 A fine of up to £200.
8.2.4Repair by the student to the property or equipment damaged or compensation
to be payable of up to £200.
8.2.5 Removal or restriction of benefits/facilities/privileges.
8.2.6 Suspending a student’s library card or computer account.
8.2.7Requirement for written undertakings that the Student Code of Conduct and
University Regulations will be observed for the remainder of the student’s
studies by way of a contract for good behaviour/conduct.
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8.2.8 Requirement of an apology in the appropriate manner to any person.
8.2.9Termination of a student’s accommodation agreement in University owned
managed residential property (but within the Protection from Eviction Act).
8.3Where the procedures described in Regulation 7 have been completed in
relation to proven more serious breaches, the Chair of the Panel may, in addition
to the penalties set out above:
8.3.1 Withdraw the student from their course.
8.3.2Suspend the student either for a specified period of time, or until specified
conditions have been met.
8.3.3 Expel the student.
9
Penalties for breaches of the Regulations (Academic offences):
9.1The penalty for cheating or plagiarism will be determined according to the
seriousness of the offence and will take into account the stage of study. Thus
where cheating or plagiarism in early stages may be considered within the
context of developing appropriate scholarly behaviour, the same in later stages
will attract the more severe penalties. The student’s previous record will also be
taken into account.
9.2In the case where cheating or plagiarism has been established the Senior
Academic/ Panel will consider the application of penalties under the procedures and
the criteria set out in Regulation 6.3 and determine the penalty to be applied.
A report will be made to the appropriate Award Board/Student Progress Committee.
9.3The penalties (in any combination) that may be imposed following completion
of the procedures described in Regulation 6 in relation to proven breaches of the
University Regulations are as follows:
9.3.1The student is warned and a record of the warning will remain on the student’s
file for a period to be determined by the Senior Academic/Panel. In determining
the period for which the record is to remain on the file, the Senior Academic/
Panel shall have regard to:
(a) any Professional, Statutory or Regulatory Body (PSRB) requirements;
(b) the seriousness of the offence;
(c) the stage of study (where relevant);
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The written warning shall in all cases state the date on which it elapses or the fact
that it shall remain on the file indefinitely.
9.3.2The assessment is to be marked taking into account only the knowledge and
skills displayed and discounting any possible unfair advantage.
9.3.3The student is referred for assistance with their study skills/referencing
techniques. The student may be required to evidence that they have complied
with this. Failure to comply may result in the original penalty being reconsidered
at a further interview convened in accordance with Regulation 6.
9.3.4The element(s) of assessment is given a mark of zero and is failed. The student
may have the opportunity to resit the element(s) of assessment if the overall
module mark meets the threshold for resit.
9.3.5The student is denied the opportunity to resit the element(s) of assessment and
the module is failed. If a student elects to study an alternative module in the
next academic year rather than retake the failed module, then this alternative
module will be subject to the same regulations as that of a retake.
9.4Where the procedures described in Regulation 7 have been completed in relation
to proven more serious breaches, the Chair of the Panel may, in addition to the
penalties set out in 9.3 above, consider the application of the following penalties:
9.4.1The module is failed with no opportunity to retake. The student will not be able
to achieve the required amount of credit for their course and will therefore be
eligible only for the next lowest award.
9.4.2The module is failed and the student is withdrawn from their course.
The student will be awarded only for the credit achieved up until that point.
9.4.3The module is failed with no opportunity to retake and with no award
being made.
9.4.4The student is suspended either for a specified period of time, or until specified
conditions have been met.
9.4.5The student is expelled.
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Project/Dissertations at Level 6 or Level 7
9.5In the case of projects/dissertations at Level 6 or Level 7, there could be one
of seven outcomes depending on the extent and significance of the cheating
or plagiarism:
9.5.1The project/dissertation is to be marked taking into account only the knowledge
and skills displayed but discounting any achievement through possible unfair
advantage.
9.5.2The student is denied the opportunity to resit the project/dissertation and the
module is failed.
9.5.3The project/dissertation is failed with no opportunity to retake. The student will
not be able to achieve the required amount of credit for their course and will
therefore be eligible only for the next lowest award.
9.5.4The project/dissertation is failed and the student is withdrawn from their course.
The student will be awarded only for the credit achieved up until that point.
9.5.5The project/dissertation is failed with no opportunity to retake and with no
award being made.
9.5.6The student is suspended either for a specified period of time, or until specified
conditions have been met.
9.5.7 The student is expelled.
10
Procedures Regarding Suspension, Expulsion or Enforced Intermission
10.1The Vice-Chancellor or his/her nominee may suspend a student from the
University during investigation of an alleged offence if it is deemed that such
suspension is in the best interests of the University, its staff or students, or of
the student(s) concerned, or is necessary to ensure an effective investigation.
10.2In the case of students on time-limited professional courses involving work
placements, it may be necessary to impose enforced intermission during any
investigation; that is, the period of intermission will not count as part of the time
taken to complete the course and the student’s statutory funding, if any, may stop
during the period. In such cases the Vice-Chancellor may delegate the authority to
impose enforced intermission to the appropriate Head of School or his/her nominee.
10.3The decision to exclude or suspend a student from the University will include
the exclusion from all University activities including studying at or with the
University and also the use of any University premises and/or facilities.
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11
Procedures Following the Decision of the Senior Academic or the Panel
11.1The Chair or the Senior Academic will sign the written record of the interview/
hearing giving details of his/her or the Panel’s decision and the reasons
for it. This shall state that it will be used at any subsequent disciplinary
procedure, including an appeal, involving the same student. The student, the
student’s representative and the Senior Academic or the Chair of the Panel,
as appropriate, shall sign the record. This record and details of any relevant
arrangements in relation to the penalty imposed shall be sent to the student
and their representative as appropriate by the Senior Academic, within five
working days of the hearing confirming:
(a) The student’s right of appeal;
(b) That any such appeal must be notified within ten working days of the receipt
of the letter giving the outcome of the procedure; and
(c) That the appeals procedure is published in the Student Handbook.
11.2A copy of the letter and the record will be placed on the student’s file for either
a specified period of time or until the student has completed their studies, as
specified by the Senior Academic or the Chair of the Panel.
11.3In the case of a hearing the Senior Administrator within the School, or designate
will ensure that copies of the record of the hearing, the decisions of the Panel
and all subsequent correspondence relating to the hearing are sent to the
student and to the University Secretary.
12
Right of Appeal
12.1The student has a right of appeal against the decision of the Senior Academic
and the Panel in accordance with these Regulations.
12.2Where the breach was found by the Senior Academic, the appeal against the
decision of the Senior Academic is to the Appeal Panel in accordance with
Regulation 13.
12.3Where the breach was found by the Panel to be a more serious breach, the
student’s request for an appeal against the decision of the Panel shall be
reviewed by the Vice-Chancellor. The Vice-Chancellor shall, as soon as possible
after the receipt of a request for an appeal, review all documentation relating to
the case and shall either:
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(a) r efer the case back to the Senior Academic to reconvene a Panel with a
different membership; or
(b) refer the request for an appeal to the Appeals Committee of the Board of
Governors to be dealt with in accordance with Regulation 15.
13
Procedure for an Appeal against the decision of the Senior Academic
13.1An appeal against the decision of the Senior Academic must be made in writing
stating in full the grounds for the appeal and must be submitted within ten
working days of the receipt of the letter referred to in Regulation 11.
13.2Where it has been agreed that an appeal should be heard, the appeal hearing
should take place as soon as practicable.
Grounds of Appeal
13.3Appeals against the decisions of the Senior Academic will only be considered on
the following grounds:
(a) t he penalty imposed by the Senior Academic was not commensurate with
the seriousness of the offence
(b) the findings of fact in support of the decision were manifestly perverse
(c) t hat the hearing/interview was not conducted in accordance with the
procedures set out in Regulations 6 or 7
(d) n
ew evidence has been made available that could not be available at the
time of the hearing/interview and which could have been expected to have
materially affected the decision of the Senior Academic.
13.4The student should address their letter to the University Secretary and the
burden of proof is on the student (now the appellant) to demonstrate the
reason for the appeal. The University Secretary may reject any appeal which
is not submitted within the time limit set out in Regulation 13.1 or does not
demonstrate one or more of the grounds specified in Regulation 13.3. If the
appeal is rejected the student will be informed within fifteen working days of
their letter to the University Secretary.
13.5Where the appeal by the student that a hearing/interview was not conducted
in accordance with the procedures set out in Regulations 6 or 7 is deemed to be
valid, the University Secretary may decide to refer the case to a different Senior
Academic to investigate or to the Senior Academic to reconvene a Panel.
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13.6Procedure for an appeal against a decision of the Senior Academic
13.6.1 O
nce the University Secretary (or his/her nominee) has notified the student that
their appeal is a valid appeal under Regulations 13.1 and 13.3, the University
Secretary will pass the papers to a second Senior Academic who will investigate
the basis for the appeal, taking into account any additional information that
has come to light since the interview, and will convene an Appeal Panel in
accordance with the following procedures:
(a) T
he Appeal Panel shall be made up of at least two senior members of
academic staff who have not been involved in the relevant student’s
disciplinary proceedings nor have any other interest in the proceedings which
makes them unfit to sit on a Panel in relation to the student(s) involved
(b) The Senior Academic shall arrange a hearing date which is convenient to
all parties
(c) T
he Senior Academic shall notify the student in writing at least five working days
before the Appeal Hearing is due to take place and provide the student with:
• Details of the date, time and place of the hearing and those who will be
present.
• A statement of the grounds upon which their appeal is to be considered
• A
statement of the student’s right to be accompanied by a friend
or representative, eg from the Students’ Union. However, under no
circumstances may the student be represented by an external organisation
• A
statement to the effect that new witnesses may be called in support
of the grounds of appeal and the University has the right to call new
witnesses on its behalf
• C
opies of any documents to be considered in connection with the appeal
including the signed and dated outcome form and record of the Senior
Academic’s interview
Under no circumstances shall the costs be reclaimable save for expenses in
exceptional cases
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13.7 Appeal Panel hearing
13.7.1 T
he hearing will be conducted to ensure that all relevant facts are considered
by the Appeal Panel and, depending on whether the Senior Academic and/or
witness are present, a suggested procedure is as follows:
(a) T
he Chair will satisfy him/herself that the student(s) have been sent all of
the information referred to in Regulation 13.5 (c) before he/she allows the
hearing to go ahead
(b) The appellant or their representative will present their grounds of appeal
including the submission of written or verbal statements from the witnesses
(c) T
he relevant Senior Academic will present the University’s case including the
submission of written or verbal statements from witnesses and any relevant
information from the student(s) file
(d) T
he student and his/her friend or representative will be given the
opportunity by the Chair to address questions to the Senior Academic or any
of the witnesses
(e) Any witness submitting a written statement should normally be in
attendance to answer any questions unless there are exceptional
circumstances
(f) T
he Senior Academic will be given the opportunity by the Chair to address
questions to the student, his/her friend or representative and/or to any of
the witnesses
(g) The Chair may ask questions of anyone present at the hearing at any time
for the purposes of clarification
(h) Appeal Panel members should direct any questions they wish to ask at the
hearing through the Chair
(i) The Chair will invite the Senior Academic to make a final statement
(j) T
he Chair will invite the student or his/her friend or representative to make a
final statement
(k) The Chair will then ask everyone except the members of the Appeal Panel to
withdraw from the room
(l) The standard of proof will be on the balance of probabilities
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(m) O
nce the Panel has reached its decision, the student and his/her friend or
representative, and the Senior Academic will be invited back into the room
and the Chair will announce the finding of the Panel as follows:
(i) that the appeal is dismissed
(ii) that the appeal is upheld in part or
(iii) that the appeal is upheld in full
(n) The hearing is closed at this point.
13.8The Chair may amend this procedure depending on the nature of the case and
the persons present at the hearing and may adjourn or defer the hearing at any
time. The Chair is responsible for ensuring that the hearing is conducted in a fair
manner but that the hearing does not replicate a court of law.
13.9If the student does not attend, then the provisions of Regulation 7.8 will apply.
13.10The Chair will invite the student, the student’s representative and the Senior
Academic back into the hearing and will state the Appeal Panel’s decision,
if available.
13.1 I f the Appeal Panel’s decision is not immediately available, the Chair shall invite
the student, the student’s representative and the Senior Academic back into the
hearing and will state that the decision is not available. The Chair will also give
an indication to those present of when the decision will be available and that a
written decision will be sent to all those concerned within five working days.
14
Procedures following the Decision of the Appeal Panel
14.1Where the appeal by the student has been upheld in part and a variation of the
original penalties – which could include the imposition of more severe penalties
– is to be considered, the Chair of the Panel will convene immediately a second
meeting, to determine the penalties to be applied. The student and his/her friend
or representative and the Senior Academic will be advised of the opportunity to
wait and hear the determination of the penalty after the second meeting.
14.2In all cases, the Chair will sign the written record giving details of the Appeal
Panel’s decision and the reasons for it. This shall state that it will be circulated in
the event of any further proceedings. The student, the student’s representative
and the Senior Academic or the Chair of the Panel, as appropriate, shall sign the
record. This record and details of any relevant arrangements in relation to the
penalty imposed shall be sent to the student, their representative, the Senior
Academic and the University Secretary within five working days.
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14.3Where the appeal is dismissed or upheld in part, a copy of the letter and the
record will be placed on the student’s file for either a specified period of time or
until the student has completed their studies, as specified by the Chair of the
Appeal Panel.
14.4Where the appeal by the student has been upheld in full, the record of the
original allegation will be removed from the student’s file and sent to the
University Secretary’s office.
15Right of and Procedure for an Appeal Against the Decision of a Panel or
an Appeal Panel
15.1The student has the right of appeal against the Panel or the Appeal Panel’s
decision.
An appeal must follow the procedure set out in this Regulation.
15.2Where a student is appealing against the decision of a Panel or an Appeal
Panel, the procedure in Regulation 13 must be followed save that the request
for an appeal should be sent to the Clerk to the Board of Governors and that the
same Senior Academic can investigate the basis of an appeal against a Panel’s
decision.
15.3The Clerk to the Board of Governors must reject any appeal against the decision
of the Panel that has not been lodged in accordance with the time period set
out in Regulation 13.1 or which does not comply with Regulation 13.3. In that
event, the Clerk to the Board of Governors will send a letter to the appellant as
soon as possible giving his or her decision and the reasons for it.
15.4Unless the appeal is rejected under Regulation 15.3, the Vice-Chancellor shall
review the Appeal as set out in Regulation 12.3, unless the appeal is against
the decision of a second panel convened following a previous review by the
Vice-Chancellor.
15.5If the Vice-Chancellor refers the appeal to the Appeal Committee of the Board
of Governors, the Clerk to the Board of Governors will, as soon as practicable
arrange for the appeal to be heard by a committee consisting of three members
of the Board of Governors excluding the Vice-Chancellor, the staff governors
and the student governors (the “Appeal Committee”).
15.6The Appeal Committee shall follow the procedures set out in Regulation 13.6
save as set out below:
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(a) t he Appeal Committee shall receive written submissions from the appellant,
the relevant Senior Academic and the Chair of the Panel, as relevant. All
documentation in relation to the hearing will be made available upon
request.
(b) The Appeal Committee shall hear oral submissions from the appellant
and, at its absolute discretion, any other persons whose evidence may be
relevant.
(c) I f the appellant does not attend the hearing then the provisions of
Regulation 7.8 shall apply.
15.7Following the completion of the Appeal Committee’s investigation, the
Committee may decide:
• to dismiss the appeal: or
• t o order the Chair of the Panel or the Senior Academic to reconsider his/her
decision.
15.8 The Appeal Committee’s decision will be final.
15.9The Clerk to the Board of Governors will confirm the decision of the Appeal
Committee by letter to the student and the Chair of the Panel and a record will
be kept of the proceedings.
15.10A s soon as possible after the hearing, the Clerk to the Board of Governors will
send a Completion of Procedures Letter to the student confirming their right of
referral to the Office of the Independent Adjudicator (OIA).
Referral by the Student to the Office of the Independent Adjudicator (OIA)
The student may refer their case to the OIA. Further information on the procedure to
be followed can be found on the OIA’s website: www.oiahe.org.uk
The flowcharts that follow are for guidance only.
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Outline of procedures following allegation(s) of breaches of the
Student Code of Conduct and University Regulations
ALLEGATION OF A BREACH(ES)
REFERRAL TO A
SENIOR ACADEMIC
BREACH(ES)
SUSPECTED
ALLEGATION IS DISMISSED
MORE SERIOUS
BREACH(ES)
SUSPECTED
DISCIPLINARY
INTERVIEW
WITH SENIOR
ACADEMIC
DISCIPLINARY
PANEL HEARING
BREACH(ES)
PROVEN.
PENALTY(IES)
IMPOSED
BREACH(ES)
PROVEN.
PENALTY(IES)
IMPOSED
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Outline of procedures for appeal against the decision of the Senior
Academic and the decision of the Disciplinary Hearing.
PENALTY(IES) IMPOSED
BY SENIOR ACADEMIC AT
DISCIPLINARY INTERVIEW
PENALTY(IES) IMPOSED
AT DISCIPLINARY
PANEL HEARING
APPEAL SENT
TO UNIVERSITY
SECRETARY
APPEAL
REJECTED
UPHOLD
APPEAL
(in part or in full)
APPEAL
DISMISSED
APPEAL PANEL
HEARING
Procedure to appeal
against decision of
Appeal Panel
APPEAL SENT TO CLERK OF
BOARD OF GOVERNORS
APPEAL
REJECTED
PAPER REVIEW CARRIED
OUT BY THE
VICE-CHANCELLOR
WHO WILL EITHER…
a) REFERS BACK TO A
NEW APPEAL
PANEL HEARING
UPHOLD
APPEAL
APPEAL
DISMISSED
Procedure to appeal
against decision of
new Appeal Panel
b) APPEAL TO
COMMITTEE OF THE
BOARD OF GOVERNORS
UPHOLD
APPEAL
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APPEAL
DISMISSED
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Students’ Mitigation Policy
Students studying FE awards, or those accredited by Professional Statutory or
Regulatory Bodies may be bound by alternative and/or additional policies. This policy
applies to Internally Assessed Programmes including those validated by the University
of West London and delivered at other locations.
1Definition
Mitigation may be defined as the taking into account of any circumstances
that were not within the foresight and control of the student and which the
University believes might adversely affect the academic performance of a
student.
2
General Principles
2.1For any academic award the University must be satisfied that the student has
provided sufficient evidence that the required learning outcomes, as laid down
in the module specification and course requirements have been met.
2.2A student presenting a case for mitigation must provide appropriate evidence in
the form of medical certificates, statements from professionals etc.
2.3The consideration of any student claim is on the basis of supporting the best
interest of that student, within the framework of the University Regulations.
2.4It is not automatic that unforeseen circumstances will result in any special
consideration of a student.
2.5Information regarding personal circumstances of students should be treated
as confidential. Knowledge of the detail of a student’s circumstances should
be restricted.
2.6The professional view of external authorities (eg counsellors, doctors) and
internal authorities (eg counsellors, nurses) should be respected.
3
Mitigating circumstances
Circumstances that could lead to a successful mitigation plea include the
following:
(i) Ill-health – physical or mental
(ii) Severe financial hardship ie over and above that experienced by all students
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(iii) Emotional/personal difficulties – eg bereavement
(iv) S pecial needs ie where the student’s disability comes to light for the first
time at assessment
(v) Unavoidable absence from the University – eg requirements of employer
(vi) Unavoidable absence from domicile – eg eviction
(vii) Other serious circumstances which could not be foreseen by the student.
Note: Examples in these regulations are for illustration only and are not intended to be
definitive or exhaustive.
4Consistency
Consistency can be assured by three means: the involvement of as few people
as possible in making judgements; judgements taking place on the basis of
overt evidence supplied by the student; and ensuring that all mitigation boards
follow the policy, regulations and guidelines laid down by the University.
5Mitigation Timing
Mitigation may need to be taken into account at various stages of a course.
Mitigation must be submitted by due dates which will be published annually.
The student’s circumstances will be taken into account at the Award Board and
Student Progress Board.
6Mitigation Results
Mitigation can result in:
(i) extension of submission deadlines
(ii) altering assessment requirements eg allowing further resits/resubmission
(iii) changing assessment type
(iv) awarding aegrotat passes
Mitigation Regulations
Regulations governing mitigation are contained in both the Undergraduate and
Postgraduate Supplements to this Handbook.
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Student Complaints Procedure
1
General Principles
1.1The University seeks to maintain high standards in its provision of courses,
services and facilities to students. The University has established its student
complaints procedures to deal with legitimate complaints from students in a
fair, prompt and efficient manner.
1.2Complaints will be addressed through a two stage process. Stage I: Informal
Resolution of Complaints and Stage II: Formal Complaints Procedure.
1.3All complaints will be dealt with without recrimination and no student will be
disadvantaged on account of raising a complaint. Students may complain
individually or collectively, where appropriate. Complaints will be investigated
objectively. Anonymous complaints will not be accepted.
1.4Where a complaint made by a student is believed to be frivolous, vexatious or
motivated by malice, the University reserves the right to take disciplinary action
against the student for breach of the Code of Conduct. This will be investigated
as a potential breach of Section 2.2. (c) of the Code:
Respect other members’ basic rights to work and live in a safe, secure
environment, free from anxiety, fear, intimidation and harassment.
1.5All complaints will be dealt with constructively and the student will be informed
of the outcome. Where a complaint is upheld, the University will make an
appropriate response including taking any necessary corrective action. Means
of redress include an explanation of actions taken or planned and written or oral
apologies.
1.6All complaints will be dealt with in confidence with the proviso that any
person about whom a complaint is made shall be supplied with a copy of the
complaint. A student may be asked to attend an interview with the member of
staff investigating their complaint.
1.7A record of Stage II complaints received from students and the means of
resolution will be kept by the University Secretary and reported annually to the
Academic Board as part of the University’s monitoring and quality assurance
processes. No information that will identify any individual will be available
within the report.
1.8A student may seek advice from the Students’ Union when making a complaint
and may be accompanied by another student or a representative, for example
an officer of the Students’ Union, in any meeting that takes place in connection
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with a complaint he/she has lodged. However, under no circumstances may the
student be represented by an external organisation. Under no circumstances
shall the costs be re-claimable save for expenses in exceptional cases.
1.9For students under 18 or vulnerable adults additional support may be provided.
1.10Advice on whether the complaints procedure applies and how it operates may
be sought from the Pro Vice-Chancellor (Academic and Student Services) or
their nominee, or the Students’ Union.
1.11Where a complaint is upheld the University will reimburse the student upon
production of receipts for incidental expenses (eg travel and subsistence) that
have been necessarily incurred by the student in the resolution of their complaint.
If a complaint is not upheld the student will be informed of the reason(s) for that
decision. The University may in its discretion reimburse the student upon production
of receipts for incidental expenses necessarily incurred by the student in putting
forward their complaint if satisfied that the complaint was made in good faith.
2
Scope of the Complaints Procedure
2.1This procedure is designed to deal with complaints arising from:
i p
rovision of academic services described in the University’s publications
including teaching, content of courses, support for learning
ii incorrect or misleading information about services provided by the University
iii provision of other University services described in literature published by the
University
2.2 The student complaints procedure does not cover the following:
i any matters relating to examination and assessment procedures or academic
appeals. Information regarding the Appeals System is published in the Student
Handbook
ii d
isciplinary issues. Information regarding breaches of the Code of Conduct is
published in the Student Handbook
iii admissions procedures prior to enrolment as a student of the University.
Information regarding complaints about the Admissions Process is published
on the website www.uwl.ac.uk/admissionspolicy
iv complaints about the Students’ Union. Information regarding complaints
about the Students’ Union is published on the Students’ Union website
www.westlondonsu.com
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v complaints about student accommodation that is not University owned and/
or controlled. Information about how to make a complaint can be obtained
from the University Accommodation Service
vi c omplaints about the behaviour of other students. Information regarding
breaches of the Code of Conduct is published in the Student Handbook
vii u
nacceptable behaviour of University staff.
2.3If a student wishes to make a complaint about the behaviour of another
student or about unacceptable behaviour of University staff, this should be
addressed to the University Secretary in the first instance. The University
Secretary shall consult as appropriate and shall determine the correct student or
staff procedure or policy to be followed. Such determination shall be final (see
also Section 6 below).
The student may seek guidance from the Pro Vice-Chancellor (Academic and
Student Services) and/or the Students’ Union.
2.4This procedure applies to all students of the University of West London unless
students are studying courses in other institutions, which are franchised or
accredited by the University of West London, these students should use the
procedures that are in place in that institution. Once the student has exhausted
the procedures in place at their institution, they may raise a formal complaint
with the University. (See Stage II below).
3
Stage I: Informal resolution of complaints
3.1If a student requires advice or wishes to discuss the matter before making a
complaint he/she should consult his/her personal tutor, a student representative
or an officer of the Students’ Union.
3.2The complaint may be made orally or in writing, normally within ten working
days of the incident or action from which the complaint arises, or in any event
as soon as possible.
3.3 Most complaints will be resolved informally by an appropriate member of staff.
3.3The member of staff to whom the complaint is made will investigate or refer the
complaint and a response will be made to the student either orally or in writing,
normally within ten working days.
3.4If the student is dissatisfied with the outcome of this informal procedure, then
they should follow the procedures described in the formal complaints procedure
below.
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4
Stage II: Formal complaints procedure
4.1A complaint under this procedure should be made to the University Secretary,
in writing, normally within twenty working days of the incident or action from
which the complaint arises, or the outcome of the informal resolution.
The following details must be provided:
a full statement of the complaint
brief details of the steps already taken to resolve the complaint
reasons for the student’s dissatisfaction with the attempts to resolve the
complaint
what the student would like done
what remedy the student is seeking
a copy (not original documents) of any documentary evidence the student
wishes to submit
the student’s name and the University student ID number
full contact details for the student (including preferred method of contact eg email)
whether the student has representation and if so whom
The complaint should be addressed to the University Secretary, University of
West London, St Mary’s Road, London W5 5RF or university.secretary@uwl.ac.uk
4.2The University Secretary will determine whether all the necessary information
has been provided and may contact the student requesting additional details
and evidence. In all cases, the University Secretary will acknowledge receipt of
the complaint.
4.3The University Secretary will forward the complaint to the appropriate area(s)
who will investigate the complaint using the information provided by the
student in their written statement of the complaint. A response will be sent to
the student in writing within twenty working days of the full complaint being
received by the University. The response sent to the student must be copied to
the University Secretary and all relevant parties (including the Students’ Union
where applicable).
4.4In instances where it has not been possible to resolve the complaint within
20 working days for a legitimate reason, the relevant area investigating the
complaint shall write to the student and inform them of:
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• The name of the person investigating their complaint
• The reason for the delay
• The date by which the student will be notified of the outcome
The letter sent to the student must be copied to the University Secretary and all
relevant parties (including the Students’ Union where applicable).
4.5If the student is dissatisfied with the written response they have received, and
Section 5 below does not apply, the student may refer their case to the Office of
the Independent Adjudicator (OIA). Further information on the procedure can
be found on the OIA’s website: www.oiahe.org.uk. Guidance can be sought
from the Students’ Union.
5
Review of the handling of a complaint
5.1 If a student has reason to believe that his/her complaint has not been handled
fairly, objectively or in accordance with the procedures described above, he/
she should write to the Pro Vice-Chancellor (Academic and Student Services)
within twenty working days of the date of the outcome letter, setting out his/
her reasons. On the instruction of the Pro Vice-Chancellor, his/her nominee
will act as University Ombudsman and review the handling of the complaint
in the light of the student’s written statement and report in writing to the Pro
Vice-Chancellor within 15 working days. The Pro Vice-Chancellor may confirm
or rescind an earlier decision in the light of this report. The Pro Vice-Chancellor
will send a written reply to the student within 20 working days of receiving the
request for the review of the handling of the complaint.
5.2Dissatisfaction with the outcome of a complaint will not constitute in itself
grounds for a review.
5.3Following review, there will be no further opportunity to pursue the complaint
within the University.
5.4The student may refer their case to the Office of the Independent Adjudicator
(OIA). Further information on the procedure can be found on the OIA’s website:
www.oiahe.org.uk Guidance can be sought from the Students’ Union.
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6
Other procedures
6.1Should the student raise a complaint under 2.3 above or should the
investigation of any complaints reveal information which appears to show that
staff or students have acted in breach of University regulations, the matter will
be investigated through the relevant procedures.
6.2This includes, but is not limited to, assault or threatening behaviour,
victimisation, sexual harassment or abuse, racist, sexist, homophobic or antidisabled activity or behaviour; actions likely to cause injury or threaten safety;
and unauthorised disclosure of confidential information.
6.3If a complaint results in a hearing under another procedure or policy, the
complainant may be asked to give evidence at a hearing. In instances where the
complainant is not willing to give evidence, the University may not be able to
proceed with the case.
6.4Where the complaint results in a hearing under another procedure or policy,
the University must comply with the provisions of the Data Protection Act
(DPA). This means that the University may not be able to disclose full details of
this procedure and any outcomes to the student. Legally, there is a recognised
expectation that internal disciplinary matters of an individual will be private.
There is a high expectation of privacy between an employee and employer in
respect of disciplinary matters. If the University is unable to disclose the details
of the outcome to the student, the student will be informed of the reasons for
non-disclosure.
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Notes:
In these procedures a working day is any day when the University’s offices are
normally open. This excludes Saturdays, Sundays, all Bank Holidays and any other
designated periods of closure.
Where a student who is under 18 wishes to make a complaint and wishes a parent/
guardian to act on their behalf, the student will be required to give the University
written permission to disclose all relevant details to that parent/guardian in
accordance with the Data Protection Policy.
The member of staff responsible for investigating a complaint at any stage described
in the procedure may request the complainant to attend an interview as part of the
investigative procedure. The member of staff will agree a date, time and location
with the student and confirm this in writing. The complainant has the right to be
accompanied by a friend or representative, for example an officer of the Students’
Union, and must give notification in advance of the meeting of the name of the
person who will accompany them at the interview.
Any member of staff involved in the complaint who is also to attend the interview
must be identified in advance to the complainant. The member of staff may also be
accompanied by a representative.
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Appeals System
Academic Appeals
(Internally Assessed Programmes, including those validated by the University and
delivered at other locations).
1
Definition of an Appeal
1.1An appeal is a request from a student that a decision of a University
Assessment Board should be reviewed because it is believed that an injustice
has occurred.
1.2An appeal may only be made against a published assessment result that has
been confirmed by an Award Board/Student Progress Board.
1.3A successful appeal will result in the Award Board/Student Progress Board
reviewing its decision in the light of the new information provided by the
student; the original decision of the Award Board/Student Progress Board may
not necessarily be changed, however.
2
Grounds for appeal
2.1A candidate may appeal against a decision of the Award Board/Student
Progress Board on the following ground only:
a) that there was evidence that the assessment(s) were conducted in a way
that was not in accordance with the Regulations as published, eg that the
method(s) of assessment and/or examination differed in a significant manner
from that set out in the Course Handbook or module study guide.
2.2There are prescribed procedures for students to report mitigating circumstances
that they wish to be brought to the attention of the Award Board/Student
Progress Board. An appeal against the decision of the Mitigation Board should
be brought under the Mitigation Regulations (published in the supplement to
the Student Handbook).
2.3 Where a student believes that his/her academic performance has been
affected adversely through failings in the provision of a course or an academic
service, he/she should submit a complaint following the procedures set out in
the Students’ Complaints Procedures (page 117). No appeal will normally be
considered unless these procedures have been followed and
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i the case of the complainant has been upheld and
ii n
o adequate steps have been taken to mitigate the effects arising from the
matter of complaint.
2.4An appeal cannot be considered where matters of academic judgement are
involved. These remain the exclusive responsibility of the relevant Assessment
Board/Award Board/Student Progress Board.
2.5An appeal will not be considered for any of the following reasons:
a) The student did not understand or was not aware of the published
assessment regulations and procedures for a module, course or award.
b) The student was not aware of the published procedures for presenting
mitigating circumstances to the Award Board/Student Progress Board.
c) N
o valid reason has been submitted as explanation for not submitting
mitigating circumstances to the attention of the Award Board/Student
Progress Board.
d) T
he student suffered disturbance or illness during an examination and
did not report the circumstances to the Invigilator before leaving the
examination room nor did he/she report the circumstances in writing to the
Course Leader before the Award Board/Student Progress Board met.
e) T
he appeal is a disagreement with the academic judgement of an Award
Board/ Student Progress Board in assessing the merits of academic work, or in
reaching a decision on progression, or on the final classification of an award,
which has been reached in accordance with the published regulations.
f) T
he appeal is on the grounds that the provision of teaching, supervision or
guidance affected academic performance. In such circumstances a student
must submit a complaint in accordance with the Student Complaints
Procedure (page 117).
g) The appeal is received without good cause after twenty working days from
the date of the publication of the Pass List.
h) The appeal is judged to be vexatious or frivolous.
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3Procedures
3.1Before making a formal appeal, a student should make every effort to contact
his/her Course Leader to discuss the issue and ascertain if it can be clarified or
resolved without resort to formal procedures. The Chair of the Award Board/
Student Progress Board may be able to advise the student on the procedures of
the Award Board/ Student Progress Board and how a particular decision in the
individual’s case was determined.
3.2Any appeal must be submitted to the Academic Registrar in writing, together
with supporting evidence, as soon as possible and in any case not later than
twenty working days after publication of the Pass List. The written submission
must set out in full the reasons for making the appeal and will be treated as the
definitive statement of the appellant’s grounds for appeal. Students are advised
that they should consider using recorded delivery as proof of posting.
3.3The Academic Registrar will acknowledge receipt of the appeal in writing within
10 working days. If the appellant has not received an acknowledgement within
this time, he/she should contact the Academic Registrar immediately.
3.4The Academic Registrar will, in consultation with the appropriate Course Leader
and a Senior Academic from another School, evaluate the evidence presented
in each case to determine whether the case falls within the Appeals rubric, and
whether the evidence presented constitutes grounds for appeal (see paragraph
2 above). In the light of this evaluation they will determine whether the case
shall be submitted to the Appeals Committee.
3.5If the appeal is not to be considered by the Appeals Committee the Academic
Registrar will send written notification to the student (in the form of a
Completion of Procedures Letter) within fifteen working days of the appeal
being received stating the reason(s) why the appeal is not to be considered. The
Appeals Committee will receive from the Academic Registrar a record of any
appeal received which will not be considered by the Committee together with a
statement of the reasons for disallowing it.
3.6The Chair of the Appeals Committee is empowered to take executive action in
respect of a given case if in his/her opinion delay for consideration by the full
Committee might act to the detriment of the appellant. All such executive action
must be endorsed by the full Committee as soon as practicable thereafter.
3.7The Appeals Committee will receive, as a matter of report, the list of appeals
received but not referred to them for consideration upon which executive action
was taken and will receive details of how these cases were resolved.
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3.8Where the case is to be referred to the Appeals Committee, the appellant will be
informed in accordance with the procedures set out in Paragraph 5 below.
3.9The appellant may request a personal hearing and be accompanied by a friend
or representative, for example an officer from the Students’ Union, who may
speak on his/her behalf.
3.10The Appeals Committee will determine whether a case warrants reference
back to the relevant Award Board/Student Progress Board with a request to
reconsider the case in the light of evidence, which will be stated.
3.11Should the Appeals Committee decide that a case does not exist in an appeal
against a decision of the Award Board/Student Progress Board, resulting in the
exclusion of the appellant from the University or the course, the appellant shall
have the final right of appeal to the Board of Governors, or a committee thereof.
The appellant must enter this appeal within ten working days of notification of
the Appeals Committee’s decision. In exceptional circumstances, eg absence
abroad or
3.12The decision of the Award Board/Student Progress Board on any case referred
to it for reconsideration by either the Appeals Committee or the Board of
Governors (or a committee thereof) will be final except that where any such
decision affects a result already reported to an awarding body, the revised
decision will be subject to confirmation by that body.
4
Composition of the Appeals Committee
4.1 The Appeals Committee shall consist of:
• The Pro Vice-Chancellor (Academic and Student Services) or nominee
• T
wo members from Schools, at least one from the relevant School as
appropriate (excluding the Chair of the relevant Award Board/Student
Progress Board)
4.2A quorum to be two and the Chair (or his/her nominee).
4.3 The University Secretary will nominate a Clerk to the meeting.
4.4Anyone who is directly connected with the appellant, his/her course, or the
preparation of his/her case shall not be eligible to serve.
4.5The Appeals Committee has authority to make decisions without reference to
the Academic Board but must report its decisions to the Board annually.
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5
Appeals Procedure
5.1 The Chair of the Appeals Committee will:
i determine the composition of the Appeals Committee;
ii determine the date of the meeting;
The Clerk of the Appeals Committee will:
i advise all those concerned of i) and ii) above;
ii s end all members of the Appeals Committee copies of supporting evidence
arising from paragraph 5.2 below marked CONFIDENTIAL, together with any
other relevant documentation.
5.2The Chair of the Appeals Committee shall give at least five working days notice
in writing to the appellant by way of personal delivery or recorded delivery to
his/her last recorded address, such notice stating:
i the membership, date, time and place of the sitting of the Appeals Committee
ii t hat he/she has a right to be heard at the hearing accompanied, if he/she so
wishes, by a friend or a representative, for example an officer of the Students’
Union, who may also be heard
iii that he/she has a right to submit a written statement or written evidence for
the consideration of the Appeals Committee
iv that responsibility for informing witnesses that he/she proposes to call of
the details of the sitting of the Appeals Committee and for securing their
attendance at the hearing rests with him/her
v that the Clerk of the Appeals Committee should be informed as soon as
possible of the names of the witnesses he/she proposes to call and, if he/
she wishes to be accompanied by a friend or representative, the name of the
person who will be accompanying her/him
vi that the appellant is expected to acknowledge receipt of the notification
and that any objection to the place, time or membership of the Appeals
Committee must be lodged immediately stating the grounds of the objection,
but that any change to the arrangements will be solely at the discretion of the
Chair of the Appeals Committee
vii a
warning that if the appellant fails to attend the hearing, the meeting of the
Appeals Committee will normally proceed in his/her absence.
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6Hearing
6.1The Clerk to the Appeals Committee shall keep a record in the form of decision
Minutes of the proceedings.
6.2 Evidence shall be taken in the following order:
a) The appellant
b) Witnesses in support of the appellant
c) T
he Chair of the Assessment Board/Award Board/Student Progress Board, or
his/her nominee
d) W
itnesses in support of the Chair of the Award Board/Student Progress Board.
6.3Members of the Appeals Committee shall have the right to put questions to any
persons attending the hearing.
6.4The appellant, his/her friend or representative, for example an officer of the
Students’ Union, and members of staff who are concerned in the appeal, shall
have the right to be present during the taking of the evidence. The appellant
or his/her representative and the Chair of the Award Board/Student Progress
Board shall have the right to put questions to the witnesses and to each other
through the Chair of the Appeals Board and at his/her discretion. Furthermore,
any person whose conduct is called into question in the written statement of
the appellant shall have the right to speak at the Appeals Committee.
6.5The papers of the Appeals Committee will be strictly confidential to the
participants in the hearing, save in exceptional circumstances where the
Appeals Committee, with the agreement of the appellant, decides otherwise.
6.6Where the appellant does not appear at the hearing, the Appeals Committee
may proceed to deal with the appeal in his/her absence, provided the Appeals
Committee is satisfied that the appellant has been properly notified of the
sitting of the Appeals Committee in accordance with the procedures described
in Paragraph 5 above.
6.7In considering its decision, the Appeals Committee shall sit in private and may
have the Clerk present.
6.8The Appeals Committee shall inform the appellant, if he/she is present, of its
decision at the end of the hearing. In any case, within five working days the
Chair shall notify him/her in writing of the decision.
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6.9Within five working days of the hearing the Chair of the Appeals Committee shall
write to the Chair of the Assessment Board concerned informing him/her of the
decision and the action he/she must take, if any (see Paragraph 3.11 above). Such
actions, where required, will normally be completed within 13 weeks.
6.10Where an appeal is upheld, the University will reimburse the student upon
production of receipts for incidental expenses (eg travel and subsistence) that
have been necessarily incurred by the student in attending the appeal hearing.
7
Appeals to the Board of Governors
7.1In the case of rejection of his/her appeal by the Appeals Committee, the
student shall have the right to appeal to the Board of Governors.
7.2Appeals may be brought on one or more of the following grounds:
(a) t hat the formal procedures set out in Paragraphs 3 to 6 above were not
properly carried out and that any such procedural defect could have been
expected materially to have affected the decision of the Appeals Committee
(b) that the findings of fact in support of the Appeals Committee’s decision
were manifestly perverse
(c) t hat the finding of the Appeals Committee was not commensurate with the
published regulations governing the student’s course
(d) t hat new evidence has been brought forward which was not available at the
hearing and which could have been expected materially to have affected
the decision of the Appeals Committee.
7.3The Clerk to the Board of Governors will determine whether a case warrants a
referral back to the Appeals Committee with a request to reconsider the case in
the light of evidence, which will be stated.
7.4The Clerk to the Board of Governors must reject any appeal against the decision
of the Appeals Committee which has not been lodged within ten working days
of the decision of the Appeals Committee (see paragraph 3.12 above) or which
does not show one or more of the grounds specified under 7.2 above. In that
event the Clerk will give written notification to the appellant within ten working
days of his/her decision and the reasons therefore.
7.5The Appeals Procedure and Hearing shall then be as for the Appeals Committee
(Sections 5 and 6 above) save that: Paragraph 5.1 shall read: “The Chair of the
Appeals Committee shall report the appellant’s request to the Clerk to the Board
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of Governors who shall inform the Chair of Governors of the appeal and the Chair
shall authorise the Clerk to convene the Board of Governors Appeals Committee
to hear the appeal at a date appointed.” Paragraph 5.2 shall have an addition
to clause iii): “and that this written statement shall include any new evidence not
presented to the Appeals Committee”. The Clerk shall then proceed in the manner
laid down in the Appeals Procedure from paragraphs 5.2.i.
7.6The membership of the Board of Governors’ Appeals Committee shall not
include any Governors who are either staff or student Governors.
7.7The decision of the Board of Governors’ Appeals Committee shall be final.
The student may refer their case to the Office of the Independent Adjudicator
(OIA). Further information on the procedure can be found on the OIA’s website:
www.oiahe.org.uk. Guidance can be sought from the Students’ Union.
8
Progression of an appellant pending the outcome of an appeal
8.1The decision of an Award Board/Student Progress Board remains in force until it
is formally notified to have been rescinded. Any student awaiting the outcome
of an appeal must
io
bserve any requirements following referral by the Award Board/Student
Progress Board for resubmission of work or resitting an examination;
ii t ake responsibility for failing to comply with any of these requirements.
8.2A student will normally be allowed to progress within the regulations of the
University Modular Credit Accumulation Scheme pending the outcome of an
appeal unless there are circumstances preventing it.
8.3The right to progress is intended solely to ensure that there will be no academic
disadvantage to an appellant arising from the outcome of an appeal that
has been upheld. A failed student whose appeal is not upheld by the Appeals
Committee or whose assessment outcome is not changed as a result of
appeal shall have no rights to continue further on the course following the
outcome of the appeal where the regulations of the University’s Modular Credit
Accumulation Scheme prohibit this.
8.4Fees will not be payable by a student who is allowed to continue studies
only pending the outcome of an appeal and who has not otherwise met
the requirements for progression within the University’s Modular Credit
Accumulation Scheme. Where such a student is allowed to continue his/her
studies following the decision of the Appeals Committee, the appropriate fees
will become due immediately.
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Note:
1In these procedures a working day is any day when the University’s offices are
normally open. This excludes Saturdays and Sundays, all Bank Holidays and any
other designated periods of closure.
2In the absence (eg leave or illness) from the University of any person holding a
post identified in these procedures, a nominated member of the University staff
will deputise.
The flowchart below is for guidance only.
Academic Appeals Process
STUDENT DISCUSSES ISSUE
WITH PROGRAMME LEADER
STUDENT SUBMITS APPEAL TO
ACADEMIC REGISTRAR
ACADEMIC REGISTRAR
EVALUATES EVIDENCE
COMPLETION
OF PROCEDURES
LETTER ISSUED
ACADEMIC REGISTRAR
NOTIFIES STUDENT APPEAL
WILL NOT BE CONSIDERED
ACADEMIC REGISTRAR
REFERS APPEAL TO THE
APPEALS COMMITTEE
APPEALS COMMITTEE HEARING
APPEAL REJECTED
APPEAL UPHELD – REFERRED
BACK FOR RECONSIDERATION
APPEAL TO BOARD OF
GOVERNORS (IN LIMITED
CIRCUMSTANCES)
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Student Concern Procedure
For FE students only
1Introduction
The University staff will identify causes of concern with student performance
and offer appropriate additional assistance. This will particularly relate
to attendance, punctuality, engagement with and completion of work,
or behaviour affecting the student’s learning or that of others. All other
matters that would normally fall under the Student Code of Conduct will
be addressed by the procedures in the Student Code of Conduct. For the
avoidance of doubt a decision as to whether the Student Concern Procedure
or Code of Conduct shall be followed is a decision of the University and such
decision is final.
2Process
2.1If there is not the necessary improvement within a reasonable period of
time (this will be determined by the member of teaching staff concerned), a
concern note will be issued by the member of staff that will be forwarded to
the student’s Personal Tutor.
2.2The student’s Personal Tutor will arrange to meet with the student. The
Personal Tutor will try to help the student to resolve the problem and the
student will receive a copy of the concern note outlining the action points
and target dates for improvement.
2.3If the problem persists, or if more concern notes are raised, the student will
be asked to attend a meeting with a Field Leader and also where appropriate
his/her Personal Tutor. A student may be accompanied by a representative,
eg from the Students’ Union. Under no circumstances may the student be
represented by an external organisation. If the student is under 18, a letter
will be sent to the student’s parent/ guardian informing and inviting them to
attend the meeting. If the student is under 16 the meeting will not take place
in the absence of the student’s parent/guardian. Every effort will be made to
offer the student further help or counselling to enable him/her to continue on
his/ her course. The outcome of this meeting will be recorded as a mutually
agreed action plan where possible otherwise the procedure in 2.4 below will
be followed.
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2.4Another meeting will be immediately arranged between the student, a
Field Leader and also where appropriate his/her Personal Tutor and/or
representative if:
• The University and the student are unable to mutually agree an action plan
• T
he student makes no attempt to act on the concerns raised within the agreed timeframe
• T
he student receives a further concern note which will be treated as a final
warning note.
2.5If, after a second meeting with the Field Leader no progress has been made,
then the Head of School will be notified and if the student has not fulfilled
the obligations set out in his/her mutually agreed action plan then, the
student will be regarded as having withdrawn him/herself from the course.
3Review
3.1Where a student has reason to believe that her/his case has not been
handled fairly, objectively and in accordance with the procedures described
above, s/he should write to the University Secretary setting out his/her
reasons. On the instruction of the University Secretary, a Senior School
Manager will act as University Ombudsman and review the handling of the
concern in the light of the student’s written statement and report in writing
to the University Secretary within fifteen working days. The University
Secretary may either uphold the original process and outcomes or set
corrective actions in motion. S/he will send a written reply to the student
explaining this within twenty working days of receiving the request for a
review. Such decision shall be final.
3.2The student may consult a representative of the Students’ Union for advice
and guidance on this procedure.
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Declaration by Occupational Health and Safety Management for
the University Relating to Safe Learners
The University of West London accepts its legal duties and responsibilities with regard
to health, safety and welfare of its staff and students, whilst providing accessible and
effective academic learning through a range of methods provided on and off site
such as:
• w
ork-based learning,
• e xtended work experience,
• a
dult learning,
• p
lacement,
• e ducational visits and other vocational learning.
The University seeks to provide a safe, secure, healthy, supportive and quality
environment for its diverse learners whether they are on or off site.
To further this aim, the concept of a “Safe Learner” is fundamental to the University’s
teaching and learning process.
The definition of a Safe Learner is set out in Annex 1 of this document. The University
has established an Occupational Health and Safety (“OHandS”) Management System
(as defined by the HSE – HSG65), which sets the objectives, responsibilities and
performance criteria concerning its obligations with regard to Health and Safety to
help ensure that each learner has the opportunity to become a safe learner.
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This declaration is to reinforce the OHandS management system through the
declaration that the University aims to:
• e nsure that students are equipped with information, instruction, training and
supervisory support necessary to ensure they become ‘Safe Persons’;
• o
btain evidence from off site providers and employers that their arrangements
for Health and Safety are suitable and sufficient for ensuring a safe working
environment for learners (‘Safe Place’);
• w
ork in partnership with the relevant organisations to ensure continued
improvement in Health and Safety standards;
• p
rovide regular employer and learner monitoring taking appropriate and necessary
action when expected standards are not maintained;
• p
romote the Health and Safety principles as a course requisite ensuring the
teaching of risk education and awareness (‘Safe Systems’) is embedded in the
learner culture;
• e mpower the learner to demonstrate they are capable to carry out work activities
in their chosen working environment in a safe manner.
These aims foster a secure health and safety culture that allows learners to achieve
their full learning potential, becoming safe, healthy workers. In compliance with the
OHandS Management System, this declaration is reviewed constantly and annually
audited to ensure it reflects the required standards.
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Annex 1
Safe Learner, Safe Person, Safe Place
The safe learner concept has become embedded in the Skills Funding Agency’s
approach to learner health and safety. In addition, the concept has wide support –
including the DfES and the HSE.
The ‘safe learner’ is an evolving concept, but in simple terms means that learners,
through the quality of their learning experience, gain an understanding of the
importance of health and safety, the identification and control of risk, and develop a
set of, safe behaviours – ie learners play an active part in the process and develop a
practical, transferable skill from their experience.
The primary duty of care for health and safety of learners and staff is the
responsibility of ‘the provider’ organisation contracted with the Skills Funding Agency
(SFA) to deliver adult and community learning through a funding agreement.
The University through its contract with the SFA must secure the concept of the safe
“learner”, “safe place” and “safe person” in respect of health and safety on SFA funded
courses. It is made clear in this agreement that should an accident occur it is the
University that is liable not the SFA through the contracted commitment to the SFA
concepts (declaration).
Integrating the safe learner concept into induction and learning courses should enable
the University to demonstrate that they are adding value to the learning experience.
Research has identified key influences on behaviour of the learner and supervisor tutor
and the skills needed by an effective supervisor/tutor. To summarise, the overriding
difficulty is not in giving health and safety messages or training to learners, it is in
ensuring a satisfactory transfer of learning to the workplace and an impact on safe
behaviour (Safe Person).
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All providers who are contracted to provide learning to people must declare that they
will ensure through their own health and safety policies, procedures and guidance that
steps have been taken to achieve the objectives of their training contract with the SFA
and that they will:
• p
rovide and maintain high standards of health and safety for learners and staff,
(Safe Place)
• p
rovide learners, through the learning experience, an understanding of the
importance of health and safety, so that they develop a set of safe behaviours,
(Safe Learner)
y the time they leave the University they must have been properly trained and behave
B
in a way that ensures safety, they are then said to be competent, (Safe Person)
The term ‘provider’ is taken to mean a University, college, community group, employer
offering training, organisation that contracts and sub-contracts for education and
training, school, training company, or voluntary organisation.
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Data Protection Policy
General Policy Statement
In order to operate and to fulfil its legal obligations, the University needs to collect
and use certain types of information about people with whom it deals. These
include current, past and prospective students, suppliers, and others with whom it
communicates. This personal information must be dealt with lawfully and correctly
however it is collected, recorded and used – whether on paper, in a computer, or
recorded on other material. All information containing personal data must be carefully
classified and protected against unauthorised access, accidental loss or destruction,
modification or disclosure.
The University regards the lawful and correct treatment of personal information as
important to successful operations, and to maintaining confidence between those
with whom we deal and ourselves. To this end we are committed to the principles of
data protection, as stated in the Data Protection Act 1998 (“the Act”).
For further information, please see the Data Protection Policy
www.uwl.ac.uk/policies
Freedom of Speech and ‘No Platform’ Policy
1Any member of the University (staff and student) organising an event which
is to take place on University premises must give advance notice to the ViceChancellor. Disruptive conduct aimed at denying anyone freedom of speech
or denying anyone the normal use of the University on the grounds of their
views or beliefs is prohibited. A Code of Practice on Freedom of Speech is
available from the Clerk to the Board of Governors.
2The University’s ‘No Platform’ policy states that the University will not
afford a platform to organisations or individuals who are likely to endanger
the safety or liberty of any other member of the University community
by virtue of their age, colour, creed, disability, ethnic or national origin,
family responsibilities, gender (including gender reassignment), marital
status, political beliefs, race, religion and belief, sex (including sexuality and
sexual orientation), socio-economic background, or any other grounds of
discrimination (current or subsequently enacted). Please see:
www.uwl.ac.uk/policies
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Equality and Diversity Policy
Policy Statement
The University is committed to a policy of equal opportunities. It is the University’s
aim that all people are treated fairly on the basis of merit regardless of age, disability,
gender reassignment, marriage and civil partnership, pregnancy and maternity , race,
religion or belief, sex, sexual orientation, socio-economic background, or any other
grounds of discrimination (current or subsequently enacted).
The University recognises that members of staff and students may have a range
of aspirations and goals and wishes to provide a positive working and learning
environment where diverse skills and experiences are applied to learning and teaching,
support services, research, consultancy, administration and management.
All staff and students should have equal access to the full range of institutional
facilities and adjustments to working and learning practices are considered wherever
appropriate in order to accommodate a more diverse University community.
An Equality and Diversity Policy cannot succeed without the active support of the
entire University community. The Board of Governors has ultimate responsibility,
managers have direct day to day responsibility, and all members of staff and students
have personal responsibility for its implementation.
Equality and Diversity are integral to policy formulation, planning and projects and
courses. In order to fulfil our public sector duties under current legislation, Impact
Assessments and monitoring will be undertaken.
This policy can be accessed at: www.uwl.ac.uk/equalitydiversity
Student Intellectual Property Policy
www.uwl.ac.uk/policies
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Section 3 – University Regulations, Policies and Procedures
Fee Payment and Debt Collection
1Introduction
1.1The University needs a policy towards its debtors, which takes account of
both the needs of the student, and the University’s need to ensure collection
of debt in an efficient and timely manner.
1.2The policy of the University covers all types of debtors that come under the
following headings:
• Self payers (ie those who pay all their own fees)
• Full-time undergraduates from the United Kingdom/EU (‘home’ students)
• All students other than home full-time undergraduates
• F ees paid by Local Education Authorities (LEAs) and the Student Loans
Company (SLC)
• Fees and other work paid by organisations (eg employers).
1.3Students are personally responsible for their fees even if there is a sponsoring
Organisation.
1.4The Government requires that no tuition fees be charged to 16-18 year
old ‘home’ students on Learning and Skills Council (LSC) funded courses.
Students must be aged 16 years prior to commencement of a learning course
and under 19 years on 31 August in the calendar year the course starts. Such
students may be expected to pay for material or equipment.
2
Self Payers
2.1All students other than home full-time undergraduates and full-time overseas
students.
Payment in Full
Students will be able to pay an early settlement fee if payment is made in full
on the day of registration excluding fees of £250 or less, single modules and
courses lasting less than an academic year (less than 30 teaching weeks).
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Instalment option
2.1.1Students can pay their fees in instalments if a University of West London
payment plan is set up at the time of enrolment. Under this plan the balance
must be paid by a maximum of three instalments. The instalments must
be paid on the first day of each month. For example, a student registering
in September would pay 50 per cent prior to enrolment, followed by three
instalments 1 October, 1 November, and 1 December. All instalment options
are subject to a £50 administration charge payable in advance.
Withdrawals/Refunds
2.1.2The structure of refunds upon withdrawal will be as follows, based on the
assumption that the fee has been paid in full:
• O
fficial withdrawal during any part of the first month of the start date of
the course: 50% of the total fee payable 50% refundable.
• O
fficial withdrawal during any part of the second or third month of the
start date of the course: 70% of the total fee payable 30% refundable.
• O
fficial withdrawals after the third month of the start date of the course:
100% payable no refund.
Official withdrawal is the receipt by the School of a signed official withdrawal
form. Approval to amend fees can only be authorised by the Heads of
Schools or their nominated deputy. This function/authority cannot be further
delegated for any reason. All refunds are subject to an administration fee.
An applicant is permitted one deferral until the next available enrolment date,
unless mitigating circumstances are judged to apply by the Head of School,
or a person delegated to act on their behalf. The structure of the refund for
withdrawals after deferral will be as the refund policy previously stated.
2.1.3Students who wish to withdraw from a programme of study and transfer
to another programme within the University which has been agreed by the
school should submit a official Withdrawal/ transfer form. Where there is a
difference in tuition fees the relevant adjustment will be made and invoiced/
refunded as necessary.
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2.1.4In cases where a self paying student defers his/her study to the next
academic period prior to the end of the first month, 50 per cent of the total
fee can be used as part payment against fees for that next academic period
if the student returns to study within one year of the deferral date. The 50%
is not refundable or transferable should any student decided not to return.
On return from deferral the current years fees will be charged to all students,
2.1.5There will be no refunds on Further Education short courses, single modules
(including Associate modules), courses lasting less than an academic year
(less than 30 teaching weeks) or for fees of £250 or less other than when the
University cancels a course. Short courses are those designated as such by
the University.
2.1.6Where there are no refunds for students, but where there is a serious
complaint, students should put their complaint in writing to the Head of
School in the first instance.
2.1.7
Distance Learning
Where a student enrols on a Distance Learning course and officially
withdraws from the course the full fee for all completed/assessed modules
will be non refundable.
2.1.8
Overseas students
All full-time overseas students will be required to pay a non refundable deposit
equal to 50% of the first year fee, payable in advance. Where the student is
sponsored by their government and the University has received appropriate
confirmation of sponsorship, the requirement to pay the deposit will be waived.
Payment in Full
The balance can be paid in full on or before the stated enrolment date to qualify
for an early settlement discount excluding fees of £250 or less, single modules
and courses lasting less than an academic year (less than 30 teaching weeks).
Instalment Option
Students can pay their fees in instalments if a University of West London
payment plan is set up at the time of enrolment. Under this plan the balance
must be paid by a maximum of three instalments. The instalments must be
paid on the first day of each month. For example, a student registering in
September would pay 50% prior to enrolment, followed by three instalments
1 October, 1 November, and 1 December. All instalment options are subject
to a £50 administration charge payable in advance.
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2.1.9Withdrawals / Refunds
The structure of refunds upon withdrawal will be as follows, based on the
assumption that 100% of the fee has been paid and the University has
received a copy of the returning student’s passport displaying a valid re-entry
date stamp into their home country.
• O
fficial withdrawal during any part of the first month of the start date of
the course: 50% of the total fee is payable 50% refundable.
• O
fficial withdrawal during any part of the second or third month of the
start date of the course: 70% of the total fee is payable 30% refundable
• O
fficial withdrawal after the third month of the start date of the course:
100% of the total fee is payable no refund.
Where a student commences a course of study with the university and a visa
extension is refused the fee for each completed module will be payable.
Official withdrawal is the receipt by the School of a signed official withdrawal
form. Approval to amend fees can only be authorised by Heads of School or
their nominated deputy. This function/authority cannot be further delegated
for any reason.
All refunds are subject to an administration fee.
2.1.10Deposits
Where a course stipulates that a deposit is payable in advance such deposits
are non-refundable or transferable unless the course is cancelled by the
University. All refunds are subject to an administration fee.
2.2
Full-time Undergraduate Home (United Kingdom/ EU) Students
Payment in Full
Until the University has received official notification or is shown an LEA/
SLC letter stating that either part or full fee payment will be made on the
student’s behalf, the student will be invoiced for the full amount. Students
not paying the full amount on registration will be required to set up a
payment plan to pay the full fee in instalments.
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Section 3 – University Regulations, Policies and Procedures
2.2.1
Instalment Option
Full-time Home/EU Undergraduates will be able to pay their fees in
instalments if a University of West London payment plan is set up at the time
of enrolment.
• The first instalment payable in October 2014
• The second instalment payable in January 2015
• The third instalment payable in April 2015
• A
ll instalment options are subject to a £50 administration charge payable
in advance.
2.2.2 1 Withdrawals / Refunds Full-time Home/EU Undergraduates only
For students enrolling in September/ October 2014 the structure of refunds
upon withdrawal will be as follows, based on the assumption that the fee has
been paid in full:
• Official withdrawals up to 6th January 2015: 25% of total fee payable.
• Official withdrawal up to 31st March 2015: 50% of total fee payable.
• Official withdrawal after 31st March 2015: 100% of total fee payable.
Official withdrawal is the receipt by the School of a signed official withdrawal
form. Approval to amend fees can only be authorised by the Heads of
Schools or their nominated deputy. This function/authority cannot be further
delegated for any reason. All refunds are subject to an administration fee.
Deferrals
An applicant is permitted one deferral only and that to be the next available
enrolment date, unless mitigating circumstances are judged to apply by the
Head of School, or a person delegated to act on their behalf.
The structure of the refund for withdrawals after deferral will be as the refund
policy previously stated.
3
Fees paid by Local Authorities (LEAs) / Student Loans Company (SLC)
3.1Where the LEA/SLC is paying for a course fee in part or full and the University
has not received official notification from the SLC, the student must provide
the Student Finance Entitlement Letter to the University on or prior to
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Section 3 – University Regulations, Policies and Procedures
enrolment. Students unable to provide a copy of their Student Finance
Entitlement Letter from the SLC will be required to set up a University of West
London payment plan at the time of enrolment.
3.2The University will invoice the LEA/SLC for its element of the cost, but the
student is still personally responsible for any outstanding debt. Debts may
be transferred to the student if the LEA/SLC reduces or withdraws a student’s
eligibility. If this happens the student will be notified.
3.3Students will be notified when there is a problem with the LEA/SLC making
the payment. LEAs/SLC is aware of the due date by which payment must be
made.
3.4Withdrawals / Refunds Full-time Home/EU Undergraduates only
For students enrolling in September/October 2014 the structure of refunds
upon withdrawal will be as follows, based on the assumption that the fee has
been paid in full:
• Official withdrawals up to 6th January 2015: 25% of total fee payable.
• Official withdrawal up to 31st March 2015: 50% of total fee payable.
• Official withdrawal after 31st March 2015: 100% of total fee payable.
Official withdrawal is the receipt by the School of a signed official withdrawal
form. Approval to amend fees can only be authorised by the Heads of
School or their nominated deputy. This function/authority cannot be further
delegated for any reason. All refunds are subject to an administration fee.
4
Fees paid for by other organisations
4.1
Home students
4.1.1Where a course fee is paid for in part or full by an organisation, the student
must provide a sponsorship letter from the organisation on or before
enrolment.
4.1.2The University will invoice the organisation for its element of the cost, but
the student is still personally liable for any outstanding debt. Debts may be
transferred to the student, who will be notified.
4.1.3Organisations will be invoiced following the enrolment of a student; payment
of fees is due immediately. Students will be notified in the event that there
is a problem with an organisation making the payment The University will
charge interest on any overdue debt each month until the debt is paid.
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175
Section 3 – University Regulations, Policies and Procedures
4.2
Overseas Sponsors
4.2.1The University must have received full payment of all fees during or before
registration from all overseas sponsors. An overseas student will be unable to
enrol until such time as full payment has been received. An individual student
is only eligible for one discount, where the University has reduced the total
fee by the awarding of a bursary, scholarship or any other means no other
discount will be applicable.
5Discounts
An individual student is only eligible for one discount where the University
has reduced the total fee by the awarding of a bursary, scholarship or any
other means. No other discount will be applicable.
6
Studio Fees
Studio fees are payable in advance prior to the start of the academic year
and are non refundable unless the University cancels a course.
7
Late Enrolment Fee
All students will be required to complete their enrolment during the designated
enrolment period prior to the start of the academic year. All students failing
to enrol prior to the start of teaching will be deemed to be late enrollers and
charged the late enrolment fee payable in advance of enrolment.
i) Enrolment during week one of teaching £10 late enrolment fee payable.
ii) E nrolment after week one of teaching £20 late enrolment fee payable.
8Sanctions
8.1Introduction
It is a term of the contract between the University and the student that the
student will ensure that all tuition fees and other expenses relating to the course
are paid. Where the student has failed to pay their fees/expenses, in accordance
with the contract, the University reserves the right to impose penalties.
In all cases the University will ensure that the penalty is proportionate to the
student’s default.
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8.2
Tuition fee debt
As part of the enrolment process students are required to complete the
University’s financial procedures. Students unable to do so will not be
enrolled on any course under any circumstances, unless previously agreed by
the Director of Finance or his or her nominated deputy.
a) Part enrolled (Mailweb) status: a student who has not completed the
financial part of their enrolment will have a part enrolled status and their
(Mailweb) status will be time limited. The University will not issue student
status letters or release student loans prior to students completing the
enrolment process. Students who have not completed their enrolment by 31
October will have their access temporarily suspended resulting in no access
to the University buildings or its facilities. Students will then have seven days
to contact the Credit Control team (see below) in order to address this issue.
Students who fail to contact Credit Control will be withdrawn from their
course without further communication from the University.
b) Prior year debtors: a prior year debtor is a student who has attended the
University during a previous academic year and whose fees, in full or in
part, have remained unpaid. Prior year debtors cannot enrol on any course
under any circumstances until such time as all debts have been paid.
c) S tudents who have previously defaulted on a payment plan may be refused
the opportunity to pay by instalments (at the sole discretion of the University).
d) I n exceptional circumstances only, it may be possible to reschedule the
debt via a payment plan. A £20 administration fee is payable for all
missed/declined instalments.
e) W
here a student has not paid an instalment by the due date, the student
must immediately contact the Credit Control team see below, to advise the
University why the debt has not been paid. Access to the University buildings
and facilities will be temporarily suspended two weeks after a missed
instalment date and immediately following a dishonoured payment.
f) If a student fails to contact Credit Control, avoids contact from Credit
Control or defaults on a revised payment plan, they will be recorded
on the system as a debtor, and access to the University and facilities
will be temporarily suspended until the situation has been resolved. In
these circumstances, the University reserves the right to withhold final
assessment marks. Students will only be notified of any resit requirements.
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Section 3 – University Regulations, Policies and Procedures
g) In the event of a debt remaining unpaid at the start of the second
semester, following a period of suspension, students will be withdrawn
from their course without further communication from the University.
h) Any re-admission after withdrawal will be subject to a re-enrolment fee.
i) If a student is withdrawn from their course, the University will notify
theappropriate authorities which may include the Student Loans Company
(SLC) or the UK Borders Agency (UKBA).
j) A
County Court Summons will be issued to recover all outstanding debts.
The University will seek to recover all additional costs.
k) A student in debt to the University will not be permitted to attend any
graduation or awards ceremonies and certificates will be withheld until all
debts to the University are paid in full.
Credit Control Contact Details:
Engin Eryilmaz – Credit Manager
020 8280 0239
Rashpal Chana – Credit Controller
A-G
020 8280 0285
Sharon Smith– Student Credit Controller
H-N
020 8280 0284
Kathy Hammond – Employer Credit Controller 0-Z
020 8280 0282
email: creditcontrolonline@uwl.ac.uk
8.3
Other Debts
In addition to tuition fees, students may be a debtor of the University in
respect of:
•
•
•
•
•
•
Library fines / Unreturned books
Studio fees
Equipment fines
Accommodation fines
ALF loans
Late enrolment fees
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Section 3 – University Regulations, Policies and Procedures
Where a student has failed to pay their debt within 14 days of the final payment
date, the student will be refused access to the relevant service eg a student who
fails to pay a Library fine will not be permitted to access the Library.
If the payment is not made by this date, the University will write to the
student informing them that the matter will be treated as an alleged breach
of the Code of Conduct.
The Code of Conduct states:
“ 2.2 The University expects its students to:
(g) P
ay all fees by the specified date and meet all outstanding debts, where
these exist.”
Full details of the Code of Conduct, Procedures and penalties for breach are
published in the Student Handbook. uwl.ac.uk/studenthandbook
9
Right of Appeal
Any student may appeal on the grounds of exceptional circumstances
against any sanctions taken against him/her for non-payment of a debt
to the Pro Vice-Chancellor. The decision of the Pro Vice-Chancellor as to
whether the student may be permitted to re-attend the University or not will
be final.
10
Credit Control Policy
All outstanding debt is subject to normal credit control procedures, as well as
specific sanctions stated in this policy. Further information may be obtained
from the Credit Control Team, telephone 020 8280 0282/0284/0285/0287
11
Effective Date
This policy becomes effective from 1 August 2014.
Student Handbook 2014-15
179
Index
Index
2014/2015 Teaching Calendar
Access to Learning Fund Accommodation
Alumni Association
Appeals System
Benefits
Careers and Employment Service
Car Parking Cash Machines
Campus maps
Catering Charter
Childcare advice
Confirmation of Student Status
Council Tax
Counselling Data Protection Policy Debt
Disability
Disability Information
Disabled Students Allowance
Email account
Equality and Diversity Policy
Faith/Chaplaincy Fee Payment and Debt Collection Fee Status Assessment Appeals
Freedom of Speech and
‘No Platform’ Policy
Funding Graduate Attributes Halls of Residence Health
Health and Safety Office
Health and Safety Statement of Intent Housing Advice (incl. Homelessness)
UWL Student ID Card International Students
IT Services
Learning Support
Legal Advice
Library
180
8
39
46
79
153
39
65
80
45
10
82
94
50
56
41
50
168
41
51
52
41
16
169
52
170
41
168
42
115
46
53
73
76
47
25
69
28
61
54
62
Lost Property
85
Money Matters 39
PebblePad and
Personal Developement Plans (PDP)
60
Pregnancy 54
Reception Services
85
Rent 47
School Offices
55
Security
78
Shuttle Bus
87
Sports Facilities 88
Student Training Restaurants
88
Student Complaints Procedure
146
Student Concern Procedure
162
Student Entitlement Declaration
113
Student Intellectual Property Policy 169
Student Loans
44
Students’ Mitigation Policy 144
Students’ Union
35
Suspending or Transferring your Studies/
Withdrawing from your Studies
64
Telephones
17
Volunteers
68
UCAS
64
University Regulations and
Student Code of Conduct 116
Visa Issues
71
Web based Services – MyRegistry
18
West London Online – Blackboard
60
Working – International Students
72
Published by:
Registry Services,
University of West London,
Designed by:
Moox Creative
Student Handbook 2014-15
Notes
Notes
Student Handbook 2014-15
181
uwl.ac.uk
0800 036 8888
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