College of Humanities and Social Science
Guidance on Administrative Processes for
Undergraduate Students
Session 2012/2013
CONTENTS
SECTION 1:
Introduction
Role of Associate Dean (Academic Progress)
SECTION 2:
Progression, Assessment and Academic Appeals
2.1
2.2
2.3
SECTION 3:
Absence, Interruption of Study and Withdrawal
3.1
3.2
3.3
3.4
3.5
SECTION 4:
Short Term Absence
Authorised Interruption of Study
New UK Border Agency Regulations
Withdrawal
Policy on Exclusion
Changes to Curricula
4.1
4.2
4.3
4.4
4.5
SECTION 5:
Adequate Progress
Academic Appeals
Special Circumstances
Changes to course enrolments after beginning of
Academic year
Change of Degree Programme (Transfers)
Concessions
CHSS General Degree
Exchange Programmes
Other Relevant Information
5.1
5.2
Distressed Students and Disruptive Behaviour
Death of a Student
SECTION 6:
Forms and Useful Links
APPENDIX 1:
Summary of procedures for considering requests from
students to suspend Honours study or to repeat Honours
courses due to special circumstances
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
Guidance on Administrative Processes for Undergraduate Students
Session 2012/2013
SECTION 1: Introduction
These guidance notes are primarily for the use of Undergraduate Personal Tutors and
Student Support Officers but will also be of interest and assistance to students.
These notes explain the College administrative processes involved in resolving individual
student cases. However, they should be read in conjunction with any specific and local
arrangements implemented by each School, since there will be some differences in the
implementation of this guidance to reflect the particular needs of each School. They
should also be read in conjunction with the University’s Standard and Guiding Principles for
Academic and Pastoral Support:
http://www.ed.ac.uk/schools-departments/academic-services/policies-regulations/policies
There is University Code of Practice regarding all third party enquiries relating to students.
This can be found at:
http://www.ed.ac.uk/schools-departments/records-management-section/data-protection/guidancepolicies/student-information/when-to-disclose/info-to-students
In brief, please note that you require the permission of the student to disclose any
information to any third party, including parents, grandparents, guardians and other
relatives.
Role of Associate Dean (Academic Progress)
In the College of Humanities and Social Science, the Associate Dean (Academic Progress)
is the primary source of academic advice for Personal and Senior Tutors on all matters that
cannot be resolved at School level. The Associate Dean (Academic Progress) also works
with the Dean of Students and the Director of Academic and Student Administration to
develop and implement College undergraduate on-course policy. The main responsibilities
of the Associate Dean (Academic Progress) are:
 Advise as may be necessary Senior Tutors/Directors of Teaching and Learning of the
Schools in CHSS and various Personal Tutors throughout the University
 Grant authorised interruption of study to undergraduate students
 Consider requests for transfers into the College and those transfers that require an
extension to the period of study
 Interview, as necessary, students who have not made adequate progress
 Work with the Academic Team in the College Office to improve progression monitoring
and reporting
 Advise, as may be necessary, on matters relating to CHSS General Degrees
 Consider requests for concessions (on behalf of College Undergraduate Learning and
Teaching Committee) and present requests for major concessions to Senatus
Curriculum and Student Progression Committee.
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Guidance on Administrative Processes for Undergraduate Students
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Associate Dean (Academic Progress): Mr Alan Brown, College Academic Office,
57 George Square
Academic Affairs Officer: Mrs Joan Kemp Tel: 50 3567 Joan.Kemp@ed.ac.uk
Secretary: Ms Helen Christie Tel: 50 4095 Helen.Christie@ed.ac.uk
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
SECTION 2: Progression, Assessment and Academic appeals
2.1
Adequate Progress
At the start of the academic year, when confirming student attendance and enrolling
students on courses, the relevant advisor should ensure that students have attained
the necessary passes and credits and that any deviations from the normal
curriculum are covered by a concession. “Adequate progress” is defined in General
Undergraduate Degree Programme Regulation 29. Where a student has not made
adequate progress, fact should be brought to the attention of the student and the
Personal Tutor.
With permission from their Personal Tutor, a student may carry a deficit of not more
than 40 credits from the first year into the second, and a deficit of not more than 40
credits from the second year into the third (Junior Honours). NO deficit can,
however, be carried into the fourth (Senior Honours) year.
2.1.1 First and Second Year Students Unable to Progress
Schools should identify students in years one and two who have failed to make
adequate progress following resit examinations. Where students are unable to
progress, Schools will arrange progression interviews.
Schools have authority to grant students permission to retake years one or two of
study on a part-time basis (taking courses totalling between 40 and 80 credits).
Where Schools wish to recommend that a student be allowed to retake years one or
two on a full-time basis, they should seek the permission of the Associate Dean
(Academic Progress) who will consider the case before making a decision on this
request. The Associate Dean (Academic Progress) may decide to interview the
student if he believes that the case is particularly complex.
Entry to Honours is a School matter. All Schools should have an appeals process in
place for those students who have failed to gain entry into Honours. Where
students do not meet the requirements for entry to Honours in their degree
programme, they should be advised by their Personal Tutor of the options available.
2.1.2 Honours Students Unable to Progress or Graduate
Where a student fails to complete Honours assessment and seeks a concession to
repeat Honours assessment or to retake an Honours year, permission is required
from the Associate Dean (Academic Progress) acting with delegated authority from
the Convener of the College Undergraduate Learning & Teaching Committee. For
concessions relating to Senior Honours, Senatus Curriculum and Student
Progression Committee approval will also be necessary. The Undergraduate
Assessment Regulations (44.1) require that the College only considers such
requests on the basis of advice from a Board of Examiners. It therefore follows
that College/Senatus is not in a position to consider a request until the examination
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
diet has been concluded and the Board of Examiners has met. In exceptional
circumstances, though, the Convener of the Board of Examiners may convene the
Board or a sub-committee of the Board (e.g. the Special Circumstances Committee)
at an earlier date in order to consider cases where there is clear documentary
evidence that the student will be unable to complete the forthcoming assessments.
In such cases (which are most likely to arise in March and early April), the Convener
must consult the Associate Dean (Academic Progress) in advance of convening the
Board. Any concessions recommended by the Board must then be referred to the
Associate Dean for approval at College/Senatus level and must be reported to the
main meeting of the Board for homologation and recording in the minutes. In cases
where a student has not taken a significant amount of assessment in an Honours
year and wishes to suspend their study, it may however be possible to handle this
as authorised interruption of studies, see Regulation 57. The flowchart attached as
Appendix 1 provides additional guidance regarding procedures for considering
requests from students to suspend Honours study or to repeat Honours courses.
2.1.3 Progression from Junior to Senior Honours
The junior Honours year Boards of Examiners have the responsibility to decide
which students can progress to the next year of study. Progressing students must
attain at least 80 credits and be awarded an aggregate pass for the 120 credits of
junior Honours study and must satisfy any other specific requirements for the degree
programme. The Board of Examiners may propose to the College that an award of
an Ordinary or General degree be made to students who have attained at least 80
credits at level 9 and above and been awarded an aggregate pass for the 120
credits of junior Honours study but who do not satisfy the other specific Honours
degree requirements.
This means that for each Honours degree programme (including combined Honours
programmes) the relevant Board of Examiners need to:
• make progression decisions for all Year 3 students and record this in the minutes
• in cases where a student has not passed 120 credits of level 9/10 courses,
consider whether an aggregate pass can be awarded [and if so, notify Registry via
the Examiners’ lists for the relevant course(s)]
• in cases where it considers that Special Circumstances have contributed to failure
to complete assessment adequately (Undergraduate Assessment Regulation 45)
and where awarding an aggregate pass would be insufficient or inappropriate,
decide whether to recommend a concession (e.g. taking assessments as a first
attempt)
• check that any credit deficits carried forward from the pre-Honours years have
been rectified
After the Board of Examiners meeting, the Convener needs to:
 seek approval from the Associate Dean (Academic Progress) for its
recommendations (e.g. concessions or Ordinary degree) regarding any students
who have not met the criteria for progression to Senior Honours
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
 notify these students in writing/by email of the Board’s recommendation (once
approved by the Associate Dean) with copy to the Personal Tutor and to Joan
Kemp (College Office)
 ensure that, if a student is being permitted to take an assessment as a first
attempt, relevant colleagues are informed of any steps they need to take to
enable this (e.g. academic colleagues if a special paper needs to be set,
Academic Registry so that exam can be included in timetable).
2.2
Academic Appeals
The grounds on which a student may appeal against the decision of a Board of
Examiners (whether to do with pass/fail, progression, or degree classification) are
set out in Section 59 of the Assessment Regulations.
http://www.ed.ac.uk/schools-departments/academic-services/students/undergraduate/academicappeals
2.3
Special Circumstances
Where a student wishes to make Boards of Examiners aware of any special
circumstances which may have affected their performance in assessment, it is the
responsibility of the student and their Personal Tutor to complete a special
circumstances form and ensure it is sent to the Teaching Office or Subject Area
Secretary and Student Support Officer in the School owning the student’s degree
programme who is responsible for copying it to the affected Subject Areas listed on
the front page of the Special Circumstances form. The form can be downloaded
from:
http://www.ed.ac.uk/polopoly_fs/1.26938!/fileManager/Special%20Circumstances%20form%202012
%20%282%29.doc
The University guidance on Special Circumstances is located at:
http://www.docs.sasg.ed.ac.uk/AcademicServices/Guidance/Special_Circumstances_Staff.pdf
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
SECTION 3: Absence, Interruption of study and Withdrawal
3.1
Short Term Absence (up to three weeks): Where Student Support Officers
are notified by students about short periods of absence (e.g. for health or family
reasons) they should inform the relevant Course Organisers.
Student Support Officers should inform Course Organisers of any student likely to
be absent from study for a prolonged period as a result of illness or other cause.
Conversely, when informed by Course Organisers about a student's failure to
attend, Student Support Officers should take immediate steps to investigate with a
view to dealing with any problems at an early stage.
3.2
Authorised Interruption of Study (required for absence of more than
three weeks):
An Authorised Interruption of Study is where a student is given permission to
suspend their studies for a short period of time for ‘good reason’. An Interruption of
Study concession is only applicable where a student is unable to study due to
circumstances that are largely beyond their control. An interruption is not
appropriate where a student is able to study but has failed to perform or to prepare
adequately for examinations or to permit students to take extended annual/holiday
leave or to effectively extend the period available to complete their programme.
Authorised Interruption of Study should therefore only be considered where the
circumstances surrounding the request are exceptional. The granting of an
Interruption of Study is a concession and is not a right.
All requests for interruption of studies should be submitted to the Associate Dean
(Academic Progress) by the SSO along with an explanation of circumstances
and it must be accompanied by relevant documentary evidence (e.g. medical
certificates). Any request form sent to the College Office without supporting
documents will not be approved. The request form can be found at:
http://www.ed.ac.uk/polopoly_fs/1.72083!/fileManager/Request%20form%20for%20Authorised%20Int
erruption%20of%20Study%202012%20%282%29.doc
Where AIS is granted for medical reasons, a statement by the student’s medical
adviser that s/he is fit to resume studies is normally required before the Associate
Dean (Academic Progress) will authorise resumption of studies.
The Associate Dean (Academic Progress) cannot accept a request for AIS after the
end of February in any academic year.

Strict limits to backdating of Authorised Interruption of Studies
In order to comply with UK Border Agency requirements, and for reasons of
consistency and good administrative practice, it is not possible to backdate any
request for Authorised Interruption of Studies.
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
Where interruption of studies is unplanned, students should inform their School as
soon as they realise that they are going to be absent, and the SSO should apply to
the Associate Dean (Academic Progress) for AIS as soon as possible thereafter.
Where the Associate Dean (Academic Progress) grants requests for AIS, the start
date for the period of AIS (i.e. the date recorded on the student record) will normally
be no earlier than the date at which the application was submitted for approval.
Exceptionally, the start date could be backdated for up to 20 working days before
the application date if and only if the student was able to establish that (s)he had
been unable to apply earlier because of illness or other special circumstances (if the
student was engaging with his/her studies then backdating would not be
appropriate). Where an SSO submits a request for AIS, they should indicate if they
believe there is a legitimate case for backdating the AIS within these parameters.

Overseas students on study visas
Where the University grants AIS of 60 days or more for a student on a Tier 4 study
visa (ie. a student who obtained their visa under the immigration arrangements that
have applied since 1 April 2009), the University normally has to curtail its
sponsorship of the student. Where the University curtails its sponsorship, the UKBA
will cancel the visa and the student must leave the UK within one month, unless they
are undergoing essential medical treatment or in the event of other exceptional
circumstances. The student then has to apply for a new visa prior to their return to
their studies. The implications for individual students will depend on the exact status
of their visa and the circumstances of their case. It is therefore important that when
a member of staff discusses the possibility of AIS with an overseas student they
mention the potential visa implications and suggest the student seeks advice from
the International Office. It is also important that when a member of staff submits an
AIS request for an overseas student they indicate any relevant circumstances that
may affect the student’s ability to leave the UK, and the College will then seek
further guidance on the implications for the visa status of the student.

Tuition fees
The University charges tuition fees on the basis of student attendance as recorded
in the student record. The tuition fees will therefore normally be calculated on the
basis of the agreed period of AIS. If the student has not been attending for a longer
period than can be covered by backdating the AIS (see above), and if the student
can establish that (s)he had been unable to apply for AIS earlier because of illness
or other special circumstances, the AIS request should explain these circumstances.
Registry’s Fee Section may be able to take this additional information into account
when establishing tuition fee arrangements.
Students on authorised Interruption of Study remain ineligible for Government
benefits which are not available to students.
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13

Students in Honours years
The Regulations only allow the Associate Dean (Academic Progress) to consider a
request to allow students to suspend an Honours year of study if they have not
undertaken or failed to complete a significant amount of assessment. This will
require judgement on the basis of the circumstances of a particular student.
However, it is unlikely that a student could be allowed to suspend an Honours year
of study after the end of February, since in most cases a student will have
completed (or been due to complete) a significant amount of assessment in that
year. Furthermore, since most of the tuition will have been completed, it will mainly
be assessment that remains to be “interrupted”. In cases where a significant
amount of assessment has already taken place (or been missed) or where most of
the tuition has been completed, requests for authorised interruption of studies
should be treated in line with the procedures set out in section 57 of the Taught
Assessment Regulations. The flowchart attached as Appendix 1 provides additional
guidance regarding procedures for considering requests from students to suspend
Honours study or to repeat Honours courses.
Only in very exceptional cases (e.g. major illness) will a year’s Authorised
Interruption of Studies between the third and fourth years of an Honours
programme be permitted.
3.3
UK Border Agency Regulations – Implications for Student Absence
The UK Border Agency has introduced regulations governing the immigration of
students to the UK. Under these regulations, one of the University’s duties is to keep
track of overseas students as they progress through their programmes and report
them to the relevant authorities if they fail to attend. The College has issued
guidance regarding how it will meet these requirements for monitoring student nonattendance. See:
http://www.ed.ac.uk/schools-departments/humanities-soc-sci/undergraduate-academicadmin/current-undergraduate-students/monitoring-attendance
These requirements make it more important than ever that SSOs or the identified
person responsible in the School investigate student absence and maintain effective
records when they are aware of student absence. All academic and support staff
who are aware of a student who is absent should either report this or investigate it they have no option to ignore it.
3.4
Withdrawal
If a student intends to withdraw permanently from the University, they should advise
their Student Support Officer in writing. The Student Support Officer should then
immediately inform the Academic Registry on the usual online request change form
giving the date the student withdrew and the reason for withdrawal. It should be
emphasised to overseas students that they will not be eligible to remain in the UK if
they withdraw permanently.
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Guidance on Administrative Processes for Undergraduate Students
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3.5
Policy on exclusion
Students who have not made satisfactory academic progress or students who do
not attend the University at key points during the academic session are liable for
exclusion. Further information on the University’s exclusion policy can be found at:
http://www.ed.ac.uk/schools-departments/academic-services/policies-regulations/policies-201213/policies
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Guidance on Administrative Processes for Undergraduate Students
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SECTION 4: Changes to Curricula
4.1
Changes to Course Enrolments after beginning of Academic
Year
Students will only be permitted to change course registration in the first two weeks
of the start of the semester in which the course is taught. Students are NOT
permitted to enrol on a new course after the end of the second week of the semester
in which the course is taught.
4.2
Change of Degree Programme (Transfers)
Students should be informed by Personal Tutors or Student Support Officers that
while transfer to a different degree programme in CHSS is possible, it is not
automatic and some transfers are not possible. There is high pressure on the very
limited number of places available to transfer, making this a highly competitive
process.

New First Year Students wishing to transfer during Induction Week and
Weeks One and Two
All first year students who wish to transfer degree programme should be directed to
the CHSS Undergraduate Admissions Office, 2nd Floor, David Hume Tower, George
Square. The Undergraduate Admissions Office will make decisions on all such
requests. First year students who wish to transfer degree programme after the end
of week two of Semester 1 should consult the Director of Undergraduate Studies in
the School into which they wish to transfer.

Transfers within a School and Inter-School Transfers where they do not
extend the length of the period of study
Students should be advised by Personal Tutors or Student Support Officers to
contact the School into which they wish to transfer. Schools are free to consider
these requests at any point in the year. Some Schools may set particular deadlines
for considering transfer applications and therefore Personal Tutors or Student
Support Officers should encourage students to contact the relevant School as soon
as possible when they express interest in changing degree programme. In
considering transfer requests, Directors of Undergraduate Studies should take into
account academic achievement at University and prior to entry, relevant special
circumstances, fit with intended curricula, students’ personal statements, the overall
number of places available for transfers, and the particular student number
constraints of subject areas. If the Director of Undergraduate Studies approves the
transfer, s/he allocates the student to a new Personal Tutor and a Student Support
Officer will inform both the old and new Personal Tutor. The Student Support Officer
will then notify the change of degree programme to the Academic Registry using the
standard EUCLID procedure.
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13

Inter-College Transfer Applications and Transfers within the College which
extend the length of the period of study
Students should complete a CHSS Transfer Application Form and submit it to the
CHSS College Office, 57 George Square, by the deadline stipulated below. The
form can be downloaded from:
http://www.ed.ac.uk/polopoly_fs/1.101886!/fileManager/Degree%20programme%20transfer%20form
%202013.doc
In session 2012/2013 the deadline for receipt of transfer application forms in the
College Office is 5 April 2013 for all programmes except the B.Ed (Primary and
Physical Education) and Fine Art, see below.
The Associate Dean (Academic Progress) with guidance from the Undergraduate
Admissions Office will consider the applications using a ‘gathered field’ approach. In
doing so, they will take into account academic achievement at University and prior to
entry, relevant special circumstances, fit with intended curricula, students’ personal
statements, the overall number of places available for transfers and the particular
student number constraints of subject areas.
During the summer vacation, the Associate Dean (Academic Progress) will contact
the students to inform them whether their transfer requests have been approved. It
is then the responsibility of the Student Support Officer in the receiving school to
confirm the student’s attendance, approve his/her selection of courses and confirm
the Personal Tutor for that student.
If a student’s transfer request is rejected, they may be able to appeal to the Dean of
Undergraduate Studies. Any student wishing to submit an appeal must have
legitimate grounds for doing so, namely one or both of:
a) substantial information directly relevant to the transfer request which, for good
reason, was not available to the Associate Dean (Academic Progress) when
this decision was taken
b) alleged irregular procedure or improper conduct in the process of considering
the transfer request.
The deadline by which applications for transfer must be received in the B.Ed
(Physical Education) and all programmes in ECA except for Music and History of Art
is 1 December 2012. The arrangements for considering applications for transfers
into these programmes are the same as for other programmes, except that:


B.Ed (Physical Education) The School/subject area will interview students who
have requested a transfer, and the outcome will feed into the College’s decisions
regarding transfer requests.
Fine Art The student will be asked to submit a portfolio to Edinburgh College of
Art and the outcome of this inspection will be fed into decisions regarding
transfer requests made by the College of Humanities and Social Science.
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
4.3
Concessions
A concession is required “wherever a student’s programme deviates from the
prescribed norms” (General Degree Regulations and Programmes of Study).
Powers of Personal Tutors
Personal Tutors can permit a student in a pre-Honours year to take up to 40
additional credits and can approve requests for students to “carry” or take additional
credits at Level 7 or 8 in the Junior Honours year. No concession is required in
these circumstances.
Powers of Directors of Undergraduate Studies
Directors of Undergraduate Studies are responsible for considering requests for
concessions to substitute one course for another course at the same level or to
substitute a higher level course for a lower level course. They are also responsible
for considering requests for students to waive pre-requisites or co-requisites for
course enrolment. The College application form for a concession is available at:
http://www.ed.ac.uk/polopoly_fs/1.27377!/fileManager/Concession%20request%20form%202012%20
%282%29.doc
Forms should be completed by the Personal Tutor and sent to the Director of
Undergraduate Studies for approval. If the Director of Undergraduate Studies is
also the student’s Personal Tutor, s/he should send any concession request to the
Associate Dean (Academic Progress) for consideration. If approved by the Director
of Undergraduate Studies, the Student Support Officer can then record the
concession on the student’s EUCLID record. An example of a format for recording
those concessions approved by the Director of Undergraduate Studies is:

To be permitted, by the Director of Undergraduate Studies in the School of
……. , to take …………………. in place of …………………. for the degree of
MA with Honours in ……………….. (Date)
Concessions requiring College Learning and Teaching Committee and
Senatus Curriculum & Student Progression Committee approval
All concessions required for graduation, including those which arise through a
student’s failure to complete degree assessments for “reasons of illness, accident or
other circumstances beyond his or her control” (Taught Assessment Regulation 57)
must be approved by the College Learning and Teaching Committee and Senatus
Curriculum & Student Progression Committee. The main examples of this category
of concession are permission to substitute a lower level course for a higher level
course; to graduate short of credit; to take more than 120 credits in the final Honours
year; or to be allowed an additional opportunity to take courses and/or assessments
in the final Honours year. Requests for these concessions should be presented
by the Board of Examiners to the Associate Dean (Academic Progress) as
soon as possible after its meeting.
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Guidance on Administrative Processes for Undergraduate Students
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4.4
General Degree (BA Humanities and Social Science)
For the award of the degree of BA (Humanities and Social Science) students must
obtain 360 credit points. The 360 credit points must include at least:


240 credit points at SCQF level 8 or above.
40 credit points in a major subject of study (80 credit points at SCQF level 7 or 8,
and 60 at SCQF level 9 or 10), taking courses in this subject each year.
 200 credit points in College of Humanities and Social Science courses, or under
Geography in Schedule N.
 40 credit points from each of two other subjects of study as listed in Schedules AQ,T and W. The subject areas must be chosen from two different Schedules.
4.5
Exchange Programmes
The University has a large number of recognised exchanges which students usually
undertake in year 3. Information about available exchanges, key dates and
procedures in the application process can be found on the International Office
website at:
http://www.ed.ac.uk/schools-departments/international-office
Before students can be permitted to embark upon an exchange programme, they
must have attained a total of 240 credits from their first two years of study.
Students who voluntarily undertake a Junior Honours year on exchange should be
advised that they must pass the courses that they take abroad in order to obtain
University of Edinburgh credits. Marks for these courses will not, however,
contribute to Honours degree classification, which will be based entirely on Honours
work undertaken in year four.
Independent Study Abroad, that is, study at an overseas institution with which this
University has no recognised exchange links, is not permitted. In the first instance it
is not always clear that courses taken equate in level, weight or content to
Edinburgh courses, nor that this University’s Quality Assurance processes would
necessarily approve them as adequate substitutes for Edinburgh University courses.
Since there is no fee waiver for a student who chooses to undertake independent
study abroad, the student would be liable for the full fees of that institution AND for
at least 50% of University of Edinburgh fees. It is also the case that the University
has a duty of care towards its students. If there are no official exchange links with
another university it is not possible to adequately fulfil this role. Therefore, in light of
the above, the University and this College does not permit a student to undertake
independent study abroad. (This paragraph does not apply to degree programmes
which require students to spend a year abroad specifically for language acquisition.
In those cases, the School concerned is responsible for approving and monitoring
the suitability of the arrangements).
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
SECTION 5: Other relevant information
5.1
Distressed Students and Disruptive Behaviour
Guide for staff on supporting distressed students:
http://www.ed.ac.uk/schools-departments/student-disability-service/staff/supporting-students/helpdistressed-students
Produced by the Counselling and Disability Services
You may also find it helpful to reflect on your personal boundaries, see:
http://www.ed.ac.uk/schools-departments/student-counselling/staff/personal-boundaries
Very occasionally, a Personal Tutor or Student Support Officer may consider that
there is a serious risk to the safety of the student or of others. The “Helping
Distressed Students” Guide and the Code of Practice on Student Mental Health
contain emergency contact information for such situations.
5.2
Death of a Student
If Personal Tutors or Student Support Officers are notified of the death of a student,
they should communicate this information immediately to Academic Registry, which
is responsible for ensuring that relevant individuals within the University are
informed.
http://www.docs.sasg.ed.ac.uk/Registry/StudentDeath2010.pdf
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
SECTION 6: Forms and Useful links
Forms:
Authorised Interruption of Study:
http://www.ed.ac.uk/polopoly_fs/1.72083!/fileManager/Request%20form%20for%20Authorised%20Interruptio
n%20of%20Study%202012%20%282%29.doc
College Concession Request Form:
http://www.ed.ac.uk/polopoly_fs/1.27377!/fileManager/Concession%20request%20form%202012%20%282%
29.doc
Self-certified Statement of Illness/Absence form:
http://www.ed.ac.uk/polopoly_fs/1.13072!fileManager/self-certified_statement_of_illness.pdf
Special Circumstances Proforma:
http://www.ed.ac.uk/polopoly_fs/1.26938!/fileManager/Special%20Circumstances%20form%202012%20%28
2%29.doc
Transfers - College form:
http://www.ed.ac.uk/polopoly_fs/1.101886!/fileManager/Degree%20programme%20transfer%20form%20201
3.doc
Links:
Academic Registry:
http://www.ed.ac.uk/schools-departments/registry/
Advice Place:
http://www.eusa.ed.ac.uk/advice/
Appeals:
http://www.ed.ac.uk/schools-departments/academic-services
Taught Assessment Regulations:
http://www.docs.sasg.ed.ac.uk/AcademicServices/Regulations/TaughtAssessmentRegulations.PDF
Careers Service:
http://www.ed.ac.uk/schools-departments/careers
Complaints:
http://www.ed.ac.uk/schools-departments/academic-services/staff/student-complaints
International Office:
http://www.ed.ac.uk/schools-departments/international-office
Support Services:
http://www.ed.ac.uk/schools-departments
Student Counselling Service:
http://www.ed.ac.uk/schools-departments/student-counselling
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Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
Student Disability Service:
http://www.ed.ac.uk/schools-departments/student-disability-service
17
Guidance on Administrative Processes for Undergraduate Students
Session 2012/13
APPENDIX 1: Summary of procedures for considering
requests from students to suspend Honours study or to
repeat Honours courses due to special circumstances
Has the student undertaken (or failed
to complete) a significant amount of
assessment and/or is it almost the end
of the teaching year? College
Associate Dean (Academic Progress)
is final arbiter on these questions
NO
Associate Dean (Academic
Progression) can consider treating
the matter as Authorised Interruption
of Studies, based on the submission
of a relevant case and supporting
evidence (Regulation 12)
End of Process
YES
Is the student able to take the examinations?
Decisions on this should be made in discussion between the student, Director of Study and relevant
Examination Board Convener. The presumption is that if a student is fit to take the examinations he/she
should do so. The DoS / Exam Board Convener should explain to the student that he/she is responsible
for producing relevant documentary evidence if he/she is not able to take the examinations
YES
NO
Student attempts
examinations
Student does not attempt
examinations
Examination Board considers the student’s case, taking into account all available
assessment including the examination if the student has taken it and advice from the
Special Circumstances Committee regarding any documented and reported special
circumstance
Is Examination Board able to
award student credits and
allow student to progress/
graduate?
YES
End of Process
NO
Examination Board concludes that any decision within its
powers would be to the student’s detriment or it considers
that it has insufficient evidence to make an award. It
therefore recommends to the Convener of the College
Undergraduate Studies Committee to approve a
concession, such as allowing the student to repeat the
relevant course(s) or to take the exams the following
May, or to treat the affected assessment as a ‘null sit’.
Where necessary, CUGSC seeks the approval of
SUGSC for any request
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