University Code of Practice
Personal Supervisors: for Staff and Undergraduate and
Taught Postgraduate Students
Document Reference:
Identifier:
Version :
Personal Supervisors
QH:K:6
3 01
Date : Sep 2013
Date coming into force:
September 2013
Approved By:
University Learning, Teaching and Assessment
Committee (ULTAC)
Curriculum Development and Teaching
Enhancement (CDTE)
Originator:
Responsibilities:
Personal Supervisors
Students
Disability Tutors
Deans / Associate Deans
Staff Development Office
Application to collaborative provision: Information
Contacts:
Curriculum Development & Teaching
Enhancement: 01482 46 6703
Applications for exemptions to:
Report Exemptions to:
ULTAC
ULTAC
Summary / Description:
This code outlines the University’s minimum expectations of personal supervisors
and students, including the interaction and service level between them. There is one
annexe: “Paths to Sources of help” which supervisors and students may find useful in
locating more direct sources of help.
Version 3 01 (Sep 13) introduces the following changes:
 Updates URL links
Version 3 00 (Sep 13) introduces the following changes:
 Re-defines guidelines as a Code of Practice, states supervision is intended to support
retention via advice on academic and pastoral matters (para 1) and may include
referral to other appropriate services (para 1 and appendix 1)
 Indicates the scope of students to whom the Code applies (para 4)
 Introduces statement that a supervisor should remain as a student’s lead supervisor
for the full tenure of their programme (para 5)
 Reiterates that the lead supervisor is responsible for ensuring effective
communication between supervisors (para 6)
 Removal of reference to franchise years
 Indicates that departments need not appoint a 2nd supervisor if the programme is
Single Honours and the student is undertaking either a Free Elective or an approved
module of the programme out-with the home department (para 10)
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
Makes explicit the supervisor’s role in accessing records of supervisees attendance
and marks profiles (para 13)
 Indicates normal hours of attendance to be the expectation of meeting times for
supervisor and supervisee (para 13)
 Refers PDP considerations to QH:K8 (para 16)
 States students may request a reference from their supervisor (para 17) and may
request a meeting with the Senior Tutor (para 18)
 Indicates the necessity for supervisors to be trained and the option for staff to be retrained if an (Associate) Dean believes it to be necessary (para 22)
 Removes some corresponding text
Version 2 04 (Jul 11) removes the paragraph about Scarborough’s use of the Consultation
Tutor system (no longer in use)
Version 2 03 (Feb 11) updates code with reference to new committee structure
This university Code has been written in accordance with the approach approved by QSC to
enhance clarity (Quality Handbook section A2) involving the following terminology:
must = mandatory
should = advisable
may = desirable.
Where these terms are used they are emphasised in bold.
This document is available in alternative formats from
Curriculum Development and Teaching Enhancement
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Table of Contents
Purpose..................................................................................................................... 4
Authority .................................................................................................................... 4
Scope ........................................................................................................................ 4
Being Allocated A Supervisor .................................................................................... 4
Students on Joint, with or combined honours degrees .............................................. 5
Students on Placement/Study Abroad ....................................................................... 5
Students Returning From Intercalation Undertaking Repeat Period of Study ............. 5
Exchange Students ................................................................................................... 6
Modules Taken From Outside the Department .......................................................... 6
Changing your supervisor.......................................................................................... 6
Obtaining Advice From Your Supervisor.................................................................... 6
Advice and Guidance Available ................................................................................. 7
The Role Of Disability Tutors..................................................................................... 7
Record-Keeping and Confidentiality .......................................................................... 8
Personal Development Planning ............................................................................... 8
References ................................................................................................................ 8
Access to the Senior Tutor ........................................................................................ 9
Feedback ................................................................................................................ 10
Training for Supervisors .......................................................................................... 10
Application to all Categories of Collaborative Provision ........................................... 10
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University Code of Practice
Personal Supervisors: for Staff and Undergraduate and
Taught Postgraduate Students
PURPOSE
1. The purpose of this code of practice is to explain the commitment of the University of
Hull to provide undergraduate and postgraduate taught students1 with the support of
a personal supervisor or access to equivalent academic and pastoral support. It
defines a relationship which is based on a partnership between staff and students
and therefore sets out the obligations of both through which an effective supervisor
system can operate. They set out these obligations because each academic
department is free, and encouraged, to enhance the support provided, which may be
achieved, for example, by providing group supervision in addition to personal
supervision. Supervision is intended to support retention of students, by providing
support and advice to students on academic progress in addition to advice and
guidance on pastoral matters, including referral to other appropriate services.
Explanatory note (added Sep 13)

Para 1: The role of personal supervisor is distinct from the supervision provided by a member of
academic staff for the dissertation when engaged on postgraduate study. Separate procedures
apply to that relationship (QH:B9-B25, inclusive).
2. This Code of Practice should be seen as one part of a comprehensive network of
support provided by the University which includes a number of specialist support and
advice services, covering such matters as careers, disabilities, counselling, study
advice and money matters. Some services are provided by the University, others by
the Students’ Union. The supervisor provides the vital link to each student’s
academic department and programme of study, for example if difficulties begin to
affect academic performance and therefore need to be acted upon by the
department. All services, however, adhere to appropriate confidentiality safeguards.
AUTHORITY
3. The University Learning, Teaching and Assessment Committee (ULTAC) is the final
arbiter of the application and interpretation of this code of practice.
SCOPE
4. This Code of Practice has been approved by ULTAC and will be subject to regular
review. All academic staff who act as supervisors are expected to be familiar with
them. This code – and therefore the commitment to provide a personal supervisor –
applies to all undergraduate and taught postgraduate students whether they are
undertaking a certificate, diploma or degree on a full-time or part-time basis on the
University campuses or elsewhere, or exchange students or single module students.
In certain circumstances it can be expected that modifications may be made for
example in terms of accessibility where a student is based other than on the
campuses.
BEING ALLOCATED A SUPERVISOR
5. The basis of the scheme is that the department responsible for a student’s
programme of study must ensure that a named academic member of staff is
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identified as the student’s personal supervisor. In doing this they should make
arrangements to ensure that the risk of a conflict of interest is minimised, for example
by requiring that a member of staff does not act in a disciplinary role in respect of
his/her supervisees. Supervisors should remain as a student’s lead supervisor for
the full tenure of the student’s programme.
As a student you can expect your department:
 to allocate you a named supervisor, normally during the first week of your
programme of study
 to ensure that if your supervisor is away for more than one week during a
semester or four weeks during a vacation another member of staff is clearly
identified and available to you
 to appoint a replacement supervisor if your original supervisor is away for a
semester or more (for example because of study leave) or leaves the University
 to make clear the methods by which information will be made known to you about
the supervisor system and how you can expect supervisors to communicate with
you
 to define any specific departmental requirements as to how often you should see
your supervisor
 to be given the opportunity to meet with your supervisor at least once a semester.
As a student you are expected:
 to read any information provided to you about whom your supervisor is and the
methods by which the department will communicate with you
 to comply with any departmental requirements as to how often you should see
your supervisor.
Explanatory note (added Apr 13)

Para 6 bullet 6: It is good practice for personal supervisors to issue invitations to supervisory
sessions personally
Students on Joint, with or combined honours degrees
6. In addition to the appointment of a personal supervisor in the lead department, a
further supervisor must be appointed in the joint department(s). One supervisor,
usually that in the lead department, is responsible for ensuring effective
communication between supervisors across departments - bearing in mind the
principle that students are required to provide information only once. The lead
department is responsible for identifying a lead supervisor and for communicating
this to students and other supervisors.
Students on Placement/Study Abroad
7. Departments are responsible for ensuring that support from the personal supervisor
is available in a practical manner while the student is away from the University, and
that the student is clear about how to access that support. The Department is also
responsible for ensuring that appropriate arrangements exist within the
organisation/institution at which the student is based for providing pastoral support.
Students Returning From Intercalation Undertaking Repeat Period of Study
8. Departments should be aware of the importance of ensuring that students returning
from intercalation or repeating a period may need additional support, for example to
help them to re-adjust, especially where there has been a significant gap since their
previous study. This may take the form of more regular supervision than for other
students.
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Exchange Students
9. Students who are studying at the University on an exchange or similar programme
from an overseas University are also covered by this Code of Practice. Each student
will be allocated a ‘home’ department, irrespective of the modules they are
undertaking, and that department will be responsible for allocating a personal
supervisor.
Modules Taken From Outside the Department
10. Students may take optional or free elective modules from other departments.
Modules taken outside the home department as options within a Single Honours
programme or as Free Electives do not require the second department to appoint an
additional supervisor.
Changing your supervisor
11. The University recognises that there will be occasions where students feel that the
relationship with the supervisor is not ‘working’. In such circumstances it is important
that there is an opportunity for a student to request a change of supervisor. However,
this should not be done lightly, and should normally occur only after any problems
have been aired with the supervisor or another appropriate member of staff.
As a student you can expect your department:
 to provide an opportunity to discuss any difficulties you are experiencing in the
supervisor relationship either with your supervisor or another member of staff
 to make known the procedure through which you can request a change of
supervisor
 to take seriously any request for a change and either provide a new supervisor or
give clear reasons why a change is not being agreed to.
As a student you are expected to:
 use any opportunity provided to discuss any difficulties either with your supervisor
or another member of staff
 use the published procedure for requesting a change of supervisor but only in
good faith and after the above discussions have taken place.
Remember that the University is committed to preventing harassment of any member
of the University whether staff or student. This is published in a University Policy
available
to
you
through
the
on-line
handbook
at
http://www2.hull.ac.uk/student/studenthandbook/regulations/preventionofharrassment
/harassmentpolicy.aspx. No member of staff will act to a student’s detriment as a
result of a request for a change of supervisor.
OBTAINING ADVICE FROM YOUR SUPERVISOR
12. The effectiveness of the supervisorial system depends on the commitment of both
parties, and the recognition that a supervisor has responsibility for a range of matters
and students.
As a student you can expect your supervisor:
 to inform you as to when and how you can contact your supervisor, whether
through making an appointment, ‘open access hours’, e-mail, telephone etc.to
respond to any request for an appointment/advice and be available as promised
 to advise of specific times when s/he requires you to attend a meeting whether on
a one-to-one basis or as part of a group
 to be contactable within their normal working hours
 to make you aware of other appropriate specialist and support services, e.g.
welfare or counselling services
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As a student you are expected to:
 use the published methods for contacting your supervisor (e.g. making an
appointment where required or only using published ‘open access hours’)
 attend any meeting of which you are (reasonably) required to attend by your
supervisor, or notify your supervisor of your inability to attend and the reason for
that, and arrange a new time to meet.
ADVICE AND GUIDANCE AVAILABLE
13. The following section explains the kind of advice/guidance which students can expect
to receive from their supervisors. However, the University – centrally and through
each department – aims to provide comprehensive and user-friendly information
about University regulations, academic progress and support services so that it
should not be necessary to contact your supervisor to answer ‘basic’ questions.
Supervisors will be able to devote much more time to more difficult issues if they are
not constantly answering questions which could be answered through other
information readily available within the University.
As a student you can expect your supervisor:
 to provide you with guidance on your academic progress on your programme of
study, including explaining the implications of marks awarded and on possible
courses of action in the light of those marks
 to be able to access your records of attendance and marks profile in order to
inform an early intervention to support your academic performance to provide a
‘first line’ point of support and guidance on pastoral matters. This may include
advising on your rights and obligations as well as other more appropriate
specialist support services (e.g. Counselling, Careers, Study Advice Services,
Disability Tutor or Disability Services, Students’ Union Advice Centre, Student
Loans and Hardship Office, Mature Students Advisor). Annexe 1 provides more
information for students and their supervisors to be sure of whom and from where
they can seek best advice.
As a student you are expected:
 to be aware of other sources of information and to utilise these to answer
‘straightforward’ questions before approaching your personal supervisor –
especially through the departmental/programme handbook and University student
handbook – on-line http://www2.hull.ac.uk/student/studenthandbook.aspx and
http://www2.hull.ac.uk/administration/cdte/quality_standards/student_info.aspx
 to inform your supervisor of any difficulties you may be experiencing which might
affect your studies, (including any periods of absence from the University) even if
you do not require specific help from your supervisor, for example because you
have approached a support service directly for help
 to be available to meet your supervisor within the normal hours of attendance
required by your mode of study.
 to comply with the procedures within the department for notifying absences from
compulsory classes, absences from the University and use the University’s
procedures for notifying mitigating circumstances, applying for absence from
examinations, or for coursework extensions.
THE ROLE OF DISABILITY TUTORS
14. Each academic department is required to appoint a member of staff as a Disability
Tutor to carry out the following role:
 providing a point of liaison between Disability Services staff and academic staff
 making academic staff aware of individual student’s academic support
requirements
 monitoring the implementation of those requirements
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
providing advice to individual students relating to curriculum accessibility (e.g.
field trips, placements), assisting in the arrangement of adaptations, and referring
students to specialist support services where appropriate
monitoring the implementation of Disability policy within the department, including
raising awareness and advising colleagues.
As a student you can expect your department:
 to appoint a Disability Tutor, and provide him/her with the support and facilities to
undertake the specified role
 to advertise the name of the Disability Tutor and how to contact him/her
 to ensure that all staff in the department are aware of the identity of the Disability
Tutor, and the nature of his/her role.
As a student you are expected:
 to consider whether you would benefit from consultation with the Disability Tutor
and to comply with any advertised means for contacting him/her, e.g. using
published office hours
 to make known to your supervisor if you have any difficulties in contacting the
Disability Tutor.
RECORD-KEEPING AND CONFIDENTIALITY
15. Supervisors are not required to keep detailed records as a matter of course but it is
important that a basic record is maintained and that this is handed on to any other
colleague who takes over supervision for an individual student. (Disability Tutors are
required to keep more detailed records).
As a student you can expect your supervisor:
 to maintain a basic record of meetings held with you including the date and a note
of the nature of the meeting and any advice given
 to respect the confidentiality of matters discussed with you, subject to any
overriding duty of disclosure.
As a student you are expected:
 to recognise that there may be circumstances in which information must be
disclosed and to discuss with your supervisor any issues or concerns relating to
confidentiality.
PERSONAL DEVELOPMENT PLANNING
16. The University has a system of Personal Development Planning (PDP) for all
students. The promotion and support of PDP is explained in QH:K8.
REFERENCES
17. The personal supervisor may be approached by the student for a reference either
part way through a programme, towards the end, or even after programme has
ended. The expectation is that the personal supervisor will provide a reference and
refusal to do so will be exceptional. A supervisor might legitimately refuse to provide
a reference for example where a supervisee has failed to comply with departmental
requirements to attend meetings with the supervisor.
As a student you can expect your supervisor:
 to provide a fair and honest assessment of you/your work according to the criteria
specified for the reference (if specified). This does not mean that the supervisor is
not permitted to include anything which may be negative about you, but the
supervisor should normally discuss any such matters before writing the reference.
This does not mean that the content of the reference will be ‘negotiated’ with you.
It is for the supervisor to decide – in his/her judgement – what should be included
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

to discuss with you if s/he feels unable to provide the reference for any reason
and in such a case to suggest another person who might provide the reference
to obtain information, where practicable, from colleagues who have known/taught
you to get a broader picture of you
to advise you whether the reference will be provided on a confidential or open
basis (such as providing you with a copy).
A student you are expected:
 to contact your supervisor to request the reference – never put somebody down
as a referee without seeking their permission first
 to provide your supervisor with sufficient information about the purpose for which
the reference is required to enable him/her to judge what is appropriate; this
should include details of the post/course for which you are applying if possible
 to provide your supervisor with a full and current CV (approach the University
Careers Service if you need help with this) and discuss, or highlight, any
particular skills, attributes or achievements which you believe are particularly
relevant and of which the supervisor should be aware
 to ensure that you give the supervisor reasonable notice of the need for the
reference so that s/he has time to complete it. Make clear any deadlines which
apply.
ACCESS TO THE SENIOR TUTOR
18. The University Student Progress Committee is responsible for overseeing all matters
relating to the academic progress of undergraduate and taught postgraduate
students, as well as approving the award of qualifications and administering the
system of academic appeals. The Committee is comprises Senior Tutors experienced members of academic staff who each have responsibility for students in
a number of departments other than the one in which they teach. Students may
request an appointment with the Senior Tutor responsible for the department in which
the student is studying, for example where the student is in dispute with that
department. However, Senior Tutors also provide a support role both for students
and supervisors by providing advice on regulations and procedures in unusual or
complex cases. They do not act as a second personal supervisor and therefore do
not provide the kind of advice listed under the section ‘advice and guidance
available’.
19. Specifically Senior Tutors will be involved in the following types of case and may wish
to interview you to obtain appropriate information and ensure that you understand the
issues raised in the situation in question:
 extensions of intercalations
 repeat years
 university warnings (Senior Tutors are responsible for deciding whether to
issue a student with a University Warning, in cases where departmental
warnings have not been complied with)
 extensions for ‘final stage’ dissertations beyond 12 months (postgraduate
taught masters students only)
 exclusions from assessment/termination of programme of study
 ‘special cases’ (defined as those falling outside programme or University
regulations).
20. Such matters are formally decided by the Student Progress Committee on the
recommendation of the Senior Tutor and once a decision is made you will be
informed in writing. All of these matters are explained in the University on-line student
handbook – http://www2.hull.ac.uk/student/studenthandbook/usefulforms.aspx.
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As a student you can expect your supervisors:
 to advise you of matters which require the approval of the University Student
Progress Committee and where the Senior Tutor will need to be involved
 to advise you of whom the relevant Senior Tutor is and how to contact him/her
 to advise you of the relevant procedure which needs to be followed in a given
case.
As a student you are expected:
 to use the information provided in departmental and University handbooks
 to raise issues of dispute or potential dispute with your supervisor before seeking
to involve the Senior Tutor to see if they can be resolved satisfactorily
 to contact any sponsor or funding body (whether LEA or other) where you are
proposing a course of action which may affect your funding status (such as a
request to repeat the year or transfer to another course)
 to not expect your supervisor to give decisions or assurances on matters which
can only be decided by the University Student Progress Committee.
FEEDBACK
21. This Code of Practice has been revised following extensive consultation.
Constructive feedback is welcome at any time either through your supervisor or
Staff/Student Committee.
TRAINING FOR SUPERVISORS
22. The University (via Staff Development Office) provides training for personal
supervisors. All staff must undertake training prior to supervising students. The
Dean (or Associate Dean) may require that staff be trained whether they have
attended training on a previous occasion or not.
APPLICATION TO ALL CATEGORIES OF COLLABORATIVE PROVISION
23. All students on a University of Hull award must be offered the level of supervision
expected by students registered at the University. Partner institutions must allocate
personal supervisors to students in accordance with this code of practice or operate
an equivalent system. This code providess information for staff and students on the
allocation and role of supervisors, changing supervisors, record-keeping and
confidentiality.
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Annexe 1: Paths to sources of help
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