Regulation 6: General academic regulations and procedures for students on taught programmes

6.1 Entry requirements
6.2 Enrolment requirements
6.3 Supervision
6.4 Residence and attendance
6.5 Progress and programme transfers
6.6 Leave of absence
6.7 Academic appeals
6.8 Re-admission

6.1 Entry requirements

To be admitted to a taught programme of study, a candidate must:

(a) have reached the age of 17 on the first day of the month in which his/her programme of study would commence. Candidates who have reached the age of 17 but not 18 will only be admitted with the written authorisation of an appropriate adult, normally their parent or guardian. Anyone who has not reached the age of 17 on the first day of the month in which their programme of study would commence will not be admitted without the Registrar and Secretary, or their nominee, being made aware of such admission and must obtain the written authorisation of an appropriate adult, normally their parent or guardian and inform the Registrar and Secretary, in writing, of such authorisation. Prospective students between the ages of 16 and 17 will be admitted only where they can demonstrate the ability to live independently in the University community. If assessments of this ability are inconclusive, admission may be deferred.

Students who are under the age of 18 at the time of registration will be required to sign an undertaking with the University which outlines how the University will engage with them differently until they have reached the age of 18.

(b) meet other programme entry requirements specified by the Board of Studies.

Powers of Boards of Studies

• To specify entry requirements for relevant taught programmes.

6.2 Enrolment requirements

(a) Enrolment periods for awards relating to taught programmes are set out in the relevant programme specification, as approved by University Teaching Committee.

(b) This includes parameters for reductions (through application of the Policy on the Recognition of Prior Learning and the award of credit) and extensions.

(c) Programme requirements, including variations to enrolment requirements, are as approved by the University Teaching Committee on the recommendation of the Board of Studies concerned. These are set out in relevant departmental documents.

(d) Students enrolled for an award may only be enrolled at the same time for a qualification at this or another institution if such enrolment forms part of an approved programme of study involving another institution or institutions.

(e) Students are not permitted to count the same period of enrolment for more than one award.

(f) Paid employment and voluntary work:

(1) Students enrolled on full-time programmes may undertake a maximum of 20 hours of paid employment and voluntary work per week during designated periods of study. All paid employment and voluntary work undertaken by a student (including ‘on-call’ hours where a student is not actively engaged in work but where they have to be in a particular place) count toward the 20 hour maximum limit. This maximum is subject to any restrictions imposed by the student's sponsor or funding body and the approval of his/her supervisor.

(2) Exceptions to these requirements may be made by University Teaching Committee (at the programme level) or the Board of Studies (for individual students) on the recommendation of the Board of Studies or Supervisor respectively, for certain categories of employment closely related to the programme of study. Such exceptions may not be made for students studying on a Tier 4 (General) student visa.

(3) It shall be a condition of whatever arrangements are made regarding paid employment and voluntary work, residence and attendance that regular supervision will be provided for.

(g) Exceptions: Exceptions regarding the above may only be made by the University Teaching Committee on the recommendation of the Board of Studies.

(h) Students must complete their annual enrolment within the defined enrolment period. Where a student does not complete their enrolment by the published deadline, the University will invoke the assumed withdrawal process.

(i) In addition to completing their enrolment by the enrolment deadline, all students must provide the University with current, valid identity documents to evidence their eligibility to study in the UK. Failure to provide ID or present documents for verification as required, will result in the University withdrawing the student from study.

(j) Sponsored international students studying on a Tier 4 visa must comply with the conditions of their visa, the Terms and Conditions for Sponsored students and with the University’s attendance management policy for sponsored international students. Where a student's visa is curtailed for any reason, or where a student’s passport or visa has expired and a new application cannot be evidenced, the University will suspend the student's registration until the student is able to rejoin the course. In the event that a student is not able to secure a further visa, the University will withdraw the student from study.

Powers of Boards of Studies

• To recommend to University Teaching Committee for approval requirements for taught programmes.
• To recommend to University Teaching Committee any exceptions to the specified award and enrolment requirements, including those relating to the recognition of prior learning.

6.3 Supervision

Students on taught programmes are allocated a supervisor who must be a member of University staff. An additional supervisor (who is not necessarily an academic member of staff of the University) may be appointed where desirable.

Students must attend supervisory meetings (or participate in alternative arrangements in the case of distance learning programmes) in accordance with their department’s supervision policy. For undergraduate students, supervisory meetings usually take place at least twice per term.

Powers of Boards of Studies

• To specify alternatives to face-to-face meetings between students and supervisors – for example, in the case of distance learning programmes
• To recommend to Senate programme-level exceptions to supervisory requirements.

6.4 Residence and attendance

(a) Students must normally live within reasonable travelling distance of their designated place of instruction for the duration of designated periods of study. For the purpose of the regulations, this will be interpreted as being within 40 miles of their designated place of instruction for full-time students and 60 miles for part-time students. Where fieldwork or practice placements constitute part of a programme of study, these locations may be regarded as the designated place of instruction. Students are required to provide the University with accurate contact details (including home and term time address) and to ensure these are updated as necessary throughout the year.

(b) Students may be absent from their designated place of instruction during periods of study provided that absence does not interfere with their ability to fulfil their academic obligations or their Tier 4 visa requirements. It is expected that students will attend all timetabled teaching and supervision meetings associated with the programme of study. Students are responsible for seeking approval for absences at other times from their supervisor or, in the supervisor’s absence, the Chair of the Board of Studies concerned.

(c) “Designated periods of study” will usually equate to University terms, and include a summer term for students on taught postgraduate programmes. Exceptions to this will be recorded as programme requirements in departmental documentation.

(d) Exceptions: distance learning programme: Students on distance learning programmes are expected to demonstrate attendance through participation in all designated academic engagements.

(e) Exemptions: Students seeking exemptions from residence or attendance requirements for up to four weeks on medical or other reasons should request authorised leave from their Board of Studies. Absences of up to ten days can be requested through the procedure for self-certification for short periods of absence due to ill-health. A maximum of seven days for any one period of illness can be self-certified.

(f) It shall be a condition of any arrangements that are made regarding paid employment, residence and attendance that regular supervision will be provided for.

Powers of Boards Studies

• To define designated places of instruction.
• To define designated periods of study where these do not correspond with University terms.
• To define the academic engagements required for programmes of study
• To define exceptions to residence and attendance requirements in programme documentation, as approved by Senate.
• To approve exemptions or recommend exemptions to residence or attendance requirements to Senate in accordance with the Exceptional Circumstances affecting Assessment Policy.

6.5 Progress and programme transfers

(a) Students must meet progression requirements as specified in the University regulations and in programme documentation. Students who fail to meet progression requirements will not be permitted to continue. Where they have exhausted all reassessment entitlement according to the procedures laid out in the Guide to Assessment, Standards, Marking and Feedback, their enrolment with the University will be terminated, except in cases where the programme specification for their programme of study includes automatic provision for transfer to a related programme.

Recommendations from the Board of Studies relating to the achievement of progression requirements are to be made and considered by the Standing Committee on Assessment acting on behalf of Senate; at this point a decision will be made.

Students may appeal against decisions on academic progress and programme transfer. Such appeals can be made to Special Cases Committee (see Regulation 6.7 below).

(b) Students following a programme leading to a professional qualification must comply with the requirements of the external organisations in which training and education is undertaken and/or with the requirements of appropriate professional and regulatory bodies. Students who fail to meet such requirements will not be permitted to continue and their enrolment with the University may be terminated or they may be permitted to transfer to another programme. Further details are specified in the University’s Fitness to Practise Policy.

(c) All students on taught programmes are required to complete successfully the online University Academic Integrity Tutorial before the end of the first stage or year of their programme of study as specified in Regulation 5.7. Failure to comply with this regulation may result in termination of enrolment with the University.

(d) Plagiarism detection software packages may be used at the University's discretion to detect unfair practice in student submissions. As part of the academic community, students accept that work they submit for assessment may be submitted to these software packages. Further information relating to how such software is used can be found in the University's Data Protection Statement, the Academic Integrity website and departmental handbooks.

(e) Procedures for investigating academic misconduct and the penalties applied where it has been committed are contained in Academic Misconduct: Policies, Guidelines and Procedures for all programmes of study.

(f) All cases of students who, in the opinion of the Board of Studies concerned are academically unsatisfactory, other than in the circumstances described above, shall be referred to Special Cases Committee for consideration. All relevant evidence about the student concerned shall be made available to Special Cases Committee, whose decision in each case will be final.

(g) Where it is necessary to extend a student's programme end-date, either as a result of a successful exceptional circumstances claim made in accordance with the Exceptional Circumstances Affecting Assessment procedures, or for other procedural reasons, the extension requires the approval of the relevant Board of Studies. Certain cases will require the approval of Special Cases Committee, as detailed in the Special Cases Committee guidance on programme extensions.

(h) Requests to transfer enrolment

(1) Students wishing to transfer their enrolment to a different programme of study must obtain the approval of the relevant Board of Studies.

(2) Special Cases Committee approval is also required in certain cases, as detailed in the Special Cases Committee Policy on programme transfers.

6.6 Leave of Absence

(a) Students enrolled on taught programmes may seek permission to take a Leave of Absence from their programme for a period that will not subsequently be counted towards their award. The circumstances under which Leave of Absence may be considered and the procedure to be followed are set out in the documentation for applying for leave of absence. Permission to take a Leave of Absence may be subject to any restrictions imposed by a student’s sponsor or funding body.

(b) Students may be required to take a Leave of Absence if they are deemed unfit to study or attend as the result of a Fitness to Study or Attend procedure, as required by the Fitness to Study or Attend Policy.

Powers of Boards of Studies

• To make recommendations, using the relevant documentation, to Special Cases Committee regarding leave of absence for individual students.

6.7 Academic appeals

Further guidance relating to academic appeals for students on taught programmes of study is available in the Student Academic Appeals Procedure document.

6.7.1 General principles regarding appeals

(a) Responsibility for considering or hearing appeals by students has been delegated by the Senate to the Special Cases Committee (SCC).

(b) Students wishing to exercise their right of appeal against a decision or recommendation reached by a Board of Studies, Board of Examiners or Exceptional Circumstances affecting Assessment Committee must follow the Student Academic Appeals Procedure.

(c) In order for the decision against which the appellant is appealing to be reconsidered, the Chair of SCC, a nominated member of Special Cases Committee or a nominated case officer, acting on behalf of the Senate, will reach a decision on whether or not grounds for appeal have been established. This may involve a call for further information from either the appellant or other party before a view is formed. The procedure and timescale to be followed by the Chair or their nominee is set out in the Student Academic Appeals Procedure document. Reasons will be stated where a decision that no grounds for appeal exist is reached.

(d) Students may not appeal against the exercise of academic judgement.

(e) Where a student has also made a complaint under the University’s complaints procedure and the outcome of that complaint might be relevant to consideration of an academic appeal, the Special Cases Manager may decide in consultation with the University Complaints Officer, that the appeal should be held in abeyance until consideration of the complaint under the complaints procedure has been completed in whole or in part.

(f) Only a student about whom a decision has been made can lodge an appeal against that decision; appeals by third parties are not normally accepted.

6.7.2 Recommendations or decisions against which an appeal may be considered

A student may appeal against the following decisions or recommendations reached by a Board of Studies, or Board of Examiners:

(a) decisions reached as a consequence of assessment of a student's academic performance, including those relating to the outcomes for awards, pass/fail or processing of individual marks;

(b) decisions reached on whether or not, and on what conditions, those who have failed an examination or other assessment should be permitted a re-assessment opportunity;

(c) decisions concerning student progression, programme transfer or leave of absence;

(d) a recommendation that a student's enrolment should be terminated on the grounds that the student is academically unsatisfactory, other than where triggered by failure of the programme or failure to progress;

(e) a recommendation that a student's enrolment should be terminated or transferred to another programme on the grounds that the student has failed to comply with the requirements of an external organisation in which training or education is undertaken, or of an appropriate professional or regulatory body;

A student may also appeal against:

(f) other decisions concerning requirements of professional or regulatory bodies in relation to the Policy on Fitness to Practise;

(g) a decisions of the Standing Academic Misconduct Panel relating to the application of the Academic Misconduct Policy and Procedures.

(h) decisions of exceptional circumstances affecting assessment committees.

(i) AA decision taken by Chair’s action, by the Chair of Special Cases Committee or their nominee, not to uphold recommendations to grant leave of absence, repeat study, programme extensions or other exceptions to programme specifications and enrolment requirements that fall under Special Cases Committee’s remit.

6.7.3 Grounds for appeal and circumstances in which hearings are held

(a) Students may appeal against any decision listed in Regulation 6.7.2, other than those relating to Academic Misconduct procedures (see (b) below), only if (1) they believe that a procedural irregularity has occurred, or that the assessment was conducted unfairly or improperly; or (2) if for good reason, relevant exceptional circumstances can be shown that could not reasonably have been brought to the attention of the Exceptional Circumstances affecting Assessment Committee at the time they occurred. Further information can be found in the Guide to Assessment, Standards, Marking and Feedback.

(b) Students may only appeal against a decision of a Standing Committee on Academic Misconduct Investigatory Panel (StAMP) on the grounds that:

(1) The Academic Misconduct procedures were not followed properly;
(2) The StAMP reached a decision that was not reasonable in all the circumstances;
(3) New evidence is available which could not reasonably have been brought to the attention of the StAMP at the time of its investigation;
(4) There was bias or reasonable perception of bias during the academic misconduct process;
(5) The penalty imposed by the StAMP was disproportionate or not permitted under the Academic Misconduct procedures.

(c) An appeal will only be considered at a full hearing of the Special Cases Committee if, in the judgement of the Chair of Special Cases Committee (or their nominee), a full hearing is necessary to resolve issues which could not otherwise be resolved with reference to the appeal documentation as part of the standard academic appeals process.

6.7.4 Procedures for consideration of appeals

(a) All procedures concerning student appeals are set out in detail in the Student Academic Appeals Procedure document.

(b) The Student Academic Appeals Procedure consists of two formal stages. Formal appeals are considered in the first instance by members of Special Cases Committee appointed by the Chair or, where appropriate, a Case Officer. Students who are dissatisfied with the initial outcome of their appeal have a further right of appeal to a review by the Chair or nominated deputy.

(c) Student appeals are considered by members of the Special Cases Committee or Case Officers who are not members of the same department as the student concerned and who have had no prior involvement in the consideration of the appeal.

(d) Appellants will always be provided with the reasons for decisions reached regarding their appeal.

6.7.5 Outcome of an appeal

When both formal stages of the University's appeals procedures have been exhausted, students who remain dissatisfied with the outcome of an appeal lodged under this Regulation may be able to make a complaint to the Office of the Independent Adjudicator for Higher Education (OIA).

6.8 Re-admission

(a) Applications for admission received from students who have failed a University examination at another university shall be considered in the normal way, and may be accepted without special reference to the Senate (Special Cases Committee);

(b) Applications for admission from students whose enrolment with the University has been terminated as academically unsatisfactory, other than where triggered by failure of the programme or failure to progress, must, if approved by the Board of Studies concerned, be submitted as recommendations to the Special Cases Committee;

In cases (c) and (d) below, applications for admission must be submitted as recommendations from the Board of Studies to the Special Cases Committee if the student is seeking admission to the same, or any of the same, subject(s) s/he studied previously at York or if the student has already twice been admitted to a first year at York. Otherwise they may be accepted directly by the Board of Studies concerned.

(c) Applications for admission received from students whose enrolment at York has been terminated through failure to progress;

(d) Applications for admission from students who have withdrawn from the University. Applications for admission by transfer to another programme from students who have failed to progress and have been withdrawn, are not permitted. These students must reapply as new students for admission to another programme (see (c) above).