Essential Information for Students - ACADEMIC SESSION 2022/23

1 Coronavirus (Covid - 19) Statement

Our campus is fully open and operational.

For the 2022/3 academic year, we anticipate the delivery of our learning and teaching to be much as it was prior to the pandemic, while retaining some of the recent technological developments where those developments enhance the student experience. 

Please be reassured that the University continues to follow guidance from Health Protection Scotland and the Scottish and UK governments.

Regular updates for students can be found on the University website under Student FAQs at Coronavirus Advice .

We will continue to keep this webpage updated. Should there be any major changes we will inform the University community directly.

Students should observe all guidance issued by the University concerning the health and safety of students and staff.

Terms and Conditions

1.0 Every effort has been made to ensure that the information contained in this document is accurate at the time of publication. The University will use all reasonable endeavours to provide programmes of study listed in the prospectus and to deliver them in accordance with the descriptions of programmes set out. However, as the University is committed to ensuring that programmes remain up to date and relevant, it reserves the right to discontinue, merge or combine programmes and to make variations to the content or method of delivery of programmes, if such action is reasonably considered to be necessary by the University. This, combined with the need to publish the prospectus well in advance, means that changes to the information presented in the prospectus may have occurred. Intending applicants are advised to visit the University website Study Here or contact Admissions before applying. The content curriculum of a programme may change for a number of reasons, including that:

  • The change is required to ensure that the programme continues to deliver its key learning outcomes and the content of the programme is responsive to changes and developments in the areas covered by the programme;
  • For programmes leading to professional qualifications, accreditation or registration, the changes are required to continue to satisfy pre-requisites of a particular professional or regulatory body responsible for awarding such qualification, accreditation or registration;
  • The change is not a material change to the content or curriculum;
  • The change operates for the benefit of the students on the programme;
  • The change is required due to circumstances outside the control of the University;
  • It is necessary to ensure that the programme continues to align with the University’s aims, strategy and mission.

Remedies for students impacted by any such change may include, but are not limited to, provision of alternative modules or programmes or the option to transfer to another programme at the University. It may be desirable or necessary to withdraw certain programmes from the University’s portfolio of provision as a result of a number of factors including changes in patterns of demand from prospective students, changes in staffing, a strategic realignment of the University’s portfolio or a major organisational change. The University will use its best endeavours to consult meaningfully with students who would be affected by any such change in order to assess any impact on students and mitigate any disruption arising from the change and to identify appropriate alternative arrangements. Arrangements to support the academic interests of existing students impacted by any programme withdrawal will be put in place. In all cases, the University will make every effort to advise students at the earliest possible opportunity of any changes to the course content or curriculum that may impact upon them.

2. The University shall not be liable for failure to perform any its obligations if such failure is caused by any act or event beyond the University's reasonable control including acts of God, war, terrorism, industrial disputes (including disputes involving the University's employees), fire, flood, storm and national emergencies ("Force Majeure Event"). If the University is the subject of a Force Majeure Event, it will take all reasonable steps to minimise the disruption to students.

3. An offer of a place at the University is made on the understanding that, in accepting the offer, the student undertakes to observe and comply with these Terms and Conditions and to abide by, and to submit to the procedures of, the University’s Regulations, Policies and Codes of Conduct, as amended from time to time.

The University’s Regulations, Policies and Codes of Conduct are set out in full within the University’s website under Regulations, Policies and Procedures. Changes to the University’s Regulations may be made from time to time for one or more of the following reasons: to reflect changes to the statutory requirements with which the University is required to comply; to reflect best practice regulation across the higher education sector and more broadly; to ensure that theUniversity’s Regulations remain fit for purpose as a result of changes or developments within the University and across the higher education sector. Where the University’s Regulations are changed and the operation of a new regulation would place a student in a less favourable position than they would otherwise have been under the old regulations, that student may rely on the old regulation as if it continued to apply. Whether a student would be in a less favourable position is a matter to be determined by the University on a case by case basis, depending on the facts and circumstances of a particular student. This would not apply to a situation where the new regulations seek to address a previously unregulated matter. All policies and procedures are subject to regular review and formal approval by the appropriate committee. The University Court has agreed that the University, recognising the need to protect the health of students, staff and visitors to the University, should aspire over time to become a non-smoking campus. The University is currently reviewing its Smoking Policy with a view to achieving this aspiration. Students’ attention shall be drawn to any amendments to policy in this area.

4. Applicants will have 14 days from receipt of their offer to challenge their Fee status. Only exceptionally will changes to Fee status be considered after the 14 day period. Applicants who accept an offer by distance communication (for example, via UCAS or online, without face to face contact) have a legal right to cancel the contract at any time within 14 days of the date of acceptance of the offer. Where an applicant wishes to cancel the contract within 14 days of acceptance, they must do so by informing the University in writing. Where an applicant cancels within the 14 day period after acceptance, any advance payment made by that applicant shall be refunded in full. Notwithstanding the aforementioned rights to cancel within the initial 14 day period from acceptance, applicants may withdraw from study at the University, and cancel the contract at any time after registration, by following the University’s withdrawal procedure. Where the contract is cancelled in this way, applicants may lose all or part of the tuition fees paid by them or on their behalf, in accordance with University Procedures. The University may cancel the contract at any time in accordance with the University’s Regulations, Policies and Codes of Conduct.

5. Tuition fees are payable for all programmes and are subject to review annually. Tuition fees for new and existing students are liable to increase each year as a result of review. For continuing students, any increase in the level of fee each year will be subject to a maximum percentage equivalent to the higher of the annual increase in the UK Retail Prices Index and 5%. Factors that will determine the need for, and extent of, any increase include any increase set or prescribed by regulatory bodies such as the Scottish Funding Council, Scottish Government, Student Awards Agency for Scotland (SAAS) and the UK Government, and/or increases in the costs of delivering and administering the programme. Tuition fees for the forthcoming academic session are published on the QMU website well in advance of the start of that academic year. Details on tuition fees and other charges can be found on our website under Tuition Fees and Charges. All students who are continuing with their studies should review their fee rates prior to starting their next academic session. No student will be deemed to be fully matriculated until his or her tuition fees have been paid in full, or satisfactory evidence is produced that such fees will be paid by a sponsoring authority. No student will be permitted to attend a graduation ceremony, or to proceed to the next year of their programme until tuition fees for all preceding years have been paid in full. Failure to settle tuition fees by the due date may lead to a student being excluded from attendance at classes. Ensuring tuition fees are paid is the responsibility of the student and, in the event of a student’s sponsoring authority refusing or failing to make payment in full or in part, the student will be held personally liable for payment. Students will also be liable for any travel and accommodation costs incurred whilst on placement. Such costs may be paid by a sponsoring authority but should a sponsoring authority refuse or fail to do so, the student will be personally liable for such costs.

6. For some programmes, an additional fee may be payable in respect of registration with a professional body. Additional charges will be made in respect of graduation and, where applicable, reassessment. Full details of registration fees and other charges are set out under Tuition Fees and Charges on our website and students are also personally liable for such fees.

7. Tuition Fees become due on the first day of study and should be paid within 21 days of the due date, or an arrangement made with the Finance Office for payment to be made by instalments. Where a student has opted to pay by instalments, a direct debit mandate must be completed prior to, or at the time of, matriculation. For returning students a new Direct Debit form is required for each year of study. If students experience payment difficulties resulting in tuition fees remaining unpaid for 21 days after falling due, interest on the full amount at 2.5% above the UK clearing bank base rate may be charged. Where payment is being made by instalments, interest will run on an instalment from the due date to the date when the instalment is paid. Where a student encounters difficulty in paying tuition fees, they are required to contact the Credit Controller at the University Finance Office for assistance in drawing up a payment schedule. Any payment schedule drawn up by the Credit Controller must be adhered to by the student until the fees in question are paid in full. Where no payment schedule has been arranged with the Credit Controller and tuition fees remain outstanding 8 weeks after the end of the 21 day period, or where an instalment is over 4 weeks late, a student may be asked to leave the University and the debt shall be transferred to a debt collector. If outstanding fees are then paid prior to the end of the academic year, the University may permit a student to be reinstated. However, where the University agrees to such a reinstatement, a student may be required to repeat parts of any programme which have been missed, resulting in additional fees being incurred. Students who leave the University more than 28 days after the start of a programme of study will be liable for the appropriate proportion of the fee, based on semesters attended in whole or in part.

8. The University may withdraw or amend its offer or terminate a student’s registration at the University, if it finds that a false or materially misleading statement has been made in, or significant information has been omitted from, a student’s application form.

9. Admission to some degree programmes offered by the University, and to some of the professions for which it provides training, may be precluded by certain medical conditions. Students are obliged to include information regarding any medical condition, past or present, which may affect their participation on a programme when completing their UCAS or Queen Margaret University application form. If an individual has any doubt as to the effect that a medical or health-related condition may have on their application, they must contact the programme Admissions Tutor who will be able to advise accordingly. The University does not warrant or guarantee that a student admitted to a particular programme will necessarily be allowed to complete the programme if the student subsequently suffers from or contracts any material medical or health condition. All applicants are asked to disclose criminal convictions to help safeguard the welfare of our students. Applicants for certain programmes of study must declare all criminal convictions, and in these cases the Rehabilitation of Offenders Act 1974 does not apply. As a condition of entry, candidates for these programmes will be required to provide a satisfactory Enhanced Disclosure from the Criminal Records Bureau, Disclosure Scotland, or an appropriate equivalent. If an applicant has any doubt as to the effect a criminal conviction may have on their application, they must contact the programme Admissions Tutor who will be able to advise accordingly.

10. To safeguard the welfare of staff, students, visitors and the general public, the University scrutinises all criminal convictions declared by applicants. Continuing students must declare at the point of matriculation any criminal conviction acquired in the previous 12 months. The existence of a criminal conviction itself does not preclude entry to the University, but admission to, or progression within particular programmes may be precluded by certain types of convictions. Any student who is found to have falsified their self-declaration at the point of application or at matriculation will be subject to disciplinary action.

11. Whilst programmes are designed to prepare students for employment, the University does not warrant or guarantee that students will obtain employment as a result of successfully completing any programme.

12. The University does not accept responsibility, and expressly excludes all liability, to the full extent permitted by law, for any loss, damage or injury incurred by a student or to their property, whether in connection with their studies or not, except in circumstances where the student has suffered personal injury or death caused by the negligence of the University or its employees. In particular, the University shall not be liable for any loss of, or damage to, any computer or electronic data or information owned or used by a student.

13. Personal information on students will be held and processed according to the General Data Protection Regulations and the Data Protection Act (2018). This information will be used by the University to fulfil its part of the contract between it and the student. As part of the contract, the University is also required to release certain information on the student population to government agencies. Full details of the way in which the University uses students’ information are provided in the Student Privacy Statement which is issued as part of the matriculation process.

14. Every matriculated student is automatically a member of the Students’ Union. However under the 1994 Education Act, students have the right to opt out of being a member should they wish.

Academic Appeals Regulations

These regulations take effect from October 2014 and supersede all previous regulations.

These regulations should be read in conjunction with the University’s Extenuating Circumstances Policy.

Under these regulations, a University officer may act through their properly appointed nominee.

1 Right to Academic Appeal 

An 'appeal' is a request for a review of a decision of a Board of Examiners that has been charged with decisions on student progression, assessment and awards. The appeal may be in respect of any decision that affects the student’s grade or progress.

2  Nature of the appeal

Those hearing the appeal will not attempt to re-examine the student, nor to appraise the professional judgement of the examiners, but will consider whether or not the decision of the Board of Examiners was fair, and whether or not all relevant factors were taken into account.

3  Time limit

The appeal must be submitted in writing to the University Secretary within 21 days of the publication of the decision of the Board of Examiners, or receipt of the academic transcript.

An extension to this time limit will be permitted only in exceptional circumstances e.g. when, for reasons outside their control, a student did not receive timely notification of their result.

Grounds for an Appeal

4.1 The grounds for appeal are as follows:

4.1.1 additional information is available that was not, and could not, reasonably have been made available to the Board at the time it made its original decision and which had it been available could have led the Board to making a different decision (see also 4.3 below);

4.1.2 there was a material irregularity in the procedures of the Board of Examiners or in the conduct of the assessment.

4.2 A student may NOT appeal on grounds which:

  • could have been considered by the Board of Examiners had notice been given prior to the meeting; and
  • the student has no valid reason for having failed to give such notice.

4.3 References in 4.1 and 4.2 to information available to the Board of Examiners include recommendations on student cases made by the Extenuating Circumstances Panel (EC Panel). Appeals on the grounds of extenuating circumstances will not be accepted where there is evidence that the circumstances that form the basis of the submission could have been submitted to the EC Panel by the published deadline, and the student has no grounds for not submitting by that deadline.

4.4 A student’s disagreement with the academic judgement of a Board of Examiners does not provide a valid ground for appeal.

4.5 Any student considering an appeal is encouraged to contact the Students’ Union for advice and assistance.

5 Stage 1 - Academic Appeal 

5.1 A student wishing to appeal against a decision of the Board of Examiners should submit the appeal in writing to the University Secretary within the time limit stated in paragraph 3 of these procedures. Appeals should be sent to Appeals Email Address with the relevant supporting documentation.

5.2 The student’s written statement should provide the following information in support of their appeal:

  • name and matriculation number
  • up-to-date contact address for correspondence, including email address
  • title and year of programme
  • examination or result being appealed
  • the grounds for appeal
  • supporting evidence
  • the remedy being sought

5.3 The University Secretary will acknowledge receipt of the Academic Appeal within 3 working days of receipt of the appeal, and pass the appeal to the relevant Dean of School who shall attempt to resolve the case. The Dean of School will normally respond to the student by first class post within 21 days of receipt of the appeal, either giving a decision or specifying a date for the decision. This timescale may be extended where the Dean of School is absent from the University through leave or illness.

5.4 The Dean will produce a report that documents fully the issues raised by the appellant, the facts established by the investigation, and the manner in which the facts were used to inform the judgement. The Dean of School will provide a copy of the response to the University Secretary. In coming to a judgment, the Dean may:

  • confirm the decision of the Board of Examiners, on the grounds that the evidence presented did not support the case;
  • provide the appellant with an additional first or second diet of examination, as the case may be, provided that, in upholding the appeal and granting an additional diet, the terms of the University’s Assessment Regulations are taking into consideration; or
  • should it not be possible to provide an additional diet for the appealed result, to provide a suitable alternative as the Dean thinks fit and is reasonable in all the circumstances.

5.5 If a reconsideration of the student’s case gives rise to a change in the student’s progression this must be ratified, depending on how material the changes are, by:

  •  the Convener of the Board of Examiners;
  • the Convener of the Board of Examiners and the External Examiner/s
  • all the members of the Board of Examiners by correspondence
  • a meeting of a subset of the Board
  • a meeting of the full Board of Examiners.

 5.6 The University Secretary, in consultation with the Dean of School, will determine the most suitable of those identified above to deal with the matter, and the procedure to be followed thereafter.

6 Stage 2 - Academic Appeals Committee

6.1  If the appellant is dissatisfied with the decision at Stage 1, they may resubmit the appeal in the original or in a revised form to the University Secretary within 21 days of receipt of the response from the Dean of School.

6.2  The University Secretary will pass the appeal to the Deputy Principal, who, having considered the substance of the appeal and the previous attempts at resolution, will decide whether or not a prima facie case is established. If such a case is established, then the appeal will be referred to an Academic Appeals hearing.

6.3  Normally, an academic appeals hearing will be convened only where the Deputy Principal judges that:

  • there has been demonstrably an irregularity in the proceedings at Stage 1;
  • evidence has become available that it was not reasonable for the appellant to provide at Stage 1.

6.4  If a prima facie case is judged not to have been established, the appeal shall fail and the student shall be duly informed in writing.

6.5  Exceptionally, where the Deputy Principal judges that the evidence provided at Stage 2 provides unequivocal evidence to support the academic appeal under the grounds set out in regulation 6.3, the Deputy Principal may uphold the appeal.

6.6  In determining under regulation 6.5 above, the Deputy Principal shall enjoy delegated powers to review a decision reached by a Board of Examiners equivalent to those provided to the Academic Appeals Committee under paragraph: 7.9 below.

7 Proceedings of the Academic Appeals Committee

7.1 In the event that an academic appeals hearing is judged appropriate, an Academic Appeals Panel will be convened. The Panel will be chaired by a Dean or Head of Division from outside the student's School. A Panel will consist of two other members of academic staff drawn from an academic or support area unrelated to the appeal, and a representative from the Students’ Union Executive Committee. Care will be taken to ensure an appropriate gender balance in the composition of the Panel. The University Secretary will act as technical adviser to the Panel and will nominate a clerk to the committee.

7.2  The Academic Appeals Panel shall conduct its proceedings according to the principles of natural justice in that it will it will seek to act fairly, no person may be a judge in their own case and all parties shall have access to all the evidence used by the Committee in reaching its decision.

7.3  The Appeals Panel shall meet, normally within one calendar month (excluding University vacations) of the referral from Part I, and communicate its conclusions to the student and the subject area/department concerned within one calendar month of its being convened. The University Secretary will keep all parties informed of progress and will advise of any necessary extension of the timescale, for example, if an adjournment in the proceedings is necessary.

7.4  The appellant shall have the right to appear before the Committee and to be accompanied by one other person of their choice. Representation external to the University will not be permitted in the context of this procedure.

7.5  The Academic Appeals Panel may interview staff and/or students relevant to the appeal. If the appeal is on the ground of the actions of an individual, that individual has the right to be informed of the substance of the appeal, and to attend the appeal hearing and be accompanied by a friend or supporter.

7.6  Any person called to give evidence to the Appeal hearing will be given at least 72 hours’ notice of the time and place of the hearing. Copies of written submissions will also be made available to all parties prior to the hearing.

7.7  In the event that the appellant is unable to attend the Academic Appeals Committee due to illness or other good cause, the meeting will be rescheduled.

7.8  The University Secretary will act as technical adviser to the Panel and will nominate a clerk to the committee.

7.9  The Committee may, acting under powers delegated to it by the Senate, review a decision reached by a Board of Examiners and determine:

  •  to confirm the decision of the Board of Examiners, on the grounds that the evidence presented did not support the case;
  • to require the Board of Examiners to reconsider the results of the assessment of the students on an entire programme or part of a programme; the reconsidered results will be referred to the Convener of the Committee to decide the appropriate course of action;
  • to annul the relevant decision of the Board of Examiners and refer the case for decision back to the Board of Examiners (the subsequent decision of the Board of Examiners will be referred to the Convener of the Committee to decide the appropriate course of action);
  • to annul the relevant decision of the Board of Examiners and assign a revised result to the student concerned;
  • to make decisions on the student’s progress or award outside the University’s general assessment regulations.
7.10  The Panel will produce a report that documents fully the issues raised by the appellant, the facts established by the investigation, and the manner in which the facts were used to inform the judgement of the committee.

7.11  The Panel shall report all these cases to the Senate for information.

7.12  Consequent to the decision arising from the particular case, the Committee may ask the Senate or other senior committee to reconsider the wording of University’s academic regulations, and the Programme Committee to review its programme regulations and/or management.

7.13  The University has the right to levy a fee for appeals. If the process involves the re-marking of a number of examination papers, it may charge per paper re-marked. The fee will be reimbursed if the appeal is upheld.

7.14  The decision of the Academic Appeals Committee shall be final within the University.

8 INDEPENDENT REVIEW

8.1  The University’s internal procedures having been exhausted, a student may seek review of their complaint by an independent person, the Scottish Public Services Ombudsman [SPSO].

8.2  The Ombudsman is independent and their staff will advise whether or not the complaint is one that they can investigate. Normally the student will have to tell the Ombudsman about their complaint within 12 months of first knowing about the problem about which they are complaining, although the Ombudsman may look at complaints outside this limit if they think there is good reason to do so.

8.3  There are some restrictions on what the Ombudsman can investigate. For example, they cannot consider the subject matter of complaints about personnel matters or matters of academic judgement. However, they may be able to investigate the manner in which the complaint was handled. If the complaint is appropriate to their office and is investigated, theOmbudsman’s staff will send details of how this will be done.

8.4  The complaint should be submitted in writing to the Ombudsman, and should include any relevant documents including correspondence with the University and the University’s response to the complaint. This can be sent to the Ombudsman without cost at the freepost address given below. A student may discuss the complaint with an Investigator at the SPSO before deciding to submit.

8.5  The Scottish Public Services Ombudsman has an online complaint form accessible through the website, although papers in support of the complaint would still have to be supplied to the Ombudsman by post or other means. The Scottish Public Services Ombudsman can also supply paper complaint forms direct to complainants.

8.6  Further information may be accessed through the Scottish Public Services Ombudsman website, or by calling their office for advice. Contact details are:

Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours: Monday, Wednesday, Thursday, Friday 9am–5pm, Tuesday 10am–5pm

SPSO freephone 0800 377 7330
Website: Scottish Public Services Ombudsman website

Fax 0800 377 7331

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Acceptable use of IT Policy

Introduction

Queen Margaret University provides its users with access to state-of-the-art Information and Communication Technology (ICT) equipment and a wide range of electronic resources. All users need to be aware of what constitutes the Acceptable Use of these resources to enable them to be used in a safe and secure manner. This document outlines the policies relating to both ICT and e-resources and facilities.

For all our users; staff, students, visitors and any others, using our technology infrastructure constitutes an undertaking to abide by this acceptable use policy and the legal requirements implicit and explicitly contained within.

For the purposes of this document, designations include staff and students at collaborative partners. You are reminded that accessing QMU ICT systems and resources via the Remote Desktop service you are bound by the laws and regulations in the UK as well as any applicable laws in the country from which you are connecting.

Acceptable Use Policy

1. Purpose

This policy outlines the University’s approach to acceptable use of its computing facilities and provides the guiding principles and responsibilities to ensure the University’s acceptable use objectives are met.

Access to the University’s ICT facilities and resources requires users to accept certain responsibilities and obligations. All users must be aware of and comply with the JANET Acceptable Use Policy, which covers all UK HE academic and research network activity.

Use of IT and associated resources should always be legal and ethical and reflect academic integrity and the standards of the University community.

Use of IT and associated resources should always be legal and ethical and reflect academic integrity and the standards of the University community

2. Responsibility

The Information Security Steering Group, ISSG, is responsible for ensuring the updating of this policy and monitoring its effectiveness. The University reserves the right to update this policy in line with new or updated legislation or requirements.

3. Scope

This policy is applicable across the University and applies to:

  • all individuals who have access to University information and technologies;
  • all facilities, technologies and services that are used to process University information;
  • all information processed, accessed, manipulated, or stored (in any format) by the University pursuant to its operational activities;
  • internal and external processes used to process University information;
  • external parties that provide information processing services to the University;
  • The policy will be communicated to users and relevant external parties.

4. Objectives

The University’s objectives for this policy are to:

  • safeguard the University’s information from security threats that could have an adverse effect on its operations or reputation;
  • fulfil the University’s duty of care toward the information with which it has been entrusted;
  • protect the confidentiality, integrity, availability and value of information through the optimal use of controls.

5. Authorisation

In order to use the ICT facilities in the University, you must first be authorised. For students, this will require your matriculation number and password, which are provided when you matriculate online. Staff will receive a confidential mailing containing notification of their username and password. Your matriculation number/username and password is for the exclusive use of the individual to whom they have been allocated. You are responsible and accountable for all activities carried out under your matriculation number/username and password.

6. Privacy

It should be noted that systems staff, who have appropriate privileges, have the ability, which is occasionally required, to access all files, including electronic mail files, stored on a computer which they manage. It is also occasionally necessary to intercept network traffic. In such circumstances, appropriately privileged staff will take all reasonable steps to ensure the privacy of service users. The University fully reserves the right to monitor e-mail, telephone and any other electronically-mediated communications, whether stored or in transit, in line with its rights under the Regulation of Investigatory Powers Act 2000. Reasons for such monitoring may include the need to:

  • ensure operational effectiveness of services
  • prevent a breach of the law, this policy, or other University policy
  • investigate a suspected breach of the law, this policy, or other University policy
  • monitor standards

Access to staff files, including electronic mail files, will not normally be given to another member of staff unless authorised by the appropriate line manager, Head of IT Services, or nominee, who will use their discretion, in consultation with a senior officer of the University, if appropriate. In such circumstances the Head of Subject or Division, or more senior line manager, will be informed and will normally be consulted prior to action being taken. Such access will normally only be granted in the following circumstances:

  • where a breach of the law or a serious breach of this or another University policy is suspected;
  • when a documented and lawful request from a law enforcement agency such as the police or security services has been received;
  • on request from the relevant Head of Subject or Division, where the managers or co- workers of the individual require access to e-mail messages or files, which are records of a University activity and the individual is unable, e.g. through absence, to provide them.

The University sees student privacy as desirable but not as an absolute right, hence students should not expect to hold or pass information, which they would not wish to be seen by members of staff responsible for their academic work. In addition to when a breach of the law or of this policy is suspected, or when a documented and lawful request from a law enforcement agency such as the police or security services has been received, systems staff are also authorised to release the contents of a student's files, including electronic mail files, when required to by any member of staff who has a direct academic work-based reason for requiring such access.

After a student or member of staff leaves the University, files which are left behind on any computer system owned by the University, including servers and including electronic mail files, will be considered to be the property of the University. When leaving the University, staff should make arrangements to transfer to colleagues any e-mail or other computer- based information held under their account, as this will be closed on their departure.

7. Acceptable Use of ICT

University ICT and electronic resources are provided to facilitate your work as a member of the University community, specifically for educational, training, research or administrative purposes. Any other uses are a privilege and not a right and must never take priority over the needs of those who require the facilities for directed academic work.

The University does not block or filter keywords or search terms, nor does it prevent you from accessing specific sites. That does not mean however, that you can access or download pornographic or other offensive or objectionable material.

You should bear the following in mind:

  • You must not share your QMU username and password with anyone else. This will result in your account being disabled immediately. For students, if your account has been disabled then you must appeal for its reinstatement. This must be done in the first instance to your Dean of School. There is no automatic reinstatement. Staff should contact Assist helpdesk.
  • You must never use University ICT systems to alarm or inconvenience others.
  • You must not display anything on your screen which is likely to cause offence or upset other users. However, it is recognised that sometimes it is necessary to display material which is medical in nature, in relation to some courses/modules.
  • You must respect other people’s electronic privacy. In particular, you may not use your QMU accounts to distribute spam and other chain emails.
  • For your own security, you should be careful who you share your QMU email and other contact details with.
  • You must never pass off other people’s work as your own. The University produces a guide to referencing, “Write and Cite” [ broken link] which is available online.
  • You should not use data which is confidential or not already in the public domain in your work without first consulting the author; there may be copyright or data protection implications.
  • You must not maliciously damage or interfere with any item of hardware.

Anyone found abusing QMU ICT systems will usually be cautioned in the first instance. Continued abuse will lead to your account being disabled. This means that you will be unable to access any of the networking and communications services. In cases of serious abuse, your account will be disabled immediately. Serious abuse includes the sharing of your username and password

8. Forms of Unacceptable activities

Unacceptable activities can take a variety of forms. Some examples of behaviour which is unacceptable are listed below:

  • Transmitting or downloading obscene or offensive material.
  • Transmitting or downloading threatening material, or material intended to harass or frighten.
  • Transmitting or downloading defamatory material.
  • Infringing copyright (see below).
  • Hacking, attempted hacking or other deliberately disruptive activities such as introducing viruses to computer equipment.
  • Sending a bulk email to everyone in the University.
  • Interfering with hardware or software configurations.
  • Installing or attempting to install unauthorised software to QMU ICT equipment.
  • Adding software to University computer equipment.
  • The use of QMU ICT services and equipment to distribute unsolicited advertising (spam), to run a business or similar activities.
  • Downloading or distributing pirated software or data
  • Viewing or hosting of any illegal streaming content.
  • Any other activities that disrupt QMU ICT services.

 9.0 Counter Terrorism and Security Act 2015

All Users are advised that the University has a statutory obligation under the Counter- Terrorism and Security Act (2015) to have ‘due regard to the need to prevent people being drawn into terrorism’.

The Terrorism Act (2000) makes it an offence for an individual to collect or make a record of information of a kind likely to be useful to a person committing or preparing an act of terrorism; or to possess a document or record containing information of that kind (eg a terrorist training manual). The Terrorism Act (2006) makes it an offence to disseminate terrorist publications in order to encourage others to engage in terrorism.

The Terrorism Act (2000) defines terrorism in section 1 of the Act as set out in the following UK Government Legislation

10. Use of copyright software or datasets

By accessing QMU ICT systems, you also agree to the following with regard to copyright:

That usage of any Software, Computer Readable Dataset or Courseware or other similar material, hereafter referred to as "the Product", issued or otherwise made available to is subject to the following conditions:

  • You will ensure that all the requirements of the agreements, contracts and licences under which the Product is held by the Institution will be maintained. (Copies of the relevant agreements, contracts and licences may be seen by application to the School or Department which made the Product available).
  • You will adhere to the regulations governing the use of any service involved in the provision of access to the product whether these services are controlled by this institution or by some other organisation.
  • You will not remove or alter the Copyright Statement on any copies of the Product used by yourself.
  • You will ensure the Security and Confidentiality of any copy released to yourself and will not make any further copies from it or knowingly permit others to do so, unless permitted to do so under the relevant licence.
  • You will use the Product only for purposes defined and only on computer systems covered by the agreement, contract or licence.
  • You will only incorporate the Product, or part thereof, in any work, program or article produced by yourself, where this is permitted by the licence or by "Fair Dealing".
  • You will only incorporate some part or version of the Product in any work produced by yourself with the express permission of the Licensor or unless this is permitted under the Agreement.
  • You will not reverse engineer or decompile the software products or attempt to do so unless this is explicitly permitted within the terms of the Agreement for the use of the Product.

You will return or destroy all copies of the Product at the end of the course/year/period of employment or when requested to do so.

11. Legal constraints

  • You must adhere at all times to appropriate statutory law such as the Computer Misuse Act 1990, Defamation Act 1996, the General Data Protection Regulations (GDPR)  and not commit the common law crimes of theft, rest or fraud.
  • You should be aware that The Terrorism Act (2000) makes it an offence for an individual to collect or make a record of information of a kind likely to be useful to a person committing or preparing an act of terrorism; or to possess a document or record containing information of that kind (eg a terrorist training manual).
  • You must undertake to comply with the Copyright Designs and Patents Act 1988 and the provisions of the University’s licence with the Copyright Licensing Agency and with any other applicable legislation, statutory instrument or regulation
  • You should always consider the provisions of the General Data Protection Regulations when storing data on a computer. Please review the University’s Data Protection Policy 2018: QMU Data Protection
  • You should be aware of the Regulation of Investigatory Powers Act 2000 when making use of ICT systems
  • You must respect the intellectual property rights, copyright and moral rights of author
  • You must undertake to abide by all licence agreements for software entered into by the University with other parties (see below)
  • You may only use software and/or information provided by the University for educational purposes as a member of the University.

12. Code of Conduct when using our facilities

All users at QMU shall:

  • Accept individual and collective responsibility for maintaining a healthy working, studying and living environment within the University, respecting the institution’s policies on equal opportunities and anti-harassment and ensuring that their conduct complies with these policies
  • Accept individual and collective responsibility for keeping a clean and safe working and studying environment, ensuring personal guests act in an appropriate manner. Anything which you believe constitutes a health and safety hazard must be reported immediately to Reception
  • Have a mutual respect for others especially with regard to differing cultures
  • Have an individual and collective responsibility to contribute to a study environment that promotes scholarship and learning. All persons should be considerate of the needs of others for an appropriate study environment and share a common goal in learning
  • Have an individual and collective responsibility to ensure that the safety of themselves and others is not compromised
  • Ensure that their use of the computer systems and networks is always legal and ethical and reflects academic integrity and the standards of the University community
  • Have an individual and collective responsibility to ensure respect for other people and property is maintained.
  • Know that the use of mobile phones in lectures, seminars and computing laboratories is strictly prohibited. Mobile phones should be switched into silent mode before entering the secure area of the Learning Resource Centre.
  • Know that the University will not tolerate antisocial behaviour: this includes the use of abusive language, physical abuse, obscene comments, verbal or physical harassment and comments or remarks that discriminate on the basis of sex, race or any other irrelevant distinction
13. Compliance
The University shall conduct information security compliance and assurance activities to ensure information security objectives and requirements are met.

Regular training and testing will be carried out by the University involving all users to ensure continuing compliance and awareness. On occasions this testing will be unannounced to ensure a continuing level of security awareness within the user community.

Willful failure to comply with this and any information security sub-policies will be treated extremely seriously by the University and may result in disciplinary action.

14. Penalties for unacceptable use

Infringements of this Policy will be dealt with within the University’s disciplinary procedures – see the Student Regulations website for more information on student disciplinary arrangements.

15. Using computers whilst on placement

Most placement organisations allow QMU users access to their ICT facilities. Make sure you know and respect their requirements on how you use their computers.

15.1  Know the rules

External organisations may have very different attitudes in the use of ICT. It is important, therefore, when you go out on a placement that you make it a priority to familiarise yourself with the local regulations. Before you go out on your placement, your academic supervisor will try to ensure that you get a copy of the organisation’s specific ICT usage regulations. When you get onsite, it is worthwhile going over these regulations with your placement supervisor. This will help you get a better understanding of what is permitted and what is not. You may also find it helpful to make contact with the local ICT support department or helpdesk. The staff there will be able to give you more help and advice.

Remember – all organisations have different regulations about what you can and cannot do with their ICT facilities. You must respect these when you are out on placement. It is your individual responsibility to familiarise yourself with the local regulations and to ensure that you do not abuse the ICT facilities offered to you when you are on placement. Any computer facilities offered to you whilst on placement will be provided for University work only, i.e. for use in learning, teaching and pursuit of studies. You must not abuse these facilities for any other purpose, e.g. to play computer games, for excessive social use of email, or for recreational internet use.

15.2  Keeping safe

If you are a health sciences student, your research will require internet searches based on anatomical words and phrases. This may generate unwanted links to pornographic or other objectionable websites. To be safe, read the site summary carefully before clicking on a link. If you are not sure, do not click through! Where possible, you should use specific health science related search engines.

15.3  What you should do if something unexpected happens

Even if you are careful you may accidentally access internet sites you did not mean to. This might happen because you clicked on a misleading link, you clicked on a link by accident, or because a site has been ‘hijacked’. You may also find that you get bombarded by unsolicited and explicit ‘popup’ advertising. If any of these things happens whilst you are out on placement: 

  • Take a note of the URL (web address) of the site and the time you accessed it
  • Tell someone immediately. If possible, show them what happened.
  • If you are working in a public area, you may want to ‘lock’ the PC before fetching help.(You can do this by pressing the CTRL-ALT-DEL keys at the same time, then clicking on Lock Computer. If you can’t lock the PC, then make sure you have the details of the site you accessed, then log off.)
  • Tell your placement supervisor as soon as possible
  • Tell local ICT staff (any alerts regarding inappropriate internet use will go to them first)
  • Tell your QMU supervisor to advise them of what has happened

There may be an investigation into your online activities, but if the accident was legitimate and these steps are followed, it will be resolved quickly.

16. Recording of lectures

QMU recognises that from time to time students may wish to record lectures, seminars and tutorials for their own personal use to support their learning. As a matter of courtesy students should inform the lecturer prior to the commencement of the recording. If the student has not informed the lecturer, the lecturer may ask for the recording to be stopped.

However, students are reminded that:

  • Distributing a recorded lecture/seminar/tutorial is an unacceptable activity. Students should always check with lecturers before distributing a recording; this includes distributing on the Internet.
  • Editing a recorded lecture/seminar/tutorial is also an unacceptable activity. Students should always check with lecturers before changing a recording.

17. Publishing to the Web

The University provides the opportunity to publish web pages within the qmu.ac.uk domain to:

  • support research activity
  • enhance teaching
  • provide means of disseminating information about the University to its members, to potential staff and students and to the general public.
  • allow individual users to provide non-academic information as part of the general process of learning through our use of Google sites and wikis.

17.1 Guidelines

All information provided using our web facilities will be seen as having, in some way, the support of the University and will affect how people view the University. Therefore, no provider should publish any information in a way which could adversely affect the good name or reputation of the University, nor provide material which is inappropriate for dissemination by the University. Included in this is any material that could lead to legal action, such as alleged libel or a breach of copyright.

A disclaimer should also be included indicating that the University has no direct responsibility for the content and giving individual contact name and email address.

The information provided on this web page does not necessarily represent the views of Queen Margaret University, Edinburgh. The responsibility for all material in this page rests wholly on a personal basis with the owner of this page. The named owner of this page is responsible for liability for loss, liability for hypertext links, liability for defamation and for compliance with relevant acts of law.

The page is also subject to the University Acceptable Use Policy.

17.2 Google sites and wikis

All of the above Guidelines apply to the Google sites/wikis service except that contributions will in this case always be at the page level with automatic attribution made to the author such that no further use of the copyright symbol, linking to any Home Page, or disclaimer is necessary.

The service is offered to certain members of the University either as part of their learning, research or other use considered appropriate by the Head of Information and Learning Services.

All information published on our web pages is subject to our standard takedown policy whereby any report of issues with content will result in the page being removed immediately and subject to investigation.

18. Responsibilities

The University accepts that effective Information and data security is the responsibility of all within the University. The following bodies and individuals however have specific information security responsibilities:

The Senior Leadership Team, (SLT), has executive responsibility for information security within the University.

The Information Security Steering Group, (ISSG), has operational responsibility for all aspects of information security within the University. The ISSG is responsible for determining the system of internal controls operated by the University and for managing their delivery and effectiveness. The ISSG will:

  • Analyse and manage institutional risks.
  • Review and recommend policies, procedures, and standards.
  • Ensure consistency in disciplinary processes for violation.

Heads of Division, Unit or Service are responsible for the oversight of information security arrangements within their area in order to ensure that they are functioning in accordance with this policy.

Users are required to complete information security awareness training and are responsible for making informed decisions to protect the information that they process.

19. Review and Development

This policy, and any supporting security sub-policies, will be reviewed and updated by the ISSG as necessary on a scheduled basis to ensure that the policy/policies

  • remain operationally fit for purpose;
  • reflect changes in technologies;
  • are aligned to industry best practice; and
  • support continued regulatory, contractual and legal compliance.

Admission Policy

1. Introduction 

1.1 Queen Margaret University Admissions Policy supports the University Strategic Plan QM150 to ‘build on our existing success in widening participation, to ensure that we fulfil people’s potential, whatever their background’.

1.2 This policy applies to the admission of students to undergraduate and postgraduate programmes of study at Queen Margaret University.

2. Admissions Principles

2.1 The University seeks to provide access to its courses from as wide a range of entrants as possible, subject to the essential principle that entrants have a reasonable expectation of completing their course successfully within the normal duration of the course.

2.2 This principle is codified through:

  • University-wide general minimum entrance requirements specified by level of course.
  • Specific entrance requirements for each course framed to apply the University’s general entrance requirements to the particular needs of that course.
  • Clear provisions and procedures for the admission of students who do not meet these normal entrance requirements, but who fulfil the essential principle set out in point.

2.3 Queen Margaret University is committed to equality of opportunity. We seek to promote diversity amongst our students, staff and applicants. We recognise the particular contributions that are made by individuals from a wide range of backgrounds and experiences, to the achievement of our vision and strategic objectives. We aim to promote entry to, and provide education at, undergraduate and postgraduate level to a diverse range of students, whatever their background. Our equal opportunities policy is available on our website.

2.4 Each application received by the University is considered carefully on its own merits, taking into account educational, professional and personal experience.

In assessing candidates for admittance to the University, we are committed to the following principles:

  • Fairness – the University strives to use admissions assessment methods that are reliable and valid.
  • Transparency – details of our entry requirements are published in our prospectus and on our website, and are clear and transparent to applicants and their advisers.
  • Reflecting our community – we are committed to admitting as wide a range of applicants as possible to reflect our community.
  • Encouraging participation – we aim to minimise barriers to applicants and encourage progression and retention through our targeted pre-entry, transition and post-entry support services.

3. Service delivery 

3.1  The University is committed to continuous improvement in all it does. We take a professional approach to admissions.

3.2  The University ensures a wide range of pre-entry and outreach activities are available to applicants and stakeholders, along with individual advice and guidance.

3.3  Admissions, student recruitment and outreach & community engagement staff receive regular training, support and guidance to ensure that they provide accurate, timely and consistent advice and guidance to applicants and other stakeholders.

3.4  A range of staff, including the Transition and Pre-entry Adviser, College Articulation Officer, Student Funding Adviser and the Disability Team are available to ensure that potential students obtain all the relevant information required, so they are appropriately informed during their decision making process to come to the University.

3.5  Academic admissions tutors work closely with recruitment and admissions staff to ensure that entry requirements are fair and transparent.

3.6  Staff in admissions are trained and supported to ensure that they are able to make fair and equitable admissions decisions.

3.7  We aim to process applications as quickly as possible. However, where there is an application deadline, applications may not be processed until after the deadline in order to ensure equal consideration.

3.8  Offers of admission are communicated to applicants in clear and easy to understand language

3.9  We recognise the importance of providing feedback to unsuccessful applicants. Where an applicant is unsuccessful, we give a reason for this via UCAS for undergraduate applicants or by email for postgraduate applicants. While the University aims to provide informative feedback that is helpful to applicants, it may not always be possible to provide highly specific or tailored advice.

3.10  If the University makes a change to a course, which is deemed to impact significantly on the student, or withdraws a course after an application has been received, we will email applicants to explain the reason for the change or withdrawal and offer advice and guidance about alternative courses, either at QMU or elsewhere.

4.Terms and conditions

The University’s published terms and conditions apply to all applicants for undergraduate and postgraduate study. All applicants are referred to the University’s Terms and Conditions in their offer letter, to which all students must agree, when accepting the offer of a place to study at QMU. Terms and Conditions can be found on our website :Here 

5. Roles and responsibilities

5.1  The Admissions Policy is approved by the Student Experience Committee and any changes or updates will be approved by that committee. A full review of the policy in its entirety is undertaken every 5 years. The Head of Admissions and Recruitment is responsible for the operation of the policy and for its regular monitoring and review. The policy will be checked annually to ensure accuracy and to reflect any changes.

5.2  This policy is underpinned by several other University policies which are available on our Regulations, Policies and Procedures web page:

5.3  The University has a centralised admissions service. All applications are dealt with by a team of professionally trained officers and administrators. Decisions on applications may be made by Admissions Officers or by Academic Admissions Tutors.

5.4  Admissions Tutors are responsible for setting entry criteria, subject to advice from programme teams, validation and review panels, School Academic Boards and the Head of Admissions & Recruitment.

5.5  Entry requirements are set when a new course is approved, or validated, and are reviewed on a regular basis. Any changes to entry requirements will be agreed by the School Academic Board.

6. Admissions process

6.1 All full time applications for undergraduate courses must be made through UCAS. All part time applications and applications for postgraduate courses should be made directly to the University using our on-line application form, accessible through each course page.

6.2  All UCAS applications received by the published UCAS deadline are given equal consideration. Postgraduate applicants are encouraged to submit applications as early as possible. Where a programme has a specific deadline, this will be clearly published in the prospectus and on the course pages of our website. Postgraduate programmes which have limited numbers of places may become full before a published deadline has been reached. In such cases, the programme will be closed and any applicants waiting for a decision will be informed as quickly as possible.

6.3  A number of courses require interviews or auditions as part of the application procedure. Where an interview or audition forms part of the selection criteria, we stipulate this in our prospectus and on our website. Arrangements are made to interview applicants by telephone or Skype where travel to the UK is not possible.

We explain to applicants the nature and purpose of the interview and ensure that interviews are conducted fairly by appropriately qualified staff.

6.4  A number of courses require the inspection of a portfolio of work. Full details of these requirements are published in our prospectus and on our website.

6.5  Where applicants have made more than one application to study, decisions will be made separately.

6.6  Applicants may be offered an alternative programme of study if they do not meet the minimum entry requirements for their chosen programme.

6.7  Where applicants are required to provide photocopies of their qualifications with their application, we may require sight of the original documentation at matriculation. Applicants will be notified in advance of matriculation if this is required.

6.8  We allow applicants to defer entry to most of our programmes for one year. UCAS applicants wishing to defer are required to meet all the conditions for entry in the year that they apply. Postgraduate applicants can defer a conditional offer. An applicant can only defer the offer of a place once, and after that they will be asked to reapply unless in exceptional circumstances. Where it is not possible to defer an offer of study, an applicant can reapply the following academic year.

6.9  Where an applicant has extenuating circumstances, we take this into consideration. However, where these circumstances have affected the grade achieved in a qualification required for entry, we would expect that this is dealt with by the examining body.

7. Entry Requirements

7.1 General entry requirements

7.1.1  All courses have prescribed entry requirements relating to previous academic attainment. The minimum entry requirements for each course are published each year in our prospectus and on our website.

7.1.2  Achieving the minimum entry standards does not guarantee an offer of a place on a course as there can be considerable competition for places.

7.1.3  For all courses we look for evidence of motivation, suitability, skills and attitudes. For programmes which lead to eligibility for professional registration we also expect applicants to demonstrate an exploration of the profession within their personal statement.

7.1.4 If an applicant does not have the normal entry requirements, but has relevant experience and can demonstrate that there is a reasonable expectation that they will complete the course, then it may still be possible to consider them.

We recommend that applicants who have no formal qualifications, or have been out of formal education for some time, contact admissions to discuss appropriate pathways to study.

7.2 Undergraduate entry requirements

7.2.1  The University accepts a wide range of qualifications for entry. We set our entry standards for Scottish Highers, A Levels and Irish Leaving Certificate using the UCAS Tariff as a metric to ensure equity. We also consider a range of other equivalent qualifications using established bodies such as UCAS and UKNARIC to compare qualifications

7.2.2  Our entry criteria and offers are usually expressed in grades. When making a grade based offer, we will make it clear when we expect those grades to be achieved by. Applicants are expected to achieve the required number of qualifications at specific grades, dependent on the degree programme applied for. We may use the UCAS Tariff to calculate equivalencies for non-standard entry qualifications.

7.2.3  Where an applicant has attempted a qualification more then once, we normally count the highest grade achieved, but we do not double count the qualification.

7.2.4  The general minimum entrance requirement for an Undergraduate Degree is usually one of the following:

  • At least three SQA Highers at grade C or above. Most degrees also require passes in Maths and English at Standard Grade/Int2/ National 5 at grade C or above;
  • At least two full A Levels at grade D or above. Most degrees also require passes in Maths and English at CGSE at grade C/ 4, or above;
  • The Irish Leaving Certificate with at least three passes in the Higher Level subjects at grade H3 or above;
  • Pass in the International Baccalaureate Diploma
  • Pass in the European Baccalaureate;
  • A BTEC national Diploma at level 3;
  • A relevant Access or Foundation course.

7.2.5  Where we have requested Higher English as an entry requirement, we will also accept Higher ESOL as meeting that requirement for all programmes except BA (Hons) Education Studies (Primary).

7.2.6  Where National 5 Mathematics is required for entry to a course, National 5 Lifeskills Mathematics and National 5 Applications of Mathematics will be considered to meet this criteria, at the required grade.

7.2.7  The University welcomes the Scottish Curriculum for Excellence. Our entry criteria are largely based on qualifications achieved ‘on entry’ rather than over a particular number of sittings. Published entry requirements for Scottish Highers may be achieved over two or more sittings.

7.2.8  The University acknowledges that the Curriculum for Excellence gives students the opportunity to take a broader range of qualifications, undertaken at different stages of learning. Some students may progress from general education to Highers, without achieving a National 5 qualification. If you do not hold a subject that is required at National 5, you must have achieved or be predicted to achieve that subject at SQA Higher.

7.2.9  QMU values the Advanced Higher qualification as an excellent preparation for University study, but will only count the highest level of qualification in any subject. This means that we wouldn’t count AS levels or SQA Highers if you have the full A Level, or an Advanced Higher in the same or similar subject.

7.2.10  We will accept AS level qualifications in addition to the two A Levels. We do not accept A Level General Studies for entry to any of our courses.

7.2.11  We welcome applications from those studying the Extended Project Qualification (EPQ), however we recognize that not all students have access to the qualification, so we do not include them within entry requirements, and they do not carry additional credit in the selection process.

7.2.12  The University welcomes applications from those studying Foundation Apprenticeships. The Foundation Apprenticeship will count as one subject within an applicant’s overall presentation of qualifications. Where specific subjects are required for entry to one of our degree programmes, a Foundation Apprenticeship will not replace that requirement, but will be counted as one of an applicant’s additional subjects.

7.2.13  The University welcomes and supports students seeking to apply for advanced or direct entry to our undergraduate programmes of study. Applicants must apply through UCAS, by the UCAS deadline in order to be considered for a place.

Advanced entry may be offered to applicants with evidence of accredited prior learning, such as HNC, HND, Advanced Higher or A Level qualifications. Applicants who wish to be considered for Advanced Entry should state this clearly on their UCAS application, using the Point of Entry box.

7.2.14  We have established articulation agreements with local colleges. Applicants must apply through UCAS by the UCAS deadline in order to be considered for a place. We aim to place applicants with a relevant HNC into the second year of our courses and those with an HND into the third year of our courses.

Generally applicants applying for second year entry with an HNC will be required to get a B in their graded unit, while applicants applying for third year entry with an HND will be required to get C/B in their graded units.

Where advanced entry is not possible, then a relevant HN qualification may be considered for entry into the first year of a programme.

7.2.15  We also accept a wide range of other qualifications, including diplomas and certificates that equate to SCQF level 7 or 8 for advanced entry. However, the content and level must match that of our courses sufficiently for us to be satisfied that the learning outcomes have been achieved.

7.2.16  We are able to consider accreditation of non-certified learning (APL) and we have a rigorous process in place for assessing APL. We are also able to identify, explore and claim academic credit for previous certificated and/or experiential learning through the Recognition of Prior Learning (RPL) process. For learning to be awarded as credit towards your programme of study, it needs to match learning outcomes and to be evidenced.

You may be able to gain RPL credit for previous certificated study, undertaken elsewhere. You also may be able to gain academic credit for experience; for example experience gained through volunteering, or in your workplace. Please see the Recognition of Prior Learning Guidance on our Regulations, Policies and Procedures website for further details.

7.2.17 Students presenting with Advanced Highers or strong A Level grades in relevant subjects may be eligible for entry to the second year of some of our courses.

7.3 Postgraduate Taught entry requirements

7.3.1  All postgraduate applicants should have already achieved a first degree, normally at Honours level or equivalent, or a professional diploma which is recognised by the relevant professional body as the equivalent of an Honours degree. We may also accept diploma level qualifications and considerable relevant experience.

7.3.2  Exceptionally, we can accept applicants for postgraduate level study without a first degree for some courses if they have considerable relevant professional experience.

7.3.3  Postgraduate applicants are usually required to provide one reference in support of their application. This will usually be an academic reference, but may be a professional reference where the applicant has been out of education for longer than 3 years. The reference must be presented in one of the following formats:

  • On headed paper reflecting the referee's professional standing, signed and dated. This can be posted, scanned and emailed, or handed into the Admissions team.

OR

  • In the form of an email sent to the Admissions team from an email address reflecting the referee's professional standing. Yahoo, Hotmail, Gmail, etc. email addresses are not acceptable.

7.3.4 For certain postgraduate programmes students can be admitted as ‘associate students’ to allow them to take one or two modules, without registering for an award.

Applicants will be required to complete an application via the relevant course page on the University’s website, including a short personal statement.

Normally a student can study as an ‘associate student’ for a maximum period of 2 years, or for 2 modules.

If a student wishes to register on a named award in a similar area after studying as an ‘associate student’, any modules they have successfully completed may be given as credit towards their named award.
The commencement date for the period of registration for the named award would be taken from the point when the student first registered as an ‘associate student’.

If a former ‘associate student’ requires a Student visa in order to study a full time, named award they will be required to complete an application and provide evidence of English language proficiency at the level required for the named award, before they can be issued with a Confirmation of Acceptance for Studies (CAS).

7.4  Postgraduate Research entry requirements

Applicants applying for a PhD by research must provide a proposal. This allows us to check how well the applicant understands the research process and to make sure the topic is in an area we can supervise.
The research topic must be within the expertise of our staff. The topic must have academic merit and it must be capable of generating new knowledge. Research which is linked to the applicant's creative work may be considered.

Details of how to apply to our PhD research programme can be found on our website under Applying for a PhD or Professional Doctorate.

7.5  International applicants

7.5.1  We welcome applications from international applicants around the world and accept a wide range of international qualifications. We use NARIC and other reliable sources to establish equivalences of international qualifications with UK standards of entry, and make offers on a like for like basis. We publish equivalencies for popular overseas qualifications on our website and can offer advice on alternative routes for entry where they do not meet our requirements (such as foundation level courses).

7.5.2  We work with a number of agents who act as official representatives of the University and can assist with advice on applications and suitable course options.

7.5.3  The University has a number of partners overseas through whom students can study for a QMU degree. Minimum entry requirements for such arrangements are the same as those that apply to the course delivered in Edinburgh.

7.5.4  We welcome applications from students who have achieved one of our awards overseas and who wish to continue with further studies at QMU Edinburgh.

7.5.5  Applicants who are non-native speakers of English must demonstrate English language proficiency in all four language competencies. We require a minimum IELTS score of 6.0 with no element below 5.5 or equivalent qualification. For many courses, the minimum score required is higher than this. Information about minimum scores is given in our prospectuses and on the course pages of our website.

8. UKVI requirements

8.1  QMU is a licenced student sponsor. QMU can issue Confirmation of Acceptance for Studies (CAS) allowing applicants to apply for immigration as a student. QMU has reporting responsibilities to the Home Office and UKVI as a student sponsor.

8.2  Staff at QMU can provide advice and guidance on applying for a Student Visa, however we strongly advise students to check the UK Council for International Student Affairs (UKCISA) website.

8.3  It is the student’s responsibility to abide by immigration laws and to notify the Home Office of any changes to circumstances.

8.4  We require any students that require a student visa to study at the University to pay a deposit or to provide proof of full financial sponsorship prior to issuing a CAS. Applicants will also be required to demonstrate they hold sufficient funds to meet UKVI requirements, prior to issuing a CAS. Please see the International student pages on our website for further details.

9. PVG/Disclosure checks

Applicants for Health Science and certain other courses that involve interaction with children and/or vulnerable adults must declare all criminal convictions, and in these cases the Rehabilitation of Offenders Act 1974 does not apply.

Candidates for healthcare courses will be asked to provide a satisfactory criminal record check from the Protection of Vulnerable Groups (PVG) scheme. Full details about those courses that require full PVG/ Disclosure checks are given in our prospectus and on our website.

International and EU students are required to provide comparable information in English from their own country. We will offer guidance regarding how an applicant can obtain this information within the offer letter. Students will also be required to provide a satisfactory criminal record check from the Protection of Vulnerable Groups (PVG) scheme, once they have arrived in the UK, as detailed above.

10. Criminal convictions

To safeguard the welfare of staff, students, visitors and the general public, Queen Margaret University will scrutinise any criminal convictions declared on the part of applicants for entry or by matriculating students.

Continuing students will be required to declare, as part of on-line matriculation, whether they have had any criminal conviction in the last 12 months. In the event of a positive response, the process set out in 2.3 below will be followed.

NOTE: Any student who is subsequently found to have falsified their self-declaration will be subject to disciplinary action.

Where an applicant or a matriculating student has declared a criminal conviction, identified staff of the University Secretary’s Group will contact the applicant or student to ascertain the nature of the conviction, requesting further information, including the nature of the conviction, date of conviction, nature of sentence etc. The Head of Admissions and Recruitment or the relevant School Manager will review this information and carry out a risk assessment using an established classification taken from the Health and Care Professions Council. The risk assessment may be reviewed by the Head of Division or the Dean. The following criteria will be considered:

  • Programme requirements
  • Potential risk to other students and staff
  • Responsibilities to employers and the public
  • The rights of the individual and entitlement to rehabilitation

11. Selection and offer making

11.1 For all programmes the selection process will take into account the following:

  • Achieved and predicted academic qualifications
  • Interest in the subject area and motivation for study, demonstrated in the Personal Statement
  • Work experience, or other relevant non-academic experience, demonstrated in the personal statement
  • Academic and/or professional reference(s)
  • Where required, performance at interview or audition
  • Where required, an applicant’s portfolio
  • Where required, an applicant’s research proposal
  • English language proficiency

11.2 In addition to the factors outlined above, we aim to take into account the context of an applicant’s academic achievement, giving consideration to a range of factors, which may impact on attainment. These factors include, but are not limited to:

  • Being eligible for the Lothian Equal Access Programme for Schools (LEAPS)
  • Attendance at a school where few students progress to University
  • Living in an area of high deprivation, as defined by the Scottish Index of Multiple Deprivation (SIMD)
  • Being Care experienced
  • Undertaking an alternative study route to higher education

Please see our Contextual Admissions Policy for further information.

11.3 Each application is considered, and a decision made, on an individual basis. Admissions decisions will be communicated to applicants in a timely manner. Where an application requires an interview, portfolio submission or audition, the decision making process will take longer.

11.4 Postgraduate applicants applying to a programme that does not have an equal consideration deadline should receive a decision on their application, or notice of an interview, within four weeks of submitting a completed application with supporting documentation.

11.5 Any conditions attached to an offer will be clear and specific. The offer letter will contain details of any action the applicant needs to take in order to accept the offer. The offer letter will also give details on fee classification and fee levels for the programme.

11.6  The University also provides information about scholarships and bursaries available to applicants. Full details of eligibility and deadlines are available on the University website.

11.7  Applicants who accept their offer of admission will be sent further welcome information prior to the start of semester, to ensure they are ready to start their studies. Entrants should check the Induction website for details of matriculation. These may be tailored to different types of students such as direct entrants, international students etc. We offer a short pre-induction course, ‘QM Advance’, for mature undergraduate students, to help ensure smooth transition into our courses.

11.8  Direct entry students benefit from Direct Entrant Induction which is a designated induction programme for direct entrants at the start of the academic year.

11.9  The University also supports a student mentoring scheme, ‘QM Connect’ which offers new students the opportunity to be matched with a trained mentor.

12. Applicants with Disabilities

The University welcomes a diverse learning community and aims to support all students to participate fully in their studies and in University life. Applicants are strongly advised to declare any disability on their application. This information does not form part of the admission selection process, but is used to identify support needs early on.

We encourage applicants who disclose a disability to contact our Disability team to have an early discussion about their support needs. This discussion will not form part of the admissions decision process, but would focus on preparation for any support needed by the applicant.

All applicants who have declared a disability and/or additional support needs and have accepted an offer of admission, will be contacted by a Disability Adviser to discuss their individual requirements and the support that may be available to them should they choose to study at QMU.

The University will make every effort to ensure that required support arrangements are put in place, however this is dependent on the student applying in sufficient time and identifying their disability clearly at the time of application.

13. Care Leavers

The University recognises that care leavers who have spent time in local authority care, either in residential accommodation, foster care or under supervision orders at home, may require additional advice and support during both the pre-entry and post-entry transitional period.  We offer all care leavers additional support guide.  Please contact QMU Cares Email Address  for information on the additional support available.

The University is committed to increasing the number of applications and entrants from applicants who have spent time in care. We therefore strongly encourage care leavers to declare this as part of their application. Please see the University’s Contextual Admissions Policy for further information

14. Fraud and Plagiarism

14.1  All applicants are responsible for ensuring that the information they submit within their application is accurate and current.

14.2  Where it is discovered that an applicant has submitted incorrect or inaccurate information, the University will investigate to determine if there has been an error, fraud or plagiarism, and reserves the right to reject an application, or withdraw an offer of admission.

14.3  Qualifications submitted in support of an application, are subject to verification at matriculation.

15. Complaints and appeals

15.1  Appeals

STAGE 1 - If an applicant is not satisfied with the feedback on their application and wishes to appeal the decision, they can do so by contacting the admissions office by email in the first instance. An administrative review of the decision will be conducted and if an error has been made then the decision will be corrected straight away.

STAGE 2 – If there has been no administrative error and the appeal is concerning the judgment of the decision, then the decision will be reconsidered by the academic admissions tutor and the Head of Admissions and Recruitment.

A decision will be communicated within 14 days of receipt of the appeal.

15.2  Complaints

Complaints about any aspect of our admissions policy or service should firstly be raised with the member of staff responsible. If the complaint cannot be resolved, then applicants may submit a formal complaint either by using our complaints form or by emailing complaints@qmu.ac.uk. All complaints will be answered within five working days. TheUniversity’s Complaints Procedure can be found within the Quality pages of the website.

16. Data Protection and GDPR

The University needs to keep certain personal data about students to fulfil its purpose and to meet its legal obligations to funding bodies and government. In processing and holding personal data, supplied as part of the Admissions process, the University will comply fully with the terms of GDPR and the Data Protection Act 2018.

Please see the data privacy statement on our website for further information:

17 Admissions Contact Detailpage36image30063232

The Admissions team can be contacted at:

  • Admissions
  • Queen Margaret University
  • Queen Margaret University Drive
  • Edinburgh
  • EH21 6UU
  • Tel +44 (0)131 474 0000
  • Email: Admission Email Address 

Karen McGregor, Head of Admissions

Reviewed September 2022

Anti-Bullying & Harassment Policy and Procedure for Students

1.Principles

Queen Margaret University is wholly committed to fostering an environment in which all students, regardless of their background and personal circumstances should be treated with dignity, respect and fairness.

The University recognises that bullying and harassment can have a serious detrimental effect on the confidence, morale, performance and health of those affected, and may in extreme circumstances ultimately lead to students withdrawing from studies. The University believes that this situation should never be permitted to materialise and will treat all reports of bullying and harassment seriously.

The purpose of this policy is to promote a culture where bullying and harassment are acknowledged to be unacceptable and are not tolerated under any circumstances. Where allegations of such behaviour occur, this policy seeks to ensure that they are dealt with fairly, and in a timely fashion, without fear of victimisation.

2. Aims and Objectives

The aim of this policy and procedure is to:

  • Create and sustain a learning environment which is free from discrimination, bullying, harassment or victimisation;
  • Tackle swiftly and effectively incidents of bullying, harassment or victimisation of, or by, students;
  • Ensure that individuals are supported and encouraged in the event of any legitimate complaint;
  • Establish that all members of the University - staff and students - are responsible for ensuring that individuals do not suffer any form of bullying or harassment;
  • Safeguard the respect for students’ diverse talents, skills and experience;
  • Promote the message that harassment, bullying or victimisation will not be tolerated in any form.

3. Scope of this Policy 

This policy applies to all students at Queen Margaret University, irrespective of whether an alleged incident takes place on University premises or elsewhere. All types of bullying and harassment, as described in this policy, are covered, whether or not the interactions have occurred between students and other students, or whether the allegations relate to students’treatment by University staff. This policy covers face-to-face actions, as well as non-face-to- face interactions, for example email, written correspondence, social networking sites and text messages.

The University shall, where possible and appropriate, seek to ensure that partners have an equivalent policy in place.

4. Data Protection 

All information gathered on individuals as part of the Anti-Bullying and Harassment Policy and Procedure will be processed in accordance with the Data Protection Act 2018.

5. Monitor and Review

Monitoring of the Bullying and Harassment policy will be undertaken by the University’s Governance and Quality Enhancement Team and Student Services.

6. Harassment Defined

The definition of harassment in the Equality Act 2010 is wide. It is ‘where a person (A) engages in unwanted conduct related to a relevant protected characteristic and the conduct has the purpose or effect of:

(a)  violating another person's (B's) dignity, or

(b)  creating an intimidating, hostile, degrading, humiliating or offensive environment for B’

It should be noted that 'unwanted' does not mean that express objection has to be made, and a serious one-off incident can amount to harassment.

It is important to note that differences of personality traits or culture and the misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another. The defining feature, however, is that the behaviour is offensive or intimidating to the recipient, and as such would be regarded as harassment by any reasonable person. It would need to be considered that, if the purpose of the conduct was to violate the individual’s dignity or create an intimidating, hostile, degrading, humiliating or offensive environment, then this is sufficient to establish harassment. However if harassment was not the purpose, but an individual argues that this was the effect of the conduct, the Equality Act says that in deciding whether conduct has that effect, consideration must be given to:

  • the perception of the claimant;
  • the other circumstances of the case; and
  • whether it is reasonable for the conduct to have had that effect.

Forms of harassment involve offensive conduct or behaviour directed at a person’s racial origin, religion and beliefs (including non-belief), gender, disabilities, sexual orientation, age, family status (including their role as a carer or as a part-time worker, fixed term worker), marital status, political opinion, socio-economic status, or because they are a member of a trade union or similar associations or some other personal characteristic. It can also include the inappropriate use, or threat of use, of physical and mental power, authority or through social media.

With regard to religion and belief, it should be noted that there may be cultural differences which make some forms of behaviour generally regarded as acceptable by one group and unacceptable to another because such behaviour does not form part of the normal social interaction of that particular group.

Examples of potential harassment could be:

  • Unwanted physical contact or physical attack.
  • Offensive, suggestive or derogatory remarks, gestures, mockery, taunts, pranks, jokes,
  • insults or ridicule; in person, on the telephone, by emails or social networking sites.
  • Verbal abuse, threats or intrusive questioning.
  • Insulting remarks based on the grounds of personal appearance or personal circumstances.
  • Using an individual’s known disability to demoralise them.
  • Leering at another individual’s body.
  • Compromising invitations or gifts.
  • Requests or demands for sexual favours.
  • Circulation or displays of offensive, suggestive or degrading materials (such as pictures, graffiti or objects) in the teaching, learning, living or working environment.
  • Sending of unwanted messages via e-mail and social networking sites.
  • Ridicule for cultural differences such as appearance, dress, diet, religion or ethnic background.
  • Subjecting an individual to group pressure.
  • Derogatory or belittling remarks in front of others regarding appearance, work or personal attributes.
  • Deliberately or repeatedly ignoring someone.
  • Unwarranted exclusions.
  • Any comments which imply that gender, age, sexual orientation, disability, race or ethnic or national origins, religious or other belief impairs the individual’s ability to perform satisfactorily.
  • Any other unwelcome physical, verbal or non-verbal conduct.
  • Incitement to commit any such act.

7. Discrimination

Harassment may or may not be linked to discrimination and can be based on characteristics which are protected under the Equality Act 2010:

  • Age
  • Disability;
  • Gender reassignment;
  • Marriage or civil partnership;
  • Pregnancy and maternity;
  • Race;
  • Religion and belief;
  • Sex;
  • Sexual orientation.

Discrimination can be direct, associative, perceptive or indirect. The table below defines these terms. It is important to remember that the legislation focuses on the outcome of the discriminatory behaviour over the motive or intent.

Concept Definition

Direct Discrimination

This occurs when an individual is treated less favourably than others are, or would be, treated in similar circumstances.

Associative Discrimination

This occurs when an individual is treated less favourably than another because they are associated with a person who has a protected equality characteristic. This is a form of direct discrimination. The key point to note is that the person bringing the claim does not need to have the protected characteristic (i.e. the protected characteristic can belong to another person). It is sufficient that the treatment is because of a protected characteristic. A student may also be able to bring a claim for harassment in those situations.

Perceptive Discrimination

This occurs when the protected characteristic is a perceived characteristic which the individual does not actually have. An individual may also be able to bring a claim for harassment in those situations.

Indirect Discrimination

This occurs when a condition is applied equally to all students but one group is particularly disadvantaged, and this disadvantage cannot be justified as being necessary for the efficient running of the University.

8. Bullying Defined

Bullying is a particular form of personal harassment and may be characterised as offensive, intimidating, malicious or insulting behaviour, as abuse or misuse of power, position or knowledge through means intended to undermine, humiliate, denigrate or injure the recipient. It may be by an individual against an individual or involve groups of people. It may be obvious or it may be insidious (such as ignoring a person).

Bullying can result from a misuse of individual power derived from perceived superior status/position, physical strength or force of personality. It can also arise from the collective power that arises out of strength of numbers.

Bullying is normally characterised by the emergence of a pattern of behaviour however if one act is deemed serious enough, this could amount to bullying.

Examples of potential bullying could be:

  • Threats;
  • Abuse;
  • Public humiliation
  • Ridicule 
  • repeated shouting or swearing at an individual 
  • Undermining an individual; and 
  • intimidating behaviour 

9.Victimisation Defined

Victimisation is when an individual is treated less favourably than they would otherwise have been because:

  • They have made a claim or complaint;
  • They have helped someone else to make a claim by giving evidence or information; or
  • It is known or suspected that they are contemplating bringing a complaint.

Under the Equality Act 2010, these are known as ‘protected acts’. If a member of the University treats a student less favourably because they have carried out a protected act, this could be regarded as unlawful victimisation. There must be a link between the student’s protected act and the resulting treatment of that student.

10.Criminal Offences

Where behaviour has been alleged that would amount to a serious criminal offence, e.g. physical or sexual assault, this should be immediately reported to the police.

In such cases, any resulting criminal proceedings would normally be expected to have been completed before the University will take action under this policy (although suspension via the Student Disciplinary Regulations may be considered appropriate, if necessary).

11. Malicious Complaints

The presumption will always be that complaints are made in good faith and that the complainant genuinely believes that they have grounds for raising a grievance.  All cases will be investigated on this basis.  An unfounded complaint will not be considered as malicious unless a deliberate attempt to mislead or of dishonesty is shown.  However, should an investigation reveal a complaint to be malicious, this will be treated seriously and may lead to disciplinary action against the complainant.

12. The Procedure

All complaints should be raised as soon as possible through one of the following procedures, ideally within 12 months.  Where it can be demonstrated that circumstances have prevented the individual concerned from raising the complaint within this time frame, the University will consider whether to allow an extension to this time scale.

12.1   The Informal Procedure

Every effort should be made for parties to aim to resolve issues informally in the first instance.  If a student feels that they are being bullied or harassed by another student or by a member of University staff, they are encouraged first of all to seek to try to resolve the matter informally.  As a first step, the student should try to make it clear to the person causing the offence that such behaviour is unacceptable, is unwelcome and should be stopped.  This will sometimes be sufficient to put an end to the behaviour in question, as in some cases the person against whom the complaint is directed might be unaware that their behaviour had inadvertently caused offence.  Where this is the case, it is likely that the inappropriate behaviour ceases quickly.

If students require any help or advice, they may consider approaching, for example, one of the following people:

  • Their Personal Academic Tutor
  • The Programme Leader
  • A member of Student Services
  • A trusted friend
  • A supportive lecturer or any other member of academic staff
  • The Students’ Union

12.2   The Formal Procedure

It is accepted that there may be instances where the nature of the complaint is too serious to be dealt with informally and it is necessary to undertake a formal investigation of the complaint from the outset.  It may be that a student feels unable to approach the alleged bully or harasser informally from the outset, or that, due to the nature of the alleged conduct, this is not appropriate.  Formal proceedings may also be appropriate where a previous attempt at an informal resolution has been unsuccessful.

The student involved should set out the complaint, in writing, to the University Secretary.  Complaints can be raised individually or as part of a group acting together. The student may be required to attend a meeting to give their side of events. 

An Investigating Officer will be appointed by the University Secretary to conduct an investigation into the alleged bullying or harassment.

Where the complaint is by a student regarding alleged behaviour by another student, the investigation will be carried forward under the Student Disciplinary Procedure.  Where the complaint is by a student regarding alleged behaviour by a staff member, the investigation will be carried forward under the Staff Disciplinary Procedure, and will be overseen by a member of the Human Resources Team. 

The purpose of the investigation, via either route, is for the University to establish a fair and balanced view of the facts relating to the complaint. The extent of investigation required will depend on the nature of the allegations and will vary from case to case. The Investigating Officer will conduct a full and thorough investigation as speedily as possible and document the results.

It is important that any student alleging bullying or harassment co-operates fully and promptly in any investigation. This will include providing details of the names of any relevant witnesses, disclosing any relevant documents to the investigating officer and attending investigative interviews if required.

The investigation may involve interviewing and taking statements from the student(s) and any staff member(s) involved and any witnesses, and/or reviewing relevant documents.

The investigation will seek to:-

  • establish the nature and circumstances of the alleged offence or problem;
  • allow the complainant to provide details of their version of events to the investigating officer; and
  • take into account any personal or mitigating factors that may come to light during the investigation.

Where the investigation is in relation to an allegation of bullying by a member of staff carried forward under the Staff Discipline Procedure, the decision on whether or not a complaint is upheld will be made by Human Resources.

After completing the investigation under the appropriate procedure, the investigating officer will provide the University Secretary with a report and recommendations arising from the investigation. On the basis of the report, the University Secretary will advise the complainant in writing whether the complaint is upheld or not upheld. 

13. Independent external review (SPSO)

Once the investigation stage has been completed, and the complainant remains dissatisfied with the manner in which the complaint was addressed by the University, the complainant is entitled to appeal to the Scottish Public Ombudsman Service (SPSO).  The SPSO considers complaints from those who remain dissatisfied at the conclusion of the University’s procedure, for example on grounds of an administrative failure by the University.  The SPSO will not investigate complaints on the grounds that the student is dissatisfied with the outcome of the University’s investigation in itself – the SPSO can only look at complaints where the complainant is alleging a fault or maladministration in the process followed by the University.

The SPSO also cannot normally look at complaints where:

  • Students have not gone all the way through the University’s procedures;
  • It is more than 12 months after the student became aware of the alleged offensive behaviour being complained about; or
  • The matter is being considered in court.

Contact details for the SPSO are as follows:

Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours:

  • Monday,
  • Wednesday,
  • Thursday,
  • Friday 9am–5pm,
  • Tuesday 10am–5pm

Scottish Public Services Ombudsman website

Scottish Public Services Ombudsman Contact Form website

Scottish Public Services Ombudsman complaints form website

SPSO freephone 0800 377 7330

Assessment of Criminal Convictions

If you have a criminal conviction, you should have declared this on your application form. If a declaration has been made, the nature of the conviction will have been investigated and a decision made on whether or not you may be admitted to the programme.

We would like to emphasise that a criminal record does not automatically prevent you from joining a programme. However, failure to disclose a criminal conviction is a disciplinary offence. Failure to declare on your application form and/or providing misleading information will result in your being asked to withdraw from your programme.

Disclosure Scotland

Students of certain programmes at QMU are required to complete a clinical placement. Duties on these placements may involve caring for children and vulnerable adults.

In line with NHS policy and Scottish Government regulations, students will not be allowed to undertake clinical placement until the appropriate criminal record checks have been made.

Below is a list of the specific programmes this covers at QMU:

  • BA (Hons) Education Studies
  • BA (Hons) Education Studies (Primary)
  • BSc Paramedic Science
  • BSc (Hons) Podiatry / Master of Podiatry
  • BSc (Hons) Physiotherapy / Master of Physiotherapy
  • BSc (Hons) Diagnostic Radiography / Master of Radiography: Diagnostic
  • BSc (Hons) Therapeutic Radiography / Master of Radiography: Therapeutic
  • BSc (Hons) Occupational Therapy / Master of Occupational Therapy
  • BSc (Hons) Speech and Language Therapy / Master of Speech and Language Therapy
  • BSc (Hons) Dietetics / Master of Dietetics
  • BSc (Hons) Nursing / Master of Nursing
  • MSc/PgDip (pre-reg) Dietetics
  • MSc/PgDip (pre-reg) Occupational Therapy
  • MSc/PgDip (pre-reg) Physiotherapy
  • MSc/PgDip (pre-reg) Speech and Language Therapy
  • MSc/PgDip (pre-reg) Audiology
  • MSc/PgDip (pre-reg) Diagnostic Radiography
  • PgDip Radiotherapy & Oncology
  • MSc Art Psychotherapy
  • MSc Music Therapy
  • MSc Person Centred Practice (professional pathways only)
  • PGDE Secondary (Home Economics)

BA (Hons) Drama/ Performance/ Theatre and Film students may also require a PVG Scheme Record for working with Children, depending on their specialism/dissertation projects. These are normally applied for during their second year of study (for specialisms) or third year for Honours projects. BSc (Hons) Physical Activity, Health & Wellbeing and BSc (Hons) Nutrition students may also require a PVG Scheme Record for working with Children, depending on their placement experience, and this will be advised by the Programme Leader when required.

As you may have been advised in your offer from Admissions, you need to provide “a satisfactory PVG check from Disclosure Scotland and/or equivalent police check.” If you have not applied for this yet, please do so as a matter of urgency.

New UK students should have already received a PVG application pack from the Admissions office. However, if you do require a new pack, please contact the Admissions Office.

For International or European applicants, this is in addition to a comparable check from the police in your home country. While we appreciate that the process is likely to be difficult depending on nationality, students are nevertheless asked to investigate the availability of alternative forms of evidence of their personal record.

Code of Conduct

1. Introduction 

Queen Margaret University has introduced this Code of Conduct to help every student enjoy and benefit from their education and life with us.

Our ethos is one of mutual understanding and respect, through the development of friendships and by adopting good citizenship skills and attitudes. Through this we wish to enhance each person’s experience throughout their time with us.

This Code of Conduct has been developed to provide clear guidelines of acceptable behaviour. This general set of Principles is supported by more detailed Codes of Conduct specifically relating to Halls of Residence, Library, Learning Environments and IT facilities.

It is expected that all students will wish to support and actively implement this Code of Conduct.

This Code of Conduct should be read in conjunction with the following:

  • The University’s current Student and Academic Regulations, Disciplinary, Fitness to Practise and Appeals Procedures outlined on the University’s website under Regulations, Policies and Procedures.
  • The University’s Equality Policy, which is to be read in conjunction with the University’s Mainstreaming Report. See Equality and Diversity on our website.

The Code of Conduct is compatible with the University’s Data Protection Policy.

The Code of Conduct is available in different formats. Details can be obtained from the Division of Governance and Quality Enhancement by emailing Dawn Martin

Student's Union Endorsement 

The Students’ Union has worked closely with the University in providing this Code of Conduct for all students. The Students’ Union fully supports this Code of Conduct because we believe this will help create a better learning and working environment whilst also ensuring a safe and enjoyable place to live. The Students’ Union will also use this Code ofConduct for all activities undertaken by the Union and will use it in conjunction with our own Disciplinary Procedures should an incident take place within the Union or whilst representing the Students’ Union if the Union deems it necessary.

2. General Principles 

2.1 All students at the University shall:

2.1.1 Accept individual and collective responsibility for maintaining a healthy working, studying and living environment within the University, respecting the institution’s policies on equal opportunities and harassment and ensuring that their conduct complies with these policies.

All persons within the University have an individual and collective responsibility to contribute to an environment which is free from harassment (e.g. psychological, verbal, physical, racial, religious, gender, sexual or on grounds of disability) and from offensive behaviour (e.g. noise, language or bullying). All persons should promote tolerance and share a common goal in learning.

2.1.2 Accept individual and collective responsibility for keeping a clean and safe working, studying and living environment, ensuring personal guests act in an appropriate manner.

All persons within the University have an individual and collective responsibility to ensure that safety is not compromised and that respect for other people and property is maintained.

2.1.3  Have a mutual respect for others especially with regard to differing cultures.

All persons within the University should demonstrate respect for local and international cultures as well as each person’s learning needs. This refers to maintaining appropriate conduct in learning environments such as the library, lecture/seminar rooms and IT facilities as well as in Halls of Residence.

2.1.4  Ensure that the University is not brought into disrepute.

All persons within the University have an individual and collective responsibility to uphold the range of policies within the institution which underpin the overarching criteria of the Code of Conduct and which are designed to ensure that everyone can work, study and live in an environment characterised by mutual respect.

3. Library Code of Conduct 

3.1 This Code of Conduct has been developed to support the general University Code of Conduct.

3.2 General Principles

3.3 All students at QMU shall:

3.3.1 Accept individual and collective responsibility for maintaining a healthy working and studying environment within the University Library, promoting appropriate conduct and respecting the right of others to a quiet study environment.

All persons within QMU have an individual and collective responsibility to contribute to a study environment in the Library which promotes scholarship and learning, and where these study areas are respected. All persons should be considerate of the needs of others for an appropriate study environment and share a common goal in learning.

  • Silence in areas designated as Silent Study Areas must be observed.

3.3.2  Accept individual and collective responsibility for keeping a clean and safe working and studying environment.

All persons using the QMU Library have an individual and collective responsibility to ensure that safety is not compromised, that food and drink packaging is disposed of correctly and that respect for other people and property is maintained. In particular that no library materials are damaged or defaced and that none are removed from the Library unless they have been properly issued.

  • All Library users should carry their matriculation card (smart card) with them at all times and be prepared to show it if asked.
  • All Library materials removed from the Library, by an individual, should be issued to their own card.
  • Any vandalised property should be reported immediately.

3.3.3  Have a mutual respect for others especially with regard to differing cultures.

All persons within QMU should demonstrate respect for the range of local and international cultures as well as each person's learning needs. This means maintaining appropriate conduct in learning environments such as the Library so that the needs of all users can be met.

3.3.4  Ensure that the University is not brought into disrepute.

All persons within QMU have an individual and collective responsibility to comply with the law, e.g. Copyright and Data Protection. This is to ensure that everyone can work and study in an environment characterised by mutual respect and free from the harassment and distress which the transmission of offensive or threatening material may cause.

3.4 Specific Codes

The Library Code of Conduct is underpinned by the Library Regulations and the Acceptable use policy for information and communication technology and electronic resources. The Library Code of Conduct should be read in conjunction with the following:

The University’s current Student and Academic Regulations, Disciplinary and Appeals Procedures outlined on the University’s Regulations, Policies and Procedures web page.

The University’s Equality Policy, which is to be read in conjunction with the Mainstreaming Report.

4.0 Accommodation Code of Conduct 

4.1 This Accommodation Code of Conduct has been developed to support the general University Code of Conduct.

4.2  General Principles

4.3  All students at QMU shall:

4.3.1  Accept individual and collective responsibility for maintaining a healthy working, studying and living environment within the University, respecting the institution’s policies on equal opportunities and harassment and ensuring that their conduct complies with these policies.

In particular all students should:

  • maintain rooms and communal areas in a clean, tidy and hygienic condition.
  • co-operate in fire evacuation practices.
  • show consideration for others by minimising noise levels, in particular between 11 p.m. and 8 a.m.

4.3.2  Have a mutual respect for others especially with regard to differing cultures.

All persons within QMU Halls of Residence should demonstrate respect for the range of local and international cultures within the University. You must not harass, threaten, bully or victimise other residents, staff or visitors. This will include displaying sexually explicit or politically offensive notices.

  • You are expected to show courtesy and consideration to those with whom you are sharing facilities, to your neighbours and to University staff and visitors.

4.3.3 Ensure that the University is not brought into disrepute.

  • All persons within QMU Halls of Residence have an individual and collective responsibility to ensure that all students can live and study in an environment characterised by mutual respect.
  • You are asked to consider the impact that unacceptable behaviour may have on local residents and to behave as an ambassador of Queen Margaret University.

Specific Codes

The Accommodation Code of Conduct is underpinned by the Halls of Residence Code of Conduct, which is applicable for all students in halls of residence and all persons entering halls as visitors.

5. Code of Conduct for Learning Environments 

e.g. Lecture, Seminars, Tutorial, Laboratories and Placements

5.1  This Code of Conduct for Learning Environments e.g. Lectures, Seminars, Tutorials, Laboratories and Placements has been developed to support the general University Code of Conduct.

5.2  General Principles

5.3  All students at QMU shall:

5.3.1  Accept individual and collective responsibility for maintaining a healthy working, studying and living environment within the University, respecting the institution’s policies on equal opportunities and harassment and ensuring that their conduct complies with these policies.

All persons within QMU have an individual and collective responsibility to contribute to a study environment which promotes scholarship and learning. All persons should be considerate of the needs of others for an appropriate study environment and share a common goal in learning.

  • Attendance at lectures, seminars etc. is essential, in particular where students’ absence may be detrimental to the performance of fellow students and the quality of learning experience gained. In addition, lateness is a discourtesy to the whole group and the group itself should make clear that lateness or other disruptive behaviour is not acceptable.
  • Students are expected to prepare for lectures, seminars etc. Students who attend tutorials or seminars without doing preparatory work or contributing to the discussion will be reminded of their obligations by the tutor and, when appropriate, by student members of the group. Suitable preparation enhances the overall learning experience.
  • The use of mobile phones in lectures, seminars etc. is strictly prohibited. All phones should be switched off before entry into lectures, seminars etc.

5.3.2  Accept individual and collective responsibility for keeping a clean and safe working and studying environment.

  • All persons attending QMU lectures, seminars etc. should ensure that the safety of themselves and others is not compromised.
  • All persons attending QMU lectures, seminars etc. should ensure respect for other people and property is maintained.
  • Smoking, eating and drinking are strictly prohibited within the learning environment.

5.3.3 Have a mutual respect for others especially with regard to differing cultures.

All persons within QMU should demonstrate respect for the range of local and international cultures as well as each person's learning needs. This means maintaining appropriate conduct in learning environments such as lectures and seminars so that the needs of all users can be met.

  • The University will not tolerate antisocial behaviour: this includes the use of abusive language, physical abuse, obscene comments, verbal or physical harassment, and comments or remarks that discriminate on the basis of sex, race or any other irrelevant distinction.

5.3.4 Ensure that the University is not brought into disrepute.

  • All persons within QMU have an individual and collective responsibility to comply with the law, this is to ensure that all students can work and study in an environment characterised by mutual respect and free from harassment and distress.
  • You are asked to consider the impact that unacceptable behaviour may have on other people and to behave as an ambassador of Queen Margaret University.

5.4 Attendance Policy

This Code of Conduct must be read in conjunction with the University’s Attendance Policy, available from the University’s Regulations, Policies and Procedures web page.

For some programmes, a more detailed attendance policy will apply, details of which will normally be available within individual programme documentation.

6. IT Facilities Code of Conduct 

6.1  This IT Facilities Code of Conduct has been developed to support the general University Code of Conduct.

6.2  General Principles

6.3  All students at QMU shall:

6.3.1 Accept individual and collective responsibility for maintaining a healthy working, studying and living environment within the University, respecting the institution’s policies on equal opportunities and harassment and ensuring that their conduct complies with these policies.

All persons within QMU have an individual and collective responsibility to contribute to a study environment which promotes scholarship and learning. All persons should be considerate of the needs of others for an appropriate study environment and share a common goal in learning.

  • Use of the computer systems and networks should always be legal and ethical, and reflect academic integrity and the standards of the University community. IT facilities must never be used to cause offence, worry or inconvenience to anyone.
  • Users should accept the need to be restrained in the use of available resources. Electronic resources are provided to facilitate the work of students, specifically for educational, training, research or administrative purposes. Any other uses are a privilege and not a right, and must not take priority over the needs of those who require the facilities for directed academic work.

6.3.2  Accept individual and collective responsibility for keeping a clean and safe working and studying environment, ensuring personal guests act in an appropriate manner.

  • All persons using QMU IT facilities have an individual and collective responsibility to ensure that the safety of themselves and others is not compromised.
  • All persons using QMU IT facilities have an individual and collective responsibility to ensure respect for other people and property is maintained.

6.3.3  Have a mutual respect for others especially with regard to differing cultures.

  • All persons using QMU IT facilities have an individual and collective responsibility to ensure that the study environment is characterised by mutual respect, which can help enhance the quality of learning experience.
  • The University will not tolerate antisocial behaviour: this includes the use of abusive language, physical abuse, obscene comments, verbal or physical harassment, and comments or remarks that discriminate on the basis of sex, race or any other irrelevant distinction.

6.3.4  Ensure that the University is not brought into disrepute.

All persons using QMU IT facilities should adhere to appropriate statutory law eg: the Computer Misuse Act 1990, the Defamation Act 2013, Copyright Designs and Patents Act 1988 and the provisions of the University’s licence with the Copyright Licensing Agency, Data Protection Act 2014 and licence agreements for software. All persons using QMU IT facilities should also respect the intellectual property rights, copyright and moral rights of authors.

  • All persons within QMU have an individual and collective responsibility to comply with the law, this is to ensure that all students can work and study in an environment characterised by mutual respect and free from harassment and distress.
  • You are asked to consider the impact that unacceptable behaviour may have on other people and to behave as an ambassador of Queen Margaret University.

6.4 Specific Codes

The IT Facilities Code of Conduct is underpinned by the JANET Acceptable Use Policy, published by JISC) which covers all UK academic and research network activity.

7. SCIENCE LABORATORY CODE OF CONDUCT

7.1  This Science Laboratory Code of Conduct has been developed to support the general University Code of Conduct.

7.2  General Principles

7.3  All students at QMU shall:

7.3.1  Accept individual and collective responsibility for maintaining a healthy working, studying and living environment with the University, respecting the institution’s policies on equal opportunities and harassment and ensuring that their conduct complies with these policies.

All persons within QMU have an individual and collective responsibility to contribute to a study environment, which promotes scholarship and learning. All persons should be considerate of the needs of others for an appropriate study environment and share a common goal in learning.

  • The use of computer systems within laboratories is subject to the same code of conduct identified for IT laboratories in QMU.
  • The use of mobile phones within laboratory environments is strictly prohibited. All phones should be switched off before entry into laboratories.

7.3.2  Accept individual and collective responsibility for keeping a clean and safe working and studying environment.

All persons using the QMU science laboratories have an individual and collective responsibility to ensure that safety is not compromised, that food is not consumed and that respect for other people and property is maintained. In particular that no laboratory equipment is damaged and that no item is removed from the library unless it has been properly issued.

  • Smoking, eating and drinking are strictly prohibited within laboratories, with the following exceptions:
    Food or fluid intake specifically associated with experimental procedures and specified in laboratory schedules.
  • Fluid intake following exercise testing regimes in which an individual may become dehydrated.

Individuals should:

  • Read and observe any special safety instructions displayed in the laboratory, or which have been issued to them (e.g. Local rules for Radiation Safety, Safe use of Gas Cylinders).
  • Ensure familiarity with equipment, including safety devices before beginning work
  • Wear protective equipment as required and directed when working in the laboratory.
  • Report all breakages and spills to a member of staff. Broken glass, needles and other sharps should be placed in appropriate bins or sharps boxes and not mixed with waste paper.
  • Take responsibility for the safe storage of clothing, bags and personal items, so that they do not represent a hazard within the laboratory environment.
  • Students should not work in laboratories outwith timetabled classes, unless appropriate arrangements have been made for supervised group or individual project work. This should include the completion of a Risk Assessment, which must be fully understood and signed by both student and supervisor. COSHH forms must be completed if required.
  • Students should request equipment for project work using the appropriate form and should ensure its safe return to a member of staff.
7.3.3 Have a mutual respect for others especially with regard to differing cultures.
  • The University will not tolerate antisocial behaviour: this includes the use of abusive language, physical abuse, obscene comments, verbal or physical harassment, and comments or remarks that discriminate on the basis of sex, race or any other irrelevant distinction.

7.3.4 Ensure that the University is not brought into disrepute.

7.4 Specific Codes

Students are expected to follow specific codes of conduct, regarding equipment, hazards or procedures where these are in force in specific laboratory areas.

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Complaints Procedure - A guide for Students

 Queen Margaret University is committed to providing an excellent education and high-quality services to our students from enrolment to graduation.

We value complaints and use information from them to help us improve our services.

1. If something goes wrong or you are dissatisfied with our services, please tell us. This leaflet describes our complaints procedure and how to make a complaint. It also tells you about how we will handle your complaint and what you can expect from us.

What is a complaint?

2. We regard a complaint as any expression of dissatisfaction about our action or lack of action, or about the standard of service provided by us or on our behalf.

What can I complain about?

3. You can complain about things like:

    • failure or refusal to provide a service
    • inadequate quality or standard of service, or an unreasonable delay in providing a service
    • the quality of facilities or learning resources

    • dissatisfaction with one of our policies or its impact on the individual (although it is recognised that policy is set at the discretion of the institution)

    • failure to properly apply law, procedure or guidance when delivering services

    • failure to follow the appropriate administrative process

    • conduct, treatment by or attitude of a member of staff or contractor (except where there are arrangements in place for the contractor to handle the complaint themselves);

      or

    • disagreement with a decision, (except where there is a statutory procedure for challenging that decision, or an established appeals process followed throughout the sector).

 

4. Your complaint may involve more than one [institution] service or be about someone working on our behalf.

What can’t I complain about?

5. There are some things we can’t deal with through our complaints handling procedure. These include:

  • a request for information or an explanation of policy or practice
  • a response to an invitation to provide feedback through a formal mechanism such as a questionnaire or committee membership
  • a concern about student conduct
  • a routine first-time request for a service
  • a request for compensation only
  • an insurance claim
  • issues that are in court or have already been heard by a court or a tribunal (if you decide to take legal action, you should let us know as the complaint cannot then be considered under this process)
  • disagreement with a decision where there is a statutory procedure for challenging that decision (such as for freedom of information and subject access requests), or an established appeals process followed throughout the sector (such as an appeal about an academic decision on assessment or admission)
  • a request for information under the Data Protection or Freedom of Information (Scotland) Acts, or the Environmental Information Regulations
  • a grievance by a staff member or a grievance relating to employment or staff recruitment
  • a concern raised internally by a member of staff (which was not about a service they received, such as a whistleblowing concern)
  • concerns about services outwith the Institution’s delegated responsibilities (e.g. conference and accommodation services to commercial clients)
  • a concern about a child or an adult’s safety
  • an attempt to reopen a previously concluded complaint or to have a complaint reconsidered where we have already given our final decision
  • abuse or unsubstantiated allegations about our Institution or staff where such actions would be covered by our [unacceptable actions policy or equivalent]; or
  • a concern about the actions or service of a different organisation, where we have no involvement in the issue (except where the other organisation is delivering services on our behalf).

6. If other procedures or rights of appeal can help you resolve your concerns, we will give information and advice to help you.

Who can complain?

7. Anyone who receives, requests or is directly affected by our services can make a complaint to us. This includes the representative of someone who is dissatisfied with our service (for example, a relative, friend, advocate or adviser). If you are making a complaint on someone else’s behalf, you will normally need their written consent. Please also read the section on Getting help to make your complaint below.

How do I complain?

8. You can complain in person at our campus, by phone, in writing, by email or via our complaints form.

9. It is easier for us to resolve complaints if you make them quickly and directly to the service concerned. Where possible, your concerns should be raised with the relevant staff member, tutor, university representative or school office. Then they can try to address the issue.

10. When complaining, please tell us:

  • your full name and contact details
  • as much as you can about the complaint
  • what has gone wrong; and
  • what outcome you are seeking.

Our contact details

  • Phone: 0131 474 0000 (ask for complaints when prompted);
  • Email: Complaints Email Address
  • Post: Complaints, Division of Governance and Quality Enhancement,
  • Queen Margaret
  • University, Musselburgh,
  • East Lothian, EH21 6UU

How long do I have to make a complaint?

11. Normally, you must make your complaint within six months of:

  • the event you want to complain about; or
  • finding out that you have a reason to complain.

12. In exceptional circumstances, we may be able to accept a complaint after the time limit. If you feel that the time limit should not apply to your complaint, please tell us why.

What happens when I have complained?

13. We will always tell you who is dealing with your complaint. Our complaints procedure has two stages.

Stage 1: Frontline response

14. We aim to respond to complaints quickly (where possible, when you first tell us about the issue). This could mean an on-the-spot apology and explanation if something has clearly gone wrong, or immediate action to resolve the problem.

15. We will give you our decision at stage 1 in five working days or less, unless there are exceptional circumstances.

16. If you are not satisfied with the response we give at this stage, we will tell you what you can do next. If you choose to, you can take your complaint to stage 2. You must normally ask us to consider your complaint at stage 2 either:

  • within six months of the event you want to complain about or finding out that you have a reason to complain; or
  • within two months of receiving your stage 1 response (if this is later).

17. In exceptional circumstances, we may be able to accept a stage 2 complaint after the time limit. If you feel that the time limit should not apply to your complaint, please tell us why.

Stage 2: Investigation

18. Stage 2 deals with two types of complaint: those where the complainant remains dissatisfied after stage 1 and those that clearly require investigation, and so are handled directly at this stage. If you do not wish your complaint to be handled at stage 1, you can ask us to handle it at stage 2 instead.

19. When using stage 2:

  • we will acknowledge receipt of your complaint within three working days
  • we will confirm our understanding of the complaint we will investigate and what
  • outcome you are looking for
  • we will try to resolve your complaint where we can (in some cases we may suggest using an alternative complaint resolution approach, such as mediation); and where we cannot resolve your complaint, we will give you a full response as soon as possible, normally within 20 working days.

20. If our investigation will take longer than 20 working days, we will tell you. We will tell you our revised time limits and keep you updated on progress.

What if I’m still dissatisfied?

21. After we have given you our final decision, if you are still dissatisfied with our decision or the way we dealt with your complaint, you can ask the Scottish Public Services Ombudsman (SPSO) to look at it.

The SPSO are an independent organisation that investigates complaints. They are not an advocacy or support service (but there are other organisations who can help you with advocacy or support). You can ask the SPSO to look at your complaint if:

  • you have gone all the way through Queen Margaret University's complaints handling procedure
  • it is less than 12 months after you became aware of the matter you want to complain about; and
  • the matter has not been (and is not being) considered in court.

The SPSO will ask you to complete a complaint form and provide a copy of our final response to your complaint. You can do this online at www.spso.org.uk/complain/form or call them on Freephone 0800 377 7330. You may wish to get independent support or advocacy to help you progress your complaint. See the section on Getting help to make your complaint below.

The SPSO’s contact details are:

 Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours:

  • Monday,
  • Wednesday,
  • Thursday,
  • Friday 9am–5pm,
  • Tuesday 10am–5pm

SPSO freephone 0800 377 7330
Website: Scottish Public Services Ombudsman website

Scottish Public Services Ombudsman Contact Form website

Scottish Public Services Ombudsman complaints form website

Fax 0800 377 7331

Getting help to make your complaint

22. We understand that you may be unable or reluctant to make a complaint yourself. We accept complaints from the representative of a person who is dissatisfied with our service. We can take complaints from a friend, relative, or an advocate, if you have given them your consent to complain for you.
23. Useful contact details:

24. We are committed to making our service easy to use for all members of the community. In line with our statutory equalities duties, we will always ensure that reasonable adjustments are made to help you access and use our services. If you have trouble putting your complaint in writing, or want this information in another language or format, such as large font, or Braille, please tell us in person, phone us on 0131 474 0000 (asking for Complaints when prompted), or by emailing us at: QMU complaints email address

Our contact details

25. Please contact us by the following means:

Phone: 0131 474 0000 (ask for complaints when prompted);

Email: QMU complaints email address

Post: Complaints, Division of Governance and Quality Enhancement, Queen Margaret

University, Musselburgh, East Lothian, EH21 6UU.

We can also give you this leaflet in other languages and formats (such as large print, audio and Braille).

Quick guide to our complaints procedure

 

[Flow Chat ]

 

Compliant Handling Procedure and Unacceptable Behaviour

FOREWORD

The actions of complainants who are angry, demanding or persistent may result in unreasonable demands on time and resources or unacceptable behaviour towards the University’s staff. The University will, therefore, put into place policies and procedures to protect staff from such unacceptable behaviour. These policies and procedures will include the requirement to inform the complainant of any decision to restrict their access, their right of appeal, and any procedures for reviewing such a decision to restrict contact.

The University conforms to the principle that complainants have the right to be heard, understood and respected and the University strives to respond to all complaints in a fair, transparent and proportionate manner. However, occasionally the behaviour or actions of individuals prevents the University from dealing with the complaint under the Complaints Handling Procedure. The University is committed to equality of opportunity of all and expects all members of its community to be treated courteously and with respect. This Policy details the procedure to be followed in the event of unacceptable behaviour being determined, and procedures for reviewing that decision.

1 DEFINING UNACCEPTABLE BEHAVIOUR

It is recognised that people may act out of character at times of trouble, distress or as a symptom of illness. Behaviour that is forceful or determined is not, of itself, considered unacceptable. However, the actions of a person that result in unreasonable behaviour or demands on University staff or services or aggressive behaviour will be considered unacceptable. Examples of this are as follows:-

1. Unreasonable demands: a demand becomes unreasonable when it starts to (or complying with that demand would) impact substantially on the work of the staff or on University services. This could relate to the amount of information sought or the nature and scale of the service expected. All circumstances should be taken into account. Examples could be repeatedly changing the substance of a request or raising unrelated concerns.

2.Unreasonable levels of contact: if the level of contact from an individual exceeds what would be considered normal or reasonable, for example, numerous phone calls over a short space of time or being inundated with further information, then the contact may be considered unacceptable, particularly when this contact impacts on the complaint handler’s ability to undertake other work tasks.

3. Unreasonable use of the complaints process: when an individual submits multiple complaints which have the objective of preventing the University pursuing a legitimate aim or implementing a legitimate decision.

4. Aggressive or abusive behaviour: behaviour or language, whether spoken or written, that may cause staff or students to feel afraid, threatened or abused will not be accepted. This can include threats, physical violence, inappropriate gestures, indecent comments, personal verbal abuse, discriminatory or derogatory remarks, rudeness, inflammatory statement or unsubstantiated allegations.

2. MANAGING UNACCEPTABLE BEHAVIOUR

If an individual’s behaviour adversely affects the ability of a member of staff to do their work or provide a service to others, that member of staff will be entitled to restrict the contact that individual has with the University. If that individual is a member of staff or a student then the relevant discipline procedures may need to be considered. In serious cases, there may be a termination of all direct (face-to-face, voice or email) contact with the individual and incidents may be reported to the police.

The following actions may be used in situations where an individual shows unreasonable persistence:-

  • Limit contact to telephone calls from the complainant at set times on set days;
  • Restrict contact to a nominated member of staff;
  • See the complainant by appointment only;
  • Restrict contact to written correspondence only, this may be through a third party;Return all correspondence and documents and in extreme cases, advise that further correspondence will be destroyed; or
  • Take other actions as appropriate, for example, restricting the complainant’s University email address or blocking emails from a specific address.

The threat or use of physical violence, verbal abuse or harassment towards staff will not be tolerated and is likely to result in the termination of all contact with the complainant. If the complainant is a member of staff or student, the relevant discipline procedures will be considered.

Staff have the right to politely end telephone calls or meetings if an individual is considered aggressive, abusive or offensive.

3.  PROCEDURE FOR MANAGING UNACCEPTABLE BEHAVIOUR

Before determining whether to use one of the actions listed above, the member of staff should consider whether:-

  • The relevant complaints/appeals/freedom of information or subject access request procedure has been correctly and fully implemented in relation to that individual’s request;
  • Due warning has been given to the complainant that continued contact may be deemed unacceptable;
  • Any reasonable adjustments have been made for that individual; and
  • There has been due regard to any of the protected characteristics in relation to the individual.

Staff should, where possible, try to diffuse the situation by calmly informing the individual that their behaviour is unacceptable and must stop. Staff can ask their line manager to assist with this as appropriate. Should this approach not work, the member of staff should approach their line manager who will determine whether the actions of that person affects one member of staff or the whole team and then take the appropriate action to limit contact. When staff across the University are affected, the University Secretary should be consulted.

Decisions to restrict contact can only be made after the individual has been given an opportunity to modify their behaviour. The decision should be communicated in writing, with clear contact arrangements specified and the length of time the restriction will be in place.

4 APPEAL, RECORD AND REVIEW

The individual concerned should be given the opportunity to appeal the decision to restrict contact. The appeal should be referred to the University Secretary who may nominate another senior member of staff to determine on whether the restriction was made appropriately. The procedure undertaken, the proportionality of the decision and the reasoning for the decision to restrict contact may all be reviewed. The appeal will be considered on the balance of probabilities. The decision of the University Secretary, or of their properly appointed delegate, is final.

Any decision to restrict contact with an individual should be thoroughly recorded, with clear and transparent reasons, and an appropriate entry should be made in the individual’s file.

The decision to restrict contact may be reconsidered should the individual display reasonable behaviour. A review procedure, at set intervals, should be included in the correspondence which communicates the decision to restrict contact.

Data Protection: Students Privacy Statement

Who we are

This is the privacy statement of Queen Margaret University. This privacy statement explains how we collect and use personal information about you.

Queen Margaret University (QMU) is a Data Controller in terms of the General Data Protection Regulations and the Data Protection Act 2018. The University is registered with the Information Commissioner’s Office. Our Registration Number Z6013920.

We are a public authority under the Freedom of Information Act 2000 and a Scottish public authority under the Freedom of Information (Scotland) Act 2002. Personal Information that we collect and hold about you is used by us for our statutory and/or public functions. Where we collect or share data it is on the basis of the exercise of official authority vested in us as a public authority, and on the basis of public interest.

Processing of your personal information is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us as the Data Controller (See GDPR Article 6(1)(e)) and for statistical and research purposes (See GDPR Article 89). Processing of Special Categories of data is necessary for statistical and research purposes in accordance with Article 89(1) based on the duties in the Equality Act 2010 (See GDPR Article 9(2)(j)).

We process personal information to enable us to provide education and support services to our students and staff; advertising and promoting the university and the services we offer; publication of the university magazine and alumni relations, undertaking research and fundraising; managing our accounts and records and providing commercial activities to our clients.

We also process personal information for the use of CCTV systems to monitor and collect visual images for the purposes of security and the prevention and detection of crime.

QMU needs to process and retain certain personal information relating to you, because you are an applicant to, or student of the University. All of your personal information will be treated in accordance with the terms of the the UK General Data Protection Regulation and the UK Data Protection Act 2018. This means that confidentiality will be respected and that appropriate security measures will be taken to prevent unauthorised disclosure.

Queen Margaret Students’ Union is a data controller in its own right. You can read its privacy policy on the QMU Students’ Union website.

How we collect your data

The personal data QMU holds about you is obtained from a variety of sources, including but not limited to:

  • Information you have provided on your application form (including applications made directly to the University, via a third party such as UCAS, via a partner institution, or via an overseas agent)
  • Information you provide us with annually at enrolment (matriculation) and during the course of your studies;
  • Information related to performance, attendance and awards during your studies;
  • Funding organisations such as SAAS or sponsorship bodies;
  • Partner organisations such as professional bodies, employers, and other educational establishments for the purposes of external study or exchange.

Why we collect and use your personal information

This privacy statement explains how we collect and use personal information about you. When you apply and then accept your offer you enter into a contract with the University and agree to accept the University’s Terms and Conditions, and agree that the University can process your personal information for administrative and educational purposes. These include, but are not limited to:

  • Administering and providing education & training.
  • Managing and administering the University, including accommodation services.
  • Recruitment, admissions and enrolment.
  • Maintaining your student records and managing academic processes, including attendance and assessment.
  • Processing financial transactions including fee payments and the administration of grants and loans.
  • Providing advice and support to you, including disability services, counselling and wellbeing services, mentoring, health and safety, attendance monitoring, pastoral services (PersonalAcademic Tutor system) and careers guidance.
  • To protect your vital interests e.g. in an emergency situation.
  • Verifying your identity where this is required.
  • Contacting you by post, email or telephone.
  • Managing behavioural or disciplinary issues, appeals and complaints.
  • Providing you with information about educational programmes and services.
  • Managing and monitoring access to University services including library, IT, printing, sports, catering and events.
  • Research including monitoring quality and performance.
  • Seeking feedback on University programmes, services and facilities.
  • Graduation and confirmation of awards.
  • Alumni membership.
  • Statistical and archive purposes.
  • Preventing and detecting crime, fraud or corruption.
  • To meet our obligations under equality law.

Special categories of personal information

Under the UK Equality Act 2010, we need to collect sensitive personal data about our applicants and students on UK campuses to assist with monitoring equality of opportunity and eliminating unlawful discrimination. We hold this information in strictest confidence and only disclose it, again in confidence, to bodies with a statutory duty to collect it, such as the Higher Education Statistics Agency. You can choose whether you want to provide information for this purpose.

Special categories of personal information are afforded an extra level of security and confidentiality. This includes information about racial or ethnic origin, religious or philosophical beliefs, trade union membership, data concerning physical or mental health, data concerning sexual life or sexual orientation and data relating to criminal offences, convictions and sentences.

If a student or applicant declares that they have a disability, we have a duty to disclose this information on a need-to-know basis to staff to ensure that reasonable adjustments are made, enabling disabled students to meet their full academic potential.

Access to your personal information

The University will manage your information securely and will restrict access to only those who need to use it in the course of their duties. The University will put in place technical and organisational measures necessary to ensure the security of your information.

The University will only disclose your information to third parties where we:

  • Have a legal basis to do so under the General Data Protection Regulation; or
  • Are required to under a statutory or regulatory obligation; or
  • Have your consent.

Sharing your personal data

To fulfil our statutory or legal obligations your data may be provided, without your explicit consent, to organisations or agents acting on their behalf including but not limited to:

For academic purposes

  • With a partner institution to deliver a programme collaboratively or jointly between the University and the partner institution.
  • With our external examiners: to check that our assessment of your work is fair.
  • For official independent assessment of our programmes e.g. by the QAA.
  • Verify your attendance and qualifications, e.g. in a reference for a potential employer or agency (with consent).
  • Confirm your attendance, progress and assessment marks to your sponsor or the institution through which you are studying (if this is not QMU).
  • Arrange a suitable work placement if this is part of your course.
  • If you have taken part in the Lothians Equal Access Programme for Schools (LEAPS), which provides advice and support to help eligible students to enter Higher Education, we may share limited information with LEAPS about your progress and outcome of your studies, in order to improve the LEAPS service for future participants.
  • With relevant support agencies to enable appropriate adjustments to be made in line with an individual needs assessment.
  • Publicise your award in our graduation programme and in the list of awards we provide in press releases. You have the right to opt out of your award being detailed in the press release.

To meet statutory and legal obligations

  • The Higher Education Statistics Agency (HESA). For more information on what HESA does with your personal data please see the HESA Student Collection Notices.
  • The Scottish Funding Council (SFC).
  • The Student Loans Company (SLC)
  • The Student Awards Agency for Scotland (SAAS).
  • Home Office/UK Visas and Immigration (UKVI).
  • The Office for Students.
  • UKRI, including agents managing the Research Excellence Framework (REF)
  • HM Revenue & Customs (HMRC)
  • Local authority for Council Tax exemption purposes.
  • Electoral Registration Office in accordance with the Representation of the People (Scotland)Regulations 2001.
  • Professional bodies, for example HCPC, NMC, GTCS.
  • Embassies and other Governments.
  • Law enforcement agencies and debt controllers.
  • Potential employers or education and placement providers.
  • Research surveys approved by the University covering student progress, attitudes, social and financial circumstances including the National Student Survey (NSS) and the International Student Barometer (ISB).
  • Relevant authorities dealing with emergency situations at the University.
  • The University also provides limited information to the QMU Students’ Union for the purpose of academic representation, running of elections, administering clubs, societies and sports clubs and social marketing activities.

International data transfer

As an international organisation, the University may need to process your personal information in a country other than the one you are studying in, when this is necessary to provide you with academic and support services, meet a legal obligation, fulfil a contract with you, or where we have your consent.

Personal data may be transferred outside the European Union, to countries which may not have equivalent data protection laws. Examples of circumstances when personal data may be transferred outside the EU include:

  • Managing collaborations with overseas educational institutions including student exchanges and partnership programmes
  • Working with overseas recruitment agencies.
  • Information posted on our website which is accessible outside the EEA.
  • Some of the systems and services the University uses to store data in the Cloud which may include storage facilities based outside the EEA.

Personal information processed by consent

Where the processing of personal information falls outwith the scope of your contract with the University (i.e. the information that the University is required to process to manage and administer your time at University) then we will require another legal reason to process your data. This may require us to ask for your consent for processing. Consent will be sought when it is required.

Profiling or automated decision making

We do not use profiling or automated decision-making processes. Some processes are semi- automated but a human decision maker will always be involved before any decision is reached in relation to you.

Graduation ceremonies

Graduation ceremonies are public events. Audio and visual images of ceremonies may be made publically available via the sale of DVDs and live broadcast at the venue, on campus and on the Internet. Names of graduands, including those graduating in absentia, are published in the graduation programme. Lists are published in the press and you will be offered the opportunity to opt out of this.

The University may take photographs and other images for possible use in University publicity and promotional material. Graduands who do not wish to be included, must inform the photographer at the time the photograph is taken.

A separate Privacy Notice is provided for Alumni Engagement.

Use of our Website

QMU respects the privacy of every individual who visits our websites or responds to our interactive advertisements. The Privacy Statement on our website outlines the information we collects via its various web pages and how we use that information. The Statement also instructs you on what to do if you do not want your personal information collected or shared when you visit QMU's website or respond to our advertisements.

Retention of your personal information

The University will retain your personal data only as long as necessary for its purposes as described. Please note, however, that even after termination of your student relationship with the University, QMU may still need to retain your personal data to satisfy its obligations to keep certain records for particular periods under applicable law. Such retention is documented in the University Records Retention Schedule, held by the Data Protection Officer.

Your rights relating to your personal information

You have the right to:

Access your information

Find out what personal data we process about you and obtain a copy of the data, free of charge within one month of your request. We may make a charge for additional copies of the same information.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information

You have the right to ask us to delete personal information about you where:

  •  You consider that we no longer require the information for the purposes for which it was obtained.
  • We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
  • You have validly objected to our use of your personal information – see Objecting to how we may use your information below.
  • Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information

You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest or pursuant to the legitimate interests of us or a third party then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information

In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don't want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Portability

If we process personal information that you provide to us on the basis of consent or because it is necessary for the performance of a contract to which you are party, and in either case that processing is carried out by automated means, then you have the right to have that personal information transmitted to you in a machine readable format. Where technically feasible, you also have the right to have that personal information transmitted directly to another controller.

Automated processing

If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you

Please contact us in any of the ways set out in the Contact information and further advice section below if you wish to exercise any of these rights.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website. We will publish any changes we make to this data protection policy on our Data Protection web page.

Paper copies of the privacy statement may also be obtained by request from the Data Protection Officer.

This privacy statement was last updated on 10 May 2018.

Contact details and further advice

If you have any queries about the processing of your personal data as described above, please contact the University’s Data Protection Officer. You can do this by email:Data Protection Officer

telephone: 0131 474 0000 or post:

Data Protection Officer
Queen Margaret University Queen Margaret University Drive Musselburgh
EH21 6UU

Complaints

We seek to resolve directly all complaints about how we handle personal information. If you have any issues about this statement or the way the University has handled your personal information, please contact the University Data Protection Officer in the first instance.

If you are dissatisfied with the response from the University, you have the right to lodge a complaint with the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Email: Information Case officer  Telephone: 0303 123 1113

 

Version 1 – May 2018

Regulations Governing Discipline

1 Preliminary matters

1.1  All students of the University are subject to the jurisdiction of the Principal in respect of their studies and their conduct. It is a condition of entry to the University that each student shall conform to the published rules and regulations.

1.2  Under these regulations the University has the power to discipline students and to suspend or expel any student for good cause.

1.3  Once disciplinary proceedings have been instituted against a student under these regulations, no disciplinary action will normally be taken against the student under other disciplinary rules or regulations within the University for the same misconduct. However, where an allegation of misconduct is upheld against a student on a health care programme that requires professional registration, that student may be referred to a Fitness to Practise Panel.

1.4  References within these regulations to any University officer shall include their properly appointed nominee.

2 Misconduct

2.1  Any student studying or registered at the University shall be subject to disciplinary measures if they are found to be guilty of misconduct as defined below.

2.2  The essence of misconduct under these regulations is:

a)  Improper interference with the functioning or activities of the University, or of those who work or study in the University; or

b)  Action which otherwise improperly damages the University or its reputation.

2.3  In particular, the following shall constitute misconduct, whether occurring on University premises or elsewhere:

a)  Any conduct which constitutes a criminal offence.

b)  Disruption of, or improper interference with, the academic, administrative, sporting, social or other activities of the University.

c)  Obstruction of, or improper interference with, the functions, duties or activities of any student or member of staff of the University, or any visitor to the University.

d)  Violent, indecent, disorderly, threatening, intimidating or offensive behaviour or language.

e)  Harassment of any student or member of staff of the University, or any visitor to the University, on the grounds of sex, sexual orientation, race or disability.

f)  Fraud, deceit, deception or dishonesty in relation to the University or its staff, students or visitors

g)  Cheating or plagiarism in academic course work or in examinations

h)  Theft, misappropriation or misuse of University property, or the property of the University’s staff, students or visitors, including computer misuse.

i)  Misuse or unauthorised use of University premises.

j)  Damage to University property, or the property of the University's staff, students or visitors, caused intentionally or recklessly.

k)  Action likely to cause injury or impair safety on University premises.

l)  Failure to respect the rights of others to freedom of belief and freedom of speech.

m)  Breach of the provisions of any University code, rule or regulation

n)  Failure to disclose personal details to a member of staff of the University in circumstances in which it is reasonable to require that such information be given.

3. Involvement of the police and criminal courts

3.1  The following procedures apply where alleged misconduct is reported to the Principal, and the misconduct, if proved, would also constitute a serious offence under the criminal law.

3.2  A serious offence is one that is likely to attract a custodial sentence if proved in a criminal court or one that can be tried as a criminal offence only at the High Court/Crown Court.

3.3  Where the Principal does not regard the alleged misconduct as constituting a serious offence, s/he may decide that it is dealt with internally. If the offence is reported to the police, the Principal may decide to defer action until the police and/or courts have dealt with the matter.

3.4  If the Principal regards the alleged offence as serious, no internal disciplinary action, other than suspension or exclusion from the University, will normally be taken until the matter has been reported to the police, and either a prosecution has been completed or a decision not to prosecute has been taken.

3.5  The University has the right to report any alleged criminal offence to the police. However, if a person claims to be the victim of a serious offence committed by a student, but does not wish the police to be involved, the Principal may agree not to report the matter to the police. In such circumstances the University will not normally proceed with internal disciplinary measures for the serious offence, although it may take disciplinary action over other related offences.

3.6  Where a finding of misconduct has been made under these regulations, and a student has also been sentenced by a criminal court on the same facts, the penalty imposed by the criminal court will be taken into account in deciding the penalty under these regulations.

4 Suspension or exclusion

4.1  A student who is the subject of a complaint of misconduct or against whom a criminal charge is pending or who is the subject of police investigation, may be suspended or excluded from the University by the Principal, pending disciplinary hearing or trial.

4.2  A student who is suspended is prohibited from entering University premises and from participating in University activities. Suspension may be subject to qualification, such as permission to take an examination. The terms of the suspension will be notified in writing to the student. An order of suspension may include a requirement that the student shall have no contact with a named person or persons.

4.3  A student who is excluded from the University has restricted rights to enter University premises and to take part in University activities. The terms of the exclusion will be notified in writing to the student. An order of exclusion may include a requirement that the student shall have no contact with a named person or persons.

4.4  Orders of suspension and exclusion pending a disciplinary hearing or trial are normally to be used where necessary to protect a member or members of the University, or the property of the University or the property of a member or members of the University community. Written reasons for the decision will be recorded and made available to the student.

4.5  Unless the matter is deemed to be urgent by the Principal, no student shall be suspended or excluded unless they have been given an opportunity to make representation to the Principal. The representation may be made in person or in writing, as the student chooses, and may be put forward by the student or by the student's adviser, friend or representative. In cases deemed to be urgent by the Principal, a student may be suspended or excluded with immediate effect. An opportunity will be given to the student to make representation as soon as reasonably practicable.

4.6  A decision to suspend a student, or to exclude a student from academic activities associated with the student's programme of study, shall be subject to review at the request of the student after four weeks. Such a review will not involve a hearing, but the student, either personally or through their adviser, friend or representative, will be entitled to make written representation. The Principal will conduct the review.

4.7  In addition to the initial review, the Principal shall review the suspension or exclusion on receipt of evidence of altered circumstances that might affect the order.

4.8  A student may appeal against an order of suspension or exclusion using the process set out under section 9 of these Regulations.

5. Summary procedure

5.1  Allegations of misconduct under these regulations should be made to the University Secretary, who will refer them to the Principal. The Principal may dismiss the allegation immediately if they believe that there is no case for the student to answer, or that it is for some other reason appropriate to do so.

5.2  If the allegation is not so dismissed, and the offence does not lead the Principal to suspend or exclude the student under the provisions outlined in section 4 above, the matter will be referred to the relevant Dean of School. The Dean of School will consult with the University Secretary to determine whether or not the matter should be dealt with summarily or referred to a Disciplinary Panel, subject to paragraph 5.6 below.

5.3  If the matter is dealt with summarily, the Dean will consider written or oral evidence as they think fit. The Dean will find the student guilty of misconduct only if, on the available evidence, they are satisfied of the student's guilt. If a finding of guilt is made, they may impose any of the penalties set out in these regulations, other than expulsion from the University.

5.4  At the termination of the proceedings, the Dean will write a short report. In the event of a finding of guilt, the report will set out the misconduct alleged, a brief summary of evidence received, the grounds for the finding of guilt, the penalty imposed, and the factors taken into account in deciding the penalty. A copy of the report will be sent to the student. Where the misconduct relates to examinations or other assessed work, the report may contain recommendations concerning examination marks, and a copy of the report will also be sent to the appropriate Board of Examiners.

5.5  There is a right of appeal against a finding of guilt as set out in section 9 below.

5.6  If the University Secretary does not consider it appropriate to deal with the matter summarily, or if the student does not agree to its being dealt with in that way, then it shall be referred to a Disciplinary Committee under the procedure set out in section 6 below.

6 Disciplinary committee

6.1  The University Secretary will appoint the members of the Disciplinary Committee, and invite one of them, other than a student, to act as Convener. The Committee will have three or five members, at the discretion of the University Secretary. The members will normally include both a member of the academic staff of the University and a student of the University. The University Secretary shall have regard to the need to ensure that all members of the Committee are impartial and have had no previous involvement with the matter. Care will be taken to ensure an appropriate gender balance in the composition of the panel.

6.2  The University Secretary will appoint a clerk to the Committee and will arrange for a note of the proceedings to be taken. The Committee may seek advice from a qualified lawyer

6.3  The student may attend the disciplinary hearing, and may be accompanied by an adviser, friend, or other representative. If a student is accompanied and opt to have their adviser, friend or representative speak on their behalf, should it become necessary to ensure good order in the hearing, the Committee may stipulate that the student may speak only when called upon to give evidence by their representative. Legal representation is not permitted.

6.4  The Committee will rely only on evidence presented at the hearing. The deliberations and decisions of anyone previously considering the matter shall be irrelevant for the Committee's purposes.

6.5  The Committee will find a student guilty of misconduct only if, on the evidence before it, it is satisfied of the student's guilt. If the members of the Committee cannot agree, the verdict of the Committee will be that of the majority of its members. Any decision of the Committee shall be based on the balance of probabilities.

6.6  Subject to the provisions of these regulations, the order of proceedings shall be at the discretion of the Committee. Members of the Committee may ask questions of any witness called before it. The Committee may ask for additional enquiries to be undertaken, and may call for additional witnesses to attend.

6.7  If two or more students are involved in related misconduct, the Committee may at its discretion deal with their cases together.

6.8  The evidence presented at the hearing will normally be oral evidence, given by witnesses appearing in person. The Committee may accept a witness's written statement in evidence where it agrees that the witness need not attend, or where it is impracticable for the witness to attend, or where in the opinion of the Committee it is for some other reason in the interests of justice to do so.

6.9  The allegation or allegations will be notified to the student at least one week before the hearing.

6.10  The University Secretary may call for written witness statements in support of the allegation in advance of the hearing. If such statements are obtained, members of the Committee will be entitled to see them in advance of the hearing and copies will be made available to the student at least one week before the allegation is heard.

6.11  The Committee may impose time limits on oral addresses and submissions.

6.12  The Committee will refuse to admit evidence that is in its opinion irrelevant to the issues raised.

6.13  The Committee shall have power to adjourn a hearing to another date, as it thinks fit

6.14  If the Committee finds that there is no case for the student to answer, it must dismiss the allegation.

6.15  At the termination of the proceedings, the Convener of the Disciplinary Committee will write a short report. In the event of a finding of guilt, the report will set out the misconduct alleged, a brief summary of evidence received, the grounds for the finding of guilt, the penalty imposed, and the factors taken into account in deciding the penalty. A copy of the report will be sent to the student and to the Principal. Where the misconduct relates to examinations or other assessed work the report may contain recommendations under section 7 of these regulations, and a copy of the report will also be sent to the appropriate Board of Examiners.

6.16  The Convener of the Committee, on the advice of the University Secretary, has the power to suspend the activity of the Disciplinary Committee at any time and to stop the proceedings against the student, if they believe it appropriate to do so.

7 Penalties

7.1  If a student is found guilty of an allegation of misconduct, penalties may be imposed by the Dean in the case of matters dealt with summarily, or by the Disciplinary Committee in other cases. The penalties are set out below. A student may not be expelled following an allegation heard under the summary procedure. The student or their representative shall be entitled to make representations in mitigation before the penalty is decided.

7.2  When determining penalties, consideration will be given to the seriousness of the misconduct, the circumstances of the misconduct, and the means and general personal circumstances of the student.

7.3  A student found guilty of misconduct may be:

a) Absolutely discharged, which means that although the student may be technically guilty of the misconduct alleged, no blame should be attached to their actions

b) Admonished

c) Cautioned, which means that no penalty is imposed, but if the student is found guilty of misconduct on a subsequent occasion in the following twelve months, or some other specified period, they will then be dealt with for both offences

d) Conditionally discharged, which means that no penalty is imposed, subject to the student fulfilling certain stipulated conditions including future good behaviour over the following twelve months or some other specified period. If the conditions are not met, a penalty may be imposed following a further hearing

e) Required to pay a fine or a reasonable sum by way of compensation for identified and quantified loss.

f) Required to perform unpaid services for the University community to a maximum of 40 hours

g) Excluded from the University for a fixed period of time, up to a maximum of twelve months. A student who is excluded from the University has restricted rights to enter University premises and to participate in University activities. The terms of the exclusion will be notified to the student in writing. An order of exclusion may include a requirement that the student shall have no contact with a named person or persons

h) Suspended from the University for a fixed period of time, up to a maximum of twelve months. A student who is suspended is prohibited from entering University premises, and from participating in University activities. Suspension may be subject to qualification, such as permission to take an examination. The terms of the suspension will be notified to the student in writing. An order of suspension may include a requirement that the student shall have no contact with a named person or persons

i) Expelled from the University, which means that the student ceases to be a member of the University, and loses all rights and privileges of membership.

7.4 Where misconduct relates to examinations or other assessed work, a recommendation may be made to the appropriate Board of Examiners that it should:

a)  Award the student lower marks than those which they would otherwise have been awarded, or award no marks, for the examination or assessed work in which the student committed the offence

b)  Award the student lower marks than those which they would otherwise have been awarded, or award no marks, for the unit of which the examination or assessed work was part

c)  Award the student a lower class of degree or other academic award than that which they would otherwise have been awarded.

d)  Exclude the student from the award of a degree or other academic award. This may be either permanent or for a stated period, and may be absolute or subject to compliance with stipulated requirements.

7.5 Where an allegation of misconduct is upheld against a student on a health care programme that requires professional registration, that student may be referred to a Fitness to Practise Panel. The University Secretary will consult with the Dean of School and advise accordingly.

8 Mental illness

If it appears to those considering an allegation of misconduct that the student in question is suffering from mental illness or mental instability, the proceedings may be adjourned for the preparation of a medical report.

If there is medical evidence that the student is suffering from mental illness or mental instability, those dealing with the case may suspend or terminate the proceedings, if it is felt appropriate to do so. It may be made a condition of suspension or termination of the proceedings that the student seeks medical treatment.

9 Appeals

9.1  A student may appeal against a finding of guilt. The appeal must be made to the University Secretary within twenty-eight days of the conclusion of the proceedings, which includes the imposition of a penalty. The student must set out in writing the grounds on which the appeal is based.

9.2  There will be no entitlement to a rehearing of the case, which will be allowed only in exceptional circumstances.

9.3  The appeal will be submitted to the Principal, who will judge whether or not a prima facie case exists on the basis that:

  • there has been demonstrably an irregularity in the disciplinary procedure;
  • evidence has become available that it was not reasonable to present during the original hearing.

9.4  In the event that a re-hearing is judged appropriate by the Principal, a panel will be convened.

9.5  An appeals committee will be constituted as described in Section 6.1 above. The Legal Adviser will act as technical adviser to the Panel and the University Secretary will nominate a clerk to the committee. The student may be accompanied by a friend or representative at this meeting.

9.6  The committee hearing the appeal may overturn the finding of guilt where they consider it just to do so. In particular, a finding may be overturned in the light of new evidence; or where it is considered that the original hearing was not conducted fairly; or where the finding of guilt was unreasonable in the light of the findings of fact. The student may present the appeal in person or in writing as they choose, and may be accompanied by an adviser, friend or other representative.

9.7  A student may appeal against a penalty imposed following a finding of guilt. The appeal must be made to the University Secretary within twenty-eight days of the conclusion of the proceedings. The student must set out in writing the grounds on which the appeal is based.

9.8  The committee hearing an appeal against penalty may impose a lesser or greater penalty, having considered whether the original penalty imposed was fair and reasonable in the light of all the circumstances of the case, and the student's means and general personal circumstances.

10 Independent review

10.1  The University’s internal procedures having been exhausted, a student may seek review of their complaint by an independent person, the Scottish Public Services Ombudsman [SPSO].

10.2  The Ombudsman is independent and their staff will advise whether or not the complaint is one that they can investigate. Normally the student will have to tell the Ombudsman about their complaint within 12 months of first knowing about the problem about which they are complaining, although the Ombudsman may look at complaints outside this limit, if they think there is good reason to do so.

10.3  There are some restrictions on what the Ombudsman can investigate. For example, they cannot consider the subject matter of complaints about personnel matters or matters of academic judgement. However, they may be able to investigate the manner in which the complaint was handled. If the complaint is appropriate to her office and is investigated, theOmbudsman’s staff will send details of how this will be done.

10.4  The complaint should be submitted in writing to the Ombudsman, and should include any relevant documents including correspondence with the University and the University’s response to the complaint. This can be sent to the Ombudsman without cost at the freepost address given below. A student may discuss the complaint with an Investigator at the SPSO before deciding to submit.

10.5  The Scottish Public Services Ombudsman has an online complaint form accessible through the website although papers in support of the complaint would still have to be supplied to the Ombudsman by post or other means. The Scottish Public Services Ombudsman can also supply paper complaint forms direct to complainants.

10.6  Further information may be accessed through the Scottish Public Services Ombudsman website or by calling their office for advice. Contact details are:

Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours: Monday, Wednesday, Thursday, Friday 9am–5pm, Tuesday 10am–5pm SPSO freephone 0800 377 7330

Website: Scottish Public Service Ombudsman

Fax 0800 377 7331

Research Ethics Guidelines, Procedures and Regulations

Section 1

Ethical Principles to guide research involving human participants

1. Introduction

Ethics permeates all research, so only by getting it right can research excellence be achieved. It is essential for researchers to gain an understanding of ethical principles, because in practice ethical issues are often complex, relative to the particular research project, relative to the competence of the research team and require the reasonable anticipation of likely future risks and problems. The core of ethical research is the ethical sensitivity of the research team, which is an art based on principles rather than a rule-governed process, or a set of tick box barriers to be overcome before the real work can begin.

Ethical research requires a balance to be struck between minimising probable harm and advancing academic knowledge, being appropriate in terms of human dignity, and in social and cultural impact. Researchers should use the basic ethical principles outlined here to guide their decisions about how to conduct research, how to treat their research participants and how to handle the data that they gather about them. For much research the relevant decisions are straightforward or have sound precedents.

Issues such as protection of identity, privacy, obtaining informed consent, communicating appropriately with participants, ensuring participant autonomy and freedom of choice, and ensuring that no harm comes to participants or researchers are among the many ethical issues that people planning research must have in their minds. Additionally, researchers have a moral responsibility to tell the truth and to preserve participant confidentiality.

However, in some cases deciding on an acceptable ethical approach within a study may be more difficult. Top quality research is by definition innovative and may pose new ethical challenges. For these reasons, although the competence of the research team is critical (imagine surgery by the untrained), neither the track record of the team, nor the prestige of the institution waives the need for an adequate ethical review process.

The ethics review process at QMU aims to be collaborative and constructive. In considering ethical issues from the conceptual stage of a proposal it is intended to enhance the quality of research and increases the chances of productive funding and publication outcomes. In cases where ethical approval is not granted at the first stage, the aim is that discussion with members of the School or University Ethics Panel is used to achieve an acceptable approach that should also facilitate positive research outcomes for students and staff.

2. The Main Ethical Principles

There are four ‘clusters’ of moral principles which provide a framework for making decisions about the ethical aspects of a study (Beauchamp and Childress, 2001).

  • Respect for people’s autonomy
  • Non-maleficence; do no harm
  • Beneficence; do good
  • Justice

It is hard at the ethical approval stage for research to guarantee doing good and being just, but it is critical for it to avoid disrespecting people’s autonomy or harming them.

2.1 Respect for Autonomy

2.1.1 Dignity

Participants in research should be treated with appropriate dignity. A rule of thumb test is for researchers to ask whether they would consider it appropriate for a beloved family member to participate in the research. Historical cases abound of research participants being treated in undignified, even brutal, ways that are clearly unethical. Nonetheless, sometimes research requires intrusive, invasive, tedious or unpleasant treatment of participants. Participating can be boring, stressful, challenging, upsetting or even painful. Such ‘invasive’ research protocols need to be justified by the potential benefits of the research. It is essential to consider also the social impact of the research results, independently of the scientific impact. Cases have occurred where because of the rarity or uniqueness of participants, their anonymity has easily been violated and social stigma and other harm has resulted.

2.1.2 Informed Consent

Respect for autonomy also requires ensuring that research participants have truly consented to participate in the research, of their own free will, without coercion or manipulation of any kind and fully informed of the risks, benefits and consequences of their participation. This is not simply about getting the required signature on the consent form.

All research involving human beings requires informed consent. This applies even to tissue samples or data acquired about those people for other purposes.

To ensure genuine informed consent, it is essential that researchers consider the extent to which the people being recruited are capable of fully and freely giving their informed consent. There are two common restrictions on this, which often need to be dealt with. First, when the people to be recruited are, in some sense, vulnerable or limited in their capacity to consent in an autonomous fashion. Researchers who are working with vulnerable people such as children, prisoners, those with some form of mental illness or incapacity or the very sick or old will need to pay particular attention to the way in which they gain informed consent. The process of gaining informed consent from young people and children is complex and must be informed by current legislation (BMA, 2000).

Second, when the demand characteristics of the social situation where the research occurs implicitly or explicitly coerces people into participating in the research. Examples include potential participants believing that the research will benefit them, believing that their therapy or treatment will suffer if they do not participate, believing that significant others, whether friends, family or professionals, will think badly of them, and believing that they will, in some sense, ‘stand out’ or be incriminated by refusal. For example, does refusal imply that they have something to hide?

A third, rarer, limitation is when research offers money or other benefits that are so large as to easily persuade people to participate for the benefits alone. This is generally considered to exclude modest payments to cover the costs of travel and inconvenience. Pay and other benefits offered should be modest in proportion to the effort required to participate.

2.1.3 Who Should Consent?

Only persons able to freely understand, question and refuse without fear of sanction or reprisal can give informed consent. For research involving participants who may lack the capacity for understanding and questioning, such as children, people with mental or intellectual difficulties, or people severely ill or heavily medicated, consent should be obtained from a parent, carer or other person serving in a responsible capacity AND from the participant themselves, to the extent that they are capable of understanding and offering consent. Ingenuity needs to be exercised in providing satisfactory consent procedures in such cases. Consent from the parent or carer alone is rarely adequate.

The freedom to refuse to participate in research is potentially threatened where there is a power imbalance between the prospective participant and the researcher, along with their perceived allies. For example, students may believe that refusing to participate in staff research will not count well for them when they are being educationally assessed. This can occur even if the researcher is not directly one of the student’s teachers. The two key methods of ensuring true refusal are:

  • to ensure whenever possible that the research team is completely independent of anybody in a position of power over the potential participants, and
  • that the procedures to ensure independence are explicit during the informed consent process. For example, should the medical consultant be one of the research team (as is often the case), it should be clear that they will have no knowledge of whether an individual patient has participated or not. Where this is impossible, other means of enabling true refusal should be actively written into the research protocol.

It is also important to remember that research on groups, societies, organisations, institutions and their members also ‘involves human beings’ who ought to consent to it occurring. This does not necessarily mean obtaining consent from everybody, but appropriate procedures should be in place for collective consent, treating the organisation as the ‘participant’.

2.1.4 The Process of Informed Consent

All international declarations stipulate that, prior to consent, each participant in a research project should be clearly informed of its goals, its possible adverse events, and the possibility to refuse to enter or to retract at any time with no consequences. How to inform is a critical part of the process. Participants are rarely able to recall what they have agreed upon when signing an informed consent form. An example Information Sheet and Consent Form can be found in Appendix 2.

The following strategies may help to safeguard informed consent:

  • Close attention to the language and readability of written material, which includes translation procedures for non-native language speakers.
  • Honest explanation of the possible risks and benefits of participation. Particular caution should be exercised to avoid ‘lies of omission’; if the research procedure is boring, unpleasant or simply lengthy, it is best to make this clear.
  • The opportunity for potential participants to discuss the project and ask questions with somebody sympathetic who understands the research: Ideally one of the research team.
  • Use of alternative media, such as visual information.
  • In complex or hazardous cases, the informed consent procedure should involve a detailed interview and discussion, rather than the mere signing of paperwork.

2.1.5 The Informed Consent Form

This usually includes an actual form to be signed, along with an information sheet and as much additional material as is appropriate. This entire pack constitutes ‘the consent form’.

Two general questions should be answered on the information sheet:

  • What are the likely benefits of the research for science, for society and for the research participants? This should enable potential participants to make an informed choice to participate, even if there are risks. Researchers should avoid the temptation to exaggerate about benefits.
  • How will participants and the data about them be protected? This should include explanation of how confidentiality will be ensured and what data will be retained where, in what format.

Other information that should be included in the information sheet includes:

  • A clear explanation of who is involved in the research, what their roles are, and who to contact for further information or in case of concern.
  • A clear and appropriately brief description of the research explaining its purposes, how long participation will take, what will happen and which, if any, parts of the research involve new or experimental procedures.
  • An explanation of any screening procedures used to select participants.
  • An accurate description of any reasonably foreseeable risks or discomforts. Notably, much research interviewing people poses some risk of participant distress, should the topics covered include ones sensitive to individual people.
  • A modest description of any benefits that may reasonably be expected as a result of
  • participating, to the participants and to others.
  • In research involving more than minimal risk, an explanation of insurance and compensation procedures, should harm occur.
  • An explanation of the procedures that will be followed should the research discover important information about the participant. Two common dilemmas are:
    • When research incidentally discovers signs of disease or abnormality. In most cases the appropriate procedure is to notify the participant and refer to appropriate health care professionals. In some cases it is appropriate for the participant to choose to not be informed, or be informed, as part of the consent procedure. Genetic screening research is one example.
    • When research incidentally discovers a significant risk of harm to the participant by others, or by the participant to others. With children under 16, researchers are legally obliged to disclose such risks to appropriate people and this is a limit on confidentiality.
  • In research involving interventions or treatments, a clear explanation of alternative approaches that participants might use instead.

  • An explanation of procedures used to preserve confidentiality and anonymity (see 2.4.1).

  • A statement explaining that participation is entirely voluntary and that participants may withdraw at any time, for any reason, without explanation or obligation to the research team and without repercussions elsewhere.

2.2 Non-Maleficence; Do no harm

Researchers must not harm their study participants. But, even simple time-wasting can be harmful, so it is the research team’s duty to weigh up the potential for harm against the benefits of the study and to come to a justifiable conclusion. It is also the team’s duty to ensure that research which carries a risk of harm should only be conducted by competent research teams. Many potential ethical issues can be resolved by ensuring that the research team has sufficient competence to manage problems appropriately. For example, a badly designed survey by an undergraduate may waste participants’ time, where a well-designed one would not.

2.2.1 Competence

The normal model for a research team is that there are one or more researchers who directly interact with participants and one or more supervisors who oversee. Part of the ethics review process is to establish that the research team is competent to (a) minimise harm, (b) conduct research that is like to be of sufficient quality to be worth any risks of harm, which at the mildest level includes wasting participants’ time and effort, and (c) manage serious harm should it arise, even if it is very unlikely. Competence is a function of relevant skills, experience, training to be achieved during the research process and the devotion of appropriate time and effort to the research project. A good research team has an appropriate mix of competencies. When researchers are less competent, then supervisors need to be more competent and supervise more closely. Therefore, particular care should be exercised in decisions about what types of research can be conducted by undergraduates. Staff teaching loads can sometimes make close supervision difficult, so unless a student has special demonstrable competencies caution should be exercised in developing undergraduate research that raises major ethical issues. Conversely, a team with specialist expertise can conduct research that might be unethical conducted by a team without such competencies. Where appropriate, it is important to report on the team’s competence in the ethics application. A track record of publications in the area is not always sufficient. There are also specialised competencies that need to be considered. For instance, researchers working with young people or other vulnerable groups will need to be police checked according to current Disclosure Scotland guidelines (www.disclosurescotland.co.uk) Researchers who intend to work with children should consider this when planning the timescale of their research.

2.2.2 Risk Assessment and Risk Management

In order to address the issue of ‘risk of harm’, researchers must demonstrate that they have exercised a standard of due care. As well as being competent, this involves identifying the likely risks, assessing the probability that they will occur, evaluating the risk to determine its acceptability in relation to the objectives of the research and finally managing the risks which involves the steps that can be taken to minimise them (Beauchamp and Childress, 2001:199).

Common examples of managing risk include:

  • Screening procedures that identify participants more likely to come to harm through the research.
  • Competence to work with participants who become distressed, including being able to listen and communicate appropriately about the distress and being able to refer to further counselling should this be required
  • Sufficient knowledge to provide advice about services or help as a result of discussing needs which are not being met
  • Sufficient knowledge to discuss the benefits of appropriate interventions
  • Adequate post-research debriefing, including offering explanations of any necessary deception or withholding of information.
  • Appropriate research training on the proposed research techniques: For example, appropriate specialist interview skills; specific experimental methods; specialist biological sampling.
  • Appropriate risk assessment for the conduct of the research, including any physical or biological risks faced by researchers and participants.
  • Adequate supervisory procedures to address researchers’ difficult thoughts and feelings about the research and the participants, to reduce harm to researchers.

2.3 Beneficence: Do good

Will the research truly benefit the individual participants, or those like them? Will the research truly benefit some wider or more abstract entity such as science, knowledge, or society? Naturally, researchers generally hope the answer to at least some of these questions is ‘yes’. However, in justifying research it is important to reflect upon and respect conflicting notions of benefit. It is unethical to assume that benefit to participants, to science, or to society are an absolute good. Contemporary disagreements abound: For example, over animal rights, over the age at which the foetus becomes a person, or the appropriate balance between eroding individual liberties and promoting safety.

When research can genuinely indicate likely beneficence, then this is important ethically and may justify research that would otherwise seem excessively hazardous to participants.

However, this situation is relatively rare. Usually, ethical research involving human participants is about minimising harm, rather than increasing likely benefits.

2.4 Justice

It is important to treat people equally and fairly and ensure that they are accorded their full rights. In research practice, much of this occurs under issues of truly informed consent (see 2.4.2). It is also worth mentioning the need to consider issues of participant selection criteria. There are often legitimate reasons for restricting a study to a specific gender, or age group, or excluding non-native speakers of the predominant language, or excluding specific ethnicities. However, sometimes these choices are made mainly for convenience, which may be ethically debatable and can require justification. There are many instances where convenient sampling criteria have resulted in a consequent lack of knowledge of whether findings apply to excluded groups. Any inclusion or exclusion criteria to be employed in the research should be clearly outlined and justified in the ethical approval application. There are also issues, now widely recognised by research councils and the NHS, of the extent to which research participants are entitled to help form the research agenda. Participant involvement in research design is good practice.

2.4.1 Confidentiality

As well as being a basic rule of research ethics, confidentiality is also the subject of considerable literature and legislation including the Data Protection Act 2018. It is important to keep confidentiality distinct from anonymity.

Anonymity involves the protection of the participant so that even the research team cannot link them to the information provided. Nowadays, this not only requires the avoidance of names, but also other identifier information such as postcodes, or NHS CHI numbers. Moreover, particularly in small-scale more qualitative studies, some participants may be identifiable solely by the data they provide. Consequently, true anonymity from start to finish is relatively rare in research and should not be offered unless it is really provided.

Confidentiality in contrast involves the prevention of disclosure of identity other than to authorised people, for authorised purposes. For example in the NHS, patient records are confidential, but may be accessed by any NHS staff for appropriate purposes; but not for inappropriate ones. Using records for malicious gossip would be a serious breach of confidentiality.

In most research projects confidentiality is a process, rather than a condition. It is important to make clear to participants what confidentiality involves and what measures will be in place to protect participants from unwanted violations of confidentiality.

If the data are retained for further research researchers need to ensure that the informed consent form explains and justifies this. Applicants should describe the measures taken to encode or anonymise stored data. Generally, data sets should be anonymised as soon as it is reasonable to do so, even if this requires the loss of potentially useful information. Even where only anonymised data are used, adequate security for storage and handling of such data must be demonstrated. This includes avoiding the unnecessary duplication of electronic data sets, which increases the chances of their being misused.

2.4.2. Data Storage

The data protection act and confidentiality requirements (see above) pose a dilemma for data storage, which is another ethical requirement of research. If research is not going to be published in the public domain, but was conducted primarily for educational purposes, then raw data should be destroyed once the research work has been educationally assessed. Any data retained electronically should have all personal identifying information removed. QMU has electronic (eResearch, QMU Research Repository) and physical data repositories and has developed a thesis repository. Please contact Information Services for further details. For research that may be published in the public domain whether this is student or staff work, raw research data needs to be stored for a reasonable period of time so that it can be re-accessed and checked should issues or queries arise (for example from conflicting findings by other research teams). The QMU Retention Policy is that raw data, including interview tapes, completed questionnaires, and other material, generally should be retained for five years after the research programme is completed, although this can vary depending on funder and other requirements. Additionally, signed consent forms should be kept separately from the data for 12 months on campus and thereafter in remote secure storage for the duration of the retention of the physical data. It is the responsibility of the principal researcher/supervisor to comply with current data protection legislation and store data securely for the appropriate length of time and destroy the data at the end of this period. Storage will normally be in the Subject Area (locked secure storage for physical data) or in your QMU password protected cloud/online drives for electronic data).

2.5. Academic freedom and restrictions on publication

QMU policy is opposed to research that has restrictions placed on the publication of findings (see Appendix 4). These restrictions are usually placed by some funders, including some NHS, government and industry sources. Sometimes there are legitimate ethical reasons for restricting publication, for example to protect commercial interests. However, is becoming more common for funders to stipulate that they own the intellectual rights to research they have funded, simply to control the information and, potentially prevent or manage its release into the public domain. This is contrary to the spirit of academic inquiry and such research is arguably unethical because it colludes in the suppression of information. Research at QMU should not be contracted with strong clauses restricting publication. This should have been negotiated during the funding application process, but the Ethics Panel reserves the right to challenge the ethical probity of research where publication of findings has been restricted by the funding contract.

Section 2 - Procedures for Ethical Approval

1. SUBMISSION OF AN APPLICATION FOR ETHICAL APPROVAL

Without recorded ethics approval, under no circumstances can a research project proceed at QMU. The process of applying for ethical approval at QMU is described in this section, and is outlined in the flowchart in Appendix 1. The research team are responsible for applying for approval in a timely manner.

Research should not collect any data from participants, or use other data that is not in the public domain until Ethical Approval has been granted. So doing potentially constitutes serious research misconduct. In some circumstances, the data collected may be inadmissible. In serious cases students or staff involved may be subject to disciplinary procedures. If anyone becomes aware that research data is being collected or used without Ethical Approval, then they should immediately notify their Head of Division/Research Centre and the Research Ethics Panel. At minimum, staff and students will be required to suspend data collection/use immediately until Ethical Approval is obtained. The Research Ethics Panel cannot guarantee that approval will be granted retrospectively for data already collected.

The first step in gaining ethical approval is to complete an ‘Application for Ethical Approval for a Research Project’. This form is available on QMU’s website.

Most questions on the form are self-explanatory. Section 1 of this document – Ethical Principles to guide research – should be read before the Application for Ethical Approval is completed.

It is the researcher’s responsibility to ensure that the Application for Ethical Approval form is fully completed, legible and literate, and has any supplementary material such as consent forms or information sheets attached as appropriate. Any form that deviates markedly from this standard will be returned to the applicant by the Divisional Ethics Committee, without review.

2.THE ROLE OF THE DIVISIONAL RESEARCH ETHICS COMMITTEE

The completed application with information sheet and consent form included as appropriate, should be submitted to the relevant Divisional Research Ethics Committee (DivREC) for consideration. The DivREC will review the application and supplementary material, and will make a decision from four possible alternatives. External applicants wishing to conduct research using staff or students at QMU should apply directly to the University Research Ethics Panel, providing a copy of the approved ethics application obtained from their own organisation. If ethical approval has not been granted by their own organisation then they should complete the QMU standard form and submit it to the Secretary of the Research Ethics Panel.

2.1 If the application has been incorrectly completed, relevant information omitted or necessary supplementary material not included, the DivREC should tick ‘We refer this application back to the applicant because...’ The reason(s) for referring the form back should be given, and the form signed and returned to the applicant. No record of the application need be kept by the DivREC in this case.

2.2 If the application has been completed correctly and all relevant information included, there are three remaining alternatives, which should be considered in the order they are listed. The first, ‘We refer this application to the Research Ethics Panel’, should be chosen if any of the following circumstances apply:

  • where any non-routine harm, physical or psychological discomfort, or physical, biological or psychological risk is involved;
  • where participants are used who are under 16 or over 65 years of age or whose ability to give voluntary consent is limited, including cognitively impaired persons, prisoners, persons with a chronic physical or mental condition, or those who live in or are connected to an institutional environment;
  • where any invasive technique is involved, DNA testing, or collection of bodily fluids or tissue;
  • where a degree or duration of exercise or physical exertion is involved that might be painful, stressful or hazardous to some participants;
  • where manipulation of cognitive or affective human responses are involved which could cause stress or anxiety;
  • where drugs, including liquid and food additives or other substances, are administered for research purposes;
  • where deception of participants is used of a nature which might cause distress or which might reasonably affect their willingness to participate in the research;
  • where highly personal, intimate or other private or confidential information is sought;
  • where payment is made to participants other than to cover expenses or time involved.
  • Where restriction is intended on the publication of results (see Appendix 4)
  • Where the research involves NHS employees only (this type of research would require QMU research ethics approval as well as NHS Research and Development approval).
  • Where the research involves a ‘sensitive’ research topic. Researchers, in particular undergraduate students, should carefully consider the implications of conducting research in sensitive topic areas which may cause emotional distress to participants or the researcher themselves, for example:

 

    •  domestic abuse
    • rape or sexual assault
    • psychological disorders e.g. Self-harm, eating disorders
    • Illegal or unethical activities e.g., crime, drug abuse
    • acute or terminal illness

Please note this list is not exhaustive.

Unless there are established research procedures at QM to deal with a specific sensitive topic that have previously been agreed to be minor invasive, research involving sensitive topics should be referred to the REP.

2.3  The second option, ‘We find this application acceptable and an application for ethical approval should now be submitted to a relevant external committee’, should be chosen if any of the following apply:

  • The proposed research includes use of NHS patients or employees as subjects, NHS data, or it will be carried out (wholly or partly) on NHS premises.
  • The applicant has indicated that ethical approval from another body will be required.
  • The DivREC knows that ethical approval from another body will be required.

Where a student is submitting to an external committee, the application should be seen and checked by the DivREC before it is submitted externally.

2.4  The third option, ‘We grant ethical approval for this research’, should be chosen if none of the above bullet points apply and the DivREC is satisfied that the research can proceed ethically.

2.5  In all three cases, once signed by the DivREC, the application form must be submitted to the Secretary to the Research Ethics Panel to be logged on a centrally-maintained record of applications. Applications referred to the Research Ethics Panel must be received before the submission deadline in order to be considered at the next review period. Submission deadlines will be published by the Secretary to the Panel at the start of the academic year, and reminders will be circulated throughout the year.

3. THE ROLE OF THE RESEARCH ETHICS PANEL

The Research Ethics Panel reviews applications on a monthly basis. The application submission deadline will be the second Friday of each month and the dates will be published online before the start of each academic year. The Panel’s membership and remit can be found in Appendix 3. External applicants wishing to conduct research using staff or students at QMU should apply directly to the University Research Ethics Panel (see 2. above).

3.1  Applications for ethical approval referred to the Panel by a DivREC are reviewed by up to three members of the Panel and a decision regarding approval is reached. The members’ comments are submitted to the Secretary who will communicate the Panel’s decision to the applicant in writing approximately two working days after the decision is reached.

3.2  There are three possible options available to the Panel when considering an application. The first, ‘The Panel agrees that full ethical approval could be granted for the research’, will be chosen when the Panel are satisfied that the researcher has taken all necessary steps to ensure that the research will be conducted ethically, and that any potential risk to applicants has been considered and minimised.

3.3  The second option is ‘The Panel agrees that amendments to the application are required before ethical approval can be granted for the research’. This will be chosen when the Panel supports the proposed research in principle, but agree that amendments to the application must be made before ethical approval can be granted. The amendments required by the Panel will be communicated to the applicant in writing by the Secretary. The amended application should be submitted to the Secretary in the first instance. It will then be reviewed by up to three members of the Panel and the Convener. If satisfied that the required amendments have been appropriately completed, ethical approval may be granted by Convener’s Action

3.4  The third option available to the Panel is ‘The Panel invites the applicant to resubmit a revised application to its next meeting’. This option will be chosen when the Panel agrees that the proposed research involves significant ethical issues that have not been adequately addressed by the applicant in the application for ethical approval. The issues raised by the Panel when considering the application will be notified to the applicant in writing by the Secretary, along with the submission deadline and date of the next meeting. The revised application should be submitted to the Secretary for review by the Panel members that reviewed the original application. If the applicant chooses to resubmit on another topic, an application should be submitted to the DivREC in the first instance and should be treated as a new application.

3.5  Where applicants require an urgent decision on their application, a special request for fast track approval should be lodged with the Secretary. Fast track involves the review process described above, but reviewers’ comments are returned directly to the Convener for decision. The Panel reserves the right to delay fast tracked applications to the next application cycle, should the Convener deem this necessary.

3.6  Please note that fast tracking should only be requested in exceptional circumstances. Researchers should allow sufficient time in the planning of their research for completing the ethical approval process, including, if necessary, revisions to the application or resubmission to the Panel.

4. ATTENDANCE OF THE APPLICANT AT A PANEL MEETING

If the application has been referred by the DivREC to the Research Ethics Panel, the applicant may be invited to attend a meeting of the Panel to answer further, verbal questions. The purpose of attendance would be to help Panel members gain a better understanding of the proposal. This could speed up the process of approval.

Staff applicants would normally attend the meeting on their own. Undergraduate and MSc students should be accompanied by the supervisor of the research project as named on the application form, or an alternate if the supervisor is not available. Professional doctorate candidates and PhD candidates have the option of attending alone or with their supervisor.

The Secretary of the Panel will inform applicants of the date of the relevant meeting and ask that this time is kept free. Applicants will be informed approximately three days in advance of the meeting whether attendance will be necessary.

5. CONTINUING RESPONSIBILITIES OF THE RESEARCHER

Any changes to the programme of research which are made following the granting of ethical approval and which would result in different information being given in any section of the Application for Ethical Approval form, should be notified to the Secretary to the Research Ethics Panel, who will advise on any action required. A report is also required should there be any adverse occurrences or any results that raise questions about the safety of the research. Notification should be submitted to the Panel on completion of the research.

6. DEFINING DIFFERENT RESEARCH PROCEDURES – NON-INVASIVE, MINOR INVASIVE AND MAJOR INVASIVE RESEARCH METHODS AND PROCEDURES

These distinctions originated in medical research, where the distinctions are relatively obvious in terms of physical harm or disturbance. Invasive procedures involve the possibility of major harm, even if there may also be major benefits. Minor invasive procedures pose a risk of some harm and non-invasive procedures are unlikely to be harmful at all. These distinctions can also be applied to research with human participants that is not physically invasive.

6.1  A non-invasive procedure in humans would be one where it was unlikely that anybody would find participating at all stressful, upsetting, disturbing or psychologically or socially harmful. Usually, this requires a short procedure, a topic not controversial, stigmatising or distressing, no deception or discomfort during the procedure and highly confidential data handling procedures. Truly non-invasive procedures require only the addressing of standard ethical issues, clear demonstration that they are non-invasive, and should generally be approved by the relevant DivREC.

6.2  A minor invasive procedure, in contrast, might be stressful, upsetting, disturbing, or psychologically or socially harmful, but probable harm would be brief and limited in nature relative to the participants’ lives. For example, some participants will find somewhat invasive any procedure that involves any overt or implied element of personal appraisal, because they have concerns about doing things properly or appropriately. On the other hand, someone suffering from a serious illness might find an interview about it only mildly invasive, compared to the invasion and upset already associated with their clinical care. To judge research non- invasive it is important to make a positive case that upset is highly unlikely and/or worth the benefits to participants and research. Minor invasive procedures additionally require the addressing of procedures to recognise and minimise upset should it occur and clear demonstration that the procedure is not major invasive. When the same or similar procedures have been used before at QMU, then these may be approved by the relevant DivREC. Minor invasive procedures commonly used in the subject area should be referred to the University Ethics Panel on first use at QMU and part of the application should document their common use in the subject beyond QMU.

6.3  Major invasive procedures are those where some participants are likely to find participation stressful, disturbing, or psychologically or socially harmful, and probable harm could be protracted or severe. That only a small minority of participants may respond in this manner does not render the procedure minor invasive. In addition to requirements for minor and non- invasive procedures, applications for ethical approval for major invasive techniques should explain how risks are to be minimised and how the research team is collectively competent to minimise and manage harm, should it occur. Major invasive procedures should be referred to the University Ethics Panel by the relevant DivREC.

A research procedure being major invasive is a function of the nature of the participants, the research topic, the research procedures themselves and the competence of the research team. Vulnerable participants, intimate, illegal, stigmatised or controversial research topics, protracted, demanding, physically stressful or tedious research procedures and a less competent team make it more likely that the procedure will be major invasive.

6.4 The Panel delegates responsibility for approving non-invasive and established minor invasive research procedures to the Schools. As discussed above, these criteria are relative to (a) the participants, (b) the researchers and (c) the research topic. Significant changes in any of these should be referred to the Research Ethics Panel in the first instance. For example, that some staff commonly use a technique does not justify its use by a student not supervised by any staff member experienced in the technique. Another example is that the invasiveness of questionnaires or interviews is heavily topic-dependent.

A reasonable principle is often that research procedures approved for vulnerable participants, less experienced researchers and more sensitive topics can often be conducted unproblematically with less vulnerable participants, more experienced researchers and less sensitive topics.

It is the responsibility of the relevant DivREC if applicable to keep an updated list of approved methods in that school or subject area and to provide the University Ethics Panel with this list at least once a year. This list will include relevant information about any restrictions on this approval in terms of researchers, participants or topics.

Appendix 1

[flow chart ]

Appendix 2

Research Ethics Panel Remit and Membership

Remit

To ensure that the research conducted in the University complies with appropriate ethical standards and to make recommendations to the Research Strategy as set out below.

The Panel will have delegated authority to:

  1. a)  determine the ethical propriety of such research projects as are referred to it;

  2. b)  provide advice to researchers and supervisors on the ethical propriety of their research;

  3. c)  review on a regular basis the University’s Guidelines on Ethics related to research;

Membership

Convener - Nominee of the Research Strategy Committee

NominatedThree academic representatives nominated from the academic staff of each School, who are actively involved in research

Secretary - To be appointed by the University Secretary

Frequency - Business is conducted virtually. Applications are circulated to reviewers following

submission of all required documentation to researchethics@qmu.ac.uk

Appendix 3

[form]

 

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Examination Regulations

1.0 INTRODUCTION

This Section refers to all summative examinations that form part of a student’s assessment for an award or for determining progression. These regulations do not refer to class tests or other formative assessments.

2.0 RUBRIC OF EXAMINATION PAPERS

The rubric on the front sheet of each examination paper will provide, in standard format, the following details:

a)  name of institution

b)  home Division

c)  Programme(s) using this examination paper

d)  level at which assessed

e)  module / subject title

f)  module / subject code

g)  examination title (if different from module / subject title)

h)  academic session

i)  date of examination

j)  duration of examination (and indication of allocation of reading time)

k)  instructions to candidates

l)  clear instructions as to the allocation of questions per answer book

m)  paper setter

3.0  CONDUCT OF EXAMINATIONS

3.1  Examinations are conducted according to the published diet of examinations timetable. The confirmed timetable will be published for each diet of examinations at least three weeks before the start of the diet and displayed on the University website.

3.2  An examination pack, containing the appropriate examination papers, script books and other materials, as well as a list of candidates eligible to take the examination, will be prepared by the Registry Examinations Officer, for collection by the Senior Invigilator thirty minutes before the start of the examination.

3.4 The responsibilities of candidates undertaking examinations offered by Queen Margaret University are detailed in Section 5 below

4.0 ARRANGEMENT OF EXAMINATIONS OUTWITH THE UNIVERSITY

4.1 Except in cases of extreme difficulty, students are required to be available for every diet of examinations, including retrieval examinations. The following procedure is applicable to all students and all diets of examination. Requests for special arrangement of examinations outwith the University should be considered only if exceptional circumstances apply. Senate has agreed that being an international student (broadly defined to include an EU citizen domiciled at distance from the UK) may be considered as an exceptional circumstance.

4.2  The procedure for special arrangement of examinations to be held outwith the University is as follows:

4.2.1 Any request for an examination outwith the University requires to have the written approval of both the Programme Leader and the Head of Division/Dean of School:

  • Approved requests for examinations outwith the University should be forwarded in writing to the Registry Examinations Officer, who shall make all subsequent arrangements. The Registry Examinations Officer should normally be informed of any approved requests for special arrangements at the earliest opportunity and no less than six weeks before the relevant diet of examinations is due to take place.
  • Students are asked to nominate a local centre willing to undertake the examination and to conform to the University’s examination procedures and regulations, but this has to be confirmed as suitable by the Registry Examinations Officer. In addition, the Registry Examinations Officer will act as the official contact point for arrangements with the local centre and with the student.
  • Any examinations organised at a designated local centre should normally take place at the same date and time (GMT) as the same examination at the University. Where this is not possible, and there is a possibility of contact between students, Registry may require the relevant paper setter to set an alternative examination paper.
  • The Registry Examinations Officer will notify the student of all finalised arrangements in writing at least ten days before the scheduled date of the examination(s) in question.
  • There will be an administration charge made by the University (currently set at £75) which will normally be payable by the student. This is intended to cover the costs of the arrangements. Where Programme requirements (such as placements) necessitate such arrangements, this charge will be waived. In addition, the local centre may make a further charge to cover any incurred costs, for which the student may be liable.

4.3 Further advice regarding the arrangement of examinations outwith the University is available from the Registry Examinations Officer.

5.0  INSTRUCTIONS TO CANDIDATES FOR EXAMINATIONS

5.1  GENERAL

5.1.1  Candidates must ensure that they are aware of the published examinations timetable for both first and second diet examinations and their requirement to attend.

5.1.2  Candidates must notify any change of permanent address through the Student Portal. This is essential for mailing of assessment results (student academic transcript) and information about graduation.

5.1.3  Candidates must arrive at the examination venue at least 15 minutes before the published start time. The examination timetable (published on the Registry website) should be checked to confirm the location.

5.1.4  Candidates must complete and sign the signature sheet and/or an attendance slip, as directed by the Senior Invigilator.

5.1.5  A candidate who is unable to attend an examination because of illness, or another valid reason, must submit an extenuating circumstances form with relevant documentary evidence.

5.1.6  A candidate who requires provision of additional examination arrangements must inform their Programme Leader as soon as possible and normally not later than four weeks before the first examination.

5.1.7  Candidates are referred to the Programme Regulations for specific details relating to their Programme assessment procedures, and to the general Assessment Regulations.

5.2 LATE ADMISSION OF CANDIDATES

5.2.1  A candidate who arrives late will be admitted without question during the first half hour of an examination.

5.2.2  Admission after the first half hour may be allowed with the prior permission of the Senior Invigilator and the Registry Examinations Officer.

5.2.3  No extra time will normally be allowed to a candidate who arrives late for an examination session, unless extenuating circumstances are accepted by the Senior Invigilator and the Registry Examinations Officer.

5.3 CONDUCT IN THE EXAMINATION ROOM

5.3.1 Candidates must retain only authorised materials on their desks during each examination. All other belongings should be placed either at the front or the back of the room. The use of hand held personal technology, including smartwatches, personal organisers, electronic dictionaries and mobile phones is not permitted. All mobile telephones must be switched off prior to entrance into the examination room and retained in candidates’ bags at the front of the examination room. The use of programmable calculators and those with text, symbolic or graphic capabilities is not permitted unless their use is expressly authorised by the examiners, as stated on the front cover of the examination paper.

5.3.2  Candidates are advised that they should complete the front cover(s) of examination answer book(s) before the start of the examination. Candidates should ensure that they have completed and sealed the fold-down edge to maintain anonymity. You must also ensure that your name is not shown anywhere else on the examination answer book.

5.3.3  Candidates should ensure that they have been issued with the correct question paper and note the duration of the examination.

5.3.4  Once the examination has started, communication or any other irregular practice is not allowed between candidates.

5.3.5  For the duration of reading time (where allocated this will normally last 5 minutes), candidates should not commence writing in the answer books, but may be permitted to write on the question paper (unless they are required to answer on this paper) or on scrap paper. The invigilator will instruct candidates when to commence writing in the answer books.

5.3.6  Questions on the content or presentation of the examination paper may only be asked during the specified reading time. The answer to any question asked will be repeated to all candidates taking the examination.

5.3.7  If a candidate wishes to attract the attention of the invigilator at any time during the examination they should do so by raising their hand.

5.3.8  No candidate should leave the examination room during the first 30 minutes or the last 15 minutes of the examination, other than for personal reasons. Any candidate wishing to leave the examination room temporarily must be accompanied by the invigilator.

5.3.9  Candidates will be reminded of the time 30 minutes and 15 minutes before the end of the examination.

5.3.10  A candidate who becomes ill during an examination must inform an invigilator who should record the details on the invigilators report. Candidates should submit an extenuating circumstances form as soon as possible thereafter.

5.4 END OF THE EXAMINATION

5.4.1  Candidates must obey the Senior Invigilator’s instructions either to remain in their seats until answer books are collected or to leave books on desks.

5.4.2  All answer books and other relevant material to be submitted should be clearly marked with the candidate’s name.

5.4.3  It is the candidate’s responsibility to ensure that all relevant material for marking is submitted to the invigilator.

5.5 PROCEDURES IN THE EVENT OF NETWORK DISRUPTION

5.5.1  In the unlikely event of network disruption that affects an examination completed on a computer, the University will put in place alternative arrangements for the examination. The precise nature of these arrangements will be determined on a case by case basis. In all cases, the priority will be not to disadvantage students.

5.5.2  In the event of network disruption, the examination will be handwritten, where possible and appropriate. Students with Individual Learning Plans who would normally use a computer to take an examination will be given the option of handwriting the examination. They will also be given extra time to complete the examination. Should this not be appropriate, attempts will be made to reschedule the examination.

5.5.3  Should a network disruption coincide with an examination on the HUB, the examination will be rescheduled.

5.5.4  Students are expected to check the University’s Facebook page and Twitter feeds for updates in the event of network disruption. Should there be a need to identify an alternative room for an examination affected by network disruption, physical signage at reception will provide details of the location.

5.6 PROCEDURES IN THE EVENT OF AN EVACUATION DUE TO A FIRE ALARM ACTIVATION OR OTHER EMERGENCY

In the event of the fire alarms being activated and candidates for an exam being evacuated during an examination, the following action will be taken in line with QMU Fire Regulations:

5.6.1  Invigilators will act as temporary fire wardens responsible for the orderly evacuation of the examination room.

5.6.2  Without delaying the evacuation of the candidates unduly, the candidates will be:

a)  instructed to stop writing;

b)  informed that the examination has been suspended and that further instructions will be given on re-admittance to the examination room;

c) Informed that examination regulations still apply, and that candidates should not communicate with one another.

d)  asked to check that their name is on at least one answer book;

e)  instructed to evacuate the room, leaving question papers, answer books and personal belongings in the examination room

f)  asked to proceed as a group to the nearest the assembly point.

5.6.3  The invigilator will be the last person to leave the examination room and will record the time of the fire alarm activation and evacuation of the examination room.

5.6.4  Invigilators will return to the examination room when authorised by the Security Wardens and will re-admit the candidates.

5.6.5  If the alarm is activated at a point up to two-thirds of the way into the published time provided for the examination, the examination will re-start, and the period the examination will be extended by the period of disruption.

5.6.6  If the alarm is activated at a point within the last third of the examination period, the examination will not be re-started. The examiners will take the extenuating circumstances into account in determining the performance of candidates.

5.6.7  The period of disruption is from the time the alarm sounds until candidates are re-seated in the examination room. Should the period of disruption extend beyond one hour, then the examination will be considered null and void, and rescheduled at a time to be notified by the Registry Examinations Officer.

5.6.8. On re-admittance to the examination venue, the Senior Invigilator will instruct candidates as to whether or not the examination will be re-started, or has been declared null and void [in line with paragraphs 9.6.6 and 9.6.7 above].

5.6.9  The Senior Invigilator will record the disruption on the Senior Invigilator Report so that the examiners can be advised to take this into account when assessing performance.

5.6.10  During the period of evacuation the Regulations for Examinations should be considered to be upheld until the examination is re-started or ended. Conversation between candidates may mean that the examination has to be rescheduled.

APPENDIX – STUDENT GUIDE TO ONLINE EXAMS

1. Online Exams: Key Information:
A summary of the online exams is provided below:

  • An online exam is an exam you take remotely in your own space
  • Ensure you have appropriate technology to sit your exam and have downloaded the most recent version of Google Chrome
  • The exams will either be an MSWord Document which you submit to a Dropbox or a HUB/MCQ Test
  • Although the exams are not invigilated, there are still strict requirements for proper academic conduct and you are expected to act honestly and with integrity, without any cheating in any form. You are also expected to revise and prepare as you would for a traditional exam
  • The exam will be time-limited, but rather than having, for example, two or three hours as for a standard exam, some exams will have 24 hours between the exam paper being made available to you, and the deadline for submitting your completed exam script.
  • You aren’t expected to spend 24 hours working on your answers, this time is provided to give you time to access the paper, write your answers, and submit your completed script. The time you are expected to spend writing your exam will be stated in the Dropbox instructions.
  • Dates for exam are published in the Exam Timetable. Please check the timetable regularly as the listed dates are liable to change.
  • Your exam paper will be released at the start time of the exam, as listed in the Exam Timetable.

2. Preparing for Online Exams

Date of your exam

  • Make sure that you know the dates of all of your exams. Dates are published in the Exam Timetable. The Exam Timetable is subject to change so please check it regularly.

Revising for your exam

  • Even though the online exams are not invigilated you are expected to revise prepare as you would a conventional exam.
  • If your exam is ‘Open-Book’ you should prepare your notes, textbooks, handouts, website bookmarks etc. to make it easier to use them during the exam. Even with access to notes, you should still make sure that you know and understand the course content.

Location and setting

  • You are responsible for creating your own exam conditions, choosing a set-up which suits you best. Plan in advance to make sure you have a quiet, comfortable place to take the exam. Tell your family/friends/flat mates that you have an exam so that you can take the exam uninterrupted. You might find it helpful to have your phone on silent, again so that you are not disturbed during the exam.
  • You are welcome to sit the exam on campus, however the Examinations team will not be booking any rooms. If you do choose to sit your exam on campus we advise you to book a room via Room Booking, to ensure you have access to a desktop in a quiet space where you will not be disturbed.

Technology

  • We strongly recommend you use Google Chrome for the online exams, as the HUB does not support other internet browsers such as Safari, Firefox and Internet Explorer. If you do choose to use an alternative browser, please bear in mind that some key functions may be disabled which could affect your exam.
  • Please ensure you have the latest update of Google Chrome installed.
  • In addition to Chrome, please ensure you have MSWord if your exam paper requires a typed response, or a scanning app if you are hand-writing your exam. You can download Microsoft for free here

During the Exam 

Accessing your exam paper

  • Your exam paper will be released on the module HUB site at the time stated in the Exam Timetable.
  • In order to access the exam paper, you will have to read and accept the terms listed in the Statement of Academic honesty and Integrity. Only once you have reviewed these terms will your exam paper release.

24 hour or Timed Dropboxes

  • There will be one dropbox per module component for all students including those with ILPS.
  • Majority of the dropboxes will remain open for a 24 hour period, but will display the correct duration of the exam in the dropbox instructions. We expect you to complete your exam within the time-frame stated in the dropbox instructions. The 24 hour period is to accommodate individual circumstances, including caring commitments, technical problems, interruptions and time zones.
  • Not all exams will have a 24 hour dropbox. Some exams will be conducted in the usual time limited format due to professional accreditation requirements or for pedagogical reasons. You can find details on the arrangements for your individual exam on the Module HUB site.

HUB/MCQ Exams

  • Some exams will be completed using the HUB Test function and will not require you to download an exam paper and upload your answers to a dropbox. The HUB exams will be conducted in a time limited format.
Reading time
  • The paper setter will be available during the first 30 minutes of the exam. This is for the standard 15 minutes reading time and extra 15 minutes for any students with an ILP. The students can ask questions during this time only. Any questions from students should be emailed to examinations email address who will forward the email to the relevant staff member.

ILP Provisions

Due to the exams being conducted online, we have made some adjustments to the way ILPs will be supported during the exams.

  • All students who require rest breaks will be given 50% Extra Time on top of the Extra Time already allocated in their ILP.
  • All students who require a Scribe will be granted 50% Extra Time on top of the Extra Time already allocated in their ILP.

Please note that this extra time is included in the 24-hour Dropbox. This does not mean that you receive 24-hours plus extra time.

All Students who require a Reader should use the Text to Speech Function on Read&Write via one of the options below:

Option 1

Option 2

Access via QMU Remote Access

Option 3

Please ensure that you have accessed and tested one of these options in advance of your exam.

5 Academic Misconduct

Expected conduct during online exams

  • Unlike a traditional exams, an online exam is not invigilated. However, it is absolutely essential that you practice proper academic and professional conduct, and you act with integrity and honesty – qualities which we value highly at QMU, as do your future employers. You must be alone when you take the exam, complete it on your own and not consult with anyone once you have downloaded the exam paper.
  • If the exam is taken under “open-book” conditions, you have access to my notes, course material, and the internet during the examination.
  • As with any assessment, plagiarism – passing other people’s work off as your own – is strictly forbidden. The University’s standard procedures for dealing with academic misconduct still apply to online exams.

The exam response must be your own work, undertaken entirely on your own, this includes:

  • Not receiving or giving any assistance to another student taking this examination.
  • Not using any additional resources out with what has been approved by the paper setter.
  • Not plagiarising someone else’s work and turning it in as your own.

Acts of academic dishonesty may be penalised under Queen Margaret University Regulations, including receiving a failing grade for the course.
Full Assessment Regulations can be found at here.

6 Uploading Your Exam Paper
Uploading your exam script
  • The 24 hour dropbox period is to allow time for you to prepare and upload your script. Do not wait until the last 30 minutes to submit your exam script, in case you experience any technical difficulties. You can submit at any point during the time period. Please note that you may only submit your exam script once – so please double check you have answered all the questions before submitting your paper.
  • Exam support will only be available during working hours (9am – 5pm). If you decide to submit your exam paper out with these hours, please note that there will be no support should you experience any technical difficulties which could result in your paper not being submitted and marked.
  • If you are submitting your exam after 5pm and experience technical difficulties, please email your completed exam script to examinations email address before the end of the exam time.Any late submissions will be reviewed and may not be accepted.
  • When uploading your exam script to the dropbox please use your matriculation number only for the submission title.

After you have uploaded your exam

  • If you have uploaded your exam script to a dropbox you should receive an email confirmation
  • If you are submitting a HUB/MCQ exam you will not receive an email confirming your submission. Instead a notification will appear on your screen once you have submitted.

Should you experience any issues during your exam or while submitting please contact examinations email address as soon as possible. Please do not copy in the Module Coordinator or paper setter. Examinations will escalate the issue if required.

7 Contact Details and Further Information
  • If you have any further questions please contact Examinations at examinations email address Check your module HUB site for further information and guidance for a specific exam.

Extenuating Circumstances

GUIDELINES FOR STUDENTS AND STAFF

This document provides guidance to students and staff on the definition and consideration of claims for ‘extenuating circumstances’, and on the procedures for submitting a claim under these guidelines.

This guidance should be read in conjunction with the QMU Academic Appeals Procedures and the section on ‘Assessment’ contained within the University Governance and Regulations Handbook. Copies of both are available at the University’s Regulations, Policies and Procedures web page.

1 INTRODUCTION – SOME IMPORTANT PRINCIPLES

The University’s procedures for the consideration of extenuating circumstances seek to ensure that all students are treated fairly, are not disadvantaged by circumstances beyond their control, and that the standards of the University’s awards are maintained.

It is accepted that, from time to time, circumstances beyond a student’s control may affect their ability to undertake assessment on time, or may affect her/his performance in assessment. It is also recognised that assessment periods can be stressful. However, students need to be able to plan and manage their time and their workload, to meet deadlines, to cope with a certain level of stress, and to manage their University studies alongside other responsibilities in life.

All students have a responsibility to manage their learning, revision and assessment activities throughout each semester or assessment period. It is essential that students plan carefully and manage workloads throughout this time, and do not leave too much coursework, learning, revision or similar activities to be undertaken late in the semester or assessment period. Similarly, when examinations are to be taken at the end of a semester or assessment period, students should conduct revision throughout the semester, and not limit it to the period shortly before sitting examinations.

It is also essential to recognise that illnesses and difficult life events do occur, and that it is a normal part of life to have to manage these and continue with work or study.

2 WHAT WOULD BE ACCEPTED AS ‘EXTENUATING CIRCUMSTANCES’?

Extenuating circumstances are defined as:

“circumstances beyond the student’s control which either prevent the student from submitting a piece of coursework or sitting an examination, or cause the student to perform less well in their coursework or examinations than they might otherwise have been expected to do (on the basis of other work).’

The term is used to describe those circumstances that cause exceptional interference with academic performance, and which are over and above the normal difficulties experienced in life.

In general, though not exclusively, extenuating circumstances will be of a medical or personal nature affecting the student for a period of time and/or during the assessment period. These are normally circumstances that have prevented the student from demonstrating, or acquiring, the skills, knowledge or competencies associated with a particular module(s). This would include circumstances preventing attendance at an examination, or adversely affecting performance at an examination, or preventing work from being submitted by the deadline set. Examples would include, but would not be limited to, illness, accident, or bereavement.

The University does not normally consider medical certificates for long-standing controlled conditions, or self-limiting illness, as evidence in support of extenuating circumstances affecting performance. Students in this category would normally have had the benefit of experience, medical knowledge or help to control the condition or illness, and would normally have registered with the Disabled Student Coordinator, the Disability Adviser, and be working to an agreed Learning Plan. It follows that such students should contact the Disability Adviser at an early point so that these circumstances can be recorded and appropriate arrangements put in place, in line with QMU’s disability policy statement. Further information may be found in the Student Handbook and on the Disability Service website.

The University normally disregards circumstances which students are expected to cope with as part of a properly managed workload, or as part of the normal issues and difficulties that arise as part of life. Circumstances which would not be acceptable are those where a student could reasonably have avoided the situation, or acted to limit the impact of the circumstances.

The following are examples of circumstances which would NOT fall within the University’s definition of "extenuating circumstances":

  • completing coursework too late and missing deadlines because of computer; difficulties, or transport difficulties;
  • general pressure of work;
  • normal work commitments on behalf of an employer;
  • having more than one examination on the same day or on consecutive days (unless the student was already suffering from illness or injury)
  • missing an examination due to misreading the timetable or oversleeping;
  • losing work not backed up on computer disk, or failure of a floppy disk/CD Rom;
  • theft of home computer – students are expected to make a back up copy of all work on, which should be stored separately from the computer.
  • failure to make alternative travel plans when disruptions were advised in advance;
  • a short-term problem or illness which has occurred during the year and which is deemed not to have had an overall effect on the student’s performance; e.g common colds
  • where extenuating circumstances have affected the student throughout their time at QMU [on the basis that it would be difficult to determine what her/his marks might have been like otherwise];
  • Insufficient computers/printers to do the work [a claim submitted upon this basis would not be supported on the grounds that it indicated lack of advance planning].

Failure of IT would be accepted only in limited circumstances. There may be occasions when, due to unforeseen circumstances, the University’s own computer/IT equipment is unavailable for use. If this happens students may request confirmation from Information Services of this, including the time period and the date(s) of its unavailability. However, it would be reasonable to expect a student to submit the latest draft of their work from a few days prior to the deadline to support their claim.

3 WHEN SHOULD A CLAIM FOR EXTENUATING CIRCUMSTANCES BE SUBMITTED?

It is important that students report in advance any circumstances that they anticipate will affect their performance in assessment.

Students who know that they will be unable to meet the deadline for coursework, or attend an examination – due to circumstances beyond their control – should submit a completed Extenuating Circumstances Claim, with supporting evidence, via the QMU Portal in good time, so that the potential implications can be considered.

The claim for extenuating circumstances will be considered at this stage by the Programme Leader. If the circumstances are deemed valid and there is time to redeem the situation (e.g. through an extension to deadline for submission of coursework), the authority to agree this rests with the Programme Leader.

It follows therefore, that the only claims for extenuating circumstances which can normally be considered after the assessment date – either the date of the examination or the deadline date for submission of coursework – are those where it can be demonstrated that the student was affected by an accident or sudden illness, or other circumstances which occurred on or immediately before the day in question and which were entirely beyond the student’s control.

If it is not possible to redeem the situation [e.g. where the examination was part of a time-table diet of examinations], then the Programme Leader will advise the student concerned, and the claim for extenuating circumstances will be put forward to the relevant Extenuating Circumstances Panel [see section below].

It is the student’s responsibility to ensure that their claim is submitted to the Programme leader in sufficient time for the appropriate Extenuating Circumstances Panel, normally no later than one week before the meeting. The dates of the Extenuating Circumstances Panel together with details on how to submit a claim/evidence will be notified to students each semester via the Moderator email message system.

Failure to submit a form in advance of the Extenuating Circumstances Panel, without valid cause, will mean that the student may not subsequently appeal against their results on the grounds of extenuating circumstances. It is the student’s responsibility to explain fully the impact of extenuating circumstances on their work/performance. If this is not explained sufficiently, then the student may not subsequently appeal and ask the Board to consider additional information.

4. WHAT EVIDENCE SHOULD BE SUBMITTED WITH THE CLAIM

A claim for extenuating circumstances must be submitted via the QMU Portal.

The claim form should be accompanied by supporting evidence, in writing, from an appropriate authority. A claim is unlikely to be upheld without appropriate supporting evidence. Individual circumstances will dictate the nature of the evidence required to support a claim.

Examples of Evidence (this list is for illustrative purposes only and is not exhaustive)

Extenuating Circumstance

Examples of the type of evidence that are likely to support an EC request

Bereavement

The EC application must state the student’s relationship to the deceased. It is unlikely that further professional evidence detailing the effects on the student will be required.

A serious short term illness (physical or mental) or accident

Letter from a health professional such as a GP, psychiatrist or mental health counsellor confirming the diagnosis and stating an opinion as to the nature and duration of any impact on the student; medical certificate; prescription; hospital admissions record; photographs of injuries (ideally identifying the student with the photograph). Evidence such as a photograph, prescription or admissions record, does not necessarily specify the negative affect on the student’s ability to complete their assessment(s), wherepossible and relevant, evidence from a suitable health professional detailing these effects should also be submitted.

Any evidence that only records the student’s self-reporting of the health problems will normally be deemed insufficient.

Unforeseen recent illness of dependents or close family members

Medical certificate or GP’s letter relating to the dependent/family member confirming the recent sudden or severe nature of the illness.

A long-term health condition worsening

Medical certificate or GP’s letter reporting the specific deterioration or sudden change and the time period it applies to. The evidence should refer to how the change in conditions has impacted on the student.

Evidence simply confirming the long-term condition without mentioning recent deterioration will be normally deemed insufficient.

Health condition where reasonable adjustments are not yet in place

Letter or e-mail from the University’s Student Support Services confirming that the delay in support was beyond the student’s control.

Victim of a serious crime

Police crime number, legal letters, crime report from the police or other investigating authority; an insurance claim.

Since such evidence does not refer to the impact of the event on the student, further evidence may also be required for ECs claimed to have affected the student for more than a week.

Claims relating to injuries or trauma suffered as a result of a motor traffic accident would normally be considered as a medical circumstance and require suitable medical evidence as outlined above.

Legal proceedings requiring court attendance

Letter from a solicitor/legal officer or official court communication.

Representative participation in a national or international cultural or sports event

Formal notification from the relevant official body or bodies involved. Although independent professional third party evidence outlining the impact on the student’s preparation and completion of the assessment may be supplied, it is likely that impact on the student may be reasonably inferred.

Exceptional and unforeseeable transport difficulties

Evidence of a major transportation incident from a relevant and appropriate source (including media reports). Evidence will also need to demonstrate that the student was both affected and that there was no reasonable means of foreseeing or overcoming the difficulties.

Significant adverse recent personal/family circumstances

Independent professional third party evidence describing the circumstances, time period affected and the impact on the student. Where this is not possible, sufficient detail should be submitted so that the likely effects can be reasonably inferred.

Normally, students should seek corroborating information from an independent person, organisation or support service that could provide verification. Acceptable supporting evidence would normally be an original (not photocopy) document written and signed by an appropriate third party, giving details of the circumstance, its duration, and, where possible, its impact. An appropriate third party would be one who knows the student in a professional capacity or one who can verify the circumstance from a position of authority (e.g. police officer, solicitor, GP, University Counsellor) and who is in a position to provide objective and impartial evidence. Letters from family members and fellow students are not normally accepted. In some circumstances, it may be appropriate for a member of the academic staff to provide a supporting statement.

Dates of evidence must correspond with the extenuating circumstances detailed.

If a student has missed an assignment through ill health, then the illness must coincide with the preparation, writing or deadline of that assessment.

Students, who miss an examination or an invigilated test due to illness or are claiming to have been affected by medical problems during examination, should seek medical attention at the time of their illness where possible. For periods of illness lasting more than 5 days, the student should submit a medical certificate [see below].

Self-certification (short illness lasting 1 - 5 consecutive days) may be accepted to support absence from lectures, classes and examinations. It is not normally accepted in respect of failure to complete coursework by its due date, as coursework schedules normally allow more than five days - often a period of weeks - for the coursework to be completed.

In periods of illness lasting more than 5 days, a medical certificate must be provided. The certificate must relate specifically to the dates and duration of the illness, contain a clear medical diagnosis or opinion and not merely report a student’s claim that they were unwell.

Doctors are entitled to charge for any medical certificates or notes they provide, and may not always provide certificates for short periods of illness. A doctor’s note must be on headed paper and/or stamped by the surgery.

Medical certification must normally be submitted within 7 days of the assessment due date.

If a student has an extenuating circumstance of an unusually delicate or personal nature that they do not wish to document in detail, then the student may elect to discuss with their Personal Academic Tutor or Student Counsellor who will confirm to the Programme Leader that the student has submitted a valid claim. This will ensure that the Programme Leader can consider the claim without knowing all the details.

5. WHAT MIGHT THE OUTCOME BE?

A claim for extenuating circumstances submitted in advance of an assessment is not an alternative to undertaking the necessary assessment, but, if successful, will normally result in the student being provided with an opportunity to undertake the assessment at a future date. The option remains for students to submit coursework up to one week after the published deadline date, without a claim for extenuating circumstances, on the basis that the maximum mark which can then be awarded is 40% for undergraduate or 50% for postgraduate modules.

Where a claim has been submitted after an assessment deadline, or where an examination has been missed, and there is no opportunity to redeem the situation [e.g. by an extension to a deadline] or where a claim is submitted on the basis of diminished performance in an exam or assessment, the Extenuating Circumstances Panel will come to a judgement.

The Extenuating Circumstances Panel will try to ensure a fair result based on overall performance. It may take a number of actions.

For example, if a student has missed an examination, and the Extenuating Circumstances Panel considers the reasons to be valid, it can treat the absence in a number of ways.

Where the claim is in respect of diminished performance as a direct result of the extenuating circumstance, the Extenuating Circumstances Panel will try to determine whether, and to what extent, extenuating circumstances have affected a student’s academic performance, and determine what action, if any, can be taken. In assessing the significance of extenuating circumstances the Extenuating Circumstances Panel will normally take into account:

  • the severity of the problem and the length of time involved;
  • any supporting documentary evidence;
  • whether all work in the same period appears to have been equally affected;
  • whether it is possible to gauge the effect of the extenuating circumstances upon academic performance;
  • whether achievement is consistent with past performance;
  • the type of assessment affected, and how the student had to complete the work (i.e date when work set and deadline for submission).

The Extenuating Circumstances Panel will not give extra marks because a student’s work has been affected by extenuating circumstances, nor will they amend marks from previous years of study, or annotate the statement of results/transcripts with comments about the existence of extenuating circumstances.

The Extenuating Circumstances Panel may decide that the student is given the opportunity to submit for further assessment in the module (or component of module) against which they have claimed extenuating circumstances. The Extenuating Circumstances Panel may also decide not to uphold the claim on the basis that the student has not made a case, that the supporting evidence does not support the claim, or that the student had no good reason for not advising of the circumstances prior to the assessment or examination for which extenuating circumstances are sought.

A claim for extenuating circumstances, which has been considered by the Extenuating Circumstances Panel, may not be submitted again under the academic appeals procedures. If a claim for extenuating circumstances forms the basis of an academic appeal, the student will need to demonstrate why they did not follow the procedures for submitting a claim for extenuating circumstances in advance of the Board of Examiners.

6. FALSE CLAIMS

The submission of a false claim may be regarded as an attempt to gain unfair advantage, which would be an academic offence and could be dealt with under the QMU Disciplinary Procedures.

7. DATA PROTECTION

In submitting an extenuating circumstances form, students agree to the University holding this personal data for the purposes of processing their claim. The University will hold this data in accordance with its notification under the General Data Protection Regulations 2018.

 

Fitness to Practice Policy

1 Principles 

1.1 The University has a duty to the public to use its best endeavours to ensure that students and graduates of its professional healthcare programmes are fit to practise.

1.2 In the context of this policy, fitness to practice has been interpreted to mean that a person has the skills, knowledge, character and health to undertake their professional role safely and effectively.

1.3 The University seeks to promote entry to its healthcare programmes to as wide a range of individuals as possible, in so far as consistent with the above principle.

1.4 The University will not discriminate on the grounds of health or of disability where it can be demonstrated that an applicant or student undertaking a healthcare programme is capable of practising safely and effectively without supervision.

1.5 The University recognises that individuals in an early stage of their healthcare career need to be supported to develop a full understanding of the standards of professional conduct, performance and ethics that apply to the health profession which they are seeking to register. Fitness to Practise procedures should provide for support to students to enable them to learn from mistakes, but must also identify those who give cause for concern.

1.6 Cases will be treated on an individual basis, and with due consideration for fairness and equity.

1.7 The University will comply with its statutory duties in relation to Protection of Children and Vulnerable Adults, Rehabilitation of Offenders and Single Equality Legislation.

1.8 References within these regulations to any University officer shall include their properly appointed nominee.

2 Procedures for considering Fitness to Practise

2.1 The University will seek information about character, health and disability prior to admitting students. Clear information about this will be published in the prospectus.

2.2 In seeking information on character, the University will consider information provided in the character reference and will also seek information about criminal conviction or caution at the point of application.

2.3 All students of the University are required to declare whether or not they have a conviction or caution as part of the annual student matriculation process. Additionally, healthcare programmes may require students to self-certify annually their continuing fitness to practise.

2.4 Wherever possible, issues relating to fitness to practise will be dealt with as part of the University’s standard procedures, or at the programme level. However, where a judgement is made that such consideration is not appropriate, there is provision for referral to the Fitness to Practise Panel. The Panel will be convened on the advice of the University Secretary. The secretary to the panel will be appointed by the University Secretary.

2.5 The Panel will consider cases relating to fitness to practise where a student or applicant’s fitness to practise may be affected due to factors, including, but not limited to:

  • A criminal conviction that is outwith the provisions of the Rehabilitation of Offenders Act
  • Allegations of unprofessional or unethical conduct including conduct out with the University
  • A declared disability
  • A health condition with the potential to affect fitness to practise

2.6 The Panel will have delegated authority to consider, and come to a judgement on:

  • the admission of students with criminal convictions, disabilities or health conditions that might affect fitness to practise;
  • continued progress of students for whom a criminal conviction is disclosed during the course of their programme;
  • continued progress of students who acquire a disability or potentially chronic health condition during the course of their programme;
  • continued progress of students who are found to have acted unprofessionally or unethically during the course of their programme.

The Panel may also, as a result of its operation, identify and remit particular issues for discussion and/or review by the Student Experience Committee or School Academic Board as appropriate.

2.7 Only suitably trained people will act as Panellists. A pool of potential Panellists will be maintained and regular training arranged.

2.8 Membership of the Panel will be in line with professional body guidance and will include at least one person from the applicant or student’s intended registered profession.

2.9 Records of the Panel’s proceedings will retained by the University Secretary and processed in line with Data Protection legislation.

3 Consideration of Fitness to Practise at the stage of admitting an applicant to a healthcare related programme

Applicants declaring a disability

3.1 The application will first be considered on its academic merits, in line with the University’s Admissions regulations.

3.2 Where applicants meet the academic criteria, staff of the Admissions department will discuss with the Admissions Tutor whether the applicant’s support needs can be met.

3.3 If additional support is identified as being likely to be required, the Admissions Tutor will discuss the application with the Academic Disabled Students Co-ordinator and the Disability Service.

3.4 If there is any concern that the applicant’s support needs cannot be met, this must be discussed with the applicant. In the majority of cases, it is expected that dialogue with the student will establish what adjustments can or cannot be made.

3.5 More difficult cases will be referred to the Dean of School who should consult the University Secretary. The University Secretary will decide whether to refer the matter to the Fitness to Practise Panel.

Criminal conviction or caution

3.6 Where an applicant has declared a criminal conviction or caution, staff in the Admissions department will ask the applicant for further details about the conviction/caution and forward these to the Head of Admissions and Recruitment.

3.7 The Head of Admissions and Recruitment will consult with the University Secretary to assess whether the conviction is one that would affect the applicant’s fitness to practise as defined the regulating body. If the conviction is judged to have the potential to affect the applicant’s suitability for registration as set out in the professional body’s Code of Conduct or Code of Ethics, the University Secretary and Head of Admissions and Recruitment will discuss the matter with the Head of Division and Dean of School. Following the outcome of that discussion the University Secretary will decide whether to convene a Fitness to Practise Panel. Written records of the reasons for decisions will be retained.

3.8 Where a caution or conviction is revealed through the Disclosure Scotland process or the PVG Scheme, the counter-signatory will consult the Head of Admissions and Recruitment, who will consult in line with provisions of paragraph 3.7 above. The University Secretary will judge whether the matter is referred to a Fitness to Practise Panel.

3.9 In considering the matter, the Panel may consider:

  • The number and nature of offences or misconduct
  • The seriousness of the offence or misconduct
  • When the offences or misconduct occurred
  • Any information provided by the applicant in mitigation
  • The applicant’s character and conduct since the offence occurred.

Decision not to admit

3.10 In line with the principles and procedures set out above, a range of decisions may be taken in relation to admitting a candidate to a healthcare programme of the University, namely:

  • Admit the applicant
  • Admit the applicant, subject to provision of specified adjustments and / or support or conditions
  • Defer entry for one year (where this would provide additional information relevant to the decision making process)
  • Not admit the applicant

3.12 An individual who has been the subject of a decision not to admit for reasons of fitness to practise may appeal that decision.

3.13 Should an individual be admitted subject to conditions, the individual must comply with those conditions. Should the student be in breach of those conditions at any point during their academic career, the student will be referred back to a Fitness to Practise Panel immediately.

4 Referral of issues relating to conduct on a programme of study

4.1 All students of the University are subject to the jurisdiction of the Principal in respect of their studies and their conduct. It is a condition of entry to the University that each student shall conform to the published rules and regulations.

4.2 Students on healthcare programmes should be aware that their conduct outside the clinical environment, including their private lives, may have an impact on their fitness to practise, as set out in the requirements of the professional body governing their programme of study. Such requirements are designed to ensure that their behaviour justifies the trust that patients and the public place in their profession.

4.3 A student may be referred to the University's Fitness to Practise procedure through a number of routes which include by a Programme Committee, by a Disciplinary Committee or directly following a complaint to the University Secretary. Should a student be on placement or just about to go on placement when a matter is raised under this Section of the Fitness to Practise proceedings, the Head of Division may prevent or remove the student from placement with immediate effect if deemed appropriate.

4.4 Where it is judged that the matter does not fall under the terms of the Regulations governing Discipline, but nevertheless constitutes a concern in terms of professional practice, the Programme Leader will be informed. Where possible allegations in this category will be dealt with by the Programme Leader.

4.5 Where a Programme Committee has persistent concerns about a student’s conduct which have not been satisfactorily resolved at local level by the Programme Leader, the Programme Leader may ask the University Secretary to convene a Fitness to Practise Panel.

4.6 A referral or an allegation of concern about conduct must be made in writing, signed by the complainant and submitted to the University Secretary.

4.7 Anonymous allegations will not normally be considered. In considering the allegation, the University Secretary may withhold the identity of the individual making the allegation if maintenance of confidentiality is considered appropriate.

4.8 Where the conduct that is the subject of the complaint would constitute a breach of the disciplinary code, the University Secretary will refer the allegation to the Principal. The Principal may dismiss the allegation immediately if they believe that there is no case for the student to answer, or that it is for some other reason appropriate to do so.

4.9 If the allegation is not dismissed, and the offence does not lead the Principal to suspend or exclude the student under the provisions outlined in section 4 of the University’s Regulations governing Discipline, the matter will be referred to the Dean of School. The Dean of School will consult with the University Secretary on whether or not the matter should be dealt with summarily or referred to a Disciplinary Committee or referred directly to a Fitness to Practise Panel.

4.10 If the finding of the disciplinary procedure, either summary or Panel, is that the student has breached expected standards of conduct, including professional conduct, then the matter will be referred to a Fitness to Practise Panel. That will include those cases where it has been judged that there are mitigating factors, such as a diagnosed health condition.

4.11 In those cases where the conduct reported as giving rise to concern is linked to a mental health condition, the case will normally be referred to the Fitness to Practise Panel as a health matter.

4.12 Where a matter has been referred to a Fitness to Practise Panel, the Panel will be constituted as set out in Section 2 above. The proceedings of the Panel will be governed by the procedures set out in Section 6 of this procedure.

4.13 Legal representation will not be permitted at the Panel hearing.

4.14 The standard of proof applied in considering the case will be the civil standard of proof, ie the balance of probabilities.

4.15 A Fitness to Practise Panel has delegated authority to reach the following decisions, ie that:

i)  The student continues on the programme

ii)  The student continues on the programme but is cautioned, meaning that if any further fitness to practise issues arise in the following twelve months, the student will be dealt with for both matters

iii)  The student continues on the programme subject to fulfilment of certain conditions as specified by the Panel (which conditions can include the requirement to attend specified courses or counselling if deemed appropriate)

iv)  The student is required to suspend study to allow time for medical investigations (for cases where unacceptable behaviour is linked to a mental health condition)

v)  The student is required to suspend study for a period up to twelve months

vi)  The student is advised to transfer to an alternative programme

vii)  The student is asked to exit with an alternative award which does not permit the student to register with a regulatory body

viii)  The student is required to withdraw

4.16 Should the student not comply with any conditions specified under Section 4.15(iii) above, a further Fitness to Practise Panel may be convened immediately to review the case and impose any further conditions or reach a different decision as the Panel deems necessary.

5 Issues relating to health and physical ability on a programme of study

5.1 In the context of this policy statement, the requirement for an individual to be in good health does not mean that they do not have a disability or health condition. Many disabled people and those with long term health conditions are able to practice safely with or without adjustments to support their professional practice.

5.2 It is recognised too that a disability may emerge after admission to a programme, that an existing health condition may worsen or that a student on a programme may acquire a disability.

5.3 In considering whether or not a disability has the potential to affect a student’s fitness to practise, the Programme Leader should first discuss the student’s individual needs with the student and the Academic Disabled Student Co-ordinator to explore what extra support may be required from both the University and/or placement providers. Students with suspected disabilities and/or specific learning difficulties will be advised to contact Student Services to arrange to meet the Disability Advisor for further assessment, for example by an external agency e.g. Royal National Institute for the Blind or an Educational Psychologist.

5.4 Where there is doubt about whether effective support can be provided by both the University and/or the placement provider, the matter will be discussed by the Programme Committee under Reserved Business. The Programme Committee may refer the case to the Fitness to Practise Panel, via the University Secretary.

5.5 Health conditions may develop that affect fitness to practise. Short term conditions will be dealt with by the Programme Leader through the normal extenuating circumstances procedures. Where a student has missed periods of placement due to ill-health, the Programme Leader will discuss a revised programme of study with the student to allow him or her to catch up on missed work. In some cases, it may be necessary to defer study for up to a year.

5.6 It is essential that students notify staff immediately should they contract a communicable disease. Normally, arrangements will be put in place in line with NHS, NMC or HCPC protocols. This will be discussed between the Programme Leader, student and placement supervisor.

5.7 Mental health conditions may be short or long term. The primary responsibility of the University is to support the student to ensure the best chance of recovery. However, a decision may be taken that it is advisable to postpone periods of placement until the student’s condition has stabilised.

5.8 While it is expected that the Programme Leader will attempt to support the student informally if possible, if it is judged that the student may not be safe to go on placement; or if a placement supervisor raises such a concern during placement, a referral will be made to the Fitness to Practise Panel.

5.9 In the interests of a student’s and/or patient safety, the University may act to suspend a student temporarily pending the outcome of Fitness to Practise proceedings in order to remove the student from placement or prevent him or her from starting a placement.

5.10 If the Student Counsellor becomes aware that a student’s medical condition may pose a risk to patient safety the Programme Leader should be informed. The terms of the University’s Counselling service client confidentiality agreement will state clearly that this is a possibility.

5.11 In all the above cases, the University may require independent medical reports and / or occupational health assessments. Students may be temporarily suspended while reports are sought.

5.13  A Fitness to Practise Panel will not normally be convened until reports are available. However, where a student refuses to attend an occupational health assessment, the Panel may proceed on the basis that the student has refused to provide evidence of their fitness to practise.

5.14  The following decisions are possible:

i)  The student continues on the programme

ii)  The student continues on the programme with suitable adjustments made to accommodate the student’s needs

iii)  The student continues on the programme under supervision with a time period set for review

iv)  The student is required to suspend study to allow time for a health condition to improve or to allow time for suitable arrangements to be put in place to accommodate the student’s needs

v)  The student is advised to transfer to an alternative programme

vi)  The student is asked to exit with an alternative award which does not permit the student to register with a regulatory body

vii)  The student is required to withdraw

6 Fitness to Practise Panel

6.1 A Fitness to Practise Panel may be convened to consider issues of health or character concerning an applicant to, or a student studying on, a healthcare programme leading to professional registration.

6.2 The University Secretary will appoint the members of the Fitness to Practise Panel, and invite one of them to act as Convener. The University Secretary will appoint a secretary to the Panel and will arrange for a note of the proceedings to be taken. The Panel may seek advice from a qualified lawyer.

6.3 The Panel will include at least one person from the profession to which the applicant or student is seeking professional registration.

6.4 Normally, a Panel would include the following:

  • One senior academic member of staff (convener)
  • One NMC or HCPC representative
  • One non-academic member (patient or lay representative)
  • Programme Leader/designated signatory for the professional outcome or a suitable substitute suggested by the Programme Leader

6.5  The Panel will rely only on evidence presented at the hearing. If the hearing concerns a student who has previously been the subject of a disciplinary investigation in relation to the same matter, the confirmed report of that investigation shall be provided as evidence

6.6  The standard of proof will be the civil standard, i.e the balance of probabilities. If the members of the Panel cannot agree, the verdict of the Panel will be that of the majority of its members. In cases where the Panel is split evenly, the Convener shall have the casting vote.

6.7  The Panel may ask for additional enquiries to be undertaken where it considers that this will aid its consideration of the case.

6.8  If two or more students are involved in related misconduct, the Panel may at its discretion deal with their cases together.

6.9  The evidence presented at the hearing will normally be written evidence which will be provided to the Panel no fewer than 7 days before the Panel is due to meet. The person who is the subject of the hearing will be advised of the date of the hearing no fewer than 14 days prior to the scheduled date of the hearing. She/he will be provided with copies of the documents being provided to the Panel, and will be invited to provide the Panel with any further information that they would wish the Panel to consider.

6.10  The Panel will refuse to admit evidence that is in its opinion irrelevant to the matter under discussion.

6.11  The Panel shall have power to adjourn a hearing to another date, as it thinks fit.

6.12  At the termination of the proceedings, the Convener of the Panel will write a short report, summarising the discussion and setting out the Panel’s decision and reasoning. A copy of the report will be sent to the applicant/student and to the Principal.

6.13  The Principal has the power to suspend the activity of the Fitness to Practise Panel at any time should they believe it appropriate to do so.

7 Right of appeal

7.1 An individual may appeal against the decision of a Fitness to Practise Panel.

7.2 An appeal must be made to the University Secretary within twenty-eight days of the conclusion of the proceedings. The appellant must set out in writing the grounds on which the appeal is based.

7.3 There will be no entitlement to a rehearing of the case, which will be allowed only in exceptional circumstances.

7.4 The appellant must submit the appeal in writing to the Principal, who will judge whether or not a prima facie case exists on the basis that:

  • there has been demonstrably an irregularity in the Fitness to Practise procedure;
  • evidence has become available that it was not reasonable to present during the original hearing.

7.5 In the event that a re-hearing is judged appropriate, an appeal panel will be convened.

7.6  The University Secretary shall appoint an appeal panel and the appeal panel shall consist of members drawn from the following:-

  • the Deputy Principal (to act as Convener)
  • the Dean of School
  • a non-academic member
  • a senior NMC or HCPC representative

The appeal panel shall conduct its proceedings according to the principles of natural justice in that it will it will seek to act fairly, no person may be a judge in their own case and the appellant shall have access to all the evidence used by the panel in reaching its decision.

7.7  The appellant shall have the right to appear before the appeal panel and to be accompanied by one other person of their choice. Representation external to the University will not be permitted in the context of this procedure.

7.8  The Convener of the Fitness to Practise Panel concerned with the case shall be invited, prior to the meeting, to submit to the appeal panel comments relevant to the case under discussion and may be invited to attend part or all of the meeting of the appeal panel at which the case is being considered.

7.9  Any person called to give evidence to the appeal panel will be given at least 72 hours’ notice of the time and place of the hearing. Copies of written submissions will also be made available to all parties prior to the hearing.

7.10  In the event that the appellant is unable to attend the appeal panel due to illness, the meeting will be rescheduled.

7.11  The appeal panel shall meet, normally within one calendar month (excluding University vacations) of the referral from the Principal, and communicate its conclusions to appellant and the subject area concerned within one calendar month of its being convened. The University Secretary will keep all parties informed of progress and will advise of any necessary extension of the timescale, for example, if an adjournment in the proceedings is necessary.

7.12  The appeal panel hearing the appeal may overturn the finding of the original Fitness to Practise Panel. In particular, a finding may be overturned in the light of new evidence; or where it is found that the original hearing was not conducted fairly; or where the finding was unreasonable in the light of the findings of fact. The appeal panel may impose any additional sanction they deem necessary.

7.13 The decision of the appeal panel shall be final within the University.

8 Independent review

8.1  The University’s internal procedures having been exhausted, an individual may seek review of their case by an independent person, the Scottish Public Services Ombudsman [SPSO].

8.2  The Ombudsman is independent and their staff will advise whether or not the complaint is one that they can investigate. Normally the student will have to tell the Ombudsman about their complaint within 12 months of first knowing about the problem about which they are complaining, although the Ombudsman may look at complaints outside this limit if they think there is good reason to do so.

8.3  There are some restrictions on what the Ombudsman can investigate. If the complaint is appropriate to their office and is investigated, the Ombudsman’s staff will send details of how this will be done.

8.4  The complaint should be submitted in writing to the Ombudsman, and should include any relevant documents including correspondence with the University and the University’s response to the complaint. This can be sent to the Ombudsman without cost at the freepost address given below. A student may discuss the complaint with an Investigator at the SPSO before deciding to submit.

8.5  The Scottish Public Services Ombudsman has an online complaint form accessible through the website although papers in support of the complaint would still have to be supplied to the Ombudsman by post or other means. The Scottish Public Services Ombudsman can also supply paper complaint forms direct to complainants.

8.6  Further information may be accessed through the Scottish Public Services Ombudsman website or by calling their office for advice. Contact details are:

Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours: Monday, Wednesday, Thursday, Friday 9am–5pm, Tuesday 10am–5pm

SPSO freephone 0800 377 7330
Website:Scottish Public Services Ombudsman website

Fitness to Study

Fitness to Study Policy and Procedure

Introduction

It is expected that all students that are enrolled on a university course are fit to undertake and complete their studies. However, should a situation arise where there are concerns as to a student’s fitness to study, this policy provides both the student and the University with a procedure that allows for appropriate support to be put in place with the aim of supporting the student to continue with their studies. In rare cases, where there is not restoration of the student’s fitness to study, the student may be de-matriculated, so they can focus on recovery.

The University recognises the student’s need for help and support and also for clarity about their future as a student. This procedure provides for the University promptly addressing any cases where a student’s fitness to study becomes a concern, with the intention that an early intervention may prevent situations developing into crises.

The University is committed to supporting student wellbeing and recognises that a positive approach to the management of physical and mental health issues is critical to student learning, academic achievement and to the wider student experience.

Fitness to study is defined as fitness to participate and to function in University life. This means that the student is:

  • fit in respect of the abilities of the student to meet the requirements of the course and achieve relevant academic and professional goals
  • fit in respect of the behaviours expected in an academic learning, residential and social environment;
  • fit in respect of the ability to be more or less self-sustaining within the Higher Education environment, with the only support provided of the scale and scope that an Higher Education Institution can reasonably be expected to provide.
  • The University also recognises that there may be instances where a student’s physical or mental health may give rise to concerns about the student’s fitness to study, for example the student’s capacity to engage with their studies and/or to function more widely as a member of the University community. Such instances may arise where, for example, the University is concerned that:
  • a student poses a risk to their own health, safety and/or wellbeing and/ or that of others;
  • a student’s behaviour is (or is at risk of) adversely affecting the teaching, learning and/or experience of other students;
  • a student’s behaviour is (or is at risk of) adversely affecting the day-to-day activities of the University or a placement provider;
  • a student’s support needs fall outside the scope of the support and other services which the University can reasonably be expected to provide either directly or indirectly.

This Policy and Procedure sets out how the University will respond to instances where a concern is raised regarding a student’s fitness to study, and the type of action that the University may take to manage the matter and support the student.

Level 1 – Initial concerns/informal intervention within the Academic Programme

Level 2 – Formal intervention within the Academic School

Level 3 – Fitness to Study Panel

Depending on individual circumstances, this procedure may be invoked at any of the three levels above. For students on Nursing and Allied Health courses, the Fitness to Practise Policy would ordinarily be invoked instead of the Fitness to Study Procedure.

Students may appeal against a decision under the Fitness to Study Procedure. The procedure to do so is set out in section 4 and the appeal shall be addressed to the University Secretary.

Principles and Scope of Procedure

1.1 This procedure is not an alternative to disciplinary action, or other relevant University procedures or policies such as the Regulations Governing Discipline or Assessment Regulations. The University reserves the right to initiate other procedures where appropriate.

1.2  A student’s fitness to study may be considered despite the fact that other University processes have been invoked. Examples of other relevant procedures include:

  • Failure to make satisfactory progress in academic studies (dealt with under the appropriate Assessment Regulations).
  • Misconduct as normally defined by the University (dealt with under the Regulations Governing Discipline).

The University may refer the treatment of a student’s case out of one procedure to another to secure an appropriate response on the facts of the case but will not normally consider parallel procedures about the same substantive matter. The determination of which procedure should apply shall be made by the University Secretary.

1.3  The identified serious concern(s) may relate to the presence of a diagnosed illness or disability but this procedure may also be used when there is no diagnosed illness or disability, or no notification of such a diagnosis.

1.4  The Fitness to Study Procedure consists of three levels. Depending on the individual circumstances, this procedure may be invoked at any of the three levels.

1.5  If the student has been given permission for deferral of studies (leave of absence), it will ordinarily be more appropriate for the Fitness to Study Procedure to be considered once the student returns to study.

1.6  The principles of this policy and procedure apply to all registered students in all locations on and off campus, both in the UK and overseas.

1.7  If a concern regarding fitness to study arises whilst the student is on placement, the University may discuss and consider alternative arrangements with the placement provider. If it is not possible for alternative arrangements to be made, the student’s placement may be withdrawn and deferral or other adjustments considered.

1.8  All matters dealt with under this Procedure will be dealt with according to the individual circumstances. Whilst the University anticipates that such cases will be exceptional, it reserves the right at any level of this Procedure to vary the process it follows in dealing with a matter in the interests of fairness and/or health and safety (for example, in crisis situations, or where it is concerned that a student’s attendance at a meeting would be unduly stressful, or where the student is in hospital).

1.9 University staff dealing with students at any level of this Procedure will consider what support may be offered to the student both from within the University (e.g. by staff of Student Services) and externally (e.g. directing or referring students to local GPs or mental health services). Students will be encouraged to seek support where it is deemed necessary. Impartial advice about this procedure may be sought from the Queen Margaret University Students’ Union

1.10 Students should be involved in the management of their own wellbeing wherever possible. However, should a student be unwilling or unable to participate at any level of this Procedure or to attend a meeting, the University may nonetheless follow this Procedure where it is reasonable to do so. The University may in exceptional circumstances, where it is reasonable to do so, deal with issues on the basis of written reports and/or statements in the absence of the student and/or their representative.

1.11 Where in this Procedure reference is made to any named University role, such references are to be read as including reference to their nominees, or nearest equivalent where matters are being considered in partner institutions.

2 Circumstances for Support / Intervention

2.1  The University recognises that concerns may be raised by a variety of individuals, for example University staff, other students, and third parties (such as health professionals or placement providers). This Procedure seeks to promote early intervention, active collaboration between staff, students and third parties, and consistency of approach. Matters will be dealt with sensitively and non-judgementally and in a coordinated manner across the University. Whilst the University will seek to work with students in a spirit of cooperation, cases may arise in which it may, under this Procedure, determine that a student is unfit to study and that their studies should be suspended or terminated.

2.2  Serious concerns about a student’s fitness to study may present in a number of different ways. The following are some of the more common indicators that may warrant serious concern. (This is not an exhaustive list.)

  • Rapid deterioration in academic performance
  • Poor attendance
  • Lack of engagement with tutors/School
  • Failure to respond to University communications
  • Change in mood
  • Poor personal hygiene
  • Social withdrawal
  • Emotional distress
  • The sudden on-set of a physical difficulty or mental health problem
  • Signs of self-harming
  • Drug or alcohol problems
  • Change in behaviour
  • Police report to the University
  • Problems in accommodation
  • An unusually high number of Extenuating Circumstances applications
  • A pattern of behaviour or communications which appear irrational or extremely
  • inconsistent
  • A pattern of unreasonable demands, which appear irrational, inappropriate or inconsistent
  • Failure to submit work or to comply with other requirements of the programme of study.
  • Repeated interruptions of study
  • General failure to engage with the School, service providers or the University’s procedures, including that for Fitness to Study

Whilst isolated incidents of the indicators do not usually constitute a case in which to initiate this Procedure, there may be serious cause for concern when there is a sustained pattern, a combination of indicators or a significant single incident.

2.3 Initiation of this Procedure at any Level does not, and must not, by itself be taken to be a justification for not proceeding with the programme of study (e.g. as to submission and marking of work) from either the student or the School’s point of view.

2.4 At all stages of the Procedure, students will be able to retain support from relevant Student Services staff, but this will be limited to personal support for wellbeing. Support from staff of Student Services would not normally extend to representation or advocacy, and Student Services staff cannot attend meetings/hearings as the student’s supporter. Students may nevertheless seek support from the Students’ Union, and the Welfare and Representation Co-ordinator may attend meetings alongside students to offer support.

2.5 In implementing this Procedure, the University will at all times act in accordance with its duty of care and its obligations to students under the Equality Act 2010, including in appropriate cases its obligation to make reasonable adjustments. In addition to the reasonable adjustments that may be made as a result of a needs assessment based on a known disability, there are in place a number of powers devolved to the School to make adjustments to normal academic provision for physical and mental health issues and special learning needs as well as other personal extenuating circumstances.

3 Fitness to Study Process

Level 1 – Initial concerns: informal intervention within the academic programme

3.1  In the first instance, initial serious concerns about a student’s conduct raising fitness to study issues should normally be raised by, or addressed to, the student’s personal academic tutor or supervisor (PAT/S). If there is good reason for the PAT/S not being contacted about concerns, for instance, if there has been a breakdown in relations, the concerns should be raised with the Dean, who will nominate an alternative member of staff to act as the PAT/S for the purposes of this procedure.

3.2  The PAT/S should consult the Programme Leader on the matter reported and together they may seek advice from the Head of the Student Services and/or the Dean or nominee. The PAT/S will arrange a meeting with the student – or arrange for another authorised member of staff in the academic programme to hold the meeting. The meeting is intended to be supportive in nature, fact finding and non-confrontational in order to encourage open discussion. The meeting should be held as soon as is practicable after the serious concern is identified. The PAT/S shall:

(a)  explain the Fitness to Study Procedure and at the meeting give the student a copy;

(b)  outline the concerns and provide examples where appropriate;

(c)  explain the impact on the student and, if appropriate, on others;

(d)  remind the student that fitness to study is essential for successful completion of their studies and encourage the student to co-operate and act to ensure that they are fit to study;

(e)  if appropriate, explain the extent of the University’s duty of care to make reasonable adjustments.

3.3  The content and nature of the discussion will determine possible outcomes. Where appropriate, the PAT/S should propose an action plan to address and remove the concerns and secure the necessary appropriate support if any articulated at the meeting. Examples may include, but are not limited to, recommendations that the student:

  • seek help from Student Services, their GP or another external service;
  • seek advice on matters of concern;
  • reflect on conduct;
  • submit an Extenuating Circumstances form;
  • complete required assessments;
  • attend classes;
  • submit a deferral of study application.

The action plan should clearly allocate any tasks for the student and set an equally clear timetable. The PAT/S shall keep in a confidential file a record (not verbatim) of the meeting, including details of the proposed action plan and provide a copy of this to the student. The student shall be required to indicate whether or not the action plan is agreed.

3.4 The PAT/S should arrange to review the student’s case in a subsequent meeting in an agreed time period, normally of not more than one month. The key points of the review meeting will be given in writing to the student, normally 7 calendar days in advance of the review meeting.

If the concerns about a student’s fitness to study have been significantly reduced and/or eliminated, no further action shall be taken, unless further concerns arise at a later date, in which case a Level 2 intervention may be appropriate.

If the Level 1 intervention is unsuccessful because the student has not attended a meeting, or failed to agree the action plan, or otherwise failed to engage in the procedure, or the case is judged too serious to be addressed at Level 1, Level 2 of the procedure may be invoked.

Level 2 – Formal intervention within the academic programme

3.5  Level 2 is a more formal intervention to be used when Level 1 has not been successful or the student’s conduct or circumstances indicate that further intervention is required. It will normally be initiated by the Programme Leader, with agreement of the relevant Dean. It is recommended that the Programme Leader requests support and/or advice from the Head of the Student Services, if this was not sought during Level 1.

3.6  A Level 2 intervention normally comprises a formal meeting as set out below at paragraph 3.7. The student will be given reasonable written notice of the meeting, together with information on the purpose of the meeting. The student should be requested to provide any necessary detailed information and documentation including, if appropriate, medical evidence.

3.7  The meeting should normally include the Programme Leader (as meeting Chair) and the student’s PAT/S or relevant nominees. Other members of staff may be invited but attendance should be limited to those that can contribute to a possible solution. Invited attendance may include a representative from Student Services and/or Accommodation Services, or other relevant service, if appropriate. A note taker will be appointed to attend.

3.8  The student may be accompanied at a Level 2 meeting by a friend or supporter, as outlined at paragraph 2.4 above.

3.9  The meeting will normally proceed where the student does not attend or engage in the process, and the meeting will normally consider the case even where the student has not provided requested evidence.

3.10  At the meeting, the student will be informed of the reasons for the serious concern about the student’s fitness to study, including detailed examples if appropriate. The student will be given the opportunity to ask questions and respond. A key purpose is to establish the student’s

perception of, or insight into, the situation and how this is impacting on the student’s wellbeing and studies and on other students and staff.

3.11  The conclusions drawn from the content and nature of the discussion will determine possible outcomes. If serious concerns remain, the outcome will normally be the establishment of an action plan to address and remove the serious concerns, including the provision of any appropriate support articulated at the meeting. The meeting may, without prejudice to other conclusions, decide on one or more of the following:

  • That no further action is necessary;
  • That it is necessary to agree an action plan with the student;
  • That, subject to the student’s consent, it is necessary and appropriate for the Programme Leader to consider an adjustment to hours of study;
  • That, subject to the student’s consent, it is necessary and appropriate to agree an interruption from the programme (leave of absence);
  • That it is necessary to make a referral to Level 3 of the procedure;
  • That it is necessary to make a referral to other University procedures, as appropriate, for example the Regulations Governing Discipline or Fitness to Practise;
  • Other actions intended to support the student to successful completion of their studies.

If the student does not agree to the discussed supportive proposed outcome, the member of staff should advise the student that Level 3 action will normally be taken.

3.12 The Chair of the meeting will ensure that there is a written record of the meeting and any determined actions. If an action plan is agreed, it will normally include the specification of desirable behaviour and appropriate expectations, support mechanisms, together with a date for a review meeting. If appropriate, it may also detail the consequences of non-engagement by the student. The action plan may also include a request that the student provide medical evidence in support of their fitness to study.

3.13  The record and action plan will normally be sent to the student within 7 calendar days of the meeting. The student will be asked to agree to the action plan by signing and returning one copy, or by confirming their agreement by University email. A copy of the documentation will also be held on the student’s personal file.

3.14  Review meetings will be convened as agreed. Attendees at review meetings may be different to those in attendance at the original level 2 meeting. The student will have the opportunity to be accompanied by a friend or supporter. A written record of the meeting shall be made and this, together with the outcome, will be given to the student normally within 7 calendar days of the review meeting and will be copied to the student’s file. For monitoring purposes, the Chair or nominee may request regular updates on the student’s progress against the action plan requirements for review.

If the concerns about a student’s fitness to study have been substantially reduced and/or eliminated, it is likely that no further action will require to be taken. If the student does not abide by the provisions of the action plan, the Chair may convene a review meeting before the planned date, or escalate, as appropriate. If there is insufficient improvement following the Level 2 initial or review meetings, or there is otherwise a failure to engage in the University’s Fitness to Study Procedure or, finally the case is too serious to be addressed at Level 2, Level 3 of the procedure may be invoked.

Level 3 – Fitness to Study Panel

3.15 Level 3 is a formal intervention, normally initiated by the University Secretary, or nominated designated officer, with advice/following consultation with academic staff or staff of Student Services.

3.16  Level 3 of the Fitness to Study Procedure may be initiated if any one or more of the following applies:

  • a student fails to address serious concerns about fitness to study identified at Level 2;
  • a student’s behaviour creates further serious concern beyond that at Level 2;
  • the circumstances presented raise particularly serious issues as to the student’s fitness to study successfully
  • there is evidence of significant adverse impact upon, or risk to, the student or others.

3.17  The University Secretary will request that a Fitness to Study Panel is convened. The Panel will consist of 3 members, one of whom will normally be the Head of Student Services or designated nominee. Two other independent members of staff who have not previously been involved will be appointed, one of whom shall be invited to act as Convener of the Panel.

3.18  The purpose of the Panel is to gather and assess evidence about the student’s fitness to study and to determine appropriate actions. The Convener will determine witnesses to be called upon to give evidence, including such witnesses from the following areas of the University, as are appropriate on the facts of the case:

  • Academic Programme;
  • Residence Life Team in Accommodation;
  • Students’ Union;
  • Student Services.

Secretariat support for the Panel will be provided through the relevant School Manager.

3.19  The student will be given no less than 14 days written notice of the meeting. The notice will inform the student of the purpose of the meeting and, where appropriate, will request from the student detailed information as necessary, including documentary evidence as to fitness to study. The student will be informed of the following:

  • Their right to be accompanied to the meeting by a friend or supporter;
  • Details of the Panel composition and those invited to attend to give evidence;
  • The right to request witnesses to be present at the meeting. The student should provide details of the proposed witness(es) and the nature of the intended evidence they would provide. The Chair will determine whether they are permitted to attend.

Documentation sent to the student and the Panel in advance of the meeting should include:

  • Details of the case, including all evidence and previously agreed action plans;
  • A copy of this Fitness to Study Procedure;
  • Any medical or other evidence provided by the student.

3.20  The Fitness to Study Panel meeting will proceed, where possible, even where the student does not attend or engage in the process. The meeting will consider the case even where the student has not provided requested evidence. The meeting may also proceed if a witness or other invited attendee is unable to attend.

3.21  After review of the case, the Fitness to Study Panel may decide that:

  • no further action is necessary
  • it is necessary to agree an action plan
  • it is necessary to maintain or revise a previous action plan
  • with or without the student’s consent, it is necessary and appropriate to adjust the hours of study – Programme Leader approval will be sought
  • with the student’s consent, it is necessary and appropriate to agree an interruption from the programme (leave of absence) – Programme Leader approval will be sought
  • without the student’s consent, it is necessary and appropriate to suspend the student’s

    studies

  • with or without the student’s consent, it is necessary to terminate the student’s studies at the University

  • it is necessary to make a referral to other University procedures, as appropriate, for example the Regulations Governing Discipline or Code of Conduct

  • other actions intended to support the student to successful completion of their studies.

3.22 The Convener of the Fitness to Study Panel will ensure that there is a written record of the meeting, and any determined actions. If an action plan is agreed, it will normally include the specification of appropriate actions, including desirable behaviour or specific expectations, support mechanisms together with dates for a review meeting. Where appropriate, it may also detail the consequences of non-engagement by the student. The action plan may also include a request for the student to provide medical evidence as to fitness to study.

3.23 For monitoring purposes, the Convener may request regular updates on the student’s progress in accordance with the action plan requirements. An outcome report will be provided to the student as soon as possible after the meeting, outlining the decision of the Panel, together with its reasoning. The outcome will be noted on the student’s personal file.

3.24 If appropriate, review meetings should be convened as agreed. If the student does not abide by the provisions of an action plan, the Convener may convene a review meeting before the planned date, or escalate as appropriate. The Panel and the identity of other attendees may be different to that at the original Level 3 Panel meeting. A review meeting may come to a determination of the case, based on evidence before it at the review meeting, in accordance with paragraph 3.19.

3.25 Where it has been agreed to terminate a student’s studies at the University or impose an interruption of studies (leave of absence), this will be recorded on the student’s central record.

4 Right of Appeal

4.1 A student wishing to appeal against a decision under the Fitness to Study Procedure should follow the procedure set out below.

4.2  Where the decision against which a student is appealing involves partial or full suspension or termination of studies, the student will not, subject to this paragraph, be permitted to attend University while the appeal is being determined. Students may apply for permission to attend if they can demonstrate that it would be unreasonable to debar them from attending their programme of study pending the appeal. Grounds for such an appeal may include, but are not limited to, a change in circumstances since the Fitness to Study hearing or the fact that the timing of an appeal hearing means that a successful appellant will be prevented from returning to study immediately because of University regulations governing registration. Applications should be made to the University Secretary who may refuse or grant permission to attend the University and may, if granting permission to attend, limit attendance to specific locations and/or times.

4.3 The Fitness to Study Appeal should be lodged within 21 calendar days of the original decision. The application should be in writing and addressed to the University Secretary.

4.4 The appeal against a Fitness to Study outcome may only be made on the following ground(s):

  • There has been demonstrably an irregularity in the Fitness to Study procedure;
  • Evidence has become available that it was not reasonable to present during the original hearing or consideration of the case.

4.5  The appeal application should be accompanied by any supporting documentation and should state which of the above grounds form the basis of the appeal.

4.6  The University Secretary shall judge whether or not, on the face of it, a case exists on the basis of the grounds outlined at paragraph 4.3. In the event that a re-hearing is judged appropriate, the University Secretary shall appoint an Appeal Panel.

4.7  Members of the Appeal Panel shall be drawn from the following:

  • The Deputy Principal (to act as Convener);
  • The Dean of School;
  • A member drawn from outwith the academic staff.

The Appeal Panel shall conduct its proceedings according to the principles of natural justice in that it will seek to act fairly, no person may be a judge in their own case and the appellant shall have access to all the evidence used by the Panel in reaching its decision.

4.8  The appellant shall have the right to appear before the Appeal Panel and to be accompanied by one other person of their choice. Representation external to the University will not be permitted in the context of this Procedure.

4.9  The Convener of the original Fitness to Study Panel concerned with the case shall be invited, prior to the meeting, to submit to the Appeal Panel comments relevant to the case under discussion and may be invited to attend part or all of the meeting of the Appeal Panel at which the case is being considered.

4.10  The Appeal Panel may, in determining the appeal, confirm or vary or quash the original decision. If a student is reinstated to the University on an appeal against suspension or termination of studies, they shall not suffer any loss of time counted towards residence qualifications for a particular course. The student, nevertheless, shall be required to pay appropriate fees, notwithstanding temporary loss of tuition and other facilities in the University.

4.11  The decision of the Appeal Panel shall be final within the University.

5 Independent review

5.1  The University’s internal procedures having been exhausted, an individual may seek review of their case by an independent person, the Scottish Public Services Ombudsman (SPSO).

5.2  The Ombudsman is independent and their staff will advise whether or not the complaint is one that they can investigate. Normally the student will have to tell the Ombudsman about their complaint within 12 months of first knowing about the problem about which they are complaining, although the Ombudsman may look at complaints outside this limit if they think there is good reason to do so.

5.3  There are some restrictions on what the Ombudsman can investigate. If the complaint is appropriate to their office and is investigated, the Ombudsman’s staff will send details of how this will be done.

5.4  The complaint should be submitted in writing to the Ombudsman, and should include any relevant documents including correspondence with the University and the University’s response to the complaint. This can be sent to the Ombudsman without cost at the freepost address given below. A student may discuss the complaint with an Investigator at the SPSO before deciding to submit.

5.5  The Scottish Public Services Ombudsman has an online complaint form accessible through the website although papers in support of the complaint would still have to be supplied to the Ombudsman by post or other means. The Scottish Public Services Ombudsman can also supply paper complaint forms direct to complainants.

5.6  Further information may be accessed through the Scottish Public Services Ombudsman website or by calling the SPSO office for advice. Contact details are:

Freepost SPSO, SPSO, Bridgeside House, 99 McDonald Road, Edinburgh EH7 4NS

Opening hours: Monday, Wednesday, Thursday, Friday 9am–5pm, Tuesday 10am–5pm

SPSO freephone 0800 377 7330

Website:Scottish Public Services Ombudsman website

Fax 0800 377 7331

6 Suspension of Studies

6.1  At any stage of this procedure, the University Secretary, or properly appointed designate, may place an interim suspension on a student from the University, upon report of serious concerns and pending further investigation.

6.2  Interim suspension means that the student may not be on University property other than for specific appointments which must be agreed in advance, and in writing, between the student and the University Secretary. Subject to QMUSU agreement this interim suspension normally includes the Students’ Union. The University Secretary may determine that an interim suspension is limited to specified areas, activities and facilities of the University.

6.3  Where an interim suspension has been applied, this will be subject to review every two weeks or at key stages as determined within the case management process by the University Secretary.

6.4  Where a student has been subject to an interim suspension for a period of 6 weeks or more, the student has the right to apply in writing to the University Secretary for a review of the interim suspension. The student shall specify the grounds for the review. Subsequent independent reviews may be conducted where a reasonable case may be made that circumstances have changed.

6.5  Throughout a period of suspension, students are not expected to engage with the University or with their studies. The exception to this may be where the student is receiving ongoing therapeutic support from staff of Student Services.

6.6  Normally, imposed periods of suspension under this procedure will be for no more than one year in total. If longer periods of suspension are required, it is recommended that a student’s studies are terminated, and the student is required to re-apply for admission at a later date.

6.7 It will be the student’s responsibility to inform the Student Funding Body (which will be different in Scotland, England, Wales and Northern Ireland), sponsor, or any other relevant person/group of any suspension.

7 Return to Study

7.1 If the formal outcome of the Fitness to Study case is a period of suspension/ interruption of studies (leave of absence), a return to study review will normally be initiated within a 4 week period of the expected return to study. Where appropriate, students will only be permitted to return from a period of suspension/interruption of studies (leave of absence), after receiving suitable medical or other evidence stating that the student is fit to return to study.

7.2  Normally, a return to study plan will need to be agreed with the student, the authorised member of staff in the academic programme and a representative from Student Services. This should be agreed within one month of the planned return to study. The plan should include any relevant support, including, for example, specific study support, Student Services support and any other support deemed necessary for the student’s successful return to study. The student will be required to comply with all agreed actions in order to remain at the University.

7.3  Following the return to study, regular review meetings should take place – these should be initiated by the authorised member of staff in the academic programme and should include representatives from the Student Services, Residence Life in Accommodation or other service, as appropriate. It is intended that the need for review meetings may cease after an agreed period but, if appropriate, these meetings may continue for the duration of the student’s study.

Medical, or other, evidence

7.4  If concerns are raised about a student’s fitness to study, the student is encouraged to co- operate with any reasonable request to provide medical or other evidence. A student may however decline to co-operate with that request but should be aware of 8.4, below.

7.5  The University will respect medical and other evidence provided by the student, but it is for the University and ultimately a Level 3 Panel to determine the weight to be given to any evidence presented. If, for example, a medical certificate states that a student is fit to study, it is nevertheless for the University and ultimately the Level 3 Panel to determine the weight to be given to the medical evidence in considering all of the evidence in the case.

7.6  It is expected that no cost will be incurred in providing additional evidence. Where, in exceptional circumstances, costs are incurred in sourcing medical or other evidence, these shall be met by the student, unless otherwise agreed in writing, in advance, by the University.

7.7  If a student does not provide evidence as requested, the University may nevertheless reach a decision on the case. The decision will be based on the available evidence.

8 Conflict of Interest

Staff of Student Services, or academic staff where appropriate, may offer a student therapeutic or other support during the administration of this procedure. An alternative member of the Student Services may be asked to advise University staff about the Fitness to Study Procedure. Where members of staff have been involved in supporting the student prior to the Fitness to Study procedure, this shall not in itself preclude their involvement in the fitness to Study Procedure, but staff in Student Services will exercise all reasonable care in order to avoid any potential conflict of interest which may arise.

9 Data Protection

All information gathered on individuals as part of this Fitness to Study Policy and Procedure will be processed in accordance with the Data Protection Act 1998, or any successor Act.

10 Monitor and Review

Monitoring of this Fitness to Study Policy and Procedure will be undertaken by the University’s Governance and Quality Enhancement Team and Student Services.

General Assessment Regulations and Policy (including Grade Descriptors)

IMPLEMENTATION ARRANGEMENTS: REVISED ASSESSMENT REGULATIONS AND POLICY

The following assessment regulations and policy were approved by Senate in July 2018 and will operate for all programmes in Academic Year 2021/22 with the exception of the programmes listed under item 2 below.

Regulations 14.2, 14.3, 17.12, 18.2 and 18.4 will not apply to the following programmes in 2020/21 for students who commenced studies prior to 2020/21 only:

MSc/PgDip Occupational Therapy (pre-registration)

The programmes listed above will continue to follow the regulations dated August 2017 in terms of reassessments for students who commenced studies prior to 2020/21 only

TRANSITIONAL ARRANGEMENTS IN RESPONSE TO THE CORONAVIRUS EMERGENCY

During the coronavirus emergency, the University introduced transitional assessment regulations in response to the exceptional circumstances affecting our students and the wider Higher Education sector. These regulations have been kept under regular review, and in June 2022, it was agreed to revert in full to the standard assessment regulations. Some exceptions may apply for overseas collaborative partners. Students on any programmes with modified regulations will receive information on the changes from academic staff

Assessment Regulations and Policy

PART A POLICY AND PRINCIPLES

1.0 General provision for assessment and awards 2.0 Context
3.0 Purpose of assessment
4.0 Principles of assessment

5.0 Fairness, reliability and validity of assessment 6.0 Forms of assessment

PART B AWARD REGULATIONS

7.0 Marks, grades and levels of performance
8.0 Award
9.0 Decision on award classifications and distinctions in borderline cases (undergraduate degrees) 10.0 Decision on distinctions in borderline cases (postgraduate degrees)
11.0 Decision on an award in absence of complete assessment information
12.0 Withdrawing from a module and transfer between modules
13.0 Transcripts

PART C ASSESSMENT REGULATIONS

14.0 Terminology
15.0 Programme specific regulations
16.0 Assessment of a module
17.0 Decisions on student progression
18.0 Reassessment of a module
19.0 Assessment of disabled students and of students whose first language is not English 20.0 Penalties for word limits and late submission of assessment

PART D RESPONSIBILITIES AND EXPECTATIONS

21.0 Student responsibility in assessment
22.0 Responsibility of other individuals and bodies in assessment

23.0 Project supervision
24.0 Academic dishonesty and plagiarism

PART E APPENDICES

Undergraduate Grade Marking Criteria

Postgraduate Grade Marking Criteria

PART A POLICY AND PRINCIPLES

1.0 General provision for assessment and awards

1.1 The authority for approving programmes and granting awards rests with the Senate of Queen Margaret University. Senate is also responsible for maintaining the academic standards of these awards. One of the major mechanisms for the assurance of academic standards is the assessment of students. These regulations and policy provide the structure within which students shall be assessed and whereby their assessment contributes to the achievement of the award.

1.2 These regulations and policy shall govern all taught programmes which lead to a University award except where Senate shall determine otherwise.

1.3 Within the regulations and policy levels one, two, three and four refer to the full-time year of undergraduate study. SCQF levels refer to the academic level of study (for undergraduate programmes this is typically SCQF level 7 to 10 and for postgraduate programmes SCQF level 11). Levels one, two, three and four do not map directly onto SCQF levels, but the following will apply to the majority of modules:

Year SCQF Level 
page146image22868576 page146image22868784Level one (first year of undergraduate study)

SCQF level 7

Level two (second year of undergraduate study)

SCQF level 8

Level three (third year of undergraduate study)

SCQF level 9

Level four (fourth year of undergraduate study)

SCQF level 10

Postgraduate

SCQF level 11

For a part-time undergraduate student, a level typically spans more than a single academic year.

1.4 Each student is enrolled on a programme and is subject to the regulations of that programme, which in its turn is subject to the University’s overall regulations and policy.

1.5 Students are subject to registration periods which stipulate the minimum and maximum periods that they may be registered on a programme. These are detailed in the University’s Registration Regulations.

1.6 An award will be conferred upon satisfaction of the following conditions:

  • the candidate was a registered student of the University at the time of their assessment and has fulfilled all financial obligations to the University;
  • the candidate has completed a programme approved by the University as leading to the award being recommended;
  • the award has been recommended by a Board of Examiners convened, constituted and acting under regulations approved by Senate.

1.7 Senate is the ultimate authority in the University for the ratification of academic decisions and may, in extreme circumstances, over-rule a Board of Examiners. It will normally refer matters of concern back to the Board of Examiners for reconsideration.

1.8 Acting within the above principles, a Board of Examiners will exercise its judgement in reaching decisions on individual candidates. It is responsible for interpreting the assessment regulations for the programme, in the light of the University's requirements and good practice in higher education and its academic judgement should not lightly be questioned or overturned.

2.0 Context

2.1 The Student Experience Strategy is the key strategy for the delivery of taught programmes of study at QMU and these assessment regulations and policy should be read in conjunction with that Strategy.

2.2  Assessment is integral to the design of programmes of study leading to the award of academic credit and to the award of degrees and diplomas. Programme content is specified through regulations governing Programme Development, Modification, Monitoring and Review, available from the University’s Regulations, Policies and Procedures web page.

2.3  Assessment is the process of forming a judgment about the quality and extent of learning in relation to the intended learning outcomes of a student’s programme of study. In view of the variety of programmes, it is recognised that there is a need for a variety of forms of assessment, which should reflect the aims of that programme of study and the mode of study. Whatever the type of assessment, it should be fair, valid, reliable, useful and transparent.

2.4  In addition to its role in relation to the maintenance of academic standards, an equally important function of assessment is to develop effective student learning. In this context, it is essential that assessment is both integrated into the learning experience and that it motivates the learner.

3.0 Purpose of assessment

3.1 Assessment satisfies a number of related requirements, namely that it:

  • is integrated with the process of student learning;
  • demonstrates that a student has achieved the learning outcomes for their programme of study
  • justifies the award of academic credit based on actual student achievement;
  • provides confidence in the maintenance of academic standards both internally and to external stakeholders;
  • supports the evaluation and enhancement of programme design and delivery;
  • provides meaningful feedback and feedforward to students on their performance on a programme of study which promotes learning and encourages reflection;
  • provides meaningful information to employers, Professional, Statutory and Regulatory Bodies and other organisations on the knowledge and competencies of a graduate;
  • supports the enhancement of programme design and programme delivery.

3.2 Additionally, assessment may be used as a diagnostic tool to determine the current knowledge and skills of a student and to assist in the formulation of a programme of future study.

4.0  Principles of Assessment

4.1 Assessment regulations and policy establish a framework for the conduct of assessment across all taught programmes.

4.2 Assessment regulations and policy establish sound procedures for the advanced communication of assessment requirements (including assessment criteria), the submission, conduct of examinations, marking and moderation of assessments, the progression of students, the remediation of failure and the conduct of meetings of Boards of Examiners. The regulations and policy ensure that academic standards are maintained and that there is a retention schedule for copies of assessments and feedback on assessments.

4.3 Assessment regulations and policy are reviewed on a periodic basis to ensure that they remain fit for purpose.

4.4 As part of the procedures for the validation and review of awards, programme teams are required to develop an assessment strategy which demonstrates a close alignment with the full range of intended learning outcomes (including knowledge and understanding, intellectual skills, practical skills and transferable skills) and mode(s) of study of that programme, including the requirements of Professional, Statutory and Regulatory Bodies.

4.5 Programme assessment strategies are designed to assess all intended learning outcomes but should reduce the extent of assessment to the minimum required to demonstrate the above and should avoid duplication.

4.6 QMU is committed to principles of best practice in assessment, as established by the Advice and Guidance within the QAA Quality Code’s Assessment Theme, and any subsequent updates to that publication.

4.7 QMU is committed to the principles of equality of opportunity. Assessment regulations and procedures are designed to actively promote equality of opportunity, and to be compliant with all relevant equality legislation.

4.8 QMU subscribes to the principle of anonymous marking. Anonymous marking shall be used in assessments wherever practicable. Proposals for exemption for modules that cannot be anonymously marked will be considered through the University’s validation and review process or committee structure as appropriate.

4.9 QMU supports the principles of the award of credit and of credit transfer, as specified by the SCQF, in all of its assessment procedures.

4.10 QMU supports the recognition of, and the award of credit for, prior accredited and experiential learning as set out in the University’s Guidance on Recognition of Prior Learning (RPL) found on the University’s Regulations, Policies and Procedures web page.

4.11  QMU recognises the need for transparency in the assessment of students.

4.12  QMU recognises the need for a detailed student transcript, in accordance with the European Diploma Supplement, as a means of communicating the achievement by a student.

4.13  All modules which are designed to lead to the award of academic credit are expressed in terms of learning outcomes that are capable of assessment and include details of the assessment and of the assessment criteria to be employed.

4.14  All modules which lead to the award of academic credit come under the purview of a Board of Examiners and are assigned, as appropriate, to an External Examiner.

4.15  The normal language of assessment is English, but exceptionally other languages may be used where this is described as part of the definitive document for a programme and, in these cases, the language of instruction and assessment will be clearly shown on the student transcript.

4.16  Module descriptors specify the format of assessment but, as a minimum requirement, QMU requires a student to submit a digital copy of all assessments, wherever this is practicable. This digital copy acts as the archive copy of that assessment.

4.17  Feedback

Staff must make every effort to meet the QMU requirement of disseminating assessment marks and feedback to students within the following timeframe:

  • Undergraduate level one and two assessment: within a maximum of 20 working days of the assessment submission.
  • Undergraduate level three and four assessment (with the exception of Honours projects and dissertations): within a maximum of 15 working days of the assessment submission.
  • Undergraduate Honours projects and dissertations: within a maximum of 20 working days of the assessment submission.
  • Postgraduate assessment: within a maximum of 20 working days of the assessment submission.

Working days equates to Monday to Friday, excluding University closure days. The maximum of 15/20 working days includes all stages within the marking process and applies to all staff. Only in exceptional circumstances should staff exceed the 15/20 working days requirement. Where this occurs, students must be informed of the extension at least seven calendar days before the original deadline for receipt of feedback.

QMU requires staff as a minimum to submit feedback and grading for each assessment component on an appropriate pro forma (except where appropriate alternatives are provided (e.g. audio feedback). This applies to coursework and examinations. Feedback on course work will normally be individual. A digital copy of this pro forma will act as the archive copy of the feedback and grade awarded for that assessment. Pro formae are usually completed electronically and must be scanned instead, if handwritten. Standard feedback may be provided to the full cohort for an examination. However all students also have the right to request individual feedback from the Module Co-ordinator.

4.18 A copy of student assessments and the related feedback pro formae will be kept during the time that a student is matriculated, or as specified by the University’s Records Retention Schedule.

5.0  Fairness, reliability and validity of assessment

5.1  Assessment can take many different forms, as dictated by the variety of programmes and learning outcomes but, in all cases it should be:

  • Fair, in that there should be equality of treatment across all programmes and that there should be a consistent approach to equality and diversity;
  • Valid, that is the assessment can be shown to be relevant to the intended learning outcomes;
  • Reliable, in that there should be consistency of processes and standards across the institution and that there should be comparability of both the volume and complexity of assessment in relation to credit and SCQF level;
  • Useful, in that it contributes to the knowledge and competencies and employability of the learner;
  • Transparent, in that the requirements of the assessment in terms of intended learning outcomes and assessment criteria are made clear to the student.

5.2  To maximise accuracy and fairness of assessment, programme teams are expected to follow the procedures for marking, moderation and blind double marking set out below. The terms ‘marking’, ‘moderation’ and ‘blind double marking’ are defined as follows:

Marking - The process of assessing students’ work, taking into account QMU guidelines for assessment feedback and the relevant criteria/mark schemes as devised by programme and/or module teams.

Moderation - The process of confirming the consistency of the mark and feedback provided by the original marker(s).

Blind double marking - Marking conducted without access to marks, annotations or comments from any other marker. Both markers must use the relevant criteria and provide feedback to students in the agreed format.

5.3  Where there are differences between first and second markers, these should be resolved through a process of discussion and negotiation. On occasions where such differences cannot be resolved through this method, the case will be referred to a third marker. A single agreed mark is provided to the student as an outcome of the above procedures.

5.4  If appropriate, Examiners may adjust the raw marks attained by students in individual subjects, but the basis of the scaling must be reported to the Board of Examiners who will be asked to endorse the scaling.

5.5  All assessed work should have associated marking criteria. These guides to marking should be developed simultaneously with assessment instruments and, where practicable, be approved by the External Examiner. Sharing of approved marking criteria with students is a required feature of good practice. All feedback given to students should relate to the agreed marking criteria.

5.6  Internal moderation

5.6.1  All elements of assessments for Honours projects and postgraduate dissertations (or equivalent) at SCQF levels 9, 10, 11and 12 must be blind double-marked for the whole cohort.

5.6.2  All summative assessments for undergraduate and postgraduate programmes that are not blind-double marked must be moderated on a sampling basis as a means of verifying the accuracy of marking. The size of the sample to be moderated must be at least the square root of the total number of students (rounded to the nearest whole number) taking the assessment plus all borderline fails (those that are within 2% below the pass mark). The sample should include a range of performance and the minimum size should be six pieces of assessed work.

5.7 External Examiner moderation

5.7.1 A sample as outlined above will be reviewed by External Examiners for assessment leading to a named award.

5.7.2  External Examiners will normally only be required to moderate samples for an individual module once per academic year. They will not normally be required to moderate samples for reassessments or multiple occurrences of the module provided the mode of assessment and marking team remain unchanged from the original assessment. The Board of Examiners will determine whether the External Examiner will be required to moderate additional samples for reassessment or an additional occurrence of the module.

5.7.3  It is the responsibility of the Module Co-ordinator to select the sample to be reviewed by the External Examiner. This need not be the same sample used for internal moderation.

5.7.4  Further information on External Examiner arrangements for collaborative programmes can be found in the Collaborations Manual.

5.7.5  In circumstances where an External Examiner has concerns about the submitted marks for a sample of assessments, the External Examiner may not modify one or more marks of the sample group of students but must review the marks of the whole cohort. External Examiners may make recommendations only on the adjustment of marks. It is the responsibility of the Programme Team to consider these recommendations and take a final decision on the student mark.

5.8 Responsibility for Assessment

5.8.1  In all cases Module Co-ordinators have responsibility for the conduct and quality control of assessment in their own module(s). Programme Leaders are deemed responsible for the quality of assessment across programmes and are accountable to the Head of Division through the Programme Committee. Deans of School have responsibility for assessment regulations and policy and staff development (as it affects assessment) within the parameters set by the University and any relevant Professional, Statutory and Regulatory Bodies. It is expected, however, that this responsibility will be delegated to Heads of Division.

5.8.2  School Offices are responsible for the maintenance and retention of records of all provisional marks. The Student Records Office and the School Office under the direction of the Assistant Secretary, Registry and Academic Administration, will maintain a central archive of approved final marks.

6.0 Forms of assessment

6.1  The form and balance of assessment for each module should be such as to provide the most accurate assessment of the student's achievement of the module's aims, objectives and learning outcomes. Assessment may be by end-of-module assessment; or by intermittent or periodic assessment undertaken during the course of the module.

6.2  The module descriptor specifies the relative assessment pattern, including weightings across components. The assessment pattern must be based on the intended learning outcomes of that module.

6.3  Normally assessment will relate to some or all of the learning outcomes of a single module. Where an assessment covers learning outcomes from two or more modules, this must be clearly described in the module descriptors and the method of attributing marks to each module should be clearly defined.

6.4  At the commencement of each module the Module Co-ordinator must advise the enrolled students of the form of the assessment and the timing of the components which make up the assessment. This will be consistent with the overall framework established for the programme’s assessment, as specified in the module descriptors.

6.5  At the start of each programme, Programme Leaders will refer students to the assessment regulations for the programme governing progression and award, and of any changes thereto.

6.6  The University operates a Student Attendance Policy which can be found on the University’s Regulations, Policies and Procedures web page.

Additional attendance and participation conditions may be in place for some programmes, but must be made clear to students. Implications of non-attendance in terms of eligibility to undertake assessments must also be made clear. These must be approved through the University’s validation and review process or committee structure as appropriate.

PART B 7.0 AWARD REGULATIONS

7.0 Marks, grades and levels of performance

7.1 Assessment is primarily a matter of academic judgement, and the computational structure is designed to facilitate consistent judgements.

The full range of marks should be used in accordance with the grade descriptors in Appendix E

7.2 A student’s overall performance on an undergraduate module will be given marks within one of eight grades as follows:

Grade Mark 

Corresponding level in an Honours degree classification

A*

80% - 100%

first class

A

70% - 79.9%

first class

B

60 – 69.9%

upper second

C

50 – 59.9%

lower second

D

40 – 49.9%

third class

E

30 – 39.9%

fail

F

0 – 29.9%

fail

7.3 A student’s overall performance on a postgraduate module will be given marks within one of eight grades as follows:

Grade Mark 

Corresponding level in an Honours degree classification

A*

80% - 100%

distinction

A

70% - 79.9%

distinction

B

60 – 69.9%

merit

C

50 – 59.9%

pass

D

40 – 49.9%

fail

E

30 – 39.9%

fail

7.4 These grades should be used in a consistent fashion at all levels of assessment whether it is judging a student’s overall performance; a cohort’s performance, a module grade, or a piece of assessed coursework.

7.5 The criteria for each of the grades above are listed in the Appendices.

7.6 Normally subjects will be assessed using marks and grades. However, in exceptional circumstances subjects may be assessed using grades only. This will be recorded in programme specific regulations.

7.7 If an undergraduate subject is assessed using a grade only, then the following grade-to-mark conversion scheme shall be used for the purposes of computation:

Grade A* A B C D E G
Mark 85 75 65 55 45 35 15

 If a postgraduate subject is assessed using a grade only, then the following grade-to-mark conversion scheme shall be used for the purpose of computation.

Grade A* A B C D E
Mark 85 75 65 55 45 20

In most cases, the mark is set at the midpoint of the band. However, the mark at Grade A* is limited to 85 to reflect the comparatively few marks likely to be awarded over 90%.

 8.0 Award

8.1 To gain an undergraduate award, a student must normally be a registered student at the University for at least one academic year. Minimum registration periods for postgraduate awards are set out in the University’s Registration Regulations

To qualify for the following awards the student must fulfil the subject specific requirements for the name of the award and also:

Cert HE - 120 credit points of which a minimum of 100 are at SCQF level 7 or higher

Dip HE - 240 credit points of which a minimum of 100 are at SCQF level 8 or higher

Degree - 360 credit points of which a minimum of 100 are at SCQF level 9 or higher

Honours Degree - 480 credit points of which a minimum of 220 are at SCQF level 9 or higher and 10, included  at least 100 at level 10

Graduate Certificate - 60 credit points, at minimum of SCQF level 9

Postgraduate Certificate - 60 credit points of which a minimum of 40 are at SCQF level 11 and no credits below SCQF level 10

Masters Degree - 180 credit points of which a minimum of 160 are at SCQF Level 11 and no credits below SCQF level 10

Integrated Masters - 600 credit points of which a minimum of 120 are at SCQF level 11

Students may take credits from the SCQF level directly above or directly below subject to the guidance set out above and as defined in relevant documentation.

Ten SCQF Credits are equivalent to five European Credits (ECTS) therefore 120 SCQF credits equal 60 ECTS

8.2 The classification of the award of the Degree with Honours will be based on the marks obtained in SCQF level 9 (20%) and SCQF level 10 (80%). Weighted aggregate scores will be rounded to one decimal place. The classification will be based upon the average mark obtained by combining the weighted results of all modules studied at SCQF levels 9 and 10. Any modules undertaken below SCQF level 9 and any modules taken whilst on an exchange arrangement will not be counted towards the Honours calculation.

Where a student has accumulated more than 120 credits at SCQF level 10, a maximum of 120 credits will be counted at SCQF level 10 for the purpose of the Honours calculation. All core modules at SCQF level 10 will count towards the Honours classification. The optional modules in which the student achieved the highest marks will be included in the calculation of the Honours classification. Additional optional modules at SCQF level 10 with lower marks will be counted towards SCQF level 9.

  • 70 and above - First Class
  • ≥60% and <70% - Second Class: Upper division
  • ≥50% and <60% - Second Class Lower division
  • ≥40% and <50% - Third Class

8.3 The award of an Ordinary Degree can include an award with distinction, in cases where the average mark for the 120 credits (or equivalent) at SCQF level 9 or above is 65% or higher. Any modules undertaken below SCQF level 9 and any modules taken whilst on an exchange arrangement will not be counted towards the distinction calculation

8.4 The award of taught Masters Degrees and Postgraduate Diplomas may include an award with distinction or merit. The award of Postgraduate Certificate is without distinction or merit.

A distinction is granted automatically if the weighted average mark (each module being weighted in relation to its size) - is 70% or over.
A merit is granted automatically if the weighted average mark (each module being weighted in relation to its size) - is 60% or over.

Only modules undertaken at SCQF level 11 will be used in the calculation for distinction or merit.

8.5 When granted an award a student will automatically be de-registered and must reapply if they wish to proceed to a higher or different award.

Where a student is admitted to the University at level four the classification will be based entirely on grades achieved during level four studies.

8.7  Where a student is admitted to a level and given additional credit at that level gained externally, the grades from that credit may contribute to the classification where the credit is at the appropriate SCQF level and where marks are available. Otherwise the classification will be based on grades gained entirely within the University. Any modules taken whilst on an exchange arrangement will not be counted towards the classification.

9.0 Decision on award classifications and distinctions in borderline cases (undergraduate degrees)

9.1 All weighted average marks falling 0.5 per cent or less below the classification or distinction boundary are automatically reclassified at the higher level.

9.2  All weighted average marks falling between 0.6 per cent and two percent below the classification or distinction boundary are deemed borderline cases.

9.3  For Honours degrees the final classification is determined by the marks across all SCQF level 10 credits. Borderline cases where any 60 or more credits (core or elective modules) are achieved in the classification above the boundary will be awarded the higher classification of degree.

9.4  For Ordinary degrees the final award is determined by the marks across SCQF level 9 credits. Borderline cases where any 60 or more credits (core or elective modules) are achieved in the distinction category (65% or above) will be awarded the degree with distinction.

9.5  Additional viva voce examinations involving the External Examiner should not be used in the consideration of borderline cases.

10.0 Decision on distinctions in borderline cases (postgraduate degrees)

10.1  All weighted average marks falling 0.5 per cent or less below the distinction/merit boundary are automatically reclassified at the higher level.

10.2  All weighted average marks falling between 0.6 per cent and two percent below the distinction/merit boundary are deemed borderline cases. In these cases the award of distinction/merit is determined by consideration of marks across all SCQF level 11 credits contributing to the Programme.

10.3  For standard 180 credit Masters programmes, borderline cases where 90 credits or more (core or elective modules) at SCQF level 11 are marked at 70% or above will be awarded the distinction.

For standard 180 credit Masters programmes, borderline cases where 90 credits or more (core or elective modules) at SCQF level 11 are marked at 60% or above will be awarded the merit.

10.4  For standard 120 credit Postgraduate Diploma programmes, borderline cases where 60 credits or more (core or elective modules) at SCQF level 11 are marked at 70% or above will be awarded the distinction.

For standard 120 credit Postgraduate Diploma programmes, borderline cases where 60 credits or more (core or elective modules) at SCQF level 11 are marked at 60% or above will be awarded the merit.

10.5  For non-standard Postgraduate Diploma and Masters programmes, i.e. Postgraduate Diploma Programmes rated at more than 120 credits, or Masters programmes rated at more than 180 credits, borderline cases where 50% or more of the total credits at SCQF level 11 are marked at 70% or above will be awarded the distinction. Exceptionally, programme specific regulations may be defined for such programmes, to be agreed at the point of validation or review.

For non-standard Postgraduate Diploma and Masters Programmes, i.e. Postgraduate Diploma programmes rated at more than 120 credits, or Masters programmes rated at more than 180 credits, borderline cases where 50% or more of the total credits at SCQF level 11 are marked at 60% or above will be awarded the merit. Exceptionally, programme specific regulations may be defined for such programmes, to be agreed at the point of validation or review.

10.6  Additional viva voce examinations involving the External Examiner should not be used in the consideration of borderline cases.

11.0 Decision on an award in absence of complete assessment information

11.1 Boards of Examiners have discretion to make an award in the absence of complete assessment information where it is established to the satisfaction of the Board of Examiners that:

  • such absence is due to a valid documented cause, which would include, but not be limited to, a student’s illness;

  • there is enough evidence of the student's achievement at the level at which they are being examined, which would normally equate to two thirds of the assessable work at that level, or evidence is subsequently obtained.

Where Boards of Examiners use their discretion to make an award in the absence of complete assessment information, the justification for this action should be included in the minutes of the meeting.

Awards may be recommended with or without Honours or distinction as appropriate. In order to reach such a decision the Board of Examiners may assess the candidate by any appropriate and reasonable means. Any such assessment will for the purpose of these regulations be deemed a first assessment.

The Board of Examiners has a duty to gain as much information about the candidate’s ability and performance as possible before making decisions.

Decisions made in the absence of complete information must aim to ensure consistency of standard and equality of opportunity for the student under consideration as compared with their peers. The student must not be put in a position of unfair advantage over other candidates for the award.

12.0 Withdrawing from a module and transfer between modules

12.1 A student withdrawing from a module up to the point at which 25% of the taught duration of the module has been delivered may provide the Module Co-ordinator with a written explanation of reasons for withdrawal. If the Module Co-ordinator accepts these as valid reasons, the student will suffer no academic penalty, i.e. the withdrawal will not count as a fail. The student will receive a transcript showing them as withdrawn and will receive no credit.

12.2  A student withdrawing from a module after 25% of the taught duration will be recorded as a fail.

12.3  A student wishing to transfer from one elective module to another will normally be permitted to do so within the first 25% of the taught duration of the module subject to the consent of both Module Co-ordinators. Only exceptionally will students be permitted to transfer between elective modules after this period.

13.0 Transcripts

The student’s assessment record or academic transcript shall specify for each module taken:

  • the title;
  • the credit points and the level;
  • the academic year in which most recently taken;
  • the grade and mark most recently obtained;
  • the name of the University together with, if appropriate, the name of any other
  • institution sharing responsibility for the student’s programme of study or research;
  • the location of study;
  • the language of instruction/assessment;
  • decision on progress/award.

Academic transcripts are issued online following Boards of Examiners. They are issued on secure paper to exiting students.

The University’s transcript meets the requirements of the European Diploma Supplement.

Guidance on European Credit Points is provided for all students receiving transcripts in the accompanying Guidance Notes.

PART C ASSESSMENT REGULATIONS 

14.0 Terminology

For the purposes of these regulations the following definitions shall apply:

14.1 Component

A component is defined as an individual piece of assessment, for example an examination or an essay. Some modules will have one assessment component only. Others may have multiple components.

14.2 Reassessment

Reassessment means the opportunity to be reassessed in an assessment component which has been failed. The timing of the reassessment is at the discretion of the Board of Examiners but must allow the student sufficient time to prepare. Normally reassessment (as a second attempt) happens within the same academic year or shortly thereafter.

A student will be permitted a maximum of three attempts at any module. i.e. attempt one plus two reassessment attempts. Attempt three may be undertaken in the following academic year subject to progression regulations.

14.3 Condonement of a module

Condonement of a module may occur where a student has not achieved a minimum pass mark in an undergraduate module at SCQF level 7 or SCQF level 8 and there are no programme specific assessment regulations that require the student to be reassessed.

15.0 Programme specific regulations

It is expected that programme specific regulations will be consistent with the University’s general assessment regulations.

Programmes may only apply more specific regulations where it is an explicit requirement of a professional body or where an explicit justification has been given as part of the formal validation process . Any exceptions must be approved through the validation or committee approval process and be clearly recorded in the programme document or relevant module descriptor.

Programme specific regulations for progression and award are written in the context of the University’s general assessment regulations; they should be interpreted in that context and, where they are silent, the University’s general assessment regulations are taken to apply. Programme specific regulations may cover the following points:

  • the requirements for passing a module;
  • modules which are not eligible for condonement
  • the requirements for progression;
  • the conditions and limits to the provision for reassessment of modules;
  • the conditions and limits to the provision for repeating a level;
  • the conditions under which a student shall be required to withdraw from the programme.

16.0 Assessment of a module

16.1 To pass an undergraduate module, a student must obtain at least 40% overall, and at least 30% in each component of assessment unless otherwise specified in the programme document or module descriptor. To pass a postgraduate module, a student must obtain at least 50% overall, and at least 40% in each component of assessment unless otherwise specified in the programme document or module descriptor. This regulation applies to the first attempt at the module only. Regulations for reassessment of modules are detailed below and in 14.2 above.

16.2  Where a student has achieved an overall mark of 40% or above (50% for postgraduate modules) but has fallen below the minimum permitted mark in an individual component, this will be shown as a qualifying fail on the academic transcript with a grade of Q.

16.3  Where a student is reassessed in an undergraduate module at a second or third attempt, the maximum mark that can be achieved for the module is 40%. Where a student is reassessed in a postgraduate module at a second or third attempt, the maximum mark that can be achieved for the module is 50%.

The nature and extent of the failure will not affect the student’s right to be reassessed.

17.0 Decisions on student progression

17.1 Student progression from one level of the programme to the next is at the discretion of the Board of Examiners taking into account the student’s performance in all modules and the amount of academic credit accrued during the year.

17.2 The main Board of Examiners is responsible for determining:

  • whether the student remains in registration;
  • the conditions governing the student’s progression;
  • the award for which the student is eligible.

17.3 Where there is a tiered system of Boards of Examiners, the Module Board will have the authority to moderate and confirm marks and grades for each of the modules for which it is responsible, and determine the form and timing of any reassessment offered. The decision of the Module Board of Examiners may be overturned by the Progression/Award Board of Examiners following consideration of the full student profile.

17.4 Boards of Examiners may condone one failed 20 credit module per level at the first attempt for students at level one and level two (SCQF level 7 and 8) of an undergraduate programme, provided that a minimum overall mark of at least 37% has been achieved in the failed module and no individual component of assessment within the module falls below the minimum compensation level. The result will show as a condoned fail on the academic transcript and the student will be given credit for the module. Students who have failed more than 20 credits must undertake reassessments of all failed modules in the first instance. Once reassessment results are known, condonement may still be applied to one 20 credit module, provided that a minimum overall mark of at least 37% has been achieved in the failed module and no individual component of assessment within the module falls below the minimum compensation level and the student has no further failed modules on their profile.

Programme specific regulations may exempt some modules from eligibility for condonement. A condoned fail will not affect any subsequent module selections.

17.5 Decisions on a student’s continued registration will be made at the end of each
academic year, after reassessment results are known. The main Board of Examiners will take account of the following guidelines in making their decisions

17.6  For undergraduate full-time students:

a)  Pass modules rated to a total of 80 or more credits – continue in registration as a full- time student

Normally full-time students undertake 120 credits in an academic year. Exceptionally, full-time students can take a maximum of 160 credits in any academic year. This regulation is intended to support students carrying forward modules and not to facilitate completion of studies in a shorter time than the usual minimum period of registration or to allow students to undertake additional optional modules in an academic session.

b)  Pass modules rated to more than 50 credits and less than 80 credits – continue in registration as a part-time student but may not register for modules rated at more than 70 credits in the next year of study

c)  Pass modules rated at 50 credits or less – required to discontinue registration

17.7 A part-time student allowed to continue in registration, wishing to transfer to full-time study, will have her or his application considered by the programme’s admission tutor. Transfer is not at the student’s discretion.

17.8  The only decisions available to the Board of Examiners on progress and award shall be:

  • Continue – passed all assessments
  • Required to be reassessed in the failed module(s) before continuing
  • Continue – but required to be reassessed in the failed/deferred module(s) in next academic year
  • Offered opportunity to repeat the entire level in next academic year before continuing
  • Offered opportunity to be reassessed in next academic year as a part-time student

before continuing

  • Continue in part time registration (applies to part-time students only)
  • No reassessment allowed – required to withdraw from course
  • Decision deferred – outstanding assessments as a first attempt
  • Decision deferred – outstanding reassessments
  • Progress to placement
  • Recommendation to Senate for specific awards

17.9 Undergraduate programmes of study are designed on four levels, normally corresponding with Scottish Credit and Qualifications Framework levels 7, 8, 9 and 10, with conceptual and material progression being designed into the structure from level to level. Thus, it is expected that students will progress from level to level, and the structure of the programme and the timetables are developed accordingly. Although the above regulations may allow a full-time student to stay in full-time registration albeit without a completed level of study, it may not be possible to construct a programme around the timetable available which is academically coherent and which makes best advantage of the student’s time. In most casesstudents will be expected and advised but not required to complete a level of study before progressing to the next level.

17.10 Full-time undergraduate students may not normally proceed to level four study unless they are eligible for the award of an Ordinary Degree. Exceptionally, a student may be able to progress to level four study when falling short by only 20 credit points.

17.11 A student may cease to be registered for a postgraduate award if they:

a)  fail to register on any module in two successive semesters without prior approval (unless enrolled on a dissertation)

b)  are granted the award of PgCert, PgDip, MSc, MA, MBA, Executive Masters or MFA

c)  fail to have the dissertation proposal approved after two submissions

d)  accumulate fails as specified in regulations 17.12 and 17.13

e)  fail the dissertation on two attempts

17.12  A postgraduate student will normally be permitted a reassessment attempt in up to two thirds of the taught modules on a programme. Should a student be unsuccessful at attempt two, they may be permitted a further reassessment attempt in a maximum of one third of the taught modules on a programme. Should a student breach these reassessment thresholds, they will be required to withdraw from the programme. A maximum of two attempts will be permitted for the Masters project/dissertation.

17.13 Individual postgraduate programmes with a non-standard structure may define programme specific regulations under which a student may be required to withdraw. These regulations should be broadly in line with the above principle. Programme specific regulations defined to meet the requirements of Professional Statutory and Regulatory Bodies should be approved by the validation panel, or through the relevant committee.

18.0 Reassessment of a module

18.1  Reassessment is permitted in order to allow a student to make good an initial failure. This affords the student an opportunity to demonstrate the standard required to pass modules, and ultimately to gain an award. A student who has passed a module at the first opportunity shall not be entitled to a further assessment in order to obtain a higher grade.

18.2  The Board of Examiners may at its discretion allow an undergraduate student to be re- assessed in up to 80 credits in any one academic year. The Board of Examiners may at its discretion allow a postgraduate student to be re-assessed in up to two thirds of the taught modules on a programme as a second attempt, and one third as a third attempt.

18.3  The Board of Examiners shall decide on the form of the reassessment (e.g. written examination, viva voce, or an additional assignment), taking into account the nature of the failed module and the nature of the failure. This may differ from the format of the first assessment and need not be the same for all students provided equity of experience is maintained. The Board of Examiners can allow for full or partial reassessment of the components as appropriate. Reassessment can take the form of a reworking or a new assessment, as determined by the Board of Examiners.

18.4  Normally, a student may not be given more than three attempts at any module.

18.5  A candidate for reassessment is not entitled to be reassessed in components that are no longer part of the programme. A Board of Examiners may, at its discretion, make such special arrangements as it deems suitable in cases where it is inappropriate for students to be reassessed in the same elements, or by the same methods as at the first attempt.

18.6  All second attempt assessments shall normally take place before the commencement of the next session of the programme. They should be late enough to allow the students time to prepare themselves, and to avoid overload of assessment shall normally take place in the summer/autumn. Students cannot request an extraordinary exam sitting. Third attempt assessments may be required to be undertaken in the following academic year. For students required to undertake a third attempt of an assessment, attendance at the module is optional (unless otherwise specified by the Board of Examiners).

18.7  A student who is reassessed for a module failure in an undergraduate module, where there are no clear extenuating circumstances, shall be awarded no more than 40% on passing the reassessment. A student who is reassessed for a module failure in a postgraduate module, where there are no clear extenuating circumstances, shall be awarded no more than 50% on passing the reassessment.

18.8  All reassessment results shall be based only upon performance in reassessments; no marks may be carried forward from a student’s first attempt at the assessments. To pass an undergraduate module at reassessment, a student must achieve at least 30% in each reassessed component and a weighted average of at least 40%. To pass a postgraduate module at reassessment, a student must achieve at least 40% in each reassessed component and a weighted average of at least 50%.

18.9  A student who has been absent from an assessment, or who has performed badly due to illness or other cause, shall be allowed to take the assessment, and it shall be treated as a first assessment, subject to the reason for absence or poor performance being acceptable to the Board of Examiners or the Extenuating Circumstances Panel.

19.0 Assessment of students with a disability and of students whose first language is not English

19.1 Students with a disability

19.1.1 If, through disability, a student is unable to be assessed by the prescribed method for the module, reasonable adjustments (as agreed by the Academic Disabled Student Co-ordinator) will be detailed within an Individual Learning Plan.

19.1.2  Arrangements for the assessment of students with a disability will be made prior to, or at the point of assessment. Further allowance or compensation for disability will not be made in the marking of assessed work.

19.1.3  Further information can be found about the Disability Service on the University’s website

19.2 Students whose first language is not English

All students whose first language is not English will normally be permitted to use language- only dictionaries in examinations. Electronic dictionaries are not permitted (please refer to Exam Regulations section). No extra time will be allocated for students whose first language is not English.

20.0 Penalties for word limits and late submission of assessment

20.1 In each piece of written work where a word limit is identified, students are required to include and clearly state the total number of words used. The number of words counted should include all the text, references and quotations used in the text, but should exclude abstracts, supplements to the text, diagrams, appendices, reference lists and bibliographies.

20.2 A piece of written work which exceeds the specified word limit by 10% or more will receive a maximum mark of 40% for undergraduate or 50% for postgraduate programmes.

20.3 Any student who submits work to be assessed after the assessment submission date and time, without the prior agreement of the Programme Leader, or without good or agreed cause, will have marks deducted according to the following criteria:

  • if submitted, as a first attempt, after the deadline but up to and including six days after the deadline) a maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes
  • if submitted, as a first attempt, seven days or more (including on the 7th day after the submission deadline) a mark of 0% will be awarded

Example (first attempt) - Friday 4pm submission

Submission Day

Submission Day Comments
Day 1 Saturday 4pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Day 2 Sunday 4pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Day 3 Monday 4pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Day 4 Tuesday 4pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Day 5 Wednesday 4pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Day 6  Thursday 4 pm

A maximum mark of 40% can be achieved for undergraduate programmes and a maximum mark of 50% for postgraduate programmes

Any Later than this   

A mark of 0% will be awarded

  • if submitted after the submission deadline in a second or third attempt assessment, a mark of 0% will be awarded.

PART D RESPONSIBILITIES AND EXPECTATIONS

21.0 Student responsibility in assessment

21.1 It is the responsibility of students to:

  • familiarise themselves with the regulations for their programme. Students should consult their Programme Handbook and/or their Academic Tutor;
  • recognise the role of assessment in the achievement and recognition of their learning;
  • familiarise themselves with the examination periods (both first attempt and reassessment and make themselves available for the examination period);
  • attend written examinations and observe the University’s Instruction to Candidates in Examinations (to be read out to students prior to the start of examinations). In brief, these require candidates to attend in good time, to bring their matriculation card, not to communicate with other candidates, not to cheat, not to disrupt the event, to complete the answer paper as instructed, not to bring into the hall any unauthorised material and not to remove any part of an answer paper from the hall;
  • attend all other types of assessment, for example, practical examinations, class tests and presentations;
  • submit all work for assessment in accordance with the requirements for their programme;
  • provide evidence, in advance of the Board of Examiners, of any extenuating circumstances. This evidence is normally written by an independent source such as a medical practitioner and should be forwarded to the School Office in the first instance. Students should be aware that Boards of Examiners will take account of all certificated or verified evidence submitted on behalf of students in their deliberations on individual performance.

21.2 If a student fails to attend examinations or submit work for assessment without good cause, the Board of Examiners has the authority to deem the student to have failed the assessments concerned.

21.3 Students are not permitted to substantially reproduce the same piece of course work for more than one assignment, except where they are explicitly required to do so by the assignment specification.

21.4 If a student is found to have cheated, or attempted to gain an unfair advantage, the Board of Examiners, following a recommendation from the Dean or Disciplinary Panel, has authority to deem the student to have failed part or all of the assessment and to determine whether or not the student shall be permitted to be re-assessed. Students must ensure the proper acknowledgement of the borrowings from other sources, whether published or unpublished. Divisions should provide guidance on how such borrowings should be acknowledged in a manner appropriate to that discipline.

Fraudulent practices such as copying, cheating, collusion, plagiarism (i.e. the presentation by an individual of another person’s ideas or work, in any medium, published or unpublished, as though they were their own) are serious academic offences and will incur appropriate penalties. Students must not submit work obtained from an essay bank or website essay writing service. Students are urged to seek advice from academic staff or the Effective Learning Service if in any doubt about the foregoing practices. All students are expected to seek clear guidance on the form and manner in which assessments are to be completed.

21.5 Serious cases of cheating and plagiarism will be referred for consideration through the University’s disciplinary procedure. Undertaking fraudulent practices can result in a student being required to leave the University.

21.6 QMU has a policy to use the TurnItIn UK plagiarism detection system, or other equivalent systems, to help students avoid plagiarism and improve their scholarship skills. This service is available to all matriculated students at QMU. Academic staff may submit student work to TurnItIn UK or another equivalent system.

22.0 Responsibility of other individuals and bodies in assessment

22.1 Senate, through its Student Experience Committee, has responsibility for:

  • the development of assessment regulations and policy;
  • monitoring the use of these regulations and policy by the Schools;
  • periodically reviewing and revising these regulations and policy.

22.2 The Deans of School have responsibility for ensuring that:

  • programmes within that School conform to these regulations and policy;
  • assessment processes are approved and reviewed;
  • assessment processes are secure;
  • through the annual monitoring process, there is reflection on student performance in assessment and in relation to programme learning outcomes;
  • periodic review of assessment strategies are conducted;
  • staff are supported in the development of assessment strategies and practices;
  • students are involved in the evaluation of assessment strategies;
  • External Examiners are briefed on these regulations and policy;
  • issues arising through the implementation of these regulations and policy are conveyed to the Student Experience Committee.

22.3 Programme Leaders have responsibility for:

  • assuring that academic standards are maintained through the effective use of this policy and its local implementation via the programme definitive document;
  • monitoring the outcomes of assessment and reporting these outcomes to the School.
  • Programme Leaders have delegated authority from Deans, and work in partnership with Heads of Division, to oversee the management of their programmes.

22.4 Module Co-ordinators (with appropriate academic staff) have the responsibility for:

  • designing assessments that both conform to these regulations and policy and which assess the specified learning outcomes and which make reasonable adjustments to meet the needs of all learners;
  • ensuring that feedback is provided on student performance in relation to assessment outcomes;
  • providing feedback on summative assessment in accordance with the timescales specified in regulation 4.17. Staff should note that ‘working days’ equates to Monday to Friday, excluding University closure dates, i.e. part-time working or periods of annual leave should not result in an extension to the 15/20 working day maximum. The maximum of 15/20 working days includes all stages within the marking process (i.e. marking, cross-marking, collation of marks and feedback, sending marks and feedback to the School Office, dissemination of marks and feedback to students by the School Office) and applies to all staff, including Visiting Lecturers.
  • clearly specifying the date by which a student can expect to receive feedback on each summative assignment. This date must be communicated to the student at the same time as the assessment deadline. Where a student has been granted an extension, the timescale for receiving feedback will be adjusted accordingly. In exceptional circumstances, the original date communicated to students for receipt of feedback may be extended. Any such extension must be communicated to students at least seven days before the original deadline for receipt of feedback.
  • attending Boards of Examiners for the presentation of their module results.

23.0 Project supervision

23.1 All project supervision meetings with undergraduate and taught postgraduate students must be documented, signed by both student and supervisor, and filed as a record of the supervisory process. Documentation should include the date and duration of the meeting and a summary of the discussion. Arrangements for doctoral candidate supervision records are set out in the University’s PhD and Professional Doctorate Regulations.

23.2 The time allocated to supervision of Honours projects and dissertations should normally be no less than three hours and not more than five hours per student. These minimum and maximum time allocations apply only to supervisory meetings with students and do not include time taken to read draft work. Guidance on the time allocation for postgraduate project and dissertation supervision is available in the relevant programme documentation.

23.3 Early in the academic year all supervisors should hold an initial meeting with their supervisees to discuss key elements of the process, including expectations, regulations, terms of reference and operational procedures. This meeting could be held as a joint meeting between a supervisor and all of their supervisees. A record of all meetings between a student and their supervisor should be lodged in the student file at the time of submission of the project or dissertation.

23.4 Staff members should normally read and give feedback on one draft only and should not mark or re-write this work.

24.0 Academic dishonesty and plagiarism

24.1  Introduction

24.1.1  The University’s degrees and other academic awards are given in recognition of the candidate’s achievement. Plagiarism is therefore, together with other forms of academic dishonesty such as personation, falsification of data, computer and calculation fraud, examination room cheating and bribery, considered an act of academic fraud and is an offence against University discipline.

24.1.2  Plagiarism is defined as follows:

The presentation by an individual of another person’s ideas or work (in any medium, published or unpublished) as though they were their own.

24.1.3  In the following circumstances academic collusion represents a form of plagiarism:

Academic collusion is deemed to be unacceptable where it involves the unauthorised and unattributed collaboration of students or others work resulting in plagiarism, which is against University discipline.

24.1.4  QMU has a policy to use the TurnItIn UK plagiarism detection system, or other equivalent systems, to help students avoid plagiarism and improve their scholarship skills. This service is available to all matriculated students at QMU. QMU tutors may submit student work to TurnItIn UK, or another equivalent system.

24.2  Referencing

Students’ attention is drawn to the Library’s guide to referencing.

24.3 Prevention

24.3.1 All members of staff should explain to their students at the start of each session that plagiarism and academic fraud are unacceptable forms of cheating, which will be penalised severely. Such warnings should be repeated during the session and are especially necessary where dissertations, projects or coursework are substantial elements of the curriculum. Every opportunity should be taken to reinforce this message by incorporating it in published material such as Programme or scheme guides and, in the case of postdoctoral candidates, by its inclusion in the Research Degrees Code of Practice/Doctoral Candidate Handbooks (PhD and Professional Doctorate).

24.3.2 These warnings should be accompanied by specific advice from Divisions about what constitutes plagiarism and academic fraud. For example, such advice should indicate where a particular discipline makes the distinction between legitimate and illegitimate use of acknowledged or unacknowledged sources; what is regarded as acceptable collaboration between students undertaking joint project work; and what is expected of a dissertation or thesis. Dissertations should clearly indicate whether it is an original contribution to knowledge or a critical survey of published material. Training students to make such distinctions is part of the academic process and should be formally and publicly acknowledged as such. This is particularly significant since some of the cases arising stem from genuine ignorance on the part of the students who have never received guidance on how to acknowledge sources properly.

24.3.3  Scrutiny of academic work should be sufficient to ensure that signs of plagiarism or unacceptable levels of co-operation, whether intentional or not, are detected at an early stage and brought to students’ attention through tutorial guidance and in some cases perhaps by written warning.

24.3.4  Dissertation supervisors and other academic staff responsible for assessment and guidance should be aware of cultural relativities that may affect some students’ approach to referencing. In providing guidance, staff will be expected to acknowledge cultural differences and to exercise appropriate sensitivity.

24.4 Identifying, reporting and investigating

Procedures for identifying, reporting and investigating plagiarism are published separately in the University’s Plagiarism Policy.

PART E APPENDICES

Approved by the University Senate on 30 June 2021
Applicable to all new and existing modules being delivered from September 2021 onwards

Grade A* 80% and above Outstanding performance, exceptionally able – pass

  • Articulates an outstanding understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates outstanding knowledge of appropriate reading through extensive references to appropriate scholarly sources
  • Shows outstanding problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents outstanding discussion in a logical, connected and progressing structure, and valid conclusions
  • Displays an outstanding ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows an outstanding reflexive awareness of value judgements and assumptions embedded in the subject or discipline

Grade A 70-79.9% Excellent performance – pass

  • Articulates an excellent understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates an excellent knowledge of appropriate reading through frequent references to appropriate scholarly sources
  • Shows excellent problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents excellent discussion in a logical, connected and progressing structure, and valid conclusions
  • Displays an excellent ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows excellent reflexive awareness of value judgements and assumptions embedded in the subject or discipline

Grade B 60-69.9% Very good performance – pass

  • Articulates a very good understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates a very good knowledge of appropriate reading through references to appropriate scholarly sources
  • Shows very good problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents very good discussion in a logical, connected and progressing structure, and valid conclusions
  • Displays a very good ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows very good reflexive awareness of value judgements and assumptions embedded in the subject or discipline

Grade C 50-59.9% Good performance – pass

  • Articulates a good understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates good knowledge of appropriate reading through some references to appropriate scholarly sources
  • Shows good problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents a good discussion in a logical, connected and progressing structure, and valid conclusions
  • Displays a good ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows a good reflexive awareness of value judgements and assumptions embedded in the subject or discipline

Grade D 40-49.9% Satisfactory Performance – pass

  • Articulates a satisfactory understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates satisfactory knowledge of appropriate reading through some references to appropriate scholarly sources
  • Shows satisfactory problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents a satisfactory discussion in a logical, connected and progressing structure, and valid conclusions
  • Displays a satisfactory ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows satisfactory reflexive awareness of value judgements and assumptions embedded in the subject or discipline

Grade E 30-39.9% Unsatisfactory performance – fail

  • Articulates partial understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates partial knowledge of appropriate reading through limited references to appropriate scholarly sources
  • Shows insufficient problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents limited discussion of logical, connected and progressing structure with incomplete conclusions
  • Displays a limited ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows insufficient reflexive awareness of value judgements and assumptions embedded in the subject or discipline.

Grade F 0-29.9% Unsatisfactory performance - fail

  • Articulates little or no understanding and interpretation of the relevant information, key theories and concepts presented by the assessment
  • Demonstrates little or no knowledge of appropriate reading or references to appropriate scholarly sources
  • Shows ineffective or no problem solving, creativity, originality, critical thinking, analysis and evaluation
  • Presents ineffective or no discussion of logical, connected and progressing structure with incomplete conclusions
  • Displays little or no ability to appraise evidence and synthesise concepts, knowledge and theory
  • Shows little or no reflexive awareness of value judgements and assumptions embedded in the subject or discipline

QMU Postgraduate Grade Descriptors

Approved by the University Senate on 30 June 2021

Applicable to all new and existing modules being delivered from September 2021 onwards

Grade A* 80% and above Outstanding performance, exceptionally able – pass

  • Articulates an outstanding critical understanding and interpretation of the relevant information, principal theories, concepts and principles presented by the assessment
  • Articulates an outstanding critical understanding that integrates most, if not all, of the main areas of the specialist discipline
  • Demonstrates outstanding, extensive, detailed and critical knowledge, informed by current discipline developments
  • Displays an outstanding ability to critically appraise scholarship and evidence, and synthesise concepts, knowledge and theory
  • Applies a range of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Demonstrates an outstanding ability to communicate knowledge (written, verbal, practical, visual)
  • Demonstrates an outstanding critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Shows an outstanding reflexive awareness of value judgements and assumptions embodied in the subject
  • Demonstrates outstanding originality, creativity or innovation in the application of knowledge and / or practice
  • Displays outstanding potential to undertake research or be a leading practitioner within a specialist area

Grade A 70-79.9% Very good performance – pass

  • Articulates a very good critical understanding and interpretation of the relevant information, principal theories, concepts and principles presented by the assessment
  • Articulates a very good critical understanding that integrates most of the main areas of the specialist discipline
  • Demonstrates very good, extensive, detailed and critical knowledge, informed by current discipline developments
  • Displays a very good ability to critically appraise scholarship and evidence, and synthesise concepts, knowledge and theory
  • Applies a range of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Demonstrates a very good ability to communicate knowledge (written, verbal, practical, visual)
  • Demonstrates a very good critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Shows a very good reflexive awareness of value judgements and assumptions embodied in the subject
  • Demonstrates very good originality, creativity or innovation in the application of knowledge and/ or practice
  • Displays very good potential to undertake research or be a leading practitioner within a specialist area

Grade B 60-69.9% Good performance – pass

  • Articulates a good critical understanding and interpretation of the relevant information, principal theories, concepts and principles presented by the assessment
  • Articulates a good critical understanding that integrates some of the main areas of the specialist discipline
  • Demonstrates good breadth, detailed and critical knowledge, informed by current discipline developments
  • Displays good ability to critically appraise scholarship and evidence, and synthesise concepts, knowledge and theory
  • Applies a range of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Demonstrates a good ability to communicate knowledge (written, verbal, practical, visual)
  • Demonstrates a good critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Shows a good reflexive awareness of value judgements and assumptions embodied in the subject
  • Demonstrates good originality, creativity or innovation in the application of knowledge and / or practice
  • Displays good potential to undertake research or be a leading practitioner within a specialist area.

Grade C 50-59.9% - Fair performance – pass

  • Articulates a fair critical understanding and interpretation of the relevant information, principal theories, concepts and principles presented by the assessment
  • Articulates a fair, critical understanding that integrates a few of the main areas of the specialist discipline
  • Demonstrates a fair breadth, detailed and critical knowledge, informed by current discipline developments
  • Displays a fair ability to critically appraise scholarship and evidence, and synthesise concepts, knowledge and theory
  • Applies a range of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Demonstrates a fair ability to communicate knowledge (written, verbal, practical, visual)
  • Demonstrates a fair critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Shows a fair reflexive awareness of value judgements and assumptions embodied in the subject
  • Demonstrates fair originality, creativity or innovation in the application of knowledge and / or practice
  • Displays fair potential to undertake research or be a leading practitioner within a specialist area
  • Submission/assessment meets the standards of SCQF Level 11

Grade D 40-49.9% Unsatisfactory performance – fail

  • Partial knowledge, understanding and interpretation of the relevant information, principal theories, concepts and current discipline developments
  • Partial understanding of the breadth and depth of the discipline
  • Limited ability to critically appraise scholarship and evidence, and synthesise concepts, knowledge and theory
  • Insufficient application of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Demonstrates insufficient ability to communicate knowledge (written, verbal, practical, visual)
  • Demonstrates a limited critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Shows insufficient reflexive awareness of value judgements and assumptions embodied in the subject
  • Partial demonstration of originality, creativity or innovation in the application of knowledge and/ or practice
  • Displays limited potential to undertake research or be a leading practitioner within a specialist area
  • Submission/assessment does not meet the standards of SCQF Level 11

Grade E 0-39.9% Unsatisfactory performance - failpage175image52859776

  • Little or no understanding and interpretation of the relevant information, principal theories, concepts and current discipline developments
  • Little or no understanding of the breadth and depth of the discipline
  • Inaccurate appraisal of scholarship and evidence, and synthesise concepts, knowledge and theory
  • Ineffective application of specialist and/or professional skills, techniques or practices aligned with the discipline
  • Ineffective communication of knowledge (written, verbal, practical, visual)
  • Demonstrates little or no critical awareness of the scope and application of disciplinary and interdisciplinary scholarship
  • Consistent lack of reflexive awareness of value judgements and assumptions embodied in the subject
  • Little or no demonstration of originality, creativity or innovation in the application of knowledge and / or practice
  • Displays little or no potential to undertake research or be a leading practitioner within a specialist area
  • Submission/assessment does not meet the standards of SCQF Level 11
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Health and Safety Policy

If you have any questions or concerns relating to your health and safety on campus, please contact a member of the Health and Safety Team 

1 Forward

Queen Margaret University is committed to the highest standards of excellence in education, research and knowledge exchange. This ambition applies equally to the management of health and safety withinour innovative University – holding true to the principles and values on which this institution was founded. This is reflected in a focus on empowering staff, supporting students, serving the community, creating meaningful partnerships, promoting impactful knowledge exchange and enshrining social justice.

The University recognises this Health and Safety Policy as integral to enabling it to fulfil its potential as a University of ideas and influence. This can only be achieved through the positive actions and application of best practice in health and safety by its managers and staff. The University will adopt, maintain and develop this best practice in all areas of health and safety management through continuous improvement in the control of risk and the development of a positive health and safety culture.

2 Health and Safety Policy

The University regards the health and safety of staff, students and visitors as an integral part of pursuing its mission of excellence in education, research and knowledge exchange. Accordingly, it iscommitted both to enabling staff and students to pursue their legitimate activities and to ensuring thatthese activities are conducted safely by targeting resources proportionate to the risks; ensuring that staff, students and those who engage with us, are properly protected.

This policy will ensure that those who create risks manage them responsibly and understand that failureto manage real risks responsibly is likely to lead to disciplinary action, enabling individuals to understand that as well as the right to protection, they also have to exercise responsibility.

3 Scope

This Health and Safety Policy (and associated policies and approved guidance notes) applies to all premises and activities falling, to any extent, under the University’s control. The policy sets down a framework by which the University and all members of the campus community, visitors and contractors will be able to meet their health and safety duties.

4 Equality Analysis

Consideration has been given to the protected characteristics of all population groups identified in theEquality Act 2010. These protected characteristics are:

  • Age
  • Disability
  • Gender reassignment
  • Marriage and civil partnership
  • Race
  • Religion and belief
  • Sex
  • Sexual orientation
  • Pregnancy and maternity

The University recognises the need for specific measures to ensure the health and safety of each of these groups. This policy and all other associated health and safety related policies and guidelines take this into account.

5 Leadership in Health and Safety

The University will ensure the provision of clear and transparent leadership and management systems, defining roles and responsibilities for health and safety risks. The Court of Queen Margaret University, the Principal and Vice-Chancellor, and the Senior Leadership Team will ensure that they have access to competent health and safety advice and that processes are in place to escalate to the appropriate level relevant information regarding institutional health and safety performance and any significant health and safety risks, issues and failures. This competent advice shall also be made available to all managerial levels, staff and students, as appropriate.

The University will consult staff and students about their risks at work / study and about the design and implementation of preventive and protective measures and will maintain effective measures for leadership, planning, organisation, control, monitoring and review of health and safety matters with a view to continuous improvement.

6 Operating Methodology

Queen Margaret University will adopt the operating methodology recommended by the United KingdomHealth and Safety Executive (HSE) and the Universities Safety and Health Association (USHA) – Plan /Do / Check / Act, to ensure robust leadership and operational control.

In the following model highlighting leadership responsibility, it is likely that an individual may have multiple responsibilities participating at the strategic level and enabling at the operational level reflectingtheir particular role within the University. Each role descriptor has elements of Plan / Do / Check / Act and these have been aligned to allow a targeted, proportionate and efficient approach to robust, sensible, risk control.

[image]

Figure 1 Summary of Plan / Do / Check / Act operating methodology.

7  Health and Safety Leadership Roles

[image]

7.1 The Court of Queen Margaret University

The Court of Queen Margaret University, as the governing body and employer, has the overall statutoryresponsibility for occupational health and safety in the University. Members individually and collectively have a duty to consider health and safety in the course of approving strategy and reviewing the University’s occupational health and safety performance.

Specifically, the Court shall plan to ensure: -

  • appropriate governance and communications systems are put in place to support this policy including its review and development;
  • awareness of significant health and safety risks faced by Queen Margaret University;
  • oversight of the health and safety implications of strategic decisions; and
  • emergency planning arrangements are kept up to date.

The Court will seek assurances from the Principal and Vice-Chancellor & Senior Management Team that: -

  • health and safety arrangements are adequately resourced;
  • risk control measures are in place and acted upon;
  • effective processes are in place to ensure training and competency;
  • suitable processes are in place for auditing health and safety performance;
  • there is access to competent health and safety advice; and
  • processes are in place for employees or their representatives to be involved and engaged indecisions that affect their health and safety.

The Court shall receive and evaluate leading and lagging data relevant to health and safety and, whereappropriate, ask for data on process (preventive and maintenance) and competency indicators.

Additionally, the Court shall be satisfied that there are independent reviews of health and safety management across the University, that lessons are learnt from adverse events, audit processes arereviewed and that the University’s risk profile is regularly reviewed.

What to expect from your Health and Safety Advisor: -

  • annual reports on health and safety,
  • briefing sessions or papers on significant events, change to legal requirements,
  • formal or informal health and safety training, and
  • submission of key performance indicators.

7.2 Principal and Vice-Chancellor

The Principal and Vice-Chancellor has delegated authority from the Court for the delivery and performance management of this Health and Safety Policy.
The Principal and Vice-Chancellor shall ensure that arrangements are in place to: -

  • implement and endorse this policy as a visible demonstration of ownership, and communicate itsvalues;
  • agree how this policy will be measured, monitored and reported through the setting of appropriate key performance indicators and review such performance data celebrating achievement and takingcorrective action where targets are not being met;
  • allocate suitable resources for the management of health and safety;
  • establish, define membership, appoint a chair and maintain a Health and Safety Committee;
  • regularly communicate / meet with the Health and Safety Advisor;
  • ensure that an occupational health service is integrated into the health and safety managementsystem;
  • determine a health and safety risk profile for the University and agree an appropriate internalauditing program to reflect the profile;
  • ensure emergency procedures encompass all relevant risks;
  • consider the health and safety implications of strategic decisions such as large projects etc.; and
  • review health and safety performance on an annual basis and share such results with staff.

7.3 Senior Leadership Team

The Senior Leadership Team shall support the Principal and Vice-Chancellor by designing, implementing, maintaining and monitoring local safety arrangements and managing risks to protect staff, students, visitors and contractors based upon theUniversity’s risk profile and priorities.

Specifically, Senior Leadership Team members shall:-

  • confirm that processes are put in place to ensure all activities are appropriately risk assessed and controls implemented;
  • ensure responsibilities are delegated and understood for tasks such as risk assessments;
  • ensure that all formal School or Department meetings include, as a standing item, health andsafety, discussing concerns, development opportunities and successes;
  • decide upon health and safety competency and development needs of staff and set training objectives;
  • have oversight of any adverse event, investigation or audit;
  • recommend a University health and safety internal auditing program based on the health and safety risk profile and priorities;
  • respond to audits (internal and external), reports, concerns by recognised trade unions / enforcing authorities and the University’s Health and Safety Advisor;
  • regularly communicate / meet with the Health and Safety Advisor;
  • lead on campaigns to raise health and safety awareness and behavioural change; and
  • discuss health and safety issues and performance with direct reports and at performance/development reviews

7.4 Heads of Department and Heads of Division

Heads of Departments & Heads of Division - in association with the EB - shall design, implement, maintain and monitor local safety arrangements and manage risks to protect staff, visitors and contractors. Heads of Departments & Heads of Division, having a clear understanding and oversight of the operations and activities undertaken within their specific specialism (School or Department) shall define the most appropriate local safety structures and align / integrate these with the overall strategic direction of the University.

Specifically, Heads of Departments & Heads of Division shall, in relation to their areas of responsibility:

  • put in place processes to ensure all activities are appropriately risk assessed, controls implemented and reviewed;
  • ensure responsibilities are delegated and understood for tasks such as risk assessments;
  • plan arrangements to ensure the health and safety of all persons who may be affected, including contractors, students and visitors;
  • agree a health and safety risk register, include appropriate health and safety risks in each School or Department business risk register;
  • ensure that induction arrangements include all relevant information for all new starters;
  • ensure that all formal School or Department meetings include, as a standing item, health safety and wellbeing, discussing concerns, development opportunities and successes;
  • agree health and safety competency and development needs of all staff and set training objectives based upon the QMU Performance Enhancement Policy and Procedures;
  • have oversight of any adverse event, investigation or audit;
  • assign sufficient resources (competent personnel, with enough time and facilities), including specialist support from occupational health, radiation protection advisors, biosafety specialists etc. where needed;
  • have regular communication meetings with the health and safety advisor;
  • ensure staff consultation involves all appropriate stakeholders including trade unions representatives and student representatives;
  • assess the health and safety impact of new projects at planning stages;
  • when purchasing equipment, consider the health and safety requirements/implications - set-up, use, maintenance, inspection & servicing;
  • embed health and safety arrangements during procurement of contractors;
  • check that all actions and recommendations from health and safety processes e.g. audits and inspections are implemented; and
  • consider information from external and internal sources e.g. audits and use the information to review planning and risk management processes.

7.5 Line Managers

Line managers are required to implement and operate local health and safety and direct management arrangements, and to monitor and check their effectiveness.
Specifically, line managers shall, in relation to their area of responsibility:

  • implement and operate local health and safety systems and arrangements;
  • set reasonable objectives to cover their area of responsibility, including allocation of work on risk assessments based on their Head of Department or Head of Division's plan - ensure risk assessments are undertaken and recorded, and that staff, contractors and students are following all safe systems and control measures, ensuring any new processes are properly risk assessed before implementation;
  • take appropriate action when health and safety is likely to be compromised and, if necessary, suspend an activity pending reassessment of the risk;
  • develop or use existing communication processes (e.g. team meetings) to keep teams informed, and receive information back from team members;
  • plan deployment of resources to achieve health and safety objectives such as training (refer to QMU Performance Enhancement Review Policy and Procedures)
  • take and implement direction from the Health and Safety Advisor on matters affecting health and safety;
  • provide induction training for all staff and students;
  • ensure all new equipment is checked for hazards, and users are trained on safe systems of work and risk control measures;
  • keep up to date with health and safety requirements for specific areas of responsibility; and
  • have a programme for statutory testing of equipment, as required, and ensure this has been carried out.

What to expect from your Health and Safety Advisor: -

  • communications about significant events, changes to legal requirements of relevance to a specialism,
  • information about accidents and incidents occurring in the School / Department,
  • participation in discussions to resolve local health and safety issues,
  • action plans and recommendations from investigations,
  • advice on management actions and proportionate responses to incidents,
  • advice on interpretation of health and safety legislation and best practice,
  • training courses or delivery of presentations and information,
  • completion of School / Department returns of KPIs, and
  • assistance to managers during audits, inspections, etc.

7.6 Supervisory staff

Staff members with supervisory responsibility in a School / Department are expected to operate, monitor and check that the local arrangements and rules are being followed. A critical aspect of this role is to ensure that any concerns with the effectiveness of local health and safety arrangements are communicated to the appropriate person to ensure continual improvement of the health and safety management system.

Supervisory staff shall:

  • ensure that they, and those they supervise, understand local safety policy and procedures;
  • plan any skill, knowledge or refresher training for themselves and their team, where appropriate, based on Queen Margaret University Performance Enhancement Review Policy and Procedure;
  • plan resources and ensure all staff understand what is expected of them;
  • ensure staff and students are aware of, and follow, all relevant safe systems;
  • ensure visitors and contractors are provided with relevant health and safety information – develop clear and concise procedures and include key safety information in them;
  • ensure that they, their team and students, where appropriate, have received induction training and relevant training appropriate to their activities / studies;
  • raise any issues of non-conformance through the line-management structure;
  • be involved in local workplace inspections and local safety committees, where appropriate;
  • provide feedback on health and safety issues;
  • ensure all risk assessments have been carried out, are up to date, recorded, and that control measures are effectively implemented and understood; and
  • ensure any actions arising from audits and inspections have been completed or to monitor progress.

What to expect from your Health and Safety Advisor: -

  • annual reports and / or quarterly reports on health and safety,
  • briefing sessions or papers on significant events, change to legal requirements,
  • development of a set of HEI KPIs including leading and lagging indicators,
  • facilitate and advise on the development of a health & safety risk register,
  • contextual information about comparisons with sector norms and statistical information,
  • develop a health and safety competency and training framework,
  • internal health and safety audits based on an agreed programme, and
  • advice on interpretation of health and safety legislation and best practice.

8 Employee / Student Responsibility

Everyone has a responsibility for their own health and safety, as well as that of others who may be affected by their work, research or study and their acts or omissions. Everyone has the right not to proceed with any activity if they feel it poses a danger to their safety or that of others, and they mustimmediately raise their concerns with their line manager, academic tutor or the Health and Safety Advisor.

Staff and students must:

  • take reasonable care of themselves and cooperate with the University on health and safety matters;
  • carry out their work, research and study safely and in accordance with this Policy, protocols, localarrangements or any relevant legislation;
  • complete and follow the requirements of the risk assessment and implement any identified control measures;
  • use local arrangements or tell their academic tutor to report an adverse event (accident, incident,near miss / dangerous occurrence or work-related illness);
  • notify their line manager or academic tutor (or HR business partner) if they have a condition affecting their health which may be caused by or made worse by work, study or research activities;
  • undertake health and safety training and induction;
  • report any faults, damage, unsafe or unhealthy working conditions, practices or equipment, using local arrangements - or to their academic tutor;
  • use equipment for its intended purpose;
  • not interfere with or misuse anything provided for health and safety;
  • on discovering a fire, raise the alarm;
  • if emergency alarms sound, leave by the nearest emergency exit
  • notify their line manager or academic tutor in advance to set up a Personal Emergency EvacuationPlan (PEEP) if they will need assistance or special arrangements to evacuate;
  • not damage the fabric of the building, or connect directly to the services - other than through a standard electrical socket - without prior agreement from the Director of Campus and CommercialServices; and
  • bring any breaches of this Policy, protocols or local health and safety arrangements to the attention of their line manager, academic tutor or Health and Safety Advisor.

9 Health and Safety Advisor

The Health and Safety Advisor’s role is to help ensure that the health, safety and welfare of members ofstaff, students and visitors at work/study within the University is not adversely affected by its activities or processes. The Health and Safety Advisor’s mission is therefore to assist and advise the Court of Queen Margaret University, and all members of the University community, in ensuring, so far as is reasonably practicable, the health, safety and welfare of all employees and students whilst at work and study, and the safety of authorised visitors and members of the public entering the University’s estate. In order to achieve this, the Health and Safety Advisor shall provide appropriate and effective support tofacilitate the University’s attainment of its core objectives in teaching and research, and hence the University’s strategic goals, whilst promoting the highest quality of health and safety practice and continuous improvement across the University’s widespectrum of activities, so meeting all its legal and moral obligations in this regard.

The Health and Safety Advisor, on behalf of the Court, shall have full access to any record, document, person or premises and is authorised to take any reasonable emergency / critical actions thought necessary to ensure the health and safety of all persons, employed, studying or engaging with QMU and for the protection of the physical assets of the University at any time.

10 Audit and Review

Queen Margaret University is committed to reviewing and developing its policy, to ensure that it remains both current and relevant.

The Health and Safety Advisor will ensure a programme of safety audits are undertaken throughout the University to measure the effectiveness of safety measures within specific specialisms and to measure the performance of this policy. The results of such audits, including successes and areas of non-compliance, shall be relayed to the most appropriate senior manager and Health and Safety Committee along with recommended actions. The data obtained by such audits will form the annual report to the Senior Leadership Team and Court.

This Health and Safety Policy will be reviewed every three years by the Health and Safety Committeeto ensure that it continues to meet the needs of the University and to recommend any changes considered necessary.

Intellectual Property

1 Intellectual Property Policy and Regulations

“QMU aims to be a university of ideas and influence; characterised by translational research that informs policy and practice, making a difference to everyday life.” [University Strategy, 2015 -2020]

QMU is committed to generating new ideas, supporting their development and translation, and making them widely available for adoption by practitioners to provide solutions addressing real world problems. Our ambition is that QMU research and knowledge is translated by the people and organisations most able to influence policy and inform practice, to make a positive difference to everyday life.

Whilst in UK law the University owns legal title over intellectual property (IP) produced by its staff in their work, QMU recognises that staff and their collaborators are often best placed to develop their research into new products and applications which offer solutions to prospective end-users. Intellectual Property is also an asset class that is valuable to the University and individual researchers in their designated University role, and it may have commercial value. QMU believes that researchers should have free, uninhibited access to the IP they have generated during their research except in specific circumstances which might disadvantage the University – these are set out below in Section 2. The University aims to support both staff and the University’s use of University-generated IP and promote access for other parties use of that IP to help develop practical, user-centric, beneficial applications.

“Intellectual property” covers all IP, including but not limited to all inventions, designs, information, specifications, formulae, improvements, discoveries, know-how, data, processes, methods, techniques and the IP rights therein, including but not limited to patents, copyrights, database rights, design rights (registered and unregistered), trademarks, trade names and service marks and the right to apply for any of the above as recognised in any country in the world. For the avoidance of doubt, IP shall not include any personal data (as defined in the General Data Protection Regulations 2018) of which the University is the data controller (“Personal data”). The University will retain ownership of all Personal data and this Policy is not intended to authorise any other party to process such Personal Data without the consent and authorisation of the University.

2 Intellectual Property Ownership

The general rule in relation to IP created by an employee during the course of their employment is that, in the absence of agreement to the contrary, the first owner is the employer. This position arises due to statutes governing intellectual property. In the case of inventive products and processes, the Patents Act 1977 confers first ownership of an invention created by an employee to the employer. In relation to copyright works and registered and unregistered design rights (copyright works being literary, musical, dramatic and artistic works), the Copyright Designs and Patents Act 1988, the Registered Designs Act 1949 and the Regulation on Community Designs (6/2002/EC) all operate to confer ownership of copyright works and UK and EU designs created by an employee to the employer. Similarly, the first owner of database rights in a database will be the employer pursuant to the Copyright, Rights in Databases Regulations 1997.

Whilst the de facto legal position is that the University owns the IP arising from work undertaken by its employees, this University Intellectual Property Policy modifies the position of IP ownership at QMU for staff and students as follows.

a. Staff

All IP generated by staff during the course of their employment by the University and/or using University resources (“Staff IP”) will be owned by the inventor (the member of staff who creates the IP), except:
  • Where as a condition of support an external funder providing funding or other support requires that Staff IP is assigned to that external sponsor; or
  • Where the Staff IP has been developed in the production of a course or teaching materials, in which cases the Staff IP will be owned by the University.
  • Exceptionally, and only at the point at which potential IP is disclosed (see Section 5), the University identifies that the commercial opportune would be best realised by a traditional model of IP exploitation led by the University. In such cases, after the University has recovered the direct costs incurred by it for any registration of IP rights and all costs incurred for exploitation, remaining revenues will be shared equally between the University and the inventors (50% each)

In the event where any of the exceptions above are considered by the University to apply, the staff member shall execute and deliver such documents and perform such acts as may reasonably be required in order to ensure that ownership of Staff IP is assigned to the correct party, as set out above. In certain cases, the University may require the staff member to sign an agreement formally assigning IP to the University.

b. Students

All IP generated by students during the course of their studies at the University and/or using University resources (“Student IP”) will be owned by the inventor (the student who created the IP), except:

  • Where as a condition of support an external funder providing funding or other support requires that Student IP is assigned to them (for example projects involving 3rd parties and work requiring use of pre-existing University-owned IP); or
  • Where the Student IP has been developed in the production of an MSc or PhD thesis or in the production of course or teaching materials, in which cases the Student IP will be owned by the University.

In the event where any of the exceptions above are considered by the University to apply, the student shall execute and deliver such documents and perform such acts as may reasonably be required in order to ensure that ownership of Student IP is vested in the correct party, as set out above, and the University may require the student to do so at any time.

Joint ownership

Where multiple inventors are responsible for the creation of IP using the University’s resources, and at least one inventor is a University staff member or student, the IP shall be owned jointly by the inventors (“Joint IP”), unless the IP falls into one of the exceptions relating to Staff or Student IP in section 2(a) or 2(b) above. Joint ownership requires more ongoing management and should only apply where the contributions of each inventor are not distinct and cannot be separated. Joint inventors are best placed to agree between themselves how Joint IP should be protected and how any revenue generated be shared, and the University would not normally expect to be involved in any negotiations between the inventors on the issues surrounding Joint IP.

3 University responsibilities for Intellectual Property

The University shall not give any warranties or assume liability for any uses of, or dealings in, Staff IP or Student IP which has been created at the University but assigned to any staff member or student under this policy.

The relevant staff member or student shall be solely responsible for any protection, commercialisation and exploitation of Staff IP or Student IP respectively and must make clear that:

  • the University has no ownership interest in the relevant IP; and
  • they are not authorised to act or incur obligations and/ or liability on the University’s behalf.

As noted in Section 2, the University will retain ownership of IP in relation to course or teaching materials generated by students and staff. The University will also register its IP where appropriate through trademarks, patents and/or registered designs to protect its IP, trading names and teaching & research objectives where this is deemed appropriate. The University will monitor the use of this and any other IP belonging to the University and reserves the right to defend its IP in circumstances where their misuse or infringement would, or is likely to create reputational, financial or other damage to the University.

The University shall continue to store and make publicly available data generated by research, in line with evolving policy on this issue. The University shall also continue to make research publications by staff accessible to a wide audience through use of the institutional repository of publications and requires that staff place their publications on this repository.

In relation to any grant of rights, licences, warranties or undertakings sought by any person in relation to IP owned by or licenced to the University, these shall only be granted subject to the University’s approval procedures. No member of staff or any student is authorised to give or purport to give any such grant, licence, warranties and/or undertakings on the University’s behalf.

4 Staff and Student’s Responsibilities for Intellectual Property

The University has provided support to staff and students in the development of both Staff and Student IP and has a responsibility to promote new research and knowledge exchange. Therefore, staff and students shall grant to the University a perpetual, irrevocable, worldwide non-exclusive, royalty-free licence to any Staff IP and Student IP for teaching, publishing and research purposes. If Student IP or Staff IP includes confidential information belonging to the inventor, the University shall not unreasonably refuse to enter into a non-disclosure agreement to protect that confidential information if so requested by the inventor.

When undertaking University work from which IP may be expected to arise all persons bound by this policy must:

  • keep the nature of and matters relating to IP confidential until the fact and manner of disclosure is agreed with the University;
  • assist in protecting the University's rights to the IP by keeping suitable records of creation wherever possible.

5 Reporting and Disclosure of Intellectual Property

All persons bound by this policy are responsible to the University for disclosing to their Head of Division at the outset of the work or as soon as they become aware of it:
  • any potentially exploitable IP arising from their work
  • the ownership by a third party of any IP referred to or used for their work
  • any use to be made of existing University IP during their work
  • any IP which they themselves own which is proposed to be used by the University

The Research and Knowledge Exchange Development Unit (RKEDU) will keep a register of reported IP and any decisions regarding ownership covered by Section 2.

6 Use of Intellectual Property by University, Staff and Student owners

The owners of IP property arising from the University have a responsibility to protect, translate and use it for both public good and commercial purposes, whichever is most appropriate.

All persons bound by this policy are responsible to the University for such use, and upon reasonable request from the University will provide the University with such reports and information from time to time e.g. University requests for impact reports, for information for use in University PR, Website and promotional material, and for other University purposes which might arise.

Intellectual Property owners will respond to appropriate University requests in a timely manner.

7 Disputes

Any person disputing the coverage, administration or effect of this policy must address their concern in writing in the first instance to the Director of Operations and Finance who shall within 20 working days of receipt give either an initial ruling or reasons for not so doing together with an indication of process (e.g. further information required, reference to another person/body for decision or opinion) including where a right of appeal would lie.

8 On leaving the University

Persons bound by this policy shall continue to acknowledge and attribute the University's IP rights created during the period of their employment or other contractual obligation at the University in a clear manner and to avoid misleading future employers or collaborators or other material third parties as to the interests in the IP concerned.

9 Breach of the Policy

Breach of this policy is a disciplinary matter for University staff and students under the normal procedures.

The University shall consider all avenues available to it, including legal action by injunction or for damages or otherwise, in respect of persons bound by this policy acting in breach of them.

10 Amendments to the Policy

This policy may only be amended through recommendations submitted for approval by the Research Strategy Committee.

Further Information

Student and Contractual IP Matters

Lorraine Kerr, Legal Adviser and Data Protection Officer Externally funded research and grants/contracts

Research Grants and Contract Unit
Research and Innovation Ideas creation and company formation

Research and Knowledge Exchange Development Unit

Further information on Intellectual Property can be found on the UK Intellectual Property Office

This Intellectual Property Policy including appended Assignation Agreement template is available in full on the university website

Learning Resource Centre (LRC) Regulations

1 Introduction

1.1 The LRC Regulations have been endorsed by University Senate for the benefit of all users.

1.2 Please read these regulations carefully, as ignorance of them cannot be accepted as an excuse for non-observance.

1.3 The LRC Regulations are supported by the University Code of Conduct and the Acceptable use of information and communication technology and electronic resources at Queen Margaret University Policy.

1.4 For the purpose of these Regulations, "the LRC" means the Learning Resource Centre (incorporating the Library) within Queen Margaret University. Also for the purpose of these Regulations, the term 'Head of Library Services' refers to the Head of Library Services or any other member of LRC staff acting on behalf of the Head of Library Services.

1.5 For the purpose of these regulations "QMU Smart Card" refers to the student matriculation card or for staff, the staff card.

2 Use of the Learning Resource Centre

2.1 Use of Queen Margaret University LRC is free and available to all. Borrowing rights are available to the following:

  • Members of the University Court during their term of office
  • All University staff
  • All matriculated University students and researchers
  • Students of other institutions as specified by reciprocal agreements and by the Head of Library Services.
  • University collaborative partners
  • External members, of such categories and subject to such conditions and fees as the Head of Library Services may determine.

2.2 Conditions of use, borrowing privileges, and access to electronic and audio-visual resources are dependent on the category under which the user is registered with Library Services.

2.3 Members of the public, who are not registered as external members, may freely use the LRC for consultation and reference only.

2.4 No children under the age of 16 may be left alone and unsupervised in the LRC unless taking part in a class organised by the University (e.g. Children’s University).

2.5 Use of the LRC, or access to its facilities, implies an undertaking to observe these Regulations.

3.0 Regulation of Borrowing

3.1 Users must produce a valid QMU Smart Card whenever they wish to borrow.

3.2  QMU Smart Cards are not transferable.

3.3  No items should be removed from the LRC without first being formally issued as a loan. Any deliberate removal or attempted removal of an item without complying with this procedure constitutes an offence and renders the user liable to disciplinary action.

3.4  Users will be held responsible for all items issued on their QMU Smart Card until they are returned to the LRC and duly discharged.

3.5  Books and other items of LRC stock which have been issued on a QMU Smart Card may not be transferred from one LRC user to another.

3.6  Current loan periods must be observed at all times, and items returned by the date and time specified.

3.7  It is the responsibility of the user to return all items by dates and times specified. Reminder notices are a courtesy, not an entitlement (see Appendix 1).

3.8  Email will be the standard means by which communications from the LRC are delivered. Email will only be sent to a QMU email address.

3.9  When returning items, these must be discharged at the Self Service facility or handed to a member of LRC staff during staffed hours. Users returning LRC materials, issued on their QMU Smart Card, must not leave them unattended in the LRC, whether at the LRC Service Desk, or anywhere else in the LRC. LRC materials remain the responsibility of the user until they are duly discharged. When returning items via the self service machines, it is the responsibility of the user to check the screen and make sure that items are discharged from their record.

3.10  Fines are levied on all users for the late return of items. Users who fail to return items will be invoiced for the accumulated fines, the cost of replacement and an administration charge. Users who have such an 'account' on their QMU Smart Card will have their borrowing privileges suspended until all accounts are cleared to the satisfaction of the Head of Library Services.

3.11  University users who are in debt to the LRC, due to non-payment of fines or through failure to clear accounts on their LRC record, by the end of their course may have their degree certificate withheld and/or will not be allowed to graduate.

3.12  Loans of the print stock are auto-renewed unless required by another user. However, if requested by another user, items must be returned within the time period stated on the recall notice. Recalls are sent by email to the user’s QMU email address only.

3.13  A reservation or 'hold' may be placed on most items that are currently on loan. Users will be notified when the item becomes available and it will be held for 'pickup' for 7 days.

3.14  Users will be notified if any item issued on their QMU Smart Card is required by another user. These items will no longer be eligible for renewal and must be returned by the date and time specified.

3.15  Any user who fails to return a book, knowing that it is in demand, may be required to pay the costs of replacing it and will be liable to suspension of further borrowing privileges.

3.16  Lost or stolen QMU Smart Cards must be reported to Security and to the LRC Helpdesk immediately. There is a £20 charge for the replacement of lost cards.

4.0 Conduct

4.1  The Library Regulations are supported by the University Code of Conduct. In line with the General Principles of the University Code of Conduct, all Library Services and Helpdesk staff are empowered to enforce the Code of Conduct for the duties and operation of LRC facilities and services, and are entitled to be treated with courtesy and respect, when discharging these duties.

4.2  Users must comply with the provisions of any relevant legislation e.g. laws relating to intellectual property rights including copyright, data protection; and also any licence agreements between the University and a third party e.g. the Shibboleth authentication system, which govern the use of software and access to data.

4.3  Users should carry their QMU Smart Card with them at all times and be prepared to show this identification at the request of Library Services and Helpdesk staff. Failure to produce a valid QMU Smart Card may result in the user being asked to leave the LRC.

4.4  For health and safety reasons, children under 12 will only be admitted to the LRC if they are kept under the close supervision of an adult.

4.5  Silence in areas designated as Silent or Quiet Study Areas must be observed. Mobile phones and other devices must be switched to silent in these areas.

4.6  Library Services and Helpdesk staff are empowered to remove unattended bags to the LRC Workroom. Users will be able to reclaim such property from the Helpdesk.

4.7  Damage or defacement of books and other items of LRC stock is prohibited. Any damage to, or loss of, LRC materials must be made good to the satisfaction of the Head of Library Services.

4.8  Any defect or damage to a book or other item should be reported immediately to the Helpdesk.

4.9  Users should report any accident, theft or other incident to a member of Library Services or Helpdesk staff immediately.

4.10  It is the responsibility of the owners of mains-powered equipment e.g. laptops, to have it tested for electrical safety, and their use is conditional upon the owners' acceptance of responsibility for damage to University property caused by their equipment. No floor boxes are to be used, only the designated extension units provided by the University. The University accepts no responsibility for such equipment or for data stored.

4.11  The University accepts no responsibility for loss or theft of, or damage to, personal belongings left anywhere in the LRC.

4.12  No book or other item of LRC stock may be removed from the LRC unless it has been issued via the Self Service facility or at the Helpdesk.

4.13  The LRC has electronic security systems to prevent the unauthorised removal of LRC materials. Users must comply with the requirements of their operation.

4.14  Library Services and Helpdesk staff can ask that bags, briefcases and all other containers be opened, to check for LRC materials being taken out of the LRC, whether or not the security system has been activated.

4.15  Users must leave the LRC immediately on hearing the fire alarm or when required to do so in any emergency. LRC users must comply with directions given by Fire Wardens and Fire Marshals.

5. Inter-Library Loans

5.1 An item borrowed from another Library will be subject to the conditions imposed by the lending library.

6 Copyright and Licences

6.1  Any photocopying, or scanning, of material or downloading of electronic data must comply with the appropriate copyright legislation, and/or appropriate University or LRC licence agreements.

6.2  Some audio-visual materials, software and data are licensed for educational use only; unless otherwise indicated, they may not be copied or used for commercial purposes. The licensing terms and conditions of some software may mean that it is unavailable to external members and other categories of users.

7. Breach of Library Regulations

7.1  The University views very seriously any abuse or misuse of the LRC facilities or services. Any abuse of the LRC facilities or services may be dealt with under the appropriate University Regulations Governing Discipline.

7.2  In terms of paragraph 1.4 of the University Regulations Governing Discipline, the Library Services Manager and Customer Services Manager are empowered to deal with minor breaches of the Library Regulations. Serious breaches will be dealt with under the University Regulations Governing Discipline.

7.3  Any LRC user found to be in breach of Library Regulations will be asked, in the first instance, to show their QMU Smart Card. Details of the person and the offence will be recorded for future consultation, in accordance with the Data Protection Act.

7.4  In the case of any breach of Library Regulations, the Head of Library Services is authorised to suspend the LRC privileges of any user, for a period which could continue in force up to 3 months after which the breach occurred, and also to impose any other appropriate penalties. Any action taken under this Regulation will be reported summarily to, and taken in agreement with, the appropriate Head of School.

7.5  External members who commit a major breach of Library Regulations will have their membership cancelled and will forfeit fees paid to the University. Re-admission to membership will be at the discretion of the Head of Library Services.

Library Regulations: Appendix 1 Overdue reminder notification and Accounts

Please note that all overdue returns will incur a fine. The current fine rates are displayed on the Library webpages. Overdue notices, for University users, will be sent by email to QMU mailboxes. Overdue notices for other users, external to the University, will be sent via email or through the post to their home address.
1.1  21-Day and 7-Day Loans

Books designated as 21-day or 7-day loans are auto-renewed by the library management system. However if a hold is placed on a book in either of these categories it must be returned within the time period stated on the recall notice.

Failure to return the items, will result in an account being placed on the user's LRC record and borrowing privileges suspended. An account notice will be duly dispatched for the replacement cost of any overdue items plus an administration cost.

1.2  Overdue DVD Loans

DVD loans are also for a period of 7 days. Overdue DVD loans are charged at a higher rate of fine. Overdue notifications and accounts will be sent to users as outlined in 1.1 above.

1.3  Overdue Inter-Library Loans

An item borrowed from another Library through the Inter-Library Loan service will be subject to the conditions imposed by the lending Library. This may ultimately result in the LRC user being invoiced for the replacement cost of the item, plus any administration fee in accordance with the lending library's own regulations.
The LRC may also impose a fine in the event of late returns.

1.4  Accounts

All users will be sent accounts for LRC items that are 21 days or more overdue. The University may take further steps to recover items which become seriously overdue. Users must return the item(s), pay any fines due (where applicable to the category of user), and pay an administration cost to clear the account.

If any item(s), issued on a QMU Smart Card have been lost or stolen, the user must pay the replacement cost of the item(s), any fines (where applicable) and the administration cost. If the item(s) are subsequently found, the replacement cost only will be refunded.

Lecture Capture Policy

1 Lecture Capture Policy Aim

This policy aims to facilitate the practical and responsible recording of lectures and to provide guidance on the rights and responsibilities of the University, its staff and its students, external visiting speakers and any other participants in recorded teaching.

Introduction

The benefits of lecture capture

Queen Margaret University (QMU) is committed to providing students with a valuable and supportive learning experience. Technology Enhanced Learning (TEL) is already provided through the main institutional Virtual Learning Environment (VLE), Blackboard, also referred to as the Hub.

Lecture capture further enhances the capabilities of the existing VLE by giving lecturers the capacity to record, edit and enrich their live and pre-recorded content (often referred to as synchronous and asynchronous) and release it to students via the relevant module Hub sites.

In 2018, 75% of UK universities reported using lecture recording in some form.[1] COVID-19 has likely accelerated what was already an upward trend of lecture recording use across the sector. In June 2020, the Students’ Union (QMUSU) published the results to their student experience survey which highlighted the positive engagement students had with recorded lectures during the initial stages of the lockdown. This was emphasised by the corresponding data which showed that 63.7% of students want recorded lecture content provision to continue after pandemic restrictions are lifted.[2]

Lecture capture is normally a supplementary resource which is used to support learning and not as a substitute to replace live lectures. Research shows that lecture capture viewing fails to compensate for the impact that low attendance has on attainment.[3] Soong et al. (2006) also found that access to recorded lectures did not diminish students’ preference for face-toface lectures.[4] There are several benefits of lecture capture for students:

1. Access to recorded lectures can lead to more positive results and learning behaviours.[5]

2. Students will have more flexibility and control over their learning and gain the capacity to watch recorded lectures at a wider range of times, locations, and speeds.[6]

3. Students can use the recordings as a tool for revision ahead of exams and other assessments.[7] 4. It offers an alternative platform for students who are anxious about learning in live lectures.

5. Recorded lectures provide additional support to students who are non-native speakers of English.[9]

6. Lecture recording can assist with distance learning and help provide more parity in learning experiences.[10]

7. It allows students to view specific sections of recordings to reinforce their understanding of complex theories and concepts.[11]

Lecture capture can also benefit staff:

1. Lecture capture can be used for self-reflection and evaluation, helping the lecturer to adapt pedagogy and/or improve communication skills.[12]

2. Moving lecture content online can open-up more space for active learning during live sessions on campus.

3. Lecture capture software offers a useful set of tools to enable the lecturer to produce more engaging and dynamic digital resources.

4. Lecturers gain access to user analytics. This enables the lecturer to see what and how often students are engaging with course content, thereby helping to gauge interest or areas of detachment.

POLICY

2 Lecture Capture Policy Principles

2.1 General Principles

2.1.1 Lecture capture is adopted to enhance the student experience and this principle should guide all others related to the technology and the way it is used.

2.1.2 The University will not use recordings to assess staff performance or to instigate disciplinary hearings or complaints. However, they may be used (with the permission of the lecturer) as evidence in such hearings. Management may also access recorded lectures where this is permitted in accordance with the provisions of the Data Protection Act (e.g. for law enforcement purposes).

2.1.3 The University will provide users with appropriate training and guidance in using the technology.

2.1.4 If a member of staff has a disability which impacts on their use of the Lecture Capture technology, they are asked to discuss any reasonable adjustments with their line manager in the first instance.

2.1.5 Lecture capture will not be used to replace multiple teaching of large cohorts, or as a substitute for the availability of academic staff due to, e.g. industrial action.

2.2 Under normal operating conditions

2.2.1 The Lecture Capture policy adopts an opt-in approach for staff. This means that staff have the choice to have their classes recorded or not. Staff who choose to record their class will be required to initiate the recording process.

2.2.2 Control over access and use of recorded teaching material rests with the member of staff (refer to section 4 on performance rights).

2.2.3 Lecture capture takes place only for events categorised in the timetable as lectures. 2.2.4 As a minimum, audio and screen are captured, recording video is optional.

2.2.5 Recorded content is available to students for two academic years, and archived for the lifetime of the module. This ensures a student has access to the recordings if resitting the module. It also enables staff who have recorded their lectures to access, use or repurpose their recordings in the subsequent academic session.

2.2.6 Where lecture capture is implemented, students are clearly informed of the risks to their academic attainment of an over-reliance on the service as a substitute for lecture attendance.

2.3 Under extraordinary operating conditions

If the Business Continuity Group or equivalent declares that extraordinary conditions exist, then these principles may be adapted to allow for appropriate adjustments to be made that ensure teaching provisions are met. Any adjustments made should be appropriate and proportionate to the prevailing conditions (e.g. the choice to opt-in may be removed if face to face on campus delivery of lecture materials is not possible) to ensure that teaching can take place:

2.3.1 The opt-in approach may be temporarily removed in circumstances whereby it might impede the delivery of teaching e.g. where online teaching is the only option available.

2.3.2 The range of events that are categorised as being appropriate for lecture capture may be broadened if the prevailing circumstances demand it.

2.3.3 Guidance on what may be recorded (video/audio/screen) may be adapted where appropriate.

2.3.4 Content may be held for longer than two academic years, if the prevailing circumstances demand it. An important purpose of that retention is to enable staff who have recorded their lectures to access, use or repurpose their recordings in subsequent academic sessions.

2.3.5 Advice to students on the proper use of the service should be appropriate to the prevailing circumstances.

2.3.6 Any aspects of the policy that have been adapted due to extraordinary operating conditions are time limited; the Business Continuity Group must agree and announce an expiry date for any adapted policy articles.

3 Opt-in approach

3.1 Under normal operating conditions

3.1.1 QMU aims to adopt a philosophy of voluntarism in its approach to lecture capture and recognises that not all teaching staff will wish to use the technology.

3.1.2 The decision to record teaching material and make it available to students will rest with the individual member of staff.

3.1.3 The decision to opt-in or otherwise should have no detriment to the member of staff from the student body or from management. This is a professional choice and should be respected.

3.1.4 Decisions made by individual staff concerning lecture capture should be clearly communicated to all students on the module and this should take place as early as possible.

3.1.5 Normally, staff should aim to upload recordings within seven days of the timetabled event taking place.

3.1.6 Staff may edit recordings as they wish, but it is not expected that recordings be edited before uploading. The exception to this is if data contravenes General Data Protection Regulation (GDPR) or includes sensitive information.

3.2 Under extraordinary operating conditions

3.2.1 As set out in section 2.3 the opt-in approach may be adapted under extraordinary operating conditions. Where this is the case, the policy on opt-in will be guided by the Business Continuity Group (or equivalent) and a temporary set of policies will be adopted that are appropriate for the prevailing conditions.

3.2.2 In such situations, it is the responsibility of the Business Continuity Group to communicate to the relevant parties the nature of the changes in policy, the reasons for the changes in policy, and the expected expiry date of the amended policy items.

3.3 Covid-19 specific policy

3.3.1 In response to the Covid-19 pandemic, QMU has indicated that a significant proportion of teaching will be in the form of asynchronous online lectures.

3.3.2 As such, the opt-in policy will not apply while the University is responding to the pandemic. During this period, recording of teaching materials for online consumption will become mandatory for all appropriate classes. Exceptions to this are when an agreement exists between the member of teaching staff and their line manager that the material can be delivered in other formats, where this does not conflict with other institutional policies (both specific to the pandemic and more generally).

3.3.3 Recordings should be made available sufficiently in advance of when students are expected to have viewed them by, to enable students to engage with the recording at a time that suits their personal circumstances (e.g. access to the internet, caring responsibilities, time zone differences etc.).

4 Intellectual property, copyright, performer’s rights and retention period

4.1 In the absence of agreement to the contrary, the University owns the intellectual property in all the teaching materials that staff generate or create whilst working for or at QMU.

4.2 Performance rights reside with the performer(s), who agree to the recording of the lecture and approve that it is used for teaching purposes as detailed in this policy. The performer(s) may access the recording beyond the retention period. Performers control access to the recording for the entirety of the recording’s existence. Where a member of staff leaves the University, their lecture recordings will normally remain available to students for the remainder of the academic year and can be made available on request beyond this period for students with re-sits.

4.3 The University will not use recordings for marketing or other commercial purposes without the consent of the relevant staff member(s).

4.4 Recordings will be available to students for two academic years, and archived for the 5 lifetime of the module on the system.

4.5 Staff members can include material in the recording which is the intellectual property, including copyright, of another party, only if they have permission to do so, unless fair dealing applies for the purpose of:

  • Illustration for instruction
  • Criticism, review, or quotation
  • Caricature parody or pastiche or
  • Copying carried out in order to make an accessible copy

For further details refer to the Library’s copyright guide.

4.6 Data protection law will apply to identifiable individuals (students and staff members). Any processing of personal data must be done in line with the Data Protection Act 2018 and GDPR.

4.7 QMU staff are not required to provide consent as recording lectures is deemed to be in the legitimate interests of the educational objectives of the University.

4.8 Consent must be obtained of visiting speakers and other non-QMU staff, including students, where their work is included in the recordings.

4.9 Data is stored on Panopto Cloud hosted by Amazon Web Services which are GDPR compliant.

4.10 If an aspect of the recording is found to be in breach of the University’s codes of conduct, this should be raised with the lecturer in the first instance, and if not resolved, then the Head of Division.

5 Guidance for students

5.1 Use of recordings

5.1.1 During matriculation, students declare that they will not misuse, share externally, or edit recordings; recordings are to be used as an educational aid to study only. Any breach will be subject to disciplinary action as detailed in the Student Discipline Policy.

5.1.2 Digital recordings will only be available to current, registered students of QMU unless otherwise agreed by the lecturer(s).

5.1.3 Lecturers should ensure that students are aware that a session is being recorded. This can be done verbally at the start of a lecture, by announcing on a presentation slide, or by posting in the Hub module area. The lecturer has the right to apply discretion and pause or subsequently edit a recording, for example if sensitive material is being taught or if the recording is considered to be interfering with 6 interactive teaching.

5.1.4 Recordings made by or downloaded by students, should be deleted once the relevant module has been completed, or they cease to be a student of QMU.

5.1.5 Recordings will normally be available online to students within seven days of the recording taking place.

5.2 Accessibility

5.2.1 Students may download a recording where this improves accessibility of materials e.g. if on placement in remote area where Wi-Fi is poor, or as part of their Individual Learning Plan (ILP).

5.2.2 Arrangements for students with ILPs in regard to lecture recording will be unaffected by this policy.

5.2.3 Automatic captioning/transcriptions are available for all students to access if required. Students and staff should be aware that accuracy is around 92%. Where 100% accuracy is required e.g. for students with a hearing impairment or others with an ILP, some manual editing of the generated transcriptions may be necessary. These will be provided by the University in conjunctionwith the student’s ADSC/Disability Adviser as part of their reasonable adjustments.

5.2.4 Where Lecture Capture is not available, and the lecture has not been specifically exempted from Lecture Capture, the University allows students to record audio with the prior permission of the lecturer. The University’s Policy on Inclusive Learning and Teaching Materials covers the rights and responsibilities of students who wish to make their own recordings. This Policy is subject to the Regulations of the University.

6 References

page207image53340736[1] UCISA, “2018 Report on the Technology Enhanced Learning Survey” (2018) https://www.ucisa.ac.uk/en/ Resources/2018/Technology-enhanced-learning-survey accessed 18 July 2020.

[2] QMUSU, “SU Student Survey: Online Learning and Teaching” (2020) accessed 18 June 2020

[3] Edwards, M.R. and Clinton, M.E. (2018) ‘A study exploring the impact of lecture capture availability and lecture capture usage on student attendance and attainment’ in Higher Education, vol.77 pp.403- 421.

[4] Soong, S.K.A., Chan, L.K. & Cheers, C., 2006. Impact of video recorded lectures among students. In Proceedings of the 23rd annual ascilite conference: Who’s learning? Whose technology? Ascilite 2006. Sydney, The University of Sydney. Sydney, pp. 789–793.

[5] Traphagan, T., Kucsera, J. V & Kishi, K., 2009. ‘Impact of class lecture webcasting on attendance and learning’ in Educational Technology Research & Development, 58(1), pp.19–37. Available at: http://www.springerlink.com/index/10.1007/s11423-009-9128-7 [Accessed July 18, 2020].

[6] Gorissen, P., Van Bruggen, J. & Jochems, W., 2012. Students and recorded lectures: survey on current use and demands for higher education. Research in Learning Technology, 20, pp.143– 153. Available at: http://newrepo.alt.ac.uk/717/. [Accessed July 18, 2020]

[7] Brady, M., Wong, R., & Newton, G. (2013). Characterization of catch-up behavior: Accession of lecture capture videos following student absenteeism. Education Sciences, 3(3), 344–358.

[8] Saunders, F., & Hutt, I. (2015). Enhancing large-class teaching: A systematic comparison of richmedia materials. Higher Education Research & Development, 34(6), 1233–1250

[9] Groen, J. F., Quigley, B., & Herry, Y. (2016). Examining the use of lecture capture technology: Implications for teaching and learning. The Canadian Journal for the Scholarship of Teaching and Learning, 7(1), 8

[10] Woo, K., Gosper, M., McNeill, M., Preston, G., Green, D., & Phillips, R. (2008). Web-based lecture technologies: Blurring the boundaries between face-to-face and distance learning. ALT-J, 16(2), 81– 93.

[11] Karnad, A (2013). Student use of recorded lectures. London School of Economics and Political Science, London, UK.

[12] Voort, P. S. V. (2013). A phenomenological exploration of faculty experiences using lecture capture systems. Arizona: University of Phoenix.

PhD and professional Doctorate Regulations

These regulations can be found in full on the Graduate School website.

Registration

Contents

1.0 Matriculation
2.0 Declaration of criminal convictions
3.0 Recognition of prior learning
4.0 Registration
5.0 Continuation of registration
6.0 Change of study programme
7.0 Change of study programme – postgraduate study 8.0 Attendance
9.0 Associate students

1.0 MATRICULATION

1.1  Matriculation is the process of registering with the University as a student. Students must register for each academic year of their programme, i.e. they must matriculate annually.

1.2  To be permitted to matriculate, students must produce:

    1. a)  originals of certificates passed and on the basis of which, admission to the University is being sought;

    2. b)  evidence of financial support, e.g. a letter of award confirmation from the Students' Award Agency for Scotland, from a Local Education Authority, or from a sponsor. Students are expected to have a reasonable expectation of financial support to allow them to complete their programme.

1.3  Any false or materially misleading statement made in a student's application for entry to the University, or through the annual matriculation process, may result in that student being required to leave the University.

2 DECLARATION OF CRIMINAL CONVICTIONS

2.1  To safeguard the welfare of staff, students, visitors and the general public, Queen Margaret University will scrutinise any criminal convictions declared on the part of applicants for entry or by matriculating students.

2.2  Continuing students will be required to declare, as part of on-line matriculation, whether they have had any criminal conviction in the last 12 months. In the event of a positive response, the process set out in 2.3 below will be followed.

NOTE: Any student who is subsequently found to have falsified their self-declaration will be subject to disciplinary action.

2.3  Where an applicant or a matriculating student has declared a criminal conviction, identified staff of the University Secretary’s Group will contact the applicant or student to ascertain the nature of the conviction, requesting further information, including the nature of the conviction, date of conviction, nature of sentence etc. The Head of Admissions and Recruitment, the relevant School Manager and the relevant Head of Division will review this information and carry out a risk assessment using an established classification taken from the Health and Care Professions Council. The following criteria will be considered:

  • Programme requirements
  • Potential risk to other students and staff
  • Responsibilities to employers and the public
  • The rights of the individual and entitlement to rehabilitation

Serious cases may also be referred to the Dean for academic consideration.

2.4  The University Secretary will consider the recommendation from the risk assessment and will make a decision on admittance to, or continuation on, a programme.

2.5  Students will not be permitted to commence placements until the investigation into the criminal conviction has concluded.

2.6  Any appeal against a decision in this matter will be conducted through the established University procedures. In certain circumstances, the institution may have to refer cases to the relevant statutory body.

2.7  All Professionally qualifying programmes at QMU have a requirement for students to be screened through the Protection of Vulnerable Groups (PVG) process, via Disclosure
Scotland. The Protecting Vulnerable Groups (PVG) Scheme delivers on the provisions outlined in the Protection of Vulnerable Groups (PVG) (Scotland) Act 2007.

Below is a list of the QMU programmes which require a Disclosure Scotland check. The type of check will be determined on application and will be undertaken after an offer to study at the University has been made.

  • BA (Hons) Education Studies (Primary)
  • BSc in Paramedic Science
  • BSc (Hons) Podiatry / Master of Podiatry
  • BSc (Hons) Physiotherapy / Master of Physiotherapy
  • BSc (Hons) Diagnostic Radiography / Master of Radiography: Diagnostic
  • BSc (Hons) Therapeutic Radiography / Master of Radiography: Therapeutic
  • BSc (Hons) Occupational Therapy / Master of Occupational Therapy
  • BSc (Hons) Speech and Language Therapy / Master of Speech and Language Therapy
  • BSc (Hons) Dietetics / Master of Dietetics
  • BSc (Hons) Nursing / Master of Nursing
  • DipHE in Hearing Aid Audiology
  • MSc/PgDip Dietetics (Pre-registration)
  • MSc/PgDip Occupational Therapy (Pre-registration) MSc/PgDip Physiotherapy (Pre-registration)
  • MSc/PgDip Speech and Language Therapy (Pre-registration) MSc/PgDip Audiology (Pre-registration)
  • MSc/PgDip Diagnostic Radiography (Pre-registration)
  • PgDip Radiotherapy & Oncology
  • MSc Art Psychotherapy
  • MSc Music Therapy
  • MSc Person Centred Practice (professional pathways only)
  • PGDE Secondary (Home Economics)

BA (Hons) Drama and Performance/ Theatre and Film Studies students may also require a PVG Scheme Record for working with Children, depending on their specialism/dissertation projects. These are normally applied for during the second year of study (for specialisms) or third year for Honours projects.

BSc (Hons) Physical Activity, Health & Wellbeing and BSc (Hons) Nutrition students may also require a PVG Scheme Record for working with Children, depending on their placement experience, and this will be advised by the Programme Leader when required.

At the time of writing (September 2017), the standard fee is £59. If an applicant is already a PVG member (for both Children and Adult) then the update fee is £18.

2.8 International and EU students

International and European Union applicants and students are required to provide comparable information in English from their own country. While it is recognised that the process is likely to be difficult, depending on nationality, students are nevertheless asked to investigate the availability of alternative forms of evidence of their personal record. In the normal course of events, students will be required to apply for “Standard Disclosure” before entry to a programme. The existence of a criminal record itself does not mean that a student is unable to join a programme, but admission to particular programmes may be precluded by certain types of convictions.

3 RECOGNITION OF PRIOR LEARNING (RPL)

3.1  Individual students may be admitted to an advanced stage of a programme, provided that they have demonstrably reached the same general standard of educational development as achieved through earlier level(s) of the programme. There should also be a reasonable probability that prospective students will complete the programme successfully within its normal duration. Where other studies are used as the basis for selection, the Programme Leader or Admissions Tutor will have discretion to determine if it is necessary for each component in the omitted level(s) of the programme to be shown to have been covered.

3.2  Where admission to a level has been granted, students may further apply for specific credits as set out below. However, any credit approved under RPL and based on a specific episode of prior learning can be used only once on any programme of study.

3.3  The Recognition of Prior Learning (RPL) describes the use of prior learning, either as
a formative tool as part of personal development or as a summative tool for the award of credit. The learning may have taken place either as part of a formal educational course or as part of an informal life or work experience outside formal educational settings. This acknowledges that there may be a stage of discussion, reflection and formative assignments, prior to any formal application for the accreditation of prior learning.

3.4  The Accreditation of Prior Learning (APL) refers to the process whereby students are awarded credit towards an award on the basis of previous learning, which may be either certificated learning or experiential learning.

3.5  APL can be used either as a means of demonstrating the achievement of entry level or for gaining credit that can be transferred as either general or specific credit towards a programme of study.

3.6  The application will be assessed by the University in terms of its:

  • authenticity - that the applicant actually completed what is claimed.
  • directness - that the learning was specific and can be identified and categorised.
  • sufficiency - that learning reached a level to allow the applicant to fulfil the learning outcomes of the programme.
  • currency - that the learning is sufficiently recent to allow the applicant to fulfil learning outcomes of the programme. Where experience from some time previously is referred to in a substantial way, e.g. more than five years has elapsed, the application will be assessed to determine whether the applicant has kept up to date with recent developments in the intended field of study.

3.7  The Accreditation of Prior Certificated Learning (APCL) refers to the recognition of prior learning gained from a formal course that has been previously assessed and/or accredited at higher education level.

3.8  The Accreditation of Prior Experiential Learning (APEL) refers to the process of assessing and credit-rating learning achieved outside formal education settings.

3.9  The usual minimum credit that can be awarded is 10 credits in the case of undergraduate Programmes, and 15 credits for postgraduate programmes. For the purpose of awarding credit, smaller volumes of learning may be incorporated into a single summative assessment submitted for the award of credit.

3.10  The University will grant specific credit to students by matching evidence provided by
the student which demonstrates that they have fulfilled the learning outcomes of specified full modules in a validated programme on which they are registered. Students given specific credit for a module will then be exempted from this module and prohibited from undertaking a similar module.

3.11  Students may possess general credit awarded by other institutions for previous
studies. Part of these studies may be specifically recognised and given specific credit towards a programme of the University on the basis that they meet the requirements of a Queen Margaret University award.

3.12  The level and volume of general credit should be assessed based on the relevant
level descriptors of the SCQF. Although the volume of credit is not a simple mathematical judgement, one credit point is approximately equivalent to 10 hours of learning, including all learning activities, application through work based activity, reflection and assessment.

3.13  Students may be exempted from attendance in respect of part of a module where they
can demonstrate prior learning of some but not all of the learning outcomes of that module. In such circumstances, students will be summatively assessed against the learning outcomes of the full module.

3.14  The only exception is where a programme option or elective exists. Specific credit
can be given on the basis of previous learning without precise matching of module learning outcomes, provided that students achieve the overall outcomes for an award.

3.15  The student’s claim for credit for a specific module may be assessed in a number of possible ways, and in the following order of preference. The student can:

provide evidence of passing an equivalent module elsewhere;

  • undertake the normal module assessment;
  • undertake an oral examination;
  • undertake another form of assessment, e.g. a challenge essay;
  • complete an approved learning contract;
  • submit a portfolio of evidence.

3.16  Where credit is awarded, it should be for evidence of the achievement of learning arising from the experience and not for the experience alone.

3.17  A student’s claim for credit for a specific module should be assessed by the same staff member who would normally assess performance on that module, unless that member of staff has previously acted as academic advisor to the student.

3.18  The record of the assessment of prior learning should be open to independent scrutiny by the same external examiners who assess performance on the specific modules or academic award. The evidence submitted by students of prior experiential learning in support of a claim must be available for scrutiny by external examiners. Boards of Examiners should be notified of those credits on student transcripts arising from APL.

3.19  At least 50 per cent of the level at which a student enters a programme must be completed at Queen Margaret University in order to gain an award from the University. Classification of awards may make use of grades given for prior learning: for APCL, those grades are those given by the institution where the prior learning was accredited (adjusted to allow for differences in marking criteria); for APEL, those grades may be given by Queen Margaret University.

3.20  As part of its programme review and annual monitoring processes, QMU may require programme teams to monitor, review and report on their use of the policies and procedures for APL.

3.21  An approved learning contract may be used by a student to gain credit, based on an agreed piece of current independent learning. The credit gained may be general or specific. Learning contracts may be incorporated into individual or independent study modules.

3.22  Where a learning contract is used for the award of specific credit, the contract should indicate how the specific learning outcomes of the module(s) are to be demonstrated.

3.23  Where a learning contract is used for general credit, the choice of learning outcomes, together with the volume and level of credit should be made with reference to the SCQF framework.

3.24  A learning contract should include statements of: the level and volume of credit, the aims and learning outcomes, a plan of activities, details of evidence to be submitted by the student (report, essay, video, portfolio etc.), a marking scheme and a time plan.

3.25  The contract should be dated and signed by the student, the lecturer supervising the student and the programme leader (plus the representative of any external body in the case of work- based learning). A copy of the learning contract, together with the student work and marking sheet, should be made available to the External Examiner.

3.26  Boards of Examiners should be made aware of any marks/grades arising from learning contracts.

3.27  General credit may be awarded to students who can demonstrate learning through their fulfilment of a formal representative role in QMU, such as that of a student representative, or as a participant in a programme planning committee or review / validation event.

3.28  In order to gain credit for a representative role, students must agree a learning contract with the relevant Programme Leader or Head of Division and completed in accordance with section 3.21-3.26 above.

4. REGISTRATION

4.1 The maximum time for which a student may be registered on an undergraduate programme shall be two years longer than the planned duration of the programme, except in the case of a programme of one year's planned duration, when the total maximum period of registration shall be two years. Any extensions to undergraduate and postgraduate programmes will be subject to approval by the Assistant Secretary (Registry and Academic Administration).

4.2 The minimum and maximum registration programmes are as follows:

Programme

Maximum period for completion

Minimum period for completion

Masters:Full-Time 4 Calendar Years 1 Calendar year
Masters:Non Full-Time 7 Calendar Years 2.5 Yerars
PgDip:Full-Time 3 Calendar Years 1 Calendar Year
PgDip:Non Full-Time 5 Calendar Years 2 Calendar Years
PgCert:Full-Time 2 Calendar Years 1 Semester
PgCert:Non Full-Time 4 Calendar Years* 1 Calendar Year

* For example, if modules run in Semester 2 only and student takes one module a year, or if modules run in alternate years.

However the Professional PgDips may take between 12 and 24 months depending on the requirements of the programme. Therefore suggested periods are:

Programme

Maximum period for completion

Minimum period for completion

Professional Masters:Full-time 5 Calendar Years 2 Calendar year
Professional Masters:Non Full-Time 7 Calendar Years 4 Yerars
Professional PgDip:Full-Time 4 Calendar Years 18 -24 Months
Professional PgDip:Non Full-Time 6 Calendar Years 3 Calendar Years
Professional Dissertation:Full-Time 18 Months 3 Months
Professional Dissertation:Full-Time:Non Full-Time 3 Years 1 Year
page214image52654896Principles: Students are allowed 1 year out and then 1 further year to complete. No programme may take longer than 7 years in total.
Students should refer to the individual Programme Specification for details.
4.3  A student's registration shall lapse if it is no longer possible for him/her to obtain an award within the maximum period of registration. The fact that the student has not yet completed the maximum period of registration shall not, in itself, entitle him/her to remain registered.

4.4  An award may be conferred subsequent to the expiry of the period of registration.

4.5  A student may apply for deferment of study either prior to entry, or after commencement of studies. Application should be made to the Programme Leader.

4.6  Once a student commences studies, deferment of studies will be permitted only where it remains possible for the student to obtain the relevant award within the maximum period of registration (see paragraph 4.1).

4.7  Only in exceptional circumstances will a student be permitted to re-enrol on the programme. This includes students who have been required, or have chosen, to withdraw from a programme, and who have not been granted a deferment of study. Students who have voluntarily withdrawn may be re-admitted for a higher award through the University's normal admissions procedures. Students who have been required to withdraw may be re-admitted through the University's normal admissions procedures a minimum of one year after the decision of the Boards of Examiners. Students who indicate that they wish to exit with an Ordinary degree should apply directly to the Head of Division if they subsequently wish to proceed to an Honours degree.

4.8  Where the period of deferment of study begins during a level for which fees have been paid, no refund of such fees will normally be made.

5 CONTINUATION OF REGISTRATION

5.1  Full-time undergraduate students are expected to register on modules rated to a total of 120 Scottish degree credits in any academic year. They may with the agreement of the Programme Leader register on modules rated to a total of 100, 110, 130, 140 credits in one academic year. In exceptional circumstances, the Board of Examiners may recommend registration on up to 160 credit points in cases where a student is required to carry forward modules. Further, with the additional agreement of the funding body, they may register on modules rated to a total of 80 or 90 credits. Students registering on modules rated to a total of 70 credits or fewer will for all purposes be considered as part-time students.

5.2  The selection of an individual programme of study is the ultimate responsibility of the student subject to:

  • the rules determining pre-requisites and co-requisites for modules;
  • the availability each year of modules, and their time-tabling;
  • the advice provided by staff.

5.3  The choice of a student's programme of study is determined by the regulations set out in the programme definitive document in terms of the compulsory modules and the pre-requisites. Boards of Examiners may advise on, but may not determine, a student's subsequent programme of study.

5.4  A part-time student allowed to continue in registration and wishing to transfer to full-time study will have her or his application considered by the programme's Admissions Tutor. Transfer is not at the student's discretion.

6 CHANGE OF STUDY PROGRAMME

6.1  Students may change their agreed programme of study. Such change requires the approval of the Programme Leader(s) and Module Co-ordinators. This acts as a check that the student has a good reason for the change, the revised programme is still coherent, the necessary prerequisite qualifications are fulfilled, and that the registration period is still within the minimum and maximum allowed period.

6.2  If a student withdraws from a module before 25% of the taught duration has elapsed, they will be treated as never having been on the module. No fee will be charged.

6.3  If a student wishes to withdraw from a module after 25% of the taught duration has elapsed they will be treated as having registered on the module and will be charged a fee.

6.4  A student withdrawing from a module after 25% of the taught duration has elapsed may provide the module co-ordinator with a written explanation of reasons for withdrawal. If the module co-ordinator accepts these as valid extenuating circumstances, the student will suffer no academic penalty, i.e. the withdrawal will not count as a fail. The student will receive a transcript showing them as withdrawn and will receive no credit.

6.5  A student withdrawing from a module after 25% of the taught duration without providing evidence of extenuating circumstances will be recorded as a fail.

6.6  A student wishing to transfer from one elective module to another will normally be permitted to do so within the first 25% of the taught duration of the module subject to the consent of both Module Co-ordinators. Only exceptionally will students be permitted to transfer between elective modules after this period.

6.7  For the purpose of these regulations the term "module" is understood to cover all integrally assessed programme components, whether designed in a modular format or not, i.e. it includes projects and placements where these are assessed.

6.8  Applications from students wishing to follow a programme of study leading to a general award of MSc, MA, MBA, MFA, PgDip or PgCert will be vetted by the School Academic Board or by the Programme Committee to ensure that the chosen programme exhibits relevance, academic coherence, and has the potential to lead to a dissertation in an area suitable to the level of award, appropriate to the interests and expertise of staff.

7  CHOICE OF STUDY PROGRAMME – POSTGRADUATE STUDY

7.1  Within the regulations set down for the Masters Programme overall and for particular awards, it is intended that the student will choose her/his own programme.

7.2  A student's choice of dissertation is subject to the agreement of the Programme Committee/Subject Area Panel and the dissertation supervisor. This agreement is given on the authority of the School Academic Board.

7.3  The specific agreement of the School Academic Board is needed by a student who designs a study programme which is undefined in subject area content and which leads to the award of a general Masters degree (MFA, MSc or MA).

7.4  It is expected that students will choose programmes and modes of study appropriate to their own particular needs. Students may register on individual modules without necessarily being required to register for an award, and they will be eligible for assessment and for an academic transcript of performance on the individual modules.

8. ATTENDANCE

8.1  Undergraduate full time students are expected to register on 120 credits, in any one academic year. (See 5.1 above for further detail and exceptions.)

8.2  Undergraduate students studying 70 credits or less, or equivalent, will be governed by such of the University regulations as affect part time students.

8.3  Students are expected to attend all timetabled events associated with their programme of study and must comply with the requirements of the University Student Attendance Policy.

8.4  Individual programmes may require a more detailed attendance policy. Attendance requirements for the satisfaction of a professional or registration body and on any modules should be clearly identified in the programme's student handbook. Programme attendance policies should be developed in consultation with module co-ordinators, where modules are accessed by students from various programmes. Students must acknowledge all attendance policies.

9. ASSOCIATE STUDENTS

9.1  Students may be admitted to a module or modules or to a part of a programme as an Associate Student, without registering for an award. As with all other students their matriculation is undertaken by the University Secretary’s Group.

9.2  Where associate students are supplementary to an existing class and can be taught without the need for additional resources, approval for their admission will normally be given by the Head of Division responsible for the modules for which the students wish to register. However, where the number of associate students registered on a particular module is large, a special arrangement covering fees and additional resources for teaching and defined access to facilities on campus should be negotiated and agreed by the Dean of School. Such arrangements will apply where a separate class is provided or where special provision is made for teaching off-campus.

9.3  It will normally be the responsibility of the module co-ordinator to ensure that associate students fulfil the pre-requisites of any module on which they are registered.

9.4  Associate students will follow the same curriculum and, if they wish to be assessed, they will be assessed in the same way as (and usually together with) students taking the module who are registered for an award. The same Board of Examiners shall, at the same meeting, consider the results of all students assessed for a given module. The grades achieved in the assessment will be recorded and students will be eligible for an academic transcript.

9.5  Associate students have access to the same appeals, disciplinary and complaints procedures as other students.

9.6  The standard of the teaching will be assessed through the use of QMU teaching staff and the QMU Board of Examiners. Should students use facilities in another establishment, the Programme Leader responsible for the module in QMU should lodge an affirmation with the Division of Governance and Quality Enhancement to the effect that the conditions and facilities are conducive to the proper pursuit of the module.

9.7  Associate students will normally be charged the fee for the module taken or a pro-rata fee in relation to the portion of a programme being followed, and have access to all the University facilities.

9.8 A student can study as an 'associate student' for a maximum period of 2 years, or for 2 modules.

Smoking Policy

1 Introduction

Queen Margaret University aims to ensure the health, safety and welfare of its employees, students and visitors to its campus and to raise environmental standards. The purpose of this Policy is to ensure that all employees, students and visitors to the University are aware of its position on smoking.

2 Principles

Smoking is damaging to health and harmful to the environment. The University aims to provide a smoke-free environment for employees, students and visitors.

The University as an employer has a duty to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all its employees under the Health and Safety at Work Act 1974. It has a duty to do all that is reasonably practicable to provide and maintain a working and learning environment that is safe for all, without risk to health and is adequate as regards facilities and arrangements for their welfare at work. It also has a duty to control the risks to people not in its employment which arise from the operation of its business. The University shall protect non-smokers from the risks to health from passive smoking and protect all users of the University’s premises and property from increased risk of fire. Reducing the number of potential sources of ignition can only assist in achieving this goal.

As of the 26 May 2006 smoking was prohibited in all workplaces, in terms of the Smoking, Health and Social Care (Scotland) Act 2005.

The law prohibits smoking in certain public places which are ‘wholly or substantially enclosed’, including the majority of workplaces. It is an offence to smoke in no smoking premises or to knowingly permit smoking in no smoking premises. The University faces a fixed penalty fine of £200 for allowing anyone to smoke on the premises and individuals can face a personal fine of £50 for smoking. Failure to pay or repeated offences can result in prosecution and a fine of £2,500. Vehicles used for business purposes are also be affected by the law.

For the purpose of clarity the use of e-cigarettes is included in the definition of smoking.

3 Objectives

This Policy has been developed with the following objectives in mind:-

  • To protect all employees, students and visitors from exposure to second-hand smoke;
  • To assist compliance with the Smoking Health and Social Care (Scotland) Act 2005;
  • To reduce the risk of fire within the University;
  • To reflect a renewed emphasis on fire risk assessment in respect of potential harm caused by fire in the workplace as per the Fire (Scotland) Act 2005.

4. Scope

This Policy applies to all employees, students and visitors to the University.

5. Restriction on Smoking

Smoking is only permitted within the designated smoking area.
Smoking is prohibited in all other areas of the University and for the avoidance of doubt includes such areas as:

  • Within buildings
  • University Square
  • 10 metres of any QMU building,
  • Paths, decking and grassed areas within the University grounds
  • The car park
  • University vehicles

6. Breaches

Persistent breaches of this Policy by staff and students could result in a disciplinary offence and may amount to misconduct in terms of the University’s disciplinary policy which could render the employee/student liable to a disciplinary.

Any breaches of the policy by employees and students will be dealt with in accordance with the University’s disciplinary policy and procedures.

Visitors in breach of this policy will be asked to leave the campus.

Further Information

You can find more about smoking and obtain support if you are trying to give up from:

  • Your local GP
  • The Public Health Department and or your local NHS boards
  • Smokeline 0800 848484, this is a freephone counselling service provided to give help and

advice to smokers who are trying to give up, or your can look on their stop smoking web page 

N.B. It is important to note that failure to comply with the Smoking, Health and Social Care (Scotland) Act 2005 is a criminal offence. Any individual in breach of the Act, including employees, students and visitors may be liable to a fixed penalty fine. Such fines are imposed by Environmental Health Officers who may conduct spot checks on the University premises.

 

Student Attendance Policy

Introduction

Providing a student experience of the highest possible quality is a priority for Queen Margaret University. Promoting and encouraging student engagement with all aspects of their learning experience is a key aspect of this. This policy has been developed to provide a supportive learning environment of which student attendance is one aspect of overall engagement. The University needs to be able to record the attendance of students at timetabled teaching sessions for the following reasons:

a. To aid the retention of students by allowing early identification of those students at risk and allow timely interventions to be made in terms of academic and personal support.

b. To comply with the requirements of the UK Visas and Immigration (UKVI) under our Tier 4 licence that requires us to record the attendance accurately of those students subject to visa restrictions so that an attendance return can be made within specified timescales required by the agency.

c. To comply with the requirements of the Student Awards Agency for Scotland (SAAS) who require attendance confirmations to be made on a regular basis for those students who are in receipt of SAAS financial support.

d. To enable timely notifications of withdrawals and deferrals to external stakeholders (e.g. UKVI, SAAS).

e. To meet the demand placed on the University to report absences to employers, Professional Statutory Bodies, or other sponsors where they are funding/partially funding programme tuition fees.

Key Principles

a. Students are active participants in their learning experience and must take responsibility for achieving their potential through successful completion of each stage of their studies.

b. Recording attendance can provide an indication of student commitment, motivation and highlight any difficulties which need to be addressed.

c. Student welfare is a priority for Queen Margaret University. Schools will ensure that effective mechanisms are in place to both identify students considered to be at risk and offer appropriate academic and pastoral support and guidance. This may include advising students of alternative options for successful completion of their studies.

d. Regular attendance and academic achievement are closely linked. Students who regularly attend classes are more likely to enjoy a rewarding experience in which core skills and abilities, such as team-working, are developed.

e. Attendance is a key component in student retention, progression and achievement.

f.Attendance develops attributes for employability – e.g. timekeeping, professional behaviour and responsibility

g.The University has a dual duty of care for Tier4 sponsored students in terms of providing appropriate support to international students studying here in the UK and fulfilling the reporting requirements of our UKVI licence.

Student Responsibilities

Students are responsible for:

a. Attending all timetabled learning/teaching sessions associated with their programme of study and ensuring they have their attendance recorded by swiping their student card against the card reader outside the relevant room.

b. Notifying in advance (e.g. using the Student Absence Form within the Portal) that they expect to be absent from timetabled classes. Reasons may include authorised absence involving representation at University events or Students’ Union related activities. (Please see Appendix 1 – Absence Policy)

c. Notifying any unforeseen absences from classes as soon as practically possible.

d. For absences lasting more than 5 days, submitting a medical certificate to the School Office (or other relevant evidence).

e. Ensuring that they check their Queen Margaret University email account on a regular basis for any formal notifications/communications.

f. Ensuring that they maintain up-to-date contact details via the Student Portal.

g. Making full use of any support mechanisms within the University which may help facilitate successful completion of their programme e.g. Personal Academic Tutor, Student Services, Effective Learning Service, Stay on Course.

Academic Staff Responsibilities

Academic staff are responsible for:

a. Reminding students of the importance of attendance at learning and teaching sessions through induction and longitudinal induction activities.

b. Signposting ‘at risk’ students to support services available within the School or University e.g. the student’s Personal Academic Tutor, Student Services, Stay on Course, Effective Learning Service or International Office.

Programme Leaders, Personal Academic Tutors and School Manager Responsibilities

Programme Leaders, Personal Academic Tutors and School Managers are responsible for ensuring that:

a. Regular reviews are taken of attendance/absence data and communications are made to ‘at risk’ students in a timely manner.

b. Appropriate systems are in place at School level for students to provide notification of planned absences or report any unexpected absences.

c. Authorised periods of absence should not exceed 4 weeks in total across the academic year. Students who request extended absence beyond 4 weeks may be required to defer their studies. Any requests for extended periods of absence will be subject to Programme Leader approval and will depend on the nature of the programme delivery.

d. Data is reviewed for patterns of non-attendance and where appropriate referring students to their Personal Academic Tutor for discussions on reasons for pattern.

e. Students are informed in writing of the importance of regular attendance at learning and teaching sessions, and through Programme Handbooks of any approved programme or module specific attendance requirements.

f. All students have access to a Personal Academic Tutor.

g. There are regular reviews of students’ progress on their programme, including attendance, completion of assessment requirements and academic achievement, and that appropriate action is taken either to help students achieve their academic aims or, where students are failing to engage with the programme, provide appropriate guidance.

h. Students are advised of the support available to them, whether provided by the School or central support.

i. In the case of the absence of a member of teaching staff, students are informed at the earliest opportunity of the alternative arrangements for the class.

j. Review the absence notification lists provided by the Administrator, and alert them to any students who may have provided confidential information to the Programme Leader or PAT as a reason for their absence.

Action taken due to unsatisfactory attendance – Full-time and Part-time Undergraduate

a. A green-amber-red system is utilised in assessing the attendance percentage of each student.

b. Check points will take into consideration a 3 week period of attendance and reviewed in Academic Weeks 5, 8 and 11 in Semester 1; Weeks 22, 25, 28 in Semester 2.

c. The attendance percentage for each student calculated at these check points will align with either a green, amber or red communication. The PAT and/or Programme Leader will be alerted to student with potential attendance concerns and students will be contacted depending on the severity of their apparent non-attendance. In particular:

  • Green – mild lapse of attendance. Students falling into this category will be sent a communication recommending that they speak to their PAT, Stay on Course, or other source of pastoral support, if they deem this necessary or helpful.
  • Amber - more serious lapse of attendance. Students falling into this category will be sent a communication directing them to speak to their PAT, and recommending other alternative sources of support.
  • Red – Serious lapse in attendance. Students falling into this category will be sent a communication requiring that they speak to their PAT; they will be referred directly to Stay on Course and be required to improve their attendance before the next check point or be at risk of withdrawal.
  • Students falling below any of these categories (i.e. those students who have 5% or less attendance) at the first check point will be investigated to ascertain their overall engagement. This will include looking into their Hub access, their contact with Academic Staff, etc. If there is no satisfactory reason for their non-attendance, they will be withdrawn at that stage.
  • Level 4 students will not be contacted unless this is specifically requested by their Programme Leader or PAT.
  • Conversely, beginning study on a new Programme is a crucial time for students adjusting to University; this is particularly true for new Undergraduate students. As such, particular attention is paid to these students during their initial weeks at QMU. These students will be subject to additional weekly attendance reviews in the run up to the first check point.

d. Registry will inform relevant stakeholders of the student withdrawal.

e. Student IT accounts and Smartcards will be deactivated at this point.

f. All relevant communications and notes relating to attendance concerns must be maintained within the student’s record.

Action taken due to unsatisfactory attendance –Taught Postgraduate

Postgraduate students are required to register their attendance by swiping their student card against the card reader outside the relevant room of each timetabled teaching session. While the same check- point system will apply to Postgraduate students, they will only be communicated with if their Programme Leader (PL) or Personal Academic Tutor (PAT) feels that this is necessary for the purpose of highlighting continued non-attendance. In some cases, students may be invited to attend a meeting to discuss their attendance with either their PAT or PL, and will be offered a range of support mechanisms to help them return to the expected level of attendance. As with Undergraduate students, extremely low or continued non-attendance and a failure to engage with communications or any other aspect of their Taught Programme may result in withdrawal from the institution.

Programme Specific Requirements

Due to the diversity of programmes delivered at QMU, there will be a number of Professional/Statutory body requirements with respect to attendance. Where programmes must conform to such requirements, these should be clearly communicated to students. Where programmes implement their own timeframes, these must not be longer than the timeframes detailed within this policy.

Tier 4 Sponsored Students

In addition to attending classes, International Students who do not have indefinite leave to remain within the UK (e.g. on a Tier 4 student visa) must attend on a monthly basis, sign-in sessions at the Registry Information Point, during which a student’s contact details and address will be confirmed. When considering an application for a CAS extension, or a CAS in cases where international students with a non-Tier 4 visa wishes to switch to Tier 4, a student’s attendance record may be taken into account when a decision is made about whether a CAS will be issued or not.

Placement Activities

Students who undertake a placement as part of their programme are responsible for ensuring that their attendance matches the requirements of the placement provider. Placement providers will inform the University if a student is failing to maintain a good attendance record, which may lead to the students being withdrawn from the placement activity and potentially from their programme of study. Additionally, Professional Bodies may specify requirements for placement attendance which must be adhered to. Any Professional Body requirements will be detailed in the relevant Student Programme Handbook.

Formal Examinations and Coursework

Students are expected to attend all necessary formal examinations and submit coursework by published submission dates. Students who fail to attend a scheduled formal examination or submit a piece of coursework (where no approved extension has been granted), will be marked as a non- submission.

Student Fraud

Student must only record themselves as present at a learning/teaching session. Where students are identified as having fraudulently recorded the attendance of another student in their absence, then both parties will be subject to the University’s student discipline procedure.

Appeals Process

Any student who has been required to withdraw due to non-attendance is entitled to appeal the decision through the normal University academic appeals procedure. Students who wish to appeal must do so within 21 days of receiving notification of withdrawal.

updated August 2018

Student Absence Policy

This Policy on Student Absence applies to all undergraduate and postgraduate taught students. The University considers student welfare as a priority and recognises the importance of a student’s health and wellbeing in relation to their academic progression and wider university experience. This policy has been developed to provide clear guidance on student absence with a view to reduce the impact of absence on academic study.

1 Definitions

1.1 Students are absent if:

  1. they do not attend a teaching session that is on their personalised timetable

  2. theydonotattendanexamination

  3. they do not attend any part of a placement

  4. they do not attend planned activity relating to the learning experiences of the module, for example field trips, site visits, rehearsals and conferences.

1.2 A Teaching Session is any timetabled learning and teaching session. It includes lectures, seminars, practical and computer workshops.

1.4 Notified Absence. The reasons for absence can include the following:

  • Illness
  • Personal (including Compassionate Leave)
  • Sport
  • Adverse Weather
  • Study Leave

1.4  Unauthorised Absence is where the reason for non-attendance is unknown.

1.5  A Self-Certified Absence is a period of absence that is no longer than seven consecutive days[1], excluding periods of assessment or examinations. No supporting documentation is required.

[1] Seven consecutive days includes weekends (for example Wednesday, Thursday, Friday, Saturday, Sunday, Monday and Tuesday)

2. Attendance Requirements

The Attendance Policy states the University’s attendance requirements.

Students are responsible for:

  • Attending all timetabled learning/teaching sessions associated with their programme of study and ensuring they have their attendance recorded.
  • Notifying any unforeseen absences from classes as soon as practically possible using the automated on-line absence form in the Student Portal. Notification of absence will only be recorded up to 5 working days after the last date of absence.
  • Notifying any unforeseen absences from classes as soon as practically possible using the automated on-line absence form in the Student Portal. Notification of absence will only be recorded up to 5 working days after the last date of absence.
  • For absences lasting more than 5 working days, attach a medical certificate to the automated on-line absence form in the Student Portal.

2.2. In relation to Formal Examinations and Coursework the following applies:

  • Students are expected to attend all necessary formal examinations and submit coursework by published submission dates.
  • Students who fail to attend a scheduled formal examination or submit a piece of coursework (where no approved extension has been granted), will be marked as a non- submission.

2.3.  Programme Specific Requirements

  • Due to the diversity of programmes delivered at QMU, there will be a number of Professional/Statutory body requirements with respect to attendance.
  • Where programmes must conform to such requirements, these should be clearly communicated to students

2.4.  Placement Activities

  • Students who undertake a placement as part of their programme are responsible for ensuring that their attendance matches the requirements of the placement provider. Placement providers will inform the University if a student is failing to maintain a good attendance record, which may lead to the students being withdrawn from the placement activity and potentially from their programme of study.
  • Professional Bodies may specify requirements for placement attendance which must be adhered to. Any Professional Body requirements will be detailed in the relevant Student Programme Handbook.

3. Notification of Absences

3.1. Students must provide notification of their absence using the automated on-line Student Absence Form in the Student Portal and provide evidence where necessary, as detailed below:

  • Absent for a period of more than seven consecutive days, a Medical Certificate2 or other appropriate documentation3 must be provided.
  • Absent for less than seven consecutive days covering periods of assessments/examinations, a Medical Certificate4 or other appropriate documentation5 must be provided.
  • Absent for less than seven consecutive days and teaching events have been missed, the student can self-certify the absence.

3.2.  Planned Absence

  • The notification of absence should be provided in advance where the absence is planned, for example to attend a funeral or represent the University in an official event. Notification of absence will only be recorded up to 5 working days after the last date of absence.
  • The student is expected to complete the automated on-line Student Absence Form in the Student Portal; this will be forwarded to the Programme Leader.

3.3.  Unexpected Absence

  • Where advance notification is not possible, for example in the event of illness, it is expected that the student will inform the University as soon as practically possible. Notification of absence will only be recorded up to 5 working days after the last date of absence.
  • Where the University does not receive notification of the reason for unexpected absence then the absence will be recorded within the attendance monitoring process and may trigger a notification to be sent as detailed in the attendance policy.

3.4.  Absence from Placement

  • Students must inform both the Placement provider contact and the University of any absences whilst on placement.
  • There are a number of programme specific requirements regarding placement hours, some programmes require hours to be made up at another time. Please refer to the relevant programme handbook.

2 Students should note that, in accordance with guidance from the Scottish Executive Health Department, medical practitioners may charge a fee for the provision of medical certificates.
3Appropriate documentation includes, a medical report, a note from a hospital, a formal notification of a hospital or clinic appointment, evidence from a member of staff who was alerted to the circumstances at the time, a letter from the student counsellor or other professional that the student consulted during the period when difficulties occurred or a note from the police.

4 See 2 above.

5 See 3 above.

4. Recording of Absences

4.1. Student absences will be logged within the Student Record System

4.2. Approved absence will be recorded as authorised with one of the following reasons:

  • Illness
  • Personal (including Compassionate Leave)
  • Sport
  • AdverseWeather
  • StudyLeave

4.3.  The absence is recorded as unauthorised where there is no advanced notification or known reason.

4.4.  The attendance monitoring system will log any absence from a scheduled teaching/learning event and record this in the student record system as an unauthorised absence.

4.5.  Absence whilst on placement will be logged by the placement provider and the University. The placement provider will send notification of the total attendance hours to the University for logging.

4.6.  A record of Placement Hours, including any absence, will be held electronically in the placement database and a hard copy in the Student File.

5. Periods of Absence

5.1.  Student absence will be monitored as part of the attendance monitoring process. When minimum attendance requirements are breached, as stated in the attendance policy, the student will receive correspondence from the University highlighting their absence and any necessary action required.

5.2.  Authorised periods of absence should not exceed 4 weeks in total across the academic year. Students who request extended absence beyond 4 weeks may be required to defer their studies. Any requests for extended periods of absence will be subject to Programme Leader approval and will depend on the nature of the programme delivery.

5.3.  The student has the responsibility to contact the appropriate staff members (usually the Module Coordinator) as soon as possible to determine:

  • If there are any alternative arrangements to compensate for missed work or assessment
  • If any remedial work is required

5.4.  Patterns of absence will be reviewed by the Personal Academic Tutor (PAT) and Programme Leader, as stated in the Attendance Policy. Students who have breached the minimum attendance levels will be asked to meet with their PAT or Programme Leader to discuss the absences.

6. Support Available

The University understands that students may benefit from support and guidance to help them deal with any issues contributing to low level of attendance. There are a number of support services available to assist students.

6.1.  Effective Learning Service (ELS) provides guidance and support for all students wishing to develop their study and learning skills.

6.2.  Personal Academic Tutors (PATs) will act as a facilitator and ‘mentor’ to the student whilst at the University, encouraging the student to optimise their learning opportunities. The PAT is expected to refer students to other appropriate agencies and fully trained staff either within the University or elsewhere for support and resolution of issues of concern.

6.3.  The School Office is responsible for supporting staff and students, administering programmes of study, placements, and clinics.

6.4.  Student Services is a professional support department working to ensure students have the information, advice, guidance and opportunities necessary to support their successful experience and achievement whilst studying at QMU.

QMU Counsellor, Email Address

Student Finance Adviser

Disability Adviser,

Jobshop Co-ordinator 

Wellbeing Adviser 

6.5.  The Students' Union is a volunteer lead organisation specialising in enhancing the student experience providing advice and support, Student union Email 

6.6.  Thinking of Leaving? If you are considering transferring to another programme, taking a year out or perhaps leaving university altogether, it is very important that you are able to understand and consider all of your options before you make a decision. Information is available on the following QMU website

Student Debt Recovery Procedure

Queen Margaret University


STUDENT DEBT RECOVERY PROCEDURE

Introduction

This procedure relates to all fees and charges payable to the University by current and former students for the use of its facilities and the provision of its services. This includes monies owed in respect of tuition, accommodation, assessment, library and other miscellaneous fees and charges.

The University will at all times seek to be sympathetic to, and understanding of, each individual student’s financial circumstances. However, to enable the University to do so, students must engage in dialogue with officers of the University if financial difficulties are being experienced. Students who are experiencing financial difficulties may seek help and advice from the Students’ Union or from Student Services at Student Funding .

Action to enforce settlement of debt for outstanding fees and charges will be taken in respect of all current and former students who have failed to engage with the University to find a solution to any outstanding debt, or who have failed to honour agreements to pay.

Student Tuition Fees

Tuition fees are due at the start of the programme. Tuition fee payment options are as follows:-

(i)  in full on commencement of study (or earlier).

(ii)  by 8 monthly direct debit payments, normally from October to May (incl) for students starting their programme of study in September.

(iii) by 8 monthly debit/credit card recurring payments, normally from October to May (incl) for students starting their programme of study in September.

(iv) in full 21 days from the date of invoice

If for any reason the amount of fees is not known at the time of commencement of study, payment is due in full 21 days from the date of invoice, or by direct debit/recurring card payments provided payments are completed by May.

All returning students are reminded that they must set-up a new direct debit/recurring card payment arrangement for each Academic Year.

Tuition fees may be paid by direct debit or recurring card payment instalments over a maximum of eight months from the commencement of the programme. For students commencing programmes at the start of the academic year, instalment payments will normally be due from October to May inclusive. Late direct debit/recurring card payment arrangements still require all payments to be completed by May. For students who commence programmes at other points during the academic year, details of payment dates will be advised. Failure to keep direct debit/recurring card payments continuing will result in the remaining balance becoming due for immediate payment.

Self-funding students who have a net tuition fee amount payable of £9,000 or more are eligible for a 5% discount on the fee payable, provided they settle in full prior to 31 October or within 7 days from the date of invoice, whichever is the earlier. The discount will be calculated at 5% of the net fee payable (i.e. after any scholarship).

A debt is deemed overdue when at the expiry of 21 days from the date of invoice, no payment has been received in full nor have direct debit/recurring card payment arrangements been put in place.

When a tuition fee debt becomes overdue, Finance staff will instigate a series of actions as follows:

(i)  1st reminder letter asking the student to contact the Finance Office immediately to pay the fee due or to make arrangements to pay

(ii)  if there is no response to the 1st reminder letter within 7 days of issue, a 2nd reminder letter is sent giving the student 7 days to contact the Finance Office.

(iii)  if there is no response to the 2nd reminder within the 7 days provided for response, the student’s Smartcard will be deactivated, thus removing the student’s ability to access the building and its facilities/services

(iv)  at the same time as the Smartcard is deactivated, a third letter, headed FINAL DEMAND will be sent, advising the student that their Smartcard has been deactivated and that failure to contact the Finance Office within a further 7 days will result in the debt being referred to a debt recovery agency (which incurs additional recovery charges that will be charged to the student). Where a student’s debt requires to be sent to a debt recovery agency, the student may be required to withdraw from their course.

(v)  Should a direct debit/recurring card payment be cancelled prior to the expiry date or no payment received on the due date, the full remaining debt becomes immediately due. Smartcards will be disabled after 7 days until either (a) the debt is paid in full or (b) alternative payment arrangements are put in place. After a further 7 days if the debt remains unpaid or no alternative arrangements have been put in place the full debt will be passed to our debt recovery agency for action.

It should be noted that academic tutors are not empowered to vary fees nor to agree payment schedules with students on behalf of the university. All questions regarding payment of fees must be addressed to the Finance Office in the first instance.

As the main object of the reminder letters is to make contact with the student, in addition to these hard copy reminder letters, Finance staff will also send e-mail reminders and/or text messages and will also attempt to make telephone contact with the student as appropriate. The University reserves the right to use all contact details provided by the student. It is the responsibility of students to ensure that the University is provided with current contact details.

Student Accommodation Fees

Accommodation prepayments are payable when reserving the room.

Payment options for accommodation fees are as follows:-

(i)  in full on arrival, or at any time prior to arrival.

(ii)  1st Semester on or before arrival, with 2nd Semester by first week in January.

(iii)  by 8 monthly direct debit payments from October to May (incl)

(iv) by 8 monthly debit/credit card recurring card payments October to May (incl)

An accommodation debt is deemed overdue when at the expiry of 21 days from the date of invoice, no payment has been received either in full or for the first semester, or no direct debit/recurring card payment has been set-up.

When an accommodation debt becomes overdue, Finance staff will instigate a series of actions as follows:-

(i)  1st reminder letter asking the student to contact the Finance Office immediately to pay the fee due or to make arrangements to pay.

(ii)  If there is no response to the 1st reminder letter within 7 days of issue, a 2nd reminder letter is sent giving the student 7 days to contact Finance.

(iii)  If there is no response to the 2nd reminder a letter a FINAL DEMAND letter will be issued and the student may be served notice to vacate their room, in accordance with the provisions of the lease agreement.

(iv)  If no response is received to the final demand, the debt will be referred to a debt recovery agency.

(v)  Should a direct debit/recurring card payment be cancelled prior to the expiry date or no payment received on the due date, the full remaining debt becomes immediately due. A letter/email will be issued for payment of the full amount. After a further 7 days if the debt remains unpaid or no alternative arrangements have been put in place the full debt will be passed to our debt recovery agency for action

Accommodation prepayments are offset against the Accommodation invoice to reduce the remaining balance.

Other debts

Other debts include (but are not restricted to) Library debts and fines, late payment charges, sports membership fees and assessment fees. Similar procedures relating to the issuing of reminders and, ultimately if necessary, referral to a debt recovery agency, will apply to these types of debt.

Student Progression and Graduation

No student will be allowed to progress to the next year of their course nor be allowed to attend any Graduation ceremony if they have any outstanding tuition fee debt to the University. This is in accordance with the Student Regulations. Also, in accordance with the Student Loan Company regulations, loan payments are not able to be released for the following year’s loan until the student has matriculated (i.e. all prior year tuition fee debts have been settled).

Director of Operations & Finance

August 2021

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Student Pregnancy and Maternity Policy

1. Introduction

1.1 Queen Margaret University believes that being or becoming pregnant or terminating a pregnancy or having a very young child should not prevent a student from starting, succeeding in or completing a programme of study. Whilst we have to ensure that academic standards are not compromised, we are committed to showing as much flexibility as possible to facilitate students’ success.

1.2 This guidance is designed to ensure we provide clear guidance on the implications of pregnancy on a student’s period of study and we will seek to make, with the overall student experience in mind, appropriate reasonable adjustments for the continued safety and learning of a pregnant student or parent of a very young child

2 Legislation 

The Equality Act 2010 significantly strengthens legal protection for students (including applicants to higher education) during pregnancy and maternity. Under the Act pregnancy and maternity are protected characteristics and discrimination on these grounds is prohibited. Discrimination can occur against a student because of their pregnancy or because they have given birth if:

  • the student is treated unfavourably because of their pregnancy;
  • within 26 weeks of the day of giving birth the student is treated unfavourably because they have given birth – this also applies in cases of miscarriage, still birth and neonatal death provided more than 24 weeks of the pregnancy has elapsed;
  • the student is treated unfavourably because they are breastfeeding, and the child is less than 26 weeks old – if the child is more than 26 weeks old, unfavourable treatment because of breastfeeding is likely to constitute sex discrimination.

3. Scope of the policy

This policy covers:

  • Any student who becomes pregnant during their studies.
  • Prospective students who are already pregnant when they commence study.
  • Any student who has given birth within the previous 26 weeks.
  • Any student who is about to become a parent because their partner (including same sex partner) is pregnant, and who expects to be responsible for the child.
  • Any student who has recently become a parent e.g. through adoption.

3.2     The provision of advice on the implications of pregnancy, adoption and responsibility for a child on continuation of studies will be dependent on many factors, including: the programme of study and the timing during the academic year.

4. Student and applicant responsibilities 

4.1 Students are advised to disclose their pregnancy to their Personal Academic Tutor (PAT) or Programme Leader (PL) at an early stage of their pregnancy, with a view to discussing any necessary support arrangements or adjustments. Applicants should let a member of the Admissions team know. If a student or applicant does not disclose their pregnancy, QMU will be unable to provide the support needed. 

4.2 If you make the decision to terminate your pregnancy, or you miscarry there is no need for this to be disclosed to the University. Absence from the University required as a result should be classed as ‘sick leave’ but there is no need to specify the exact reason. You may also want to seek support or referral to specialist services from Student Services to help you cope with this.

4.3 Students and applicants covered by this policy are advised to discuss any concerns they have relating to their pregnancy with their own GP and, if required, staff in one or more of the following services which may be able to give support and signposting to other services such as:

Personal Academic Tutor and/or Programme Leader
Wellbeing and Counselling service
Accommodation Services
Student Union

5. Staff responsibilities 

5.1 The student must be given the appropriate advice in a sensitive non-judgemental manner.

 

5.2 The University will ensure that any student who becomes pregnant before or during a period of study at the University is accommodated as far as practicable to allow them to complete their programme of study, providing academic standards are upheld.

5.3 As soon as a student discloses that they are pregnant, a risk assessment should be undertaken by a member of the programme team (such as PAT or PL) to ensure that there are no elements of the programme of that present a risk to the health and safety of the student or the unborn child. The main risks are related to physical activity, or exposure to radiation or chemical and biological hazards. The programme staff complete the risk assessment with support from the Health and Safety Adviser if required. Information is found here Health and Safety Adviser Website

5.4 All individual staff members are advised to familiarise themselves with this document and the University’s responsibilities towards students who are pregnant or have very young children.

5.5 Individual staff members to whom a pregnancy is disclosed are responsible for:

  •  Reading this document and, in particular, becoming familiar with the procedure for supporting pregnant students.
  • Treating any disclosure of pregnancy sensitively and making students aware of appropriate sources of support.
  • Respecting a student’s right to confidentiality and verifying that a student has no objections to their pregnancy being discussed with others who need to know.
  • Ensuring accurate information is given to prospective students regarding the availability of support for students who are pregnant or have very young children.
  • Seeking advice from Registry staff or other Student Services if they are unsure of how best to support the continued study of a pregnant student.

6. Detailed Consideration for Students

6.1 Risk Assessments

Once you have informed the School of your pregnancy, the appropriate staff member will complete a Risk Assessment (Appendix 1) with you to identify any relevant risks associated with your study programme and to manage these risks for your protection. If you feel that the appointed individual is not the right person to carry out the risk assessment you can request an alternative member of staff. The main risks are associated with physical activity or exposure to some chemicals, radiation and biological agents. Support on the completion of the risk assessment can be obtained from the Health and Safety Team Health and Safety advice can also be found at Health and Safety Adviser Website 

6.2 Implications for study

You will need to agree a written plan concerning the impact of your pregnancy on your course of study. You are entitled to interrupt your course of study because of pregnancy, and it is important to make a plan to take account both of the academic requirements of your study programme and your needs as a pregnant student. You will need to plan according to your individual circumstances, financial implications and the timing of the academic year. You will need to meet with your PAT who will support with this.

3. Possible adjustments include:

If you do not wish to suspend your course of studies, the University will try to make adjustments to your programme in the light of the risk assessment. Such adjustments might involve modifications to the syllabus or teaching programme or location of teaching etc. However, there will be some situations where it will not be possible for the University to provide reasonable, practicable alternatives.

Mandatory suspension might arise where a module or modules are a required part of a programme and are considered to constitute a high-level risk to your health and safety or the health and safety of your child. For example: modules that involve the use of chemicals contra-indicated for those who are pregnant, where the learning outcomes of the module could not be achieved without exposure to that risk.

It is important that you meet regularly with your PAT to assess the effectiveness of any special arrangements that have been put in place.

You should arrange with your PAT/PL any absences needed for attendance at ante-natal clinics. Where any absences are substantial you may wish to seek advice about interrupting your studies.

If your baby is due near to or during an examination period you should seek advice from your GP, as the University may need confirmation that you are able to sit the exams. If you are unwell or have complications during your pregnancy, you should seek advice from the Registry regarding extenuating circumstances.

6.3 International Students(student visa holders)

As the University is bound by Home Office, UK Visas and Immigration rules and regulations, the guidance in this section may be liable to change at short notice.

Travel – unless advised not to do so by their doctor or midwife, students should be able to travel during pregnancy. However, airlines have different policies and may not allow travel beyond 36 weeks or, in the event that the pregnancy is complicated or multiple, beyond 32 weeks. Students will need to check individual airline policies

If an international student becomes pregnant during their studies, they may not be able to complete the course as planned within the visa duration. In this case the student will be expected to suspend their studies. The University will notify the Home Office and the student visa will be curtailed. The student will be expected to leave the UK unless they are medically not able to do so. The student may resume studies when they are ready to do so at a later date but will have to meet the requirements to apply for another Student visa. Students on courses lasting 12 months or more can remain in the UK for four months after the end date of the course.

The additional time allowed may not be sufficient for some students to take maternity related absence. The International Office will be able to provide any international student who becomes pregnant while studying in the UK with the latest information on the visa implications of:

a. taking maternity-related absence

b. returning home to have the baby

c. having a dependent to support in the UK.

Given visa restrictions, in exceptional circumstances and in consideration of health and safety, the University may need to be flexible when requesting that international students take a minimum of two weeks maternity-related absence.

Further information on student visas can be found on the Home Office website.

6.4 Field Work, placements and work experience.

If your course contains a plan to take part in a study trip, placement or obtain work experience whilst you are pregnant or breastfeeding, this must be specifically addressed when the Risk Assessment is completed as there may be special risks associated with non-campus based, practical study. You may not be permitted to take part in a study trip or a placement where this constitutes a risk to you or your child.

In some professional/ vocational or practical based programmes you may be prohibited from continuing your studies whilst pregnant, and therefore, you may have to temporarily interrupt your studies. You may also have to interrupt studies if the field work or placement is a compulsory part of your degree, and the programme cannot be modified to accommodate your inability to participate in this part of the programme.

The period of interruption will be dependent on the nature, duration and cycle of the programme. You are advised to check with the Registry to see if there are any restrictions in your programme of study.

6.5 Financial Considerations

Undergraduate students should note that funding will usually stop when the interruption of study begins. Funding will not stop immediately; students taking the tuition fee loan will be liable for the term in which they leave (interrupt, suspend or withdraw). SAAS will be able to advise on possible future eligibility. Students from England, Wales and Northern Ireland should seek advice from their funding body

Postgraduate and Research students receiving funding from external bodies should follow the guidance for their particular scheme or contact their funding body or sponsor for further advice.

International students (Student visa holders) with financial sponsors must contact their sponsors and agree a plan of action (such as deferring study/ when to resume study etc.). Those international students who are not entitled to any maternity benefits in the UK may prefer to return home for the duration of their pregnancy. Students should be aware that airline policy on carrying passengers who are 7 months pregnant or more can vary and this needs to be taken into account when planning.

6.6 Accommodation

The University does not have accommodation that is suitable for families. Students are therefore advised to consider their accommodation requirements in the early stages of pregnancy, as they will not be able to stay in University accommodation with a child.

Any student who provides medical evidence of pregnancy will be released from their accommodation contract, if they so wish, subject to the usual conditions.

It is essential that you inform the Accommodation Service as soon as you become aware that you are pregnant, as it will be necessary to discuss the implications in terms of accommodation and it may be necessary to conduct a risk assessment.

6.7 Babies /Children on Campus /Breastfeeding

QMU is a learning environment and babies and small children are permitted on campus if there are no identified health and safety concerns. All babies and small children will need to be supervised at all times and are only allowed on campus under the condition that their presence does not disrupt other students and staff. Babies and very small children are not allowed in teaching areas and during teaching as this would be disruptive to students.

For students who are breastfeeding or who recently have given birth, we will try to be flexible, subject to health and safety considerations, to ensure that they are not prevented from attending their course or accessing university facilities.

Students who are breastfeeding can do so on campus. If they want a quiet space to do so they can ask advice at the Student Services Reception. There is also a private space available at the HelpZone at the Student Union. A fridge is available at Student Services reception where breastmilk can be stored.

Students must ensure they have suitable childcare arrangements in place at times when they are expected to be at University.

Students must not bring babies or children to University with the expectation that any staff member will take responsibility for caring for the child whilst the student is in classes.

6.8 Support for Partners(including same-sex partners) who have responsibility for bring up the child

Any student discovering they are to become a partner of a pregnant student (including same sex partners) and who expect to have responsibilities for raising the child, will be entitled to request time out of study. This is likely to include time off for medical appointments prior to, and after, the birth, as well as a period of maternity support leave immediately following the birth. A student in this situation should contact the School at least 15 weeks before the baby is due, to discuss this. Flexibility will be shown where possible although this will necessarily be more limited in some programmes than others.

For students receiving research funding, it may be possible for a period of maternity support leave to be allowed, and students should contact their sponsor or provider prior to arranging leave.

Students are entitled to paternity-related absence in line with entitlements that exist in employment law for paternity leave. This is currently a maximum of two consecutive weeks within 56 days of the child being born. Employed new parents, are entitled to take up to six months’ additional statutory parental leave from their employer any time between the child’s birth and their first birthday.

This is in addition to the two weeks’ statutory leave to which they are currently entitled following the birth of their child. Students may also have expectations surrounding these entitlements and may wish to interrupt their study when their partner returns to study or work.

Students on paternity-related absence will need to be provided with materials from seminars and lectures missed. If students do want to take extended paternity-related absence in line with the new entitlements for employees, consideration will need to be given to the support provided to the student, and it may be appropriate to develop a support plan.

6.9 For students about to become parents(e.g. through adoption)

Students about to become parents (e.g. through adoption or surrogacy) should inform an appropriate member of the course team and the School of their circumstances as soon as possible. Arrangements can be made to allow time out of study. This may vary depending on the age of the child, the programme of study being undertaken, and the point in the academic session at which the event takes place.

 

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Submission Procedures

Submissions

The following procedure applies to the submission by students of work for assessment or re- assessment.

You are required to submit one electronic copy of all assessment and reassessment work. The electronic copy should be submitted through the Assignment Dropbox in the module site on HUB@QMU. Any alternative submission arrangements will be communicated to you by the module co-ordinator.

Hard copies of assessments will be required for dissertations, artefacts and group based work. The hard copy should be submitted to the designated School submission box (located opposite the School Office reception desk) and should be accompanied by a cover sheet (which can be found on the QMU Student Portal).

Submissions must be received on or before the required deadline. The date and time of your electronic copy submission will be used to ensure your work is submitted on time.

Withdrawal & Deferral

How to Withdraw

If you decide to leave, you will need to complete a withdrawal form. This is used to formally record your withdrawal and update your student record. The date of withdrawal is recorded as the date the form is submitted. This can be important if you receive any funding for your programme or pay any fees.

You can complete the form electronically and return it to thinking of leaving email address

Remember to save a copy of the form on your computer first before filling it in.

A member of staff of the Registry will then update your student record. The Programme Leader, the School Office and any other relevant departments are notified.

Take a Break from Study (Deferral)

Students can submit a request to defer their studies. This means leaving the programme and returning at a later date, normally the start of the next academic year. Deferrals must be approved by the Programme Leader and are normally granted for a maximum period of 12 months.

If you decide to apply for a deferral you should read the Student Deferral Procedure and discuss your request with your Programme Leader. Once you have done this, you should complete the Deferral Request Form. Remember to save a copy of the form on your computer first before filling it in.

If you have any questions about the withdrawal or deferral process you can also contact the thinking of leaving team