Regulations for taught students: Section 1

SECTION 1: Important information applicable to all students

 

You should read the following information fully and in addition to the Key Facts information. It sets out what is expected of you and of us.

You should seek impartial advice and support from the Students’ Union Advice Centre if you are unclear or require support on the information listed below.

 

1.1. Enrolment

1.1.1 Before you begin your course, you are required to enrol with us.

• You will officially register as a student on your course using the University’s online enrolment process.
• If you are declined admission on the basis that you have failed to meet the DBS requirements for your course of study (please check your individual course admission criteria) appeals can be made to registry@hud.ac.uk It is very important that enrolment is completed within three weeks (home student) or two weeks (international student) of the course start date otherwise you may be withdrawn from your course. .
• If you feel that you cannot commence your course as planned, you should contact the Student Recruitment Team (or International Office if you are an overseas student). You may be able to defer your place to start the following academic year.
• You are not entitled to receive tuition or to use the University’s facilities until you have completed the enrolment process and have been issued with a student campus card.
• It is your responsibility to ensure that your correct name has been recorded on the student records system in full (guidance on how to change your name is provided in section 1.8 below).
• No shortened versions of forenames or punctuations are acceptable.
• The campus card is issued for the duration of your course and will be revalidated annually.
• A £10.00 fee is charged for the replacement of lost cards.
• You are required to carry your campus card with you at all times and to make it available to staff on request.
• You can access information about enrolment on our Welcome to Huddersfield webpage

 

1.2 Reregistration

1.2.1 You are required to reregister for the next stage of your course on an annual basis. Normally this is completed via an online process, which can be done on or off campus during a limited period.

• You must complete reregistration within three weeks of your course start date, otherwise you may be withdrawn from the course.
• Exceptions may apply to non-standard year courses.
• If you cannot continue your course as planned, you should contact your School Office. You may be able to interrupt your studies.
• You are not entitled to receive tuition or to use the University’s facilities until you have completed the reregistration procedure.
• It is your responsibility to ensure that your correct name has been recorded on the student records system in full (guidance on how to change your name is provided in the Change of Name section 1.8 below).
• No shortened versions of forenames or punctuations are acceptable.
• Award certificates will not usually be re-issued in a different name to that recorded at the Course Assessment Board and on the student records system.
• You can access information about re-registration on our Re-registration webpage

 

1.3 Late Registration Penalty

1.3.1 A penalty applies to students who fail to reregister during the official reregistration period. If you fail to reregister by the deadlines established, you will lose access to the University IT Systems, including your e-mail account. If you fail to re-register as expected then your registration with the University will be withdrawn.

 

1.4 Appeal against Administrative Withdrawal

1.4.1 If you are withdrawn for failure to re-register, you have the right to appeal the decision. Any appeal must be submitted in writing to the Head of Student Finance and Records and, except for good reason, must be lodged within 10 working days of the withdrawal letter. Any such appeal may only be on the grounds of:

• A procedural irregularity; or
• You can demonstrate, with supporting evidence, that you were subject to personal extenuating circumstances that resulted in you being unable to respond to requests to enrol or reregister.

1.4.2 The decision of the Head of Student Finance and Records will be final.

 

1.5 Student ID Card

1.5.1 You are required to carry your student ID card at all times and to make it available to staff upon request. If you wear any items of clothing, headwear, or anything else that obscures your face you may be asked to remove it for the purposes of identifying you against your campus card. If this is the case, all due care will be taken to do this in a discreet and sensitive manner.

1.5.2 You should only have one valid student ID card at any time. You should never have another student’s ID card in your possession.

1.5.3 A lost or damaged student ID card should be replaced immediately.

 

1.6 Email Correspondence

1.6.1 You will be contacted primarily through your student email address. It is your responsibility to ensure that you check this regularly. 

 

1.7 Change of Address

1.7.1 You should update your personal details electronically via the Student Portal and click on My Details. You must ensure that both your home address and your term time address are completed and up to date at all times; these should be your details and not those of an agent. You should not use the University’s address to receive mail on your behalf.

 

1.8 Change of Name

1.8.1 It is your responsibility to ensure that your correct name has been recorded in full on the University Applicant and Student Information System (ASIS).

1.8.2 You should advise either the School Office or the Student Records Team of any change in name and must provide documentary evidence, for example a statutory declaration signed by a solicitor or Justice of the Peace, a Deed Poll, a marriage or civil partnership certificate or a passport as soon as possible following the name change.

1.8.3 No shortened versions of forenames or punctuations are acceptable.

1.8.4 Award certificates will not be re-issued in a different name to that recorded at the Course Assessment Board (CAB) and on the University Applicant and Student Information System (ASIS). Exceptionally, there may be occasions where a certificate needs to be issued in a different name to that recorded at the CAB, the grounds for these exceptions are as follows;

• Evidence to show change of identity due to witness protection
• Evidence of a Gender Recognition Certificate

 

1.9 Registering for Modules

1.9.1 It is your responsibility to ensure that your module choices have been made and correctly recorded. In addition, it is your responsibility to ensure you have registered to the full amount of credits and modules required for your year of study, full-time or part-time.

 

1.10 Change of Course

1.10.1 If you wish to change your course you must discuss this with your School who will advise on your options. If you are on an apprenticeship course, you must discuss this with your employer first. 

1.10.2. If you receive student support such as a loan, you are strongly advised not to change course without first asking your student finance body (e.g. Student Finance England) about its willingness to fund you when you transfer course.

1.10.3 If you are studying on a visa, you must inform and obtain approval from the International Office if you wish to transfer course (or change research topics) - there will be visa and possibly ATAS implications for any course transfer. If you are sponsored by your government, you must also ask for their written permission before you change course.

 

1.11 Smoking on Campus

• You must not smoke within any university building or vehicle at any time.
• You must also not smoke at any location where second-hand smoke can enter a building, such as entrances and exits, windows, and air intake vents.
• If you wish to smoke you must do so away from building entrances, exits, windows etc.
• The above prohibitions also apply to vapour cigarettes, electronic cigarettes and similar devices.

 

1.12 Parking

1.12.1 You cannot park on campus unless you have been confirmed as requiring a space through our Estates and Facilities Team or Disability and Wellbeing. If you are disabled and you need a parking space then you will need to apply for a parking permit using the application form available from Student Services, Level 4, Student Centre, Schwann Building. You can also refer to the Car Parking Regulations for further guidance.

1.12.2 If you are identified as parking inappropriately, in areas restricted for staff use or parking your car in a restricted area on campus grounds without specified and approved permission, you will be subject to our Student Disciplinary Procedure

 

1.13 Students Studying in Partner Institutions

1.13.1 If you study at a partner institution, the University remains responsible for the academic quality and standards associated with the University’s courses and qualifications. You are required to adhere to the University’s regulations in relation to its courses. You will be expected to follow any regulations which are local to the provider where you study; however, where an issue involves academic appeals and complaints relating to the academic standards and/or quality of the learning opportunity the University’s regulations will apply.

 

1.14 Allegations under the Regulations for Taught Students

1.14.1 If an allegation is made against you under any of our regulations, the burden of proof lies with us, that is, the University must prove that you have done what you are accused of doing. You should not have to disprove the allegation. However, it may be to your advantage to help us by providing any evidence you feel supports your case.

1.14.2 Some circumstances however may require you to prove that you have or have not done something, or that something has happened. For example, if two students are accused of plagiarism, and one student provides evidence that the original work was theirs and the other student copied it, the other student will need to rebut that evidence.

1.14.3 If a new allegation is raised during an existing investigation, this will be addressed as a separate matter through the appropriate procedure. If a different procedure is used, we will explain why. 

1.14.2 We work to the civil standard of proof, which can more commonly be referred to as the 51% test. This means that we will consider whether on the balance of probability we believe the case against you to be true. As such, we will need to be satisfied that, based on the evidence provided, an event is more likely to have occurred than not.

 

1.15 Student Union representation on panels

1.15.1 Student Union Officers or their nominee sit on some of our student panels and will have been given training and support from the Students’ Union and Registry in the University.

 

1.16 Revocation of an Award

1.16.1 An award can be revoked under the following conditions:

• There is satisfactory evidence to prove an administrative error contributed to the decision to award.
• It is found that the student provided false information through the admissions process which, if known, would have resulted in them not being admitted onto the course.
• An Academic Misconduct hearing issues a decision upholding evidence of academic misconduct following an allegation(s).
• A Fitness to Practise hearing issues a decision upholding evidence of fitness to practise being impaired following an allegation(s).

1.16.2 The University will require you to return the degree certificate and reserve the right to notify relevant bodies, where appropriate

 

1.17 Emergency Regulations

1.17.1 There may times, because of exceptional circumstances beyond our reasonable control, when the University needs to apply its Emergency Regulations. The introduction, duration and termination of the Emergency Regulations will be approved by UTLC and Senate.

1.17.2 The Emergency Regulations for students on taught courses are available on our website.

 

1.18 Covid-19

1.18.1 During the academic year 2022-23, it is unlikely that the University will need to impose additional obligations on our students, in order to comply with government guidance on the management of Covid-19. However, should the University need to do so, these requirements may be likely to include, but are not restricted to, social distancing measures and additional hygiene protocols. You would be expected to observe these requirements at all times and if you do not, you will be subject to our Student Disciplinary Procedure.  

 

1.19 Additional Relevant Policies

1.19.1 In addition to these regulations, you should also be aware of and comply with the following policies:

• Data Protection – this sets out how your personal data should be processed by members of the University in order to be compliant with data protection legislation
• Student Privacy Notice – this sets out how the University of Huddersfield processes personal data and who it shares your Information with.
• Equality, Diversity and Inclusivity Policy – this document sets out our commitment to the promotion of equality of opportunity at the University of Huddersfield
• Freedom of Speech & External Speakers Policy – this policy protects your right to express an academic opinion and sets out the rules for speakers coming on to campus.
• Health & Safety Policy – sets out how you can ensure you study in a safe and secure manner.
• Intellectual Property Policy – sets out who will own the Intellectual Property Rights in your work.
• Research Ethics and Integrity Policy – sets out your responsibilities to ensure any research you undertake is carried out in an ethical manner and is properly approved.
• Safeguarding Policy – sets out your responsibilities in relation to vulnerable members of the University community.
• Whistleblowing Policy – sets out the procedure to follow if you wish to draw attention to any wrongdoing.
• Social Media and Communications Policy – sets out your responsibilities when using social media which directly or indirectly represents or refers to the University, its staff, students and partners.
• Audio and Video Capture Policy– sets out how we will use our Hudstream audio and video lecture system.
• Proof Reading Policy – you are advised to read this policy if you are considering using proof-reading services in connection with assessed work.
• Credit Control and Debt Management Policy – sets out how we manage any debts owed by students.
• Student Protection Plan – sets out a summary of the policies and procedures which we have put in place to ensure the continuity and quality of your study from enrolment to completion of your studies.
• Computing Facilities Policy – sets out our expectations when using the University’s computing facilities
• IT Security Policy – set outs how we will handle IT Security and what actions we will take if that is breached
• Personal Academic Tutoring Policy - This document sets out the expectations of the University for PATs in order to ensure equitable treatment of our students
• Policy on Support for Pregnant Students and New Parents – This document sets out how the University will support new parents and pregnant students
• Student Wellbeing and Mental Health Support Framework and Guidance - this document sets out how we intend to support you if you experiencing mental health
• Unforeseen Termination of Student Placement Policy - This document sets out how we take into consideration unforeseen circumstances which may not be within your control, may impact your Supervised Work Experience (SWE) or Work-Based Learning (WBL) and may need to be terminated earlier than expected or deemed incomplete.

 

1.20 Procedural Supporting Evidence Guide

1.20.1 When considering what evidence may be appropriate to support you through certain procedures, please use the link here to access the University’s Supporting Evidence Guide which details the University’s supporting evidence guidance for the following;

• Consideration of Personal Circumstances
• Extension Applications
• Extenuating Circumstances Applications and Appeals
• Results Appeals
• Fit to Sit Policy
• Academic Misconduct Mitigation and Appeals
• Attendance Monitoring Appeals
• Fitness to Practise Appeals
• Student Disciplinary Appeals
• Fitness to Study Appeals
• Student Complaints
• General Information applicable to all areas above:
• Late Claims and Appeals
• PLSPs
• Sensitive Information
• General Information on Medical Evidence