Taught Student Guide 2011-2012

You can find out more information about all the administrative procedures you will need to follow on the Student Services Centre website: www.leeds.ac.uk/ssc/index.htm

Induction

Before arriving in Leeds you will already have been sent information about your academic and social life at the University of Leeds. You will continue to find this useful throughout your studies.

To see a map of campus visit: www.leeds.ac.uk/campusmap

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Important Dates

The dates below, including term dates, were correct at the time this document was published. However, before making any arrangements you must check with Student Administration and your Parent School that the dates have not been amended.

For term dates visit: www.leeds.ac.uk/info/20014/about/158/term_dates/1

Draft Semester 1 Examination timetable (without venues) published on web

Semester 1 Examination timetable (without venues) published on web

* Pass lists consist of all awards made by the University and will display the student's name, programme, the date of the award and the classification if appropriate. Publication of this data is requisite.
** Fee applies if received after this date

Examination timetables are available at: http://dstimetable04.ds.leeds.ac.uk/examtt/exam_dept.asp

(NB: Medicine, Dentistry, Healthcare Studies, PGCE and Taught Postgraduate students will be advised by their respective Schools of teaching and examination dates relevant to their studies).

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Registration

Registration with the University of Leeds takes place online, via the Student Portal, and advice, guidance and contacts are available throughout the online process: http://portal.leeds.ac.uk

You must register within four weeks of the start of your studies and then annually until you complete your programme. In order to fully complete registration with the University, you must obtain a Student ID Card and visual checks will be undertaken. In addition, new international students are required to have their passport and visa scanned and a copy will be held by the University. If you do not register within this period, you will be prevented from doing so and will need to contact your Parent School. Failure to register will result in your being withdrawn permanently from the University for failing to fulfill the requirements of registration.

Student details are held on the University Student Record System which is used in the management of all aspects of University administration. Your details will only be used by the University in line with our policy on data protection.

Once you have registered with the University, if you have any problems with your registration or have queries regarding either your programme of study or enrolled modules, your Parent School should be your first point of contact.

For more information on registration and enrolment arrangements visit: www.leeds.ac.uk/ssc/registration.htm

To check your registration status visit: http://portal.leeds.ac.uk Click the 'Student Services and Admin' tab and follow the links to Registration.

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Module Enrolment

Module enrolment is the process by which you choose your optional and elective modules to meet the learning and examination requirements, as outlined in the University Programme and Module Catalogue, for your programme of study.

If you are a new undergraduate student or a new or returning postgraduate student you will be required to choose your optional and elective modules in September, following your University registration.

If you are a returning undergraduate student you are expected to check your compulsory modules and select your optional and elective modules online between May and August for the following academic session.

Following registration, Parent Schools should be informed of any changes to both semester 1 and, if known, semester 2 modules. If you wish to change a module, you should obtain a Change of Module form from your Parent School.

Information on the following web sites may help you in selecting any optional and elective modules permitted in your programme. Links to these websites and a button to log-in to Student Services are also available in the Student Portal at http://portal.leeds.ac.uk

To view the Undergraduate Programme Catalogue visit:
http://webprod1.leeds.ac.uk/banner/programmesearch.asp?T=S&L=UG

To view the Taught Postgraduate Programme Catalogue visit:
http://webprod1.leeds.ac.uk/banner/programmesearch.asp?T=S&L=TP

To view the Undergraduate Module Catalogue visit:
http://webprod1.leeds.ac.uk/banner/modulesearch.asp?T=S&L=UG

To view the Taught Postgraduate Module Catalogue visit:
http://webprod1.leeds.ac.uk/banner/modulesearch.asp?T=S&L=TP

To view your Personal Timetable visit:
http://portal.leeds.ac.uk

To view the Timetable for all Modules visit:
www.leeds.ac.uk/timetable/

To view your Academic Record visit:
http://portal.leeds.ac.uk

To enrol on a Module visit:
http://portal.leeds.ac.uk

To find out which modules you are registered for visit:
http://portal.leeds.ac.uk

To view your Module Marks visit:
http://portal.leeds.ac.uk

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Student ID Card

You must obtain a Student ID Card from the University in order to fully complete the registration process. Failure to obtain a Student ID Card may result in your registration with the University being terminated. Although it is recognised that there will be some exceptions where this will not be practical, for example where students never attend the Leeds campus, split site students and where a student is also a member of staff.

Your Student ID Card, which remains at all times the property of the University of Leeds, is your key to the University and:

The University of Leeds Student ID Card will last for the duration of your studies at the University. If you change your programme of study this may have an impact on the duration of your study. In this instance, you should visit the Student Services Centre Counter Services to be issued with a new Student ID Card (prior to the expiry of your current card): www.leeds.ac.uk/studentservicescentre/counterservices/studentcard.htm

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Changes after Registration

Change of Address

The University needs to hold your permanent home and term time addresses together with telephone numbers, your next of kin and emergency contact details.

Any update to your contact details must be notified to the University immediately. To update your address and emergency contact details visit: http://portal.leeds.ac.uk

International students who are registered with the Police Aliens Registration Office must also keep that office informed of any changes to their term-time address.

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Change of Name

The name(s) recorded on your student record should be the one(s) you are legally known by and will be the name(s) displayed on all documentation produced by Student Administration, including your degree certificate and transcript.

Any change to your name must be notified to the University immediately. To do this visit the Student Services Counter or email ssc@leeds.ac.uk

When informing us of your name change, you must also produce supporting documentary evidence, i.e. birth certificate, marriage certificate, passport or deed poll documentation.

Please note that all changes must be made before you complete your studies. Changes of name after completion of studies will not usually be possible, so if you have an enquiry of this nature, please contact ceremonies@adm.leeds.ac.uk for further advice.

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Change of Module

Contact your Parent School for a Change of Module form.

If you are considering any change in the modules which make up your programme of study, you should discuss the matter with your Parent School. The appropriate form will need to be signed by your Parent School. Your Parent School will then arrange for the change to be considered by any other Teaching School affected. The change will only be authorised when all the Schools agree.

Whether or not you are permitted to change module is likely to depend on a number of factors, including whether or not:

•  Your attendance record is satisfactory
•  Spare capacity is available in the receiving module

After you have taken Semester 1 examinations, you may wish to change the enrolments for Semester 2 from those made when you registered. If you wish to do this, you must approach your Parent School to seek advice and, if appropriate, obtain the necessary permission. If the changes are major and certainly if the changes involve a transfer to another programme, then the permission of the relevant Committee will have to be sought. This will be done through the Parent School. It is important that all changes are made as soon as possible after the conclusion of the Semester 1 examination period as Semester 2 teaching begins immediately after these examinations have finished. If either the changes are major or you miss a substantial amount of teaching, you may have to withdraw for the remainder of the session and rejoin the new programme at a convenient point during the following session. A Leavers Form must be completed. This may have implications for the payment of student loans, grants and fees for sponsored students.

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Transfer to a New Programme

Contact your Parent School for a Change of Programme form.

If you wish to transfer to a new programme of study, you should discuss the possibility with the Head of your Parent School before approaching another School. If you obtain agreement in principle to your transfer, you may then approach the Admissions Tutor in the School responsible for the programme to which you would like to transfer.

Whether or not you are permitted to transfer programme is likely to depend on a number of factors, including whether or not:

It is your responsibility to take note of any advice given to you during discussions about transferring. Your new Parent School will give you a written statement of any work with which you must catch up. A late transfer will not be taken into account if you under-achieve in your examinations at the end of the year.

When you transfer to a new programme, it is expected that you will complete its full academic requirements. However, it may be possible, with the permission of the Head of the Parent School concerned, to allow some of the credit previously gained to be transferred. The receiving School will make a decision as to whether the modules you have already taken meet the learning outcomes of your new programme. If there are any specific gaps in learning outcomes, you may be asked to take a small amount of supernumerary modules or forego an elective to complete a specified module. You are not permitted to repeat work which you have previously taken and passed. Generally, the regulations concerning resits are identical in the programmes between which you are transferring. However, if they are different, the regulations of the programme into which you transfer apply.

It may not be possible for you to start your new programme until the beginning of the following session, in which case you will be expected to withdraw temporarily for the rest of the session and a Leavers Form must be completed. You should check whether this will affect your entitlement to Student Loans and other funding.

If, however, a transfer to another programme of study is not agreed by the end of the Easter vacation, and you return to the University after the Easter vacation, you must remain on your existing programme and present for all examinations and assessments required for the current programme at the end of the session as a condition of the transfer. In addition, either School may require you to pass some or all of the examinations or assessments as a condition of the transfer. During this period, you will continue to be subject to the normal conditions of attendance in the University.

Deadlines for Module and Programmes Changes
Please note that if you wish to change a module or programme the following deadlines apply:

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Attendance
Students are reminded of their obligations regarding attendance, as detailed in the University policies below:

Code of Practice on Attendance

• Attendance at designated sessions is compulsory irrespective of whether or not a module forms a core, optional or elective part of a programme of study;
• Schools will have procedures for students to report absence and make clear the procedures for students to apply for leave of absence in exceptional circumstances;
• Schools will have a clear process for monitoring attendance and addressing any patterns of non-attendance at an early stage. Where non-attendance is a potential problem a ‘warning system’ will be in place for the student. If the problem continues the Unsatisfactory Students Procedure will be used;
• Extra-curricular activities and paid employment must be fitted around formal timetable commitments. Wednesday afternoon will normally be kept free for extra-curricular activities. The professional requirements for a significant number of vocational programmes and Masters level programmes may require students to attend timetabled commitments on a Wednesday afternoon;
• Schools will indicate normal teaching hours making special arrangements to meet the needs of students undertaking religious observance;
• Schools will make clear the preparation students are expected to undertake before each timetabled session and whether supporting material is needed for use in class;
• Sessions will start promptly at five minutes past the hour and end promptly at five minutes to the hour, unless otherwise agreed with students for a particular session/module;
• Timetabled sessions will only be cancelled in exceptional and unavoidable circumstances, e.g. staff illness, and alternative arrangements made to minimise disruption for students;
• Staff will all be made aware of the School policy on non-attendance to prevent variability in the treatment of students;
• The School policy on attendance will be considered annually by the student:staff forum;
• The Dean of Faculty is responsible for ensuring compliance by Schools with this Code of Practice.

General Academic Regulations:

• Each student has a responsibility to the Head of their Parent School. Each student is responsible for informing the senior member of staff of any problems or difficulties which he or she has been unable to resolve directly with his or her teachers, or which may affect his or her other studies;
• Students must keep the Head of their Parent School fully informed of illness which may affect their studies, and seek that person's permission before absenting themselves from the University. Where a student is ill for seven days (including Saturday and Sunday) or less, he/she shall inform the Head of the Parent School in writing copied to the Office of the University Secretary. Where the absence through illness exceeds seven days, a Medical Certificate will be required and this should be copied to the Head of the Parent School and the Office of the University Secretary. Self-certification will not be accepted when the interval between such certificates is less than fourteen days. Where a student is absent through illness within fourteen days of the expiry of a self-certificate, a full Medical Certificate will be required;
• Any and all absences from University examinations or assessments, including oral examinations, caused through illness must be supported by a Medical Certificate stating the nature, severity and the duration of the illness in relation to the absence. If appropriate certification is not immediately provided to the Head of the Parent School and the Office of the University Secretary the candidate may be deemed absent without good cause. It is the student’s responsibility to ensure, before any permission is sought from the Head of the Parent School for leave before the end of session that such action does not interfere with any examination or assessment requirements, including oral examinations;
• Students are required to be in residence throughout each designated period of study and may not absent themselves without permission from the Head of their Parent School except at weekends. Undergraduates on certain programmes of study, and Postgraduate Students may be required to attend outside term time and at weekends;
• During the prescribed periods of study students shall attend regularly, punctually and in an orderly manner the course of lectures, laboratory work, tutorial periods and examinations prescribed in their programmes of study, together with such other lectures, classes or examinations as may be directed. Persistent neglect of work, repeated failure in examinations or unreasonable delay in presentation for an examination may result in a student being required to withdraw from the University;
• A student who is absent from classes for more than 4 weeks cannot be readmitted without special permission;
• The University is required to inform the student's Local Education Authority and the Student Loans Company if the student is absent from the University for a period of 28 days or more. Bursary payments for Healthcare Studies students may also be affected by absence;
• Absence without permission may result in a student being required to withdraw from the University.

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Notification of Religious Commitments

If, for religious observance reasons, you wish to submit a scheduling request for examination/s, you must inform your Head of School and TSA Examinations Section in writing by the last Friday in October of the relevant academic year. You must do this at the beginning of each year of your studies, if appropriate.

The notification form is available from: www.leeds.ac.uk/ssc/examrelig.htm

You may be charged a £100 administrative fee by Student Administration if you miss the deadline.

The University will make every effort to avoid arranging exams on a Sabbath, holy day or religious festival for those students who have informed the TSA Examinations Section as required but the University reserves the right to hold exams on such days if no alternative time is possible.

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Jury Service

The normal expectation of Her Majesty's Courts Service (HMCS) is that everyone summoned for jury service will serve at the time for which they are summoned. It is recognised however, that there will be occasions where this is not considered reasonable.

If you are summoned for jury service, please contact your Personal Tutor immediately to discuss your application for excusal. Applications for excusal from students during term-time, and particularly during examination periods, will be deferred in the first instance. However, only in extreme circumstances will a person be excused entirely from jury service.

The University strongly advises that all students defer their summons.

If you are summoned for jury service during vacation but intend to work in order to meet financial or vocational commitments, you may also submit an application for excusal or deferral on the grounds of refused payment for loss of earnings.

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Illness

If you are unwell for a period of more than five days, you must submit a medical certificate, available from your Doctor, to your Parent School immediately on your return to University.

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Long-term or Indefinite Periods of Illness

If you are not well enough to continue your studies at the University, then you or your School can apply for temporary (or permanent) withdrawal on medical grounds. When you are well and can provide a certificate from your Doctor that you are well enough, you will be able to resume your studies.

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Immediate Temporary Exclusion Associated with Ill Health

If your Parent School considers you to be suffering serious ill health and you have chosen not to seek medical help and advice, the School can request that you be declared, by the University, medically unfit to continue your programme of study and you may be asked to withdraw. Once you have been declared medically fit by the University Medical Officer, you will retain the right of readmission to the University.

If you are required to withdraw under this procedure, you will be recorded as temporarily withdrawn from the University for reasons of ill health. The Office of Academic Appeals and Regulation will take the necessary action to have your student record amended and you will only be readmitted if and when you are declared medically fit by the University Medical Officer. Subject to this and the maximum registration period for the programme of study as allowed by the relevant Ordinance, you will retain the right of readmission.

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International Student Illness

If you are an international student in the UK with permission as a student and, as a result of illness, you need to extend your visa to complete your studies in the UK, contact the International Student Office for immigration advice immediately.

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Leaving the University before Completing your Studies for Reasons Other than Illness

You may find it necessary, for personal reasons, to leave the University either permanently or temporarily before completing your studies.

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Temporary Withdrawal

All requests to temporarily withdraw from the University are subject to the maximum time limit allowed for programme of study (full or part-time).

If you wish to leave the University temporarily you must:

Your Personal Tutor and the Student Counselling Centre are on-hand to offer any information, support and guidance you may need.

Before you make your decision to withdraw from the University, you are strongly advised to consider the possible financial implications of your decision - you may lose some, or all, of your student financial support. You should contact the LUU Student Advice Centre, Student Administration and/or your local authority to find out how your withdrawal might affect your future studies and the way you are funded.

If you are an international student, taking temporary withdrawal may have implications on your immigration status. You must therefore contact the International Office for advice immediately. The University will be required to report back any change of circumstances to the Home Office.

If you withdraw from the University temporarily after the eighth week of teaching in either semester, special rules apply. The reasons for your withdrawal must be sufficient to excuse you from any examinations that you have in January or May/June. If the reasons are considered sufficient by your Examiners, you will be recorded as 'absent ill' from your examinations. If however, the reasons are insufficient, you may be recorded as 'absent without good cause'. You must therefore consult your Parent School in these circumstances.

If approval is given for temporary withdrawal, it will be for a specified period of absence. No more than a one year period of temporary withdrawal will be approved at any one time. If you do not return to the University at the end of the approved period, you must contact the Head of your Parent School or request that approval for a further period of absence be sought from the Faculty Special Cases Committee.

If you withdrew temporarily on health grounds, you must supply written evidence from a doctor that you are fit to return to your studies before being re-admitted.

If you do not return to the University and do not contact your Head of School for further approval, you will be presumed to have withdrawn permanently from the University and your sponsors will be notified accordingly.

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Permanent Withdrawal

If you decide to leave the University permanently, you must complete a Leavers Form, available from your Parent School or Student Administration, stating your last date of attendance if possible, together with your reason for leaving. You must submit your signed and completed form, along with your Student ID Card, to your Parent School.

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International Students - Temporary or Permanent Withdrawal

If you are an international student in the UK with permission as a student and you are considering withdrawing from your studies - on a temporary or permanent basis - please contact the International Student Office for immigration advice before making your decision: www.leeds.ac.uk/international/studentsupport

Withdrawing from your studies may have implications on your immigration status and the University is required to report any change of circumstances back to the Home Office.

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Extension to Maximum Time Limit

Extensions beyond the maximum time limit will require the approval of the Committee on Applications. You should apply to your Parent School which, if it supports your application, will submit the necessary formal recommendation to the Committee through the Office of Academic Appeals and Regulation.

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Registration Confirmation Certificate

If you require a certificate to confirm your registration at the University, you should request one from the Student Services Centre Counter Services. Alternatively, the relevant form can be downloaded from the below website: www.leeds.ac.uk/studentservicescentre/counterservices/regcert.htm

You should allow 5 days for the certificate to be sent out to you. Alternatively, you can request and receive it at the SSC counter (while you wait). You will be asked to show your Student ID Card.

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Graduation

University of Leeds graduation ceremonies are held each year in July and December. You can choose to graduate at a ceremony or you can request to have your certificate sent to you (graduate in absentia). If you choose to graduate in absentia, once the certificate is sent to you, you are no longer entitled to attend a ceremony.

You will be asked to register your graduation choice online via the Student Portal during your final year of study. The process is similar to that of student registration where you have to navigate through various pages to confirm your personal details, legal name, programme of study, confirm your graduation choice, give information about special requirements and order tickets for yourself and your guests.

If you choose to have your certificate sent to you (in absentia) you can also request and pay for it to be sent through DHL delivery service via the online shop. If you choose this option, your certificate will be sent to you as soon as possible after each ceremony period.

Once you have completed this process, you will receive a summary of the information you have just submitted. If you have chosen to attend a ceremony, you will also receive a confirmation email.

If you have chosen to attend a ceremony but are then absent, you will be written to and asked to provide a new graduation choice by a given deadline. If you do not provide a new graduation choice by this deadline, your certificate will be sent to you and you will no longer be entitled to attend a ceremony.

For more information contact the Degree Ceremonies Office, Student Administration: www.leeds.ac.uk/ceremonies

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Diploma Supplement and Transcript

You will receive a Diploma Supplement and Transcript along with your degree certificate. This describes your period of study at the University - detailing award information, programme and modules of study and any additional information about any time you spent studying abroad or working in industry.

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Confirmation of Award

If after graduation you require evidence of your degree result you should contact Student Administration for a statement or transcript. The statement will set out details of the dates of your period of study and your award. The University will confirm the award of your degree directly with any employer or other Education Institution on their request.

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Continuing Your Studies at Postgraduate Level

If you are thinking of continuing your studies at postgraduate level at Leeds after graduating with a first degree, it's a good idea to ensure your intended Parent Graduate School knows this as early as possible as it can assist you with any applications for scholarships or grants that you might want to make.

For information on postgraduate programmes available at the University of Leeds visit: www.leeds.ac.uk/postgraduate/

For information on the Lifelong Learning Centre visit: www.leeds.ac.uk/lifelonglearningcentre/index.html

For information on the Research Student Administration visit: www.leeds.ac.uk/rsa/

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