Guidance for Schools

This guidance provides advice on best practice for Schools in relation to Student Support Meetings and responding to appeals to the Faculty Student Appeals Committee (FSAC).  It will also assist members of staff who are not familiar with the appeals process and guide staff attending the CSAC on behalf of the School. This guidance should be read in conjunction with the Academic Appeal Regulations (Taught Programmes).  Where there is any doubt, the Regulations take precedence over this guidance.

The guidance refers to information required by the FSAC to enable it to reach a fair and balanced decision.  It should also help to avoid further requests for information or clarification by Academic Affairs from Schools.  

Student Support Meeting

Schools are required to invite any student who has not met the requirements to progress, or who is required to withdraw, to a Student Support Meeting (SSM).

Where a student has failed one module and still has a further attempt, it may be considered sufficient (instead of calling the student to a SSM) to write to the student advising them of the Board’s decision.  If so, the School should set out clearly:

  1. The need to enrol for a resit and that this will be capped (if appropriate)
  2. The implications for the student of another failure
  3. The importance of disclosing any circumstances which they consider may affect their academic performance
  4. The contact details of the University’s support services: (Wellbeing Service and Advice SU)
  5. The contact details of the student’s Adviser of Studies or Personal Tutor should they wish to meet to discuss their academic situation further
  6. The option of coming to an SSM if they would like to discuss their academic situation.

Please note that Schools can choose to call students who have one fail in to an SSM if they wish – for example,where the School wants to be assured that the student understands the implications of further failures.

Students who should be called in to a meeting include those:

  1. Who have failed two or more modules
  2. Who have failed to meet an agreed academic target
  3. Who are ineligible for an award of a degree or other qualification on completion of the final stage of their studies
  4. Whose academic progress gives cause for concern
  5. Whose next attempt is their last before being asked to withdraw.

This list is not exhaustive and Schools should use their judgment in deciding if there are other students not listed in the categories above but who could benefit from attending an SSM.

Schools are required to have processes in place to ensure that the School Support Meetings include at least two members of senior School staff who are appropriately qualified to advise students on their progress; this may include administrative staff.  Where possible, Schools should ensure a gender balance in the membership of the meeting. Staff should be able to advise students on their progress, the programme regulations, their options and where to seek further and additional help, if required. 

The SSM has no discretionary powers to overturn decisions or consider evidence of exceptional circumstances.  The purpose of the meeting is to explain the academic progress decision to the student and to ensure that appropriate support is in place.  The meeting must take place within 10 working days of the publication of results. 

When meeting with a student it is recommended that the minutes of the School Exceptional Circumstances Committee and Board of Examiners’ meetings are available, so the student can be provided with an explanation of how the decision was reached, if indeed the student’s case was specifically discussed at the Board.  A note of the SSM should be made and retained to ensure there is a record of any issues raised or action agreed. The Standard Pro-Forma is suggested as an example of good practice. The student should be asked to sign the form and should also be given a copy.

It is also good practice that any advice given to a student by an Adviser of Studies or Personal Tutor about their progress or any referrals to support services be recorded in a follow-up email to the student.

If students bring new evidence to the SSM about why they believe they did not perform well in the examination / assessment, they should be advised to appeal only if the evidence could not have been provided to the School before the meeting of the Board of Examiners.  Where a student discloses that their performance has been affected by circumstances which may be considered to be personal and sensitive, they should be advised to contact the Directorate of Academic and Student Affairs (dasa@qub.ac.uk) as a matter of urgency for advice on the Personal and Sensitive procedure.  Students should be advised that the deadline for such applications falls three working days before the deadline for FSAC appeals (see Key Dates) and that it is incumbent on them to ensure that any application is submitted on time.

Should a student wish to appeal the decision of the Board of Examiners, they should be advised that their appeal must meet the grounds set out in the Academic Appeal Regulations (Taught Programmes).  For taught programmes, the appeals procedure is a two stage process:

Stage 1 – the appeal documentation submitted by the student and the School response will be considered by the Faculty Student Appeals Committee (FSAC) on the paperwork alone.  The FSAC comprises the Faculty Pro-Vice-Chancellor (PVC) (or nominee, who is a senior academic) and two colleagues at least one of whom is an academic member of staff. 

Stage 2 – a student may appeal against the decision of the FSAC on grounds to the CSAC.  The student will be invited to attend a meeting of the CSAC.

Guidance for students on Student Support Meetings is available on the Student Gateway.

Responding to Appeals

Sifting/review

Before sending an appeal to a School for response, appeals will be considered by the Director of Academic and Student Affairs (or nominee) and a senior colleague to determine whether the student has raised a prima facie case.  Appeals which are deemed not to raise a prima facie case will be rejected.  Any appeals that are rejected will be reviewed by a Pro-Vice-Chancellor (or nominee) and a senior colleague.

Those appeals which are not rejected at “sifting/review” will be sent to Schools for a response and then considered by the Faculty Student Appeals Committee (FSAC) – Stage 1. 

When a student submits an appeal on the ground of new evidence, the role of the FSAC is not only to establish if the evidence is new but also to determine whether it could have been disclosed prior to the Board of Examiners meeting.  

The majority of student appeals against the decision of the Board of Examiners cite the ground of new evidence.  Given the nature of the new evidence submitted by some students as part of their appeal, the School may be sympathetic to the student.  However, the School should indicate that they are supportive of the appeal only if it is considered that the student meets grounds.  The School must give reasons for being supportive – for example, the School accepts that the evidence is new and could not have been provided to the Board of Examiners or there had been a procedural irregularity which affected the student’s academic outcome.  Students will be provided with a copy of the School’s response.

To avoid any confusion, a School response should be factual and should include details of the Board of Examiners decision, a response to the grounds of appeal and any other issues raised by the student.

Grounds of Appeal

In terms of responding the students ground(s) for appeal, please address the following: 

New evidence 

  1. Was the School aware of this information? 
  2. Did the student make any attempt to inform the School of any exceptional circumstances? If so provide details.
  3. How did the School make the student aware of the guidelines for exceptional circumstances?

Procedural irregularity 

  1. Is there any evidence that a procedural irregularity took place? 
  2. Is there evidence that the procedural irregularity impacted on the student performance?

Inadequate supervision
(PG Taught only)
 

  1. Did the student inform the School of any concerns regarding inadequate supervision prior to submitting the appeal?  If so, give details.

Additional Information

The School response should include the following information:  

  1. Has the student referred to any other issues in their appeal that the School should respond to?
  2. Exceptional Circumstances: How does the School inform students of the Exceptional Circumstances procedure?
  3. Did the student submit a request for exceptional circumstances for this set of examinations/assessments? Has the student used the Exceptional Circumstances procedure in the past, either for exams or for coursework?
  4. Did the School set its own deadline for the submission of exceptional circumstances applications? If so, please provide evidence of how students were informed of the date.
  5. Was the student invited to a School Support Meeting and did they attend?
  6. If the School raises ‘fit to sit’ in its response, please provide evidence of how students were informed of the implications of ‘fit to sit’.
  7. Is there any other information the FSAC should know about?

Documentation required

  1. A copy of the Student Handbook
  2. A copy of any relevant application for exceptional circumstances
  3. A redacted copy of the minute of the Board of Examiners decision if the student’s case was specifically discussed at the Board meeting
  4. A copy of the letter notifying the student of the decision of the Board of Examiners.
  5. A copy of the module/programme specification or School Handbook if it will assist FSAC in understanding the context of the decision of the Board of Examiners.
  6. Copies of the records from any Student Support Meetings attended by the student
  7. Copies of emails or other information sent to students regarding the School’s ‘fit to sit’ policy, the Exceptional Circumstances Procedure or the Personal and Sensitive Procedure, if applicable
  8. Copies of correspondence to the student advising of support available to the student within the University, if relevant
  9. Copies of attendance records, if relevant
  10. Any other relevant information.

Data Protection

In accordance with the Academic Appeal Regulations (Taught Programmes) all information submitted by the School will be shared with the members of the FSAC (and, if the student appeals the FSAC decision, members of the CSAC), the student and their representative.  The School should ensure that all other students’ names and personal information are redacted and the information complies with the University guidance on data protection.

It should also be noted that most information supplied could be requested at a later date as part of a Subject Access request under Data Protection or a response to a complaint to the Northern Ireland Public Services Ombudsman (NIPSO); therefore, Schools are advised to forward all relevant information to the FSAC as part of the response to the appeal.

Submission of School Response

The School must forward a written response to the student’s appeal to Academic Affairs appeals@qub.ac.uk by the agreed date, together with the name of the staff member from that School who will attend the CSAC.

If the School is in a position to respond earlier than this deadline, this would be appreciated.

The FSAC Meeting

The FSAC will normally meet in March, July and September each year (following the three main diets of examinations).  Ad hoc meetings will also be scheduled if waiting for the next scheduled meeting would be detrimental to the student.  The FSAC will consider the student’s appeal and the School’s response on the paperwork alone so the School’s response must include all relevant information required by the FSAC to make its decision. 

The student will receive a copy of the School’s response and a copy of the Record of the FSAC Meeting setting out the FSAC’s decision.  

Decisions by the FSAC

The FSAC may:

  1. Dismiss the appeal, with reasons, and confirm the original decision against which the appeal was made
  2. Refer the matter back to the Chair of the Board of Examiners, with or without a recommendation*
  3. Uphold the appeal in part or in full, and may permit the student to re-sit or re-take a failed module(s)

*Where matters are referred back to the Chair of the Board of Examiners for consideration, a full meeting of the Board is not required.  However, the Chair should normally consult with at least two members of the Board e.g. The External Examiner and the Director of Education, when reconsidering appeals.  A record of decisions made through this process must be kept as an addendum to the minutes of the original Board of Examiners meeting.

In exceptional circumstances, the FSAC may refer the case to the CSAC for consideration with the student present.  There is no appeal against a referral to the CSAC.

The CSAC Meeting

The CSAC will normally meet in April, August and October each year.  However, ad hoc meetings will also be scheduled if waiting for the next scheduled meeting would be detrimental to the student. 

A student who is dissatisfied with the decision of the FSAC may appeal on grounds to the CSAC.  The student will be invited to present their appeal at a meeting of the CSAC.  A representative from the School will be required to attend to provide additional information to the CSAC if necessary.  The School will not normally be required to submit a further written response; however, the School representative will be expected to be able to answer questions about the School's procedures and practices, the student's programme of study and have knowledge of the student's academic appeal.

Academic Affairs will inform the student and staff member of the date and time of the appeal hearing normally five working days in advance of the CSAC hearing and will attempt to schedule the appeals from each School together.  However, due to a number of factors we may not have the flexibility to move the times of appeal hearings.  Many factors must be taken into account when scheduling appeals (such as the composition of Committees and the availability of members) and we would, therefore, ask for the co-operation and patience of all staff. 

Where the time between the first attempt at an examination and the resit is tight and a student’s progress may be impacted, it may be necessary to convene a CSAC at short notice (for example, between semester two examinations and the August resits).  Academic Affairs will give as much notice as possible.

Assistance from Academic Affairs

If you have a large number of appeals then by all means contact us and, depending on availability, a member of staff from Academic Affairs would be happy to visit your School to discuss how to respond.

If you have any questions about any aspect of the process please contact a member of staff from Academic Affairs:

Ms Estelle Leckey e.leckey@qub.ac.uk Ext 5333
Mr Brian Slevin b.slevin@qub.ac.uk Ext 3156
Mrs Sarah Rogan appeals@qub.ac.uk Ext 3002