These Regulations should be read alongside the General Provisions Relating to Academic Appeals, Conduct, Academic Offences, Student Complaints and Fitness to Practise.
1. Procedure
1.1 Introduction
1.1.1 Students may appeal to the Faculty Student Research Appeals Committee (FSRAC) against a decision of their School Postgraduate Research Committee about progression, assessment and/or award. If the appeal is unsuccessful students have the right to appeal this decision to the Central Student Research Appeals Committee (CSRAC).
1.1.2 The FSRAC comprises the Faculty Pro-Vice-Chancellor (or nominee) and a senior academic colleague. The CSRAC shall comprise a Pro-Vice-Chancellor (or nominee), who shall chair the meeting, and three Directors of Research or senior academic colleagues drawn from a panel from across the University, to include normally one representative from each of the Faculties within the University.
1.1.3 The process outlined in these Regulations is set out in a flowchart in Annex 1. Download a flowchart (Annex 1) detailing the academic appeals process (PDF).
1.2 Scope of the Procedure
1.2.1 Any registered postgraduate research student of the University may appeal to the FSRAC, on grounds, against a decision of their School Postgraduate Research Committee about progression, assessment and/or award.
1.2.2 There is no appeal against academic judgement. Academic judgement is a decision of an academic body about a matter, such as assessment, degree classification, research methodology, or course content/outcome. It is a judgement made about a matter where only the opinion of an academic expert will suffice.
1.2.3 The FSRAC and the CSRAC have the authority to consider and address other issues which may not be a substantive part of the appeal, but come to light as part of the Committee’s deliberations. The FSRAC/CSRAC may refer such matters back to the School Postgraduate Research Committee for further consideration, if appropriate.
1.2.4 In complex cases, where more than one procedure may apply, the Director of Academic Services shall decide which University Regulations shall be followed.
1.3 Decision Against Which an Appeal is Made
Students are not permitted to appeal the same decision of the School Postgraduate Research Committee or the same examiners’ decision on more than one occasion.
1.4 Late Appeals
Academic Appeals received after the specified deadlines will not normally be accepted. However, late appeals may be considered where a student demonstrates that they were unable to submit an appeal before the deadline due to circumstances beyond their control (e.g. hospitalisation). In such circumstances, students must submit a written statement with supporting evidence (e.g. medical documentation), to explain why they were unable to submit the appeal before the deadline, and why they are only now in a position to submit an appeal, together with the appeal documentation. The statement and any supporting evidence detailing reasons for a late appeal will be considered by the Head of Academic Affairs (or nominee), who will determine:
- That the student has evidenced sufficient cause for the late appeal to be accepted; or
- That the student has not evidenced sufficient cause for the late appeal to be accepted and the appeal will not be considered. This decision is final; there is no further internal right of appeal. However, a student may submit a complaint about maladministration to the Northern Ireland Public Service Ombudsman (see 5).
1.5 Suspension of Appeal
1.5.1 The University reserves the right to suspend progression of an appeal if the student behaves inappropriately. In such cases the Chair of the FSRAC or the CSRAC will suspend the procedures and will advise the student accordingly, including the consequences of this decision on the appeal and any conditions which must be met in order to reinstate the appeal. The student may also be referred for investigation under the Conduct Regulations and/or the Fitness to Practise Regulations, as appropriate.
1.5.2 Where a student is unable to participate in proceedings commenced under these Regulations for medical reasons, medical evidence will be required to confirm that this is the case. In such circumstances, any proceedings will normally be postponed until the student is deemed fit to participate by a medical professional, or the student confirms that they wish to proceed. Students deemed unfit to engage in the procedure will also be deemed unfit to study and will be required to take a period of temporary withdrawal until such time that they are deemed fit to return (see 1.20 of the Regulations for Students).
1.6 Deadlines/Timescales
The University will endeavour to meet all timescales set out in this procedure. It may however prove impossible to meet these timescales when key staff are on leave, or otherwise indisposed, or where the complexities of the case warrant extended scrutiny. Where it is not possible for the University to meet the deadlines, for whatever reason, the student will be informed.
1.7 Notification of Decisions
Unless otherwise stated, notification of a decision will be sent to the student and copied to relevant persons normally within eight working days of the decision being taken. If there is a delay in the decision being made, the student will be advised.
2. Stage 1: Appeals to Faculty Student Research Appeals Committee (FSRAC)
2.1 FSRAC Appeal
2.1.1 Students have the right to appeal to the FSRAC against a decision of the School Postgraduate Research Committee on student progression, assessment and award, including the following decisions:
- Appeal against a decision that a student cannot progress to doctoral study or is required to withdraw from their current programme of study. This includes students not allowed to progress on their current course and who are offered transfer to another research degree programme (and so their registration with the University is not terminated). Students are not thereby denied the right to appeal.
- Appeal against a decision not to award the qualification for which a student is registered. This relates to decisions made at the end of a student's research degree.
2.1.2 Students may request an appeal on any of the following grounds to Academic Affairs using the FSRAC Appeal Form:
- New evidence has become available which could not have been provided to the School (evidence that a student chooses to withhold from the School will not normally constitute new evidence);
- There has been a procedural irregularity which has had a demonstrable impact on the progress/assessment/award outcome;
- There is evidence of inadequate assessment on the part of one or more examiners in an oral examination;
- There is evidence of inadequate supervision. This refers not to the academic judgment of supervisors regarding the quality of students’ work, but rather to the adherence to University regulations, procedures and codes of practice for the supervision of postgraduate research students. The student shall be expected either to show that they took action at the earliest possible stage to deal with any alleged supervisory problems, or to explain why they did not take such action.
2.1.3 The FSRAC shall have no authority to alter assessment/award decisions.
2.1.4 The FSRAC Appeal Form must be submitted within ten working days of the date of the written communication stating the progression, assessment, or award decision to the Appeals, Conduct and Complaints Team. The grounds for appeal, with reasons, should be clearly stated.
2.1.5 Students who submit an appeal against a decision to require them to withdraw from their programme of study may normally, pending the outcome of the appeal, continue to study. Such attendance will not impact on the outcome of the appeal. Students must notify the Head of School that they will be continuing to study pending the outcome of an appeal. Where circumstances merit it, the Head of School may refuse permission for the student to continue to study, or conduct specific elements relating to their programme (e.g. fieldwork). Students who have submitted an appeal against a decision to require them to withdraw from their programme of study will not normally be permitted to participate in external placements pending the outcome of an appeal.
2.1.6 A student may withdraw an appeal at any time prior to consideration of their appeal by giving written notice to Academic Affairs.
2.2 Sifting/Review Process
2.2.1 If it is not clear that the student has presented sufficient evidence and / or a sufficiently compelling case, the student’s appeal and any supporting documentation submitted by the student before the FSRAC deadline will be considered by two senior members of staff (the Sifting Panel), who shall decide whether:
- the student has presented sufficient evidence and /or a sufficiently compelling case to be considered and refer the case to FSRAC; or
- the student has not presented sufficient evidence and / or a sufficiently compelling case to be considered and reject the appeal; for example*, where a student
- does not cite a ground of appeal
- clearly does not demonstrate grounds
- fails to submit necessary supporting documentation (e.g. medical evidence) before the FSRAC deadline
- requests an outcome which is not within the remit of the FSRAC to grant (see 2.1.3).
*The list is not exhaustive.
2.2.2 If the appeal is rejected by the Sifting Panel, the appeal will be reviewed by two senior members of staff (the Review Panel) who will either confirm the sifting decision or overturn the sifting decision. No further documentation will be accepted at this stage and the decision is made on the basis of the evidence presented at the time. The decisions of the Sifting Panel and the Review Panel are matters of judgment, where only the opinion of those panels will suffice. The decision of the Review Panel shall be final.
2.2.3 The student will be notified in writing, using their University email address, whether or not their appeal will proceed to be considered by the relevant FSRAC.
2.2.4 Where an appeal is referred to FSRAC, the appeal will be sent to the student’s School for a response. A response will also be sought from any other relevant departments e.g. Student Wellbeing Service, Accessible Learning Support (formerly Disability Services). The decision to refer the appeal for a response prior to consideration by the FSRAC should not be taken as an indication that the appeal will be upheld.
2.3 Response to Appeal
In responding to the issues raised in the appeal, the response should include copies of all correspondence relating to the case and other relevant information, as required.
2.4 FSRAC
2.4.1 The student’s appeal, the School response and the response from any other department will be considered by the FSRAC. A decision will be reached based solely on the paperwork.
2.4.2 The FSRAC may:
- Recommend that the School meets with the student to mediate a solution to help inform the outcome of the FSRAC.
- Dismiss the appeal, with reasons, and confirm the original decision against which the appeal is made.
- Uphold the appeal in part or full by choosing one of the following to vary the progression decision:
- Declare the Annual Progress Review (APR, including differentiation) null and void and direct that a new APR be conducted.
- Recommend to the School Postgraduate Research Committee (SPRC) that, for reasons stated, it reconsiders its decision.
- Uphold the appeal in part or full by choosing one of the following in relation to the final examination (assessment/award) decision:
- Declare the oral examination null and void and direct that a new oral examination be conducted. New examiners, including at least one external examiner, shall be appointed. There shall be no fewer examiners than for the original examination. The School shall not inform the examiners that they are conducting a re-examination on appeal. There shall be an oral examination, and the examiners shall submit independent and joint reports in the normal way.
- Recommend to the examiners that, for reasons stated, they reconsider their decision.
- Give the student permission either to revise the thesis and re-submit for re-examination within a specified time or to re-register for a further period of time to undertake more research before re-submitting the thesis. The FSRAC shall specify whether the thesis is to be re-examined by the same or new examiners.
- Apply on the student’s behalf for a concession to the Study Regulations for Research Degree Programmes.
2.4.3 If the appeal has been upheld on the ground of inadequate supervision the FSRAC may recommend to the School that one or more supervisors be replaced.
2.4.4 In exceptional cases, the FSRAC may decide to refer the case to the CSRAC for consideration with the student present. There shall be no appeal against a referral to CSRAC.
2.4.5 The decision of the FSRAC shall be communicated to the student within eight working days of the decision being made, giving the reasons in full and advising the student of their right to appeal to the CSRAC. Students will also be given all copies of information considered by the FSRAC.
3. Stage 2: Central Student Research Appeals Committee
3.1 CSRAC Appeal
3.1.1 Students may appeal to the CSRAC against decision of the FSRAC on any of the following grounds using the CSRAC Appeal Form:
- New evidence has become available which could not have been provided to the FSRAC (evidence that a student chooses to withhold from the FSRAC will not normally constitute new evidence).
- There has been a procedural irregularity by the FSRAC which has had a demonstrable impact on the outcome.
3.1.2 The CSRAC Appeal Form must be submitted to the Appeals, Conduct and Complaints Team within ten working days of the date of notification of the outcome of the appeal to FSRAC.
3.2 Sifting/Review Process
If it is not clear that the student has presented sufficient evidence and / or a sufficiently compelling case, the student’s appeal and any supporting documentation submitted by the student before the CSRAC deadline will be considered in accordance with the Sifting/Review process (see 2.2).
3.3 CSRAC Meeting
3.3.1 The CSRAC shall observe the following procedures:
- Students are required to attend to present their appeal in person before the CSRAC and shall be given at least five working days’ notice by email of the date and time of the meeting of the CSRAC.
- The student is required to confirm whether they intend to attend the meeting of the CSRAC. If the student does not confirm their attendance within the specified time, the appeal will be deemed to be withdrawn.
- If a student does not attend the meeting of the CSRAC, without good cause, the CSRAC has the right to consider the case and to reach a decision in the absence of the student and without further notice. It is the student’s responsibility to establish good cause to the satisfaction of the CSRAC.
- Where the student establishes ‘good cause’ to the satisfaction of the Chair, then the meeting may be re-scheduled unless the student has indicated that they wish the case to be considered by the CSRAC, on the basis of the paperwork alone, in their absence.
- The CSRAC shall be provided with copies of all documentation considered by the FSRAC and any further information or documentation submitted by the student in relation to their appeal to CSRAC. Where appropriate, the School may be required to provide a further response to the student’s appeal to CSRAC.
- The CSRAC may also require the Chair of the FSRAC (or nominee) to provide a written response to the student’s appeal.
- The CSRAC shall require the Chair of the FSRAC (or nominee) to attend the meeting of the CSRAC. A representative(s) from the School or any other relevant department may also be required to attend.
- If the Chair of the FRSAC (or nominee) or the School or other representative is unable to attend, the CSRAC may proceed in their absence.
- Where all parties in attendance, the student, the Chair of the FSRAC (or nominee) and the School or other representative(s) shall be present whilst the others present evidence. Only members of the CSRAC and of the secretariat shall be present while the decision is made.
- The CSRAC reserves the right to request and/or consider further evidence as it sees fit, and may reconvene to allow deliberations to be concluded. Where possible, the same Committee members will attend the reconvened meeting.
3.4 CSRAC Decision
3.4.1 The CSRAC may:
- Dismiss the appeal, with reasons, and confirm the original decision against which the appeal is made.
- Uphold the appeal in part or full by choosing one of the following to vary the progression decision:
- Declare the Annual Progress Review (APR, including differentiation) null and void and direct that a new APR be conducted.
- Recommend to the School Postgraduate Research Committee (SPRC) that, for reasons stated, it reconsiders its decision.
- Uphold the appeal in part or full by choosing one of the following in relation to the final examination (assessment/award) decision:
- Declare the oral examination null and void and direct that a new oral examination be conducted. New examiners, including at least one external examiner, shall be appointed. There shall be no fewer examiners than for the original examination. The School shall not inform the examiners that they are conducting a re-examination on appeal. There shall be an oral examination, and the examiners shall submit independent and joint reports in the normal way.
- Recommend to the examiners that, for reasons stated, they reconsider their decision.
- Give the student permission either to revise the thesis and re-submit for re-examination within a specified time or to re-register for a further period of time to undertake more research before re-submitting the thesis. The CSRAC may specify whether the thesis is to be re-examined by the same or new examiners.
- Apply on the student’s behalf for a concession to the Study Regulations for Research Degree Programmes.
3.4.2 If the appeal has been upheld on the ground of inadequate supervision, the CSRAC may recommend to the School that one or more supervisors be replaced.
3.4.3 The decision shall normally be confirmed in writing to the student, with reasons, within eight working days of the decision having been taken.
3.4.4 There is no further internal appeal against a decision of the CSRAC.
4. Central Monitoring and Record Keeping
4.1 Minutes of the meeting, including an individual note of each decision, shall be taken as a formal record of the meeting and retained.
4.2 The Director of Academic Services shall make an annual report on academic appeals to the relevant academic governance committee. Individual students shall not be identified in the report.
5. Northern Ireland Public Services Ombudsman
Upon notification of the University’s final internal decision, a student may submit a complaint about maladministration in the application of these regulations to the Northern Ireland Public Services Ombudsman (NIPSO) within six months of notification of the University’s final decision.
6. Further Information
6.1 For further information, please visit http://www.qub.ac.uk/directorates/AcademicStudentAffairs/AcademicAffairs/AppealsComplaintsandMisconduct/AcademicAppeals/.
6.2 Advice on these regulations may be obtained from the Appeals, Conduct and Complaints Team (email: appeals@qub.ac.uk).
7. Forms
The FSRAC and CSRAC Appeal forms can be found at: