19 Apr 13

EXCLUDING POSTGRADUATE STUDENTS FROM STUDY – GUIDE TO THE END STAGES

BACKGROUND

  1. Excluding a student from study is never taken lightly, as it removes the student from the university. However, good academic practice as well as the need to meet UK Boarder Agency regulations means that if a student is demonstrably failing to engage adequately (including making insufficient progress) then that student should be removed in a timely manner.The university policy on student withdrawal and exclusion from study[1]provides much useful information about the exclusion process, but we felt that supplementing this with a little more detailed guidance from the college would be helpful, particularly at the stage when schools feel that they have no other option but to start the formal exclusion process.
  1. This guidance note therefore describes the actions and timing of the steps when exclusion is to be invoked. Due to the length of their studies,Doctoral and MPhil students are more likely than are masters students to be at risk of exclusion for inadequate engagement, but the principle of this guidance can be applied to all PG students.
  1. Students must pay their fees, behave in accordance with the university’s discipline policy[2] and demonstrate adequate engagement with their studies, as specified in the DRPS[3] and at paragraphs 25 and 26 of the withdrawals and exclusion policy. Exclusion may be initiated for the following reasons:
  1. Inadequate Engagement:
  2. Non-attendance (eg not attending academic sessions, Registry census points);
  3. Non-matriculation (non-registration, non-attendance confirmed);
  4. Lapse of time (maximum period of study exceeded);
  5. Unsatisfactory academic progress;
  6. Disciplinary reasons;
  7. Debt.

SUMMARY OF SCHOOL/COLLEGE ACTIONS

  1. Exclusion due to debt is usually initiated by the Registry, but schools are likely to initiate exclusion for the other reasons. If exclusion is considered then schools and the college should comply with the requirements of the “Discontinuation” section (section 6.4) of the Degree Regulations[4]. The steps to exclusion are similar for any of these reasons and can be summarised as follows:
  1. At start of studies, schools make it clear to studentshow they must show adequate engagement, satisfactory progressand goodbehaviour.
  2. During studies, schools monitor progress and, when there are concerns, try to resolve the issues with the student. If this fails, then the school will write (and email) formally to the student giving them a specified period of time to respond adequately. If this fails, the school will request the college to initiate exclusion, including a summary of the steps taken to date. The college will write (and email) to the student telling him/her that s/he will be excluded with effect from a specified date, giving them the opportunity to respond. If no compelling case is made by the student then the college will request Registry to formally exclude the student.
  3. After the maximum end date is exceeded. If the student has not submitted his/her thesis then the school and college will initiate the actions as shown in para 4b above within two weeks of the maximum end date.

AT THE START OF STUDIES

  1. Schools should make all students aware explicitly how the school needs the student to demonstrate engagement and adequate progress, and the consequences of inadequate engagement or progress. In particular, students need to understand:
  1. how often they should communicate with their supervisors (typically at least monthly);
  2. that they must access their university email accounts routinely (typically at least weekly), and respond to requests for information as requested by the email;
  3. that demonstrating engagement is still required in the thesis writing-up period.
  4. that failure to communicate adequately is construed as non-engagement.
  5. that failing to complete studies by the maximum end date (eg submitting a thesis) risks exclusion due to lapse of time.

INADEQUATE ENGAGEMENT DURING STUDIES (INC WRITING UP YEAR)

  1. When inadequate engagement is identified - Supervisor. Engagement requirements will vary, both from programme to programme and also at different stages within a programme. The supervisor must immediately bring his/her concerns to the PG Director (either directly or via a nominated intermediary if the school requires this), if the student is demonstrating inadequate engagement (including inadequate progress). Typically, we would expect students to be in routine contact with their supervisors - perhaps monthly – and students should certainly respond to emails from their supervisors quicker than this; responding to supervisor’s emails within one week should be expected, and supervisorsshould leave it no longer than one month after an expected or requested communication from a student before escalating concern within the school. Other causes for concern would include:
  1. Failure to attend one or more scheduled (regular) meetings with supervisor without giving a reason;
  2. Failure to respond to two successive requests by email for meetings with supervisor;
  3. Failure to submit work to agreed deadlines, without good reason;
  4. Failure to attend other activities required by the supervisor, e.g. training or classes, without good reason.

In these cases, supervisors should collect and maintain an evidence trail – usually emails- showing when engagement activities were sought and the student’s responses (or lack of them).

  1. When non-engagement is confirmed – PG Director. If the PG Director concurs with the supervisor’s concerns, s/he should immediately (within one week) try to communicate with the student to set up a meeting to discuss his/hernon-engagement or lack of progress. The communication should:
  1. be made by email (to both the university and home email addresses) and by letter (to both the term-time and home addresses);
  2. specify a date by which the student must reply; typically no longer than 2 weeks after the PG Director’s communication.
  3. include reference to the student’s obligation (Code of Practice and Degree Regulations), the possibility of exclusion for non-attendance, and the likelihood of exclusion if the student fails to respond.
  1. If the student responds or attends the meeting as requested – PG Director. The PG Director will arrange for a follow-up review meeting to be held with the appropriate staff (including the supervisor), to assess progress. This meeting may end in a recommendation of exclusion for inadequate engagement or unsatisfactory academic progress, and the student will need to be made aware of this.
  1. If there is no student response – PG Director. If the student does not respond or fails to attend the meeting requested, the PG Director should:
  1. Try to communicate again with the student toconfirm (a) that the school has requested the college to initiate the student’s exclusion, (b) that the college would try to communicate with the student, and (c) the student would be given an opportunity to appeal any exclusion decision made.
  2. Alert the Head of the College PG Office about the student’s non-attendance, providing a summary of school actions taken to date to try to communicate with the student, and requesting college action to finalise the exclusion process.
  1. If the College receives a request from the PG Director. The College PG Office will consider all the facts, and if in agreement willimmediately (within one week) try to communicate with the student to ask him/her to respond immediately to explain his/her non-engagement. The communication should:
  1. be made by email (to both the university and home email addresses) and by letter (to both the term-time and home addresses);
  2. include reference to the student’s obligation (Code of Practice and Degree Regulations) to engage as required at all times;
  3. explain that if no compelling response was received by a date specified (typically no longer than 2 weeks after the college communication) then the student would be excluded with effect from that date.
  4. If excluded, the student would have the right to appeal to the university’s Appeal Committee, in accordance with the appeal regulations.
  1. If the student responds - College PG Office. The College PG Office will consider whether the student has made a compelling case for the exclusion process to be stopped, seeking advice from the school PG Director and college PG Dean as appropriate. The College PG Office will respond to the student, copy to the PG Director and supervisor, advising the student whether the exclusion process would continue or would be stopped.
  1. If there is no student response – College PG Office. If the student does not respond the College PG Office will:
  2. try to communicate again with the student to confirm (a) that as a direct result of lack of adequate communication the college had been left with no option but to exclude the student, (b) that the student was now excluded and was no longer a student at the University of Edinburgh, but had the right to appeal under the University’s appeal regulations.[5]
  3. Alert registry(copy to the PG Director and the student’s supervisor) that the student’s record should be amended to show that the student had now been excluded.

INADEQUATE ENGAGEMENT AT END OF STUDIES (EXCEEDS MAXIMUM END DATE OF STUDIES- LAPSE OF TIME)

  1. Students must complete their studies on or before their maximum end date of studies. Immediately after this date (within two weeks) supervisors should confirm with each student that s/he hassubmitted his/her theses to the College for examination. If the supervisor finds that a student has not submitted his/her thesis then the supervisor should alert non-completed students that there are four options:
  1. The student submits the thesis immediately in accordance with university requirements;
  2. The student applies for an extension of studies immediately in accordance with college requirements;
  3. The student withdraws from the university immediately without submitting for a degree;
  4. The university excludes the student due to lapse of time.

In communicating these options to the student the supervisor gives the student up to 2 weeks to respond. If the student does not elect one of the first three options above, then the supervisor will raise the issue with the PG Director who will take action in accordance with the previous paragraphs.

  1. I hope that this guidance is helpful and provides you with additional clarity about the steps to be taken if exclusion is being considered, particularly for lack of engagement or lapse of time.

Rick Kiralfy

Head of CHSS PG Office

ANNEX A– Exclusion due to Inadequate Engagement (Example School Template)

date

name

postal address>

(UUN>

Sent to emails: UoE student email account>, <home email account>

Dear <Name>,

EXCLUSION FROM STUDIES AT THE UNIVERSITY OF EDINBURGH – INADEQUATE PROGRESS[6]/ INADEQUATE ENGAGEMENT/ LAPSE OF TIME/

I have been advised that you have not[7]

been progressing adequately with your studies/

been engaging adequately/

submitted your thesis for examination.

I have therefore concluded that[8]

there is no realistic expectation of your being able to progress as required/.

your lack of engagement means that we can no longer support you as a student/.

you have exceeded the maximum end date allowed for your studies.

Accordingly, Ihave to inform you that the School will be recommending to the College of Humanities and Social Science that you be excluded from the University. You may initially contact me via email at <PG Director emailbut you must then contact the School in writing. You are invited to provide any comment you may have on your exclusion from studies, but any request to stop exclusion must include compelling and extraordinary reasons, with evidence.

This decision has been made under the terms of Section <specify the section number> of the university’s Withdrawal and Exclusion Policy[9]. This policy also explains the appeals and re-instatement process.

Yours sincerely

name of School PG Director

On behalf of the School Postgraduate Studies Committee

Cc <school PG Office administrator>, <Head of the College PG Office

ANNEX B– Exclusion due to Inadequate Engagement (Example Collegetemplate)

date

name

postal address>

(UUN>

Sent to emails: UoE student email account>, <home email account>

Dear <Name>,

EXCLUSION FROM STUDIES AT THE UNIVERSITY OF EDINBURGH – INADEQUATE PROGRESS[10]/ INADEQUATE ENGAGEMENT/ LAPSE OF TIME/

We are aware from the <Name of School> that you have not[11]

been progressing adequately with your studies/

been engaging adequately/

submitted your thesis for examination.

We have therefore concluded that[12]

you are unable to progress as required/

we can no longer support you as a student/

you have exceeded the maximum end date allowed for your studies.

Text for inadequate progress/engagement:

Accordingly, I have to inform you that you will be excluded from the University with effect from <date 2 weeks in the future>. You may initially contact me via email at <college administrator email> but you must then contact the College in writing. You are invited to provide any comment you may have on your exclusion from studies, but any request to stop exclusion must include compelling and extraordinary reasons, with evidence.

Text for lapse of time:

The end date of your maximum period of study was <date from EUCLID> and by this date you needed to have submitted your thesis for examination. As the College has not received your thesis I am writing to inform you that the College Postgraduate Studies Committee intends to exclude you from your studies with effect from <date – 2 weeks hence>. I have to advise you that once you are excluded you will no longer be a member of the University and will not be eligible to submit your thesis.

This decision has been made under the terms of Section <specify the section number> of the university’s Withdrawal and Exclusion Policy[13]. This policy also explains the appeals and re-instatement process.

Yours sincerely

name of college administrator>

On behalf of the College Postgraduate Studies Committee

Cc <school PG Office administrator>, <school PG Director>

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