Conditions of Enrolment

7/29/2019 Conditions of Enrolment

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CONDITIONS OF ENROLMENT

MAIN PARAMETERS

1. General

a. This document provides a formal statement of the Conditions of Enrolment which applyto both parties (i.e. the student and the OCA) from the point at which an enrolment fee isaccepted by the OCA until the student ceases to be active (for definition, see 3dbelow). By enrolling with the OCA, all students are deemed to accept these terms andconditions.

b. The Conditions of Enrolment are sent out to all students at the point of enrolment orre-enrolment and are also freely available on the OCA website. All students are urgedto read them prior to starting work on their course unit. Should any student be unable orunwilling to agree to the conditions set out in this document, a full refund is available ,provided the course materials are returned to the OCA Head Office in an as newcondition within 14 days of receipt (see 5a for more details).

c. The Conditions of Enrolment cover the contractual relationship between the student andthe OCA. There are, however, two other important documents which all students shouldbe aware of and are also freely available. These are:

the Student Regulations. These provide more details of the academic ruleswhich govern the interactions between students, the OCA and our validatinguniversity (the University for the Creative Arts - UCA). The Student Regulationsinclude the Academic Regulatory Framework which defines the parameters forobtaining an HE qualification. It also contains the more detailed versions ofpolicies and procedures such as Mitigating Circumstances or Tutor Transfers.

the Student Handbook. This document provides practical advice for students

on how to get the best out of their learning experience with the OCA. TheStudent Handbook contains an important Partnership Statement, developed

jointly with the OCAs Student Association (OCASA), which seeks to capturethe spirit of the relationship between students and the OCA; in particular thisexpands on the principle that both parties have responsibilities, as well asrights.

d. The OCA undertakes to consult with OCASA over any significant changes to theConditions of Enrolment. Interpreting what constitutes a significant change is for theOCA. However, OCASA representatives have the right to raise any concerns throughthe Teaching and Learning Committee.

2. Status as an undergraduate orpersonal development learner

a. In line with the OCAs open access policy, all students whose enrolment is accepted willhave access to tutorial support and will be supported to derive maximum value from theirstudies. However, not all those who enrol will be able to reach degree level standards or indeed will wish to complete the full degree programme. This leads to two parallelstrands of OCA learners: those who are studying with a view to gaining an HEqualification (undergraduates) and those studying for pleasure and personaldevelopment (personal development learners). Both groups study the same materialsand carry out the same assignments, but the type of feedback given by tutors will varyaccording to the strand1.

1 Students in the undergraduate strand will receive (potentially) more challenging feedback, pitched at therelevant HE level; while personal development students will receive feedback designed to raise their skills andunderstanding, but without necessarily reaching degree level.


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b. Students in the personal development learner strand cannot submit their work for formalassessment. Students on their first Level 1 (HE4) course unit who are undecided shouldseek advice from their tutor.

c. Students who start out in the personal development learner strand may be able to moveinto the undergraduate strand, provided their tutor agrees that they appear to have the

potential to reach the required standards. Such a decision has to be made before thedeadline for submitting work for assessment at the end of the first course unit, as it is notpossible to claim retrospective credits for units which were not assessed at the time.

d. It is the students responsibility to notify OCA Head Office if they decide (havingconsulted with their tutor) to change strands.

3. Coverage

a. These Conditions of Enrolment apply to all students enrolling on all course units at alllevels, irrespective of which strand they are on, other than where stated explicitly.

b. Separate Conditions of Enrolment apply to postgraduate students.

c. Students on the undergraduate strand will also be registered with the UCA. The dualregistration starts from the point at which work is submitted for assessment at the end ofthe first unit. From then on, students will be subject to the relevant regulations of theUCA, as well as those of the OCA. The OCAs Academic Regulatory Framework,included in the Student Regulations, is based on the equivalent UCA document andensures the two frameworks are consistent (and see Section 8 below).

d. The OCAs Conditions of Enrolment (subject to amendments, additions and otherchanges introduced from time to time) continue to apply during the entire period astudent is active or until they graduate2. Active students are defined as falling into oneof the following groups:

on-programme (course unit is in progress);

awaiting assessment of most recently completed course unit;

had work assessed within the last 12 months, but not yet re-enrolled;

on an agreed deferment from current course unit.

4. Entitlement

a. Payment of the enrolment fee for course units entitles all students to defined corecomponents. These fall into three groups (programme of study, advice and guidance,and community).

b. The core components underprogramme of study are:

a set of the course materials which provide a structured learning pathway;

individual tutorial support to provide feedback on assignments for a period of upto 24 months (other than when extensions are approved in advance);

a library of resources to support students learning pathways and widenunderstanding3;

assessment of work at the end of each course unit with a view to the award ofHE credits (undergraduates only), if successful.

c. The core components underadvice and guidance are:

2A student completing their final Level 3 (HE6) course unit ceases to be active from the point at which their

degree class is notified, following a Degree Board.

3 It is acknowledged that, as at 1st September 2012, coverage of library resources is limited. However, the OCAis committed to expanding the range of such resources as quickly as possible and progress will be reviewed bythe Teaching and Learning Committee on which students are represented by OCASA.


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an induction unit, to help students get the best out of their learning experience especially those who are new to HE and/or open learning4;

guidance materials to provide additional advice on key aspects of the teachingand learning model;

telephone and email support from OCA Head Office staff as and when

difficulties are encountered in following the chosen programme; access to reasonable learner support if financial or other barriers prevent

students from following their chosen programme.

d. The core components under community are:

interaction with fellow students through the OCA Student website;

membership of the OCA Student Association (OCASA);

access to student discounts such as the NUS Extra card.

e. There are other components which students are strongly encouraged to access (e.g.study visits, student generated initiatives). However, these are not part of the coreentitlement and their availability cannot be guaranteed across all subjects andgeographical areas.

f. The course unit fee as quoted is non-negotiable. In particular, any students unable orunwilling to take up one or more of the components listed above will not be entitled to apartial refund.

FINANCE AND ICT-RELATED

5. Financial aspects

a. For a period of up to 14 days after receipt of the course materials, students can claim afull refund by returning the materials complete, in excellent condition, securely packed

and by recorded delivery - to arrive at the OCA by the end of the 15

th

day. After thisinitial period, the materials will be deemed to belong to the student and will be non-returnable.

b. The OCA accepts that, for students living outside the UK, it will sometimes be unrealisticfor materials to be returned in the timescale set out in 5a. Where this is the case,overseas students must notify the OCA by email by the end of the 14th day if they wantto take up the full refund offer, providing a target date for return of the materials inexcellent condition, as described above.

c. Once the 14 days have elapsed, the OCA will still consider making a partial refund for aperiod up to 30 days of receipt of course materials. The amount to be refunded woulddepend on the level of the course unit but is calculated on the basis of charging for the

course materials, distribution costs, up-front fee for the tutor, and administrative costs but refunding the balance. Refunds are not payable after the 30 days have elapsed.

d. If students have paid for multiple course units up front, but decide to withdraw beforestarting a second or subsequent course unit, they will be entitled to a full refund for anycourse units not yet started, provided they inform OCA Head Office before the coursematerials are dispatched. For any course units where materials have already beendispatched but no assignments have been submitted, the provisions of paragraphs a, band c above will apply.

4At the time of issuing these Conditions (September 2012), the Induction unit was still being finalised. It is hoped

to have it available for launch during December 2012.


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e. Any refunds paid will be calculated on the basis of the fee actually paid by the student atthe time of enrolment, not the fee currently applying (if there has been a subsequentincrease).

f. Different fee levels apply depending whether students live in the UK, outside the UK butwithin the EU, or outside the EU. Up to date information on fees is always available on

the OCAs website at: http://www.oca-uk.com/help/fees-and-enrolment#d3g. Where students live outside the UK, OCA accepts no financial liability for any additional

costs that may be levied by customs offices, whether in the destination country or in anyof the countries through which OCA-related packages may pass in transit. Individualstudents will be responsible for meeting any such costs.

h. Fees for OCA course units and supplementary charges are adjusted from time to time.Such increases will be announced in advance and are normally introduced with effectfrom 1st September each year. OCASA will be consulted over any price increase inadvance, but the final decision rests with OCA Trustees.

i. Any price increases will only be applied from the point at which on-going students re-

enrol. No supplements will be levied mid-course.j. No refunds are made if students withdraw after the initial refund period, other than where

responsibility lies with the OCA. Students who are meeting their fees through instalmentpayments will still be responsible for paying the balance outstanding at the time ofwithdrawal.

k. The OCA reserves the right to suspend tutor support for any student who is paying byinstalments but falls behind with their payments. This will be reinstated when theoutstanding payments are received in full (although no additional time for study will begiven, unless an application for deferment or extension has been approved). Studentswho experience financial hardship should contact the Senior Academic Co-ordinator(Learner Support) immediately, so as to explore the scope for making special

arrangements.l. Any payments still outstanding after a period of 28 days will be referred to OCAs debt

collection agency and subject to a surcharge of 15% (plus VAT at the prevailing rate) tocover the collection costs incurred. Any such surcharges (including legal fees) will bethe responsibility of the student and are legally enforceable.

m. Any students with outstanding debts will not be permitted to submit their work for formalassessment.

6. Use of ICT

a. Given the open learning model of the OCA, it is essential that students are able to haveregular use of a computer with internet access (for exceptions see f below).

b. In addition, all students must be competent at carrying out basic tasks using a computer.Examples of basic tasks include receiving and sending emails, adding and openingattachments, searching the web, and opening and running files from the web5. Theremay be additional requirements applying to specific course units (e.g. access to, andfamiliarity with, notation software for Composing Music and photo-manipulation softwarefor Photography students). These latter requirements will be made clear in the coursematerials.

c. The OCA will provide limited support by email or phone for ICT queries directly related totheir OCA learning experience (e.g. issues with registering for the student website oropening a video on the blog). However, the OCA accepts no responsibility for providing

general technical ICT support.5

More details are given in the Admission Requirements document in the Student Regulations.


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d. It is students responsibility to maintain their computer in good working condition and toresolve any software issues that are not directly linked to the OCA websites or coursematerials.

e. All students are required to use effective, up to date virus protection at all times. TheOCA also commits to adopting best practice in securing and maintaining its systems.

However, the OCA cannot be held liable for any problems with students ICT equipmentarising from actual or alleged viruses or Trojans emanating from tutors or Head Office.

f. The OCA is willing to make occasional exceptions to the requirement for students tohave access to ICT (i.e. the position set out in paragraph a above). Exceptions mayinclude students with special or additional learning needs, or those in custodialinstitutions who are not able to use a computer or access the internet. In suchcircumstances, students must make the position explicit with the OCA Head Office at thetime of enrolling or within the 14 day window for full refunds. If the OCA is willing tomake exceptions to this general principle and provide a customised arrangement, thiswill be confirmed in writing (or by email) and the position explained to the tutor on thestudents behalf.

g. If the OCA turns down a request to deliver tutor services on a non-ICT basis at theoutset (i.e. as in f), a full refund will be given. However, if a student does not explain thesituation and gain exemption at the outset but subsequently withdraws as a result ofnot being able to carry out basic tasks using ICT that will not be grounds for any refundafter the 30 day window.

h. If any student were to become unable to use ICT, after having started the course unit ingood faith (e.g. because of a new medical condition), OCA would use its bestendeavours to keep providing tutorial support on a flexible basis and without additionalcharge. However, this cannot be guaranteed and students would be asked to provideevidence of the new circumstances (e.g. a letter from their doctor or qualified medicalpractitioner).

7. Data protection

a. The OCA will keep personal data of two types:

data which has a direct relevance to managing the learning process (e.g.contact details, tutors allocated, assignments submitted);

data which enables the OCA to monitor its open access, and diversity andequality policies (e.g. highest prior qualification reached, ethnicity). Data on thelatter is only reported in aggregate.

b. In defined situations only, the OCA will keep personal data concerning physical ormental health. Such situations arise when students notify additional needs, or are

applying for a deferral or extension on medical grounds.c. Personal and learning-related information directly relevant to individuals study will be

passed to tutors - but never to any third parties, without students express priorpermission.

d. Details about students personal finances will only be kept where they are directlyrelevant, such as in connection with making payments by instalments, or applications forfunding from the OCA Learner Support Fund or Student Finance England (or Wales orNorthern Ireland). Such financial records are destroyed as soon as they cease to bedirectly relevant.

e. The OCA is registered with the Information Commissioners Office and has its own DataProtection and Confidentiality Policy (see Student Regulations). All data will be held

under the provisions of that policy. In brief, information must be:

fairly and lawfully processed;


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processed for specified purposes;

adequate, relevant and not excessive;

accurate and up-to-date;

not kept for longer than is necessary;

processed in line with individuals rights; secure;

not transferred outside the European Economic Area without adequateprotection.

f. Students registered on a degree programme will also be asked to supply personal andlearning-related data for the UCAs records (for registry and accreditation purposes). Allsuch data supplied to the UCA will be held under the provisions of the latters own dataprotection policy.

ACADEMIC PATHWAYS

8. Academic Regulatory Framework

a. A number of key requirements, in terms of processes and timescales, are set out in theAcademic Regulatory Framework. These also deemed to be a part of the Conditions ofEnrolment, so far as undergraduates are concerned.

b. The full document is set out in the Student Regulations, but students attention is drawnin particular to the sections on:

maximum period of registration for a degree (i.e. 12 years) Section 2.36;

target period for completion of Levels (i.e. 4 years) Section 2.5

rules applying to interruptions (gaps between completion of one unit andenrolment on the next one) Section 2.6

withdrawals Section 2.7;

transfers between course units see Section 2.8;

assessment marks see Section 3.2;

deadlines for assessment events see Section 3.3;

deferred assessment see Section 3.4;

failure and re-assessment see Section 3.5;

appeals against assessment outcomes see Section 3.67;

plagiarism and malpractice see Section 3.9.

c. Students attention is also drawn to the Offensive Content Policy in the Student

Regulations. This expressly forbids the creation, display, production and circulation ofcontent which could be perceived as abusive or offensive - and applies to work in anyform or any medium.

9. Admission requirements

a. Although OCA course units are designed to be open access, there are three generalrequirements which apply to students enrolling on all course units, namely facility in

6Every effort will be made by the OCA in conjunction with UCA, our validating university to apply flexibility in

any instances where students were registered for the full degree prior to the introduction of this time limit.7

Please note that the only grounds for making an appeal against an assessment outcome are if the process itself

has been unfair or flawed in some way. In particular, there is no right of appeal against the grade awarded.Academic judgements made by the assessors are in any case subject to scrutiny by external examinersappointed by UCA, the validating university.


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written English, regular use of a computer with internet access, and basic ICT skills.More details are set out in Section 6 of these Conditions of Enrolment and theAdmissions Requirements document in the Student Regulations.

b. Students who enrol on course units without meeting these requirements will not beeligible for a refund unless a resolution has been agreed with the OCA from the outset

and confirmed in writing (or by email).c. Although not a requirement, students who have struggled with Level 1 (HE4) course

units (e.g. marks in the low to middle 40s) are strongly advised to talk through futureoptions with a member of the Academic Services team at Head Office before enrollingonto a Level 2 (HE5) unit. It is even more important to take stock between Levels 2 and3 (HE5 and 6); students are not normally recommended to go onto Level 3 (HE6) unlessthey have a good chance of completing their degree successfully; but the options arebest discussed on an individual basis.

10. Direct entry to higher levels

a. Those in the undergraduate strand must complete all the specified credits at each level

before progressing to the next level8. This requirement applies also in situations whereapplications have been made for credits to be awarded at the lower level byaccreditation of prior learning (APL). The application must have been submitted beforestudents may enrol on a higher level course unit.

b. Having completed the final course unit at one level (or having applied for APL to achievethe equivalent position), students are permitted to enrol straightaway on a course unit atthe higher level, before receiving the result of that assessment. However, if the outcomefrom the assessment (or APL submission) is a fail, they will be required to suspend/defertheir studies at the higher level until they have secured the credits required at the lowerlevel through resubmission.

c. In extreme cases (i.e. when students fail even on resubmission to gain the lower level

credits), the student would regretfully be withdrawn from the degree programme although they may qualify for an Exit Award. The student would also have the option ofcompleting the higher level unit as a personal development learner should they wish,provided it was clearly understood they would not be able submit their work forassessment, since they would no longer be registered with the accrediting university.

d. Any students applying to enrol on a Level 2 or 3 (HE5 or 6) without being able to provideevidence of having obtained all the credits at the lower level learning will be advised thatthey will be classed as a personal development learnerand not be eligible for formalassessment of the work on the higher level course unit (but see Footnote 8 for apossible exception). Such students will be required to complete a form indicating theirunderstanding of this position.

COURSE-RELATED

11. Updating of course materials

a. The OCA is continually improving its course materials9 and there will therefore beoccasions on which students will still be studying the previous version of a course unit,despite a revised one having been issued subsequently.

b. In such situations:

8There could be occasional exceptions to this general rule (e.g. students wishing to study the three Composing

Music units in sequence), but any such exemptions must be agreed with the Academic Registrar in advance and

confirmed in writing.9OCA will use best endeavours to give advance notice of plans for revisions of courses, so students should

usually be aware in advance if a new version of a course is imminent.


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students should continue to use the original materials, as sent out at thebeginning of their course unit;

tutors will continue to provide feedback on the assignments as defined in theoriginal version (if different);

work will be assessed against the criteria applying at the time of the original

course materials being sent out.

12. Withdrawing course units

a. The OCA will, from time to time, withdraw course units as they come to the end of theiruseful life and introduce similarly focused but more up to date course units.

b. In such situations:

OCA will give a minimum of 3 months notice of such withdrawals;

tutor support will be provided for (up to) the full 24 month period for studentsalready enrolled on the course units to be phased out;

credits for such units will continue to be valid for (up to) the full 12 year period

during which students must complete their degree programme.

13. Copying course materials

a. Students may copy10 excerpts from OCA-supplied course materials, provided it is fortheir own use in connection with their studies.

b. However, copying material for passing on to third parties outside the OCA is expresslyforbidden. Failure to observe this instruction would result in disciplinary action beingtaken against the student.

14. Allocation of tu tors

a. It is the responsibility of the OCA to allocate tutors to students for all Level 1 (HE4) andLevel 2 (HE5) course units. Generally, different tutors will be allocated as and whenstudents re-enrol, as there is benefit to the student from receiving different - butcomplementary - insights.

b. In exceptional cases (e.g. where students have an area of special interest), they mayindicate a preference for a specific tutor - but the OCA is not obliged to allocate therequested tutor.

c. For all Level 3 (HE6) course units, students have a right to indicate a preference for atutor on the list approved for that course unit. Whilst the OCA will use best endeavoursto make that tutor available, it will not always be possible. In these circumstances, theOCA will suggest suitable alternatives. If the preferred tutor is not available, this does

not constitute grounds for a refund, provided a suitably qualified alternative is offered.Definition of suitable in this context is a matter for the OCA.

15. Transfer of tutors

a. It is a shared responsibility between students and tutors to make this key relationshipwork effectively. The principles are set out in the Partnership Statement, included in theStudent Handbook.

b. However, if problems arise which cannot be resolved informally and amicably, studentsmay request a tutor transfer. The details of this procedure are set out in the Tutor

Transfer Policy in the Student Regulations.

10The reference to copying here is to photocopying or scanning for private use. Using excerpts from the course

materials in assignments, without appropriate references, would of course constitute plagiarism.


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c. If students are granted a formal deferral (see Section 17), it may not be possible toreallocate the same tutor, when they resume their studies. The decision will be taken bythe OCA on the basis of tutor availability.

16. Access to tu tor

a. The core entitlement (see Section 4) includes an allowance for receipt of individualfeedback from the allocated tutor for each of the assignments (typically 5 or 6) set for thecourse unit. Students in the undergraduate strand should also share their learninglog/blog with their tutors from time to time, since logs form part of the assessmentprocess. More guidance on this is provided in the Student Handbook.

b. Exercises and/or projects set out in the course materials (as opposed to theassignments) are provided to help students work towards the next assignment and arenot designed to be submitted to tutors. Tutors will try and help on request betweenassignments on an informal basis, but such requests should be contained withinreasonable bounds.

c. In order to give an idea of what would be reasonable:

small queries (say, requiring a 5-minute response) no more than one a week onaverage;

more complex advice (say, requiring up to half an hour in all, including drafting emailsor speaking over the phone) no more than one a month on average.

In any disputed situations, the interpretation of what is reasonable rests with the OCA.

17. Duration of course unit , including deferrals and extensions

a. Students have a period of 24 months, after dispatch of the course materials, withinwhich to complete the course unit. This allowance already builds in some slack forunproductive periods, since most students complete course units in around 9 to 15

months.b. If circumstances arise which place a question mark over students likelihood of being

able to complete the course unit in this timescale, they have a right to request a deferral(stopping the clock during the 24 month period for a defined period, after which theoriginal timescale is resumed) or an extension (putting the final deadline back).

c. Such requests must be made in good time, following the Deferrals Extensions andReinstatement Policy, as set out in the Student Regulations. Students may be asked toprovide evidence to support their case.

d. In considering such requests the OCA will take into account the progress made beforethe change in circumstances. In particular students should be aware that, if they havenot submitted at least 3 assignments during the original period, it is unlikely that anextension would be granted.

e. Undergraduates should note that the maximum period of registration for the full degreeis 12 years (for details see the Academic Regulatory Framework)11. This means that,over the period of study as a whole, the average time taken per unit needs to be under2years. This allowance takes into account the facts that parttime degrees elsewheretypically take 6 years (i.e. halfthe OCA allowance) and that most students take less than24 months to complete a course unit in any case.

18. On-line etiquette

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As stated in Footnote 6, every effort will be made by the OCA in conjunction with UCA, our validatinguniversity to apply flexibility in any instances where students were registered for the full degree prior to theintroduction of this time limit.


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a. All students participating in online forums and blogs must follow the rules of netiquette:netiquette is the term used for internet or network etiquette. Conventions include nottyping in capitals or enlarging fonts for emphasis, which is considered to be theequivalent of shouting.

b. Students are also required to exercise discretion over any references to tutors or other

students in forums, blogs or social networking sites, whether internal to the OCA orexternal. In particular, students must not make inflammatory or provocative commentsor give unbalanced accounts of incidents or interactions.

c. The OCA reserves the right to delete inappropriate comments on the student websiteand blog (WeAreOCA). The OCA will also take disciplinary action (see Section 22)against students who make comments which are inflammatory or provocative, or giveunbalanced accounts of incidents or interactions.

19. Packaging of student work

a. All students sending work in for assessment must package their work with great careand keep copies or a record of any work submitted, wherever possible. The OCA

cannot accept responsibility for loss or damage to any work submitted for assessment,however caused.

20. Use of student work

a. As a condition of enrolling on an OCA course unit, students grant the OCA a license toreproduce any of their work (including written work, photographs of art work, or originalmusical scores or photographs) for promotional purposes. In granting this license,students retain the copyright on their work.

PROBLEMS AND RESOLUTIONS

21. Complaintsa. Tutors and Head Office staff will, of course, provide support and encouragement; but

ultimately it is the responsibility of individual learners to commit to their studies, submitassignments and generally take ownership of their own learning.

b. Any students who are unhappy with any aspect of their experience with the OCA, shouldtake it up informally and in a timely manner with the individual concerned first, whereverpossible. If the issue cannot be resolved satisfactorily through informal channels, theyshould go through the stages set out in the Complaints Procedure in the StudentRegulations.

c. The Complaints Procedure is designed to cover circumstances which are not governedby detailed policies and procedures as set out in the Student Regulations. In situationswhen the procedure is already covered by specific policies, both parties (the OCA andthe student) must take the steps as set out in that document. In short, the ComplaintsProcedure is not available to be used by students where the correct procedures havebeen followed, but the outcome is not the one desired by the applicant.

d. Students have no right of appeal to UCA unless they are registered with that institution(see Section 3); and until the procedures in the OCAs own Complaints Procedure havebeen exhausted.

e. If students make a vexatious complaint (a complaint which alleges serious malpracticeon the part of the OCA but which, on investigation, is found to be clearly untrue), theOCA has a right to take disciplinary action (see Section 22).

f. Students may seek informal advice from OCASA, the OCA Student Association,regarding any aspects of their learning experience with OCA.


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22. Disciplinary action

a. The OCA reserves the right to cease providing tutorial support and/or to reject anapplication to re-enrol. Circumstances in which this may be applied include:

i. misuse or misappropriation of OCA materials;

ii. when the student has made a succession of complaints which are judged to beunfounded. In such situations, a point is reached beyond which it is in neitherthe students nor the OCAs interests to continue with a relationship which hasclearly broken down. 7 days written (email) notice will be given to the studentbefore such a decision is taken; and a partial refund will be given where not allthe assignments have been completed.

iii. when a malicious allegation is made against an OCA employee, fellow studentor tutor which, on investigation, is found to be wholly unfounded. In such asituation, no notice would be given and no refund would be payable.

b. In both of the above situations, students have a right of appeal to a sub-committee of theBoard of Trustees, whose decision will be final.

FACE TO FACE TUITION

23. Withdrawal of face to face mode

a. With effect from 1st September 2012 the face to face mode will no longer be available fornew enrolments. However, all students already enrolled on a course unit with face toface support will be able to complete that unit under the previous arrangements, subjectto the usual deadline of 24 months.

a. It will no longer be possible for students who have received face to face feedback tocontinue with previous arrangements once they have completed their current courseunit. They are reminded, however, that alternatives may be available (e.g. feedback via

Skype).b. If any students in the undergraduate strand feel this would seriously impair their chances

of completing their qualification they are invited to discuss their individual situation withthe Senior Academic Co-ordinator (Learner Support). No guarantee can be made thatalternative arrangements can be put into place - but the OCA will explore all reasonableoptions.

24. Provision of tutors dur ing period of phasing out face to face feedback

a. Whilst every effort will be made to honour existing commitments to students with face toface tutoring, it is possible that an existing tutor who provides face to face support mayresign before all students have completed their course units. In such circumstances

students will be offered an alternative tutor in the area, provided that one is available.However, in some instances there may not be an alternative tutor with expertise in thespecific subject area within reasonable travelling distance. If this happens, students willbe offered the open learning mode for the balance of the course unit.

b. If students felt strongly that they did not want to transfer to the open learning mode if atutor resigned and an alternative was not available in the area, they would be able toclaim a refund for the balance of the course unitnot completed. If agreed, this would becalculated on the following basis:

i. the cost of the materials is non-refundable;

ii. tutor fees for assignments which have already been completed are non-refundable;


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iii. tutor fees for all assignments not yet submitted will be refunded on a pro ratabasis without incurring any additional administrative charge (recognising thatthe situation is not of the students creation).

25. Cancellation of face to face sessions

a. In the period until the completion of the current face to face course unit, any studentswishing to cancel or reschedule a previously arranged feedback session for any reasonother than sickness or another emergency must give at least 5 working days notice totheir tutor. If cancellations are made less than 5 working days before a scheduledsession, the fee for that session will be forfeited unless students can demonstrate thatthe reason was sickness or another emergency; they will be required to providesupporting evidence in such a case.

b. If a tutor has to re-arrange a scheduled tutorial, every effort will be made to give asmuch notice as possible. The student will be consulted over the re-arranged time andtheir commitments taken into account so as to minimise any inconvenience. No refundis payable in these circumstances, unless the session has to be cancelled (as opposed

to re-arranged) and no suitable replacement tutor is available.


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Documents

Conditions of Enrolment