© City University London School of Community and Health Sciences

Updated August 2008

Regulations Guide

for Continuing Professional Development

(CPD)

September 2008

Assessment regulations, student support and guidanc e

This guide contains valuable information on Assessment Procedures, Policies and Guidelines for students on campus. Please read this section carefully.

School of Community and Health Sciences Incorporating St Bartholomew School of Nursing and Midwifery

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CONTENTS

CONDUCT...................................................................................................................................... 2

Guidelines for Professional Conduct ............................................................................................. 2

ASSESSMENTS............................................................................................................................. 3

General Information....................................................................................................................... 3 Presentation and Submission of Coursework ............................................................................... 4 Guidelines for Written Examinations ............................................................................................. 5 Extension/Deferral Policy .............................................................................................................. 7 Extenuating Circumstances Policy ................................................................................................ 10 Dyslexia ......................................................................................................................................... 13 Assessment Board and External Examiners ................................................................................. 14 Academic Misconduct.................................................................................................................... 15 Plagiarism – Definitions and Penalties .......................................................................................... 16 Reference Lists and Bibliographic Guidelines............................................................................... 18 Confidentiality Policy ..................................................................................................................... 19 Verification of Marks ...................................................................................................................... 20 Summary of Appeals Procedure ................................................................................................... 22

GENERAL ............................................ ........................................................................................ 24

Student Support............................................................................................................................. 24 Request Change of Student or Personal Tutor Form.................................................................... 25 Complaints Procedure ................................................................................................................... 26

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CONDUCT

Guidelines for Professional Conduct

Policy: This policy has taken into account various NMC guidelines, reports and procedures produced by the Nursing and Midwifery Council (NMC).

Purpose: To help students undertaking Continuing Professional Development at City University to

develop and maintain a professional aspect to their studies and colleagues.

1. Introduction As a student studying CPD at City University you are considered as a representative of the

University, the School and the professions. You should familiarise yourself with the following documents which provide guidance and advice on professional behaviour and conduct.

• City University Handbook • Regulations Guide • Guidelines, Policies & Procedures • For Nursing & Midwifery students, the Code of Professional Conduct (NMC April 2004)

http://www.nmc-uk.org/ 2. Identification – you must:

• Wear your ID at all times when on University premises 3. Accepting Responsibility – you must:

• Behave responsibly towards fellow students, staff and members of the public. • Accept responsibility for your own learning. Support each other; be prepared to claim ownership for

what you say and write; listen to others’ views and use acceptable language, verbally and in writing (e.g. completing evaluation forms).

• Be punctual when attending School based sessions. • Be accountable: accountability is a key element of professional practice (NMC [2002] Code of

Professional Conduct). 4. Further Help or Advice – is available from:

• Your Personal Tutor, Module Leader or Programme Director. • Head of Service, Student Counselling Service, City University, Health Centre,

20 Sebastian Street, London EC1V 0HE Tel: 020 7477 8094 email: coun@city.ac.uk

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ASSESSMENTS

General Information Introduction For details of your specific assessments for each module and pass requirements please see the assessment guidelines for each module. The policies and procedures set out in this handbook have been developed to meet the requirements of the University’s Ordinances and Regulations on Assessment. These can be found at: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc ?? Submitting Assessments The assessments must be submitted to the Assessment Help Desk at the West Smithfield Site (first floor) or Whitechapel Site (second floor) unless an extension has been granted by the Module Leader or Programme Director (see Request for Extension/Deferral in the following section). Note: it is your responsibility to ensure that your assessment is handed in on (or before) the deadline. Please ensure that the assessment and accompanying paperwork is legible, complete and properly filled in (i.e. your name is on the front sheet, and the correct Marking Record is included) and all documentation is secure in an A4 plastic wallet or folder. Failure to do so will result in confusion and, at the very least, cause unnecessary delays. Remember to keep a copy of each assessment before handing it in. Requests For Extensions/Deferral Refer to the Extensions/Deferral Policy in your Regulations Guide – extensions/deferrals will only be awarded in line with this policy. If you fail to submit/sit your assessment without an extension/deferral being granted you will automatically be awarded a Fail. It is important to note that if you have been granted an extension/deferral, this assessment will not be submitted/sat until the next submission/sitting date. Results Results will be published on the following Monday after the Assessment Board. All assessments and marking records can be collected from the Assessment Help Desk at the West Smithfield Site. It is your responsibility to collect your results. NB: Examination scripts are not returned, only the marking records.

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Presentation and Submission of Coursework

1. Assessment Guidelines You are strongly advised to read your assessment guidelines on how work is to be presented. If you do not follow these guidelines the marker can deduct marks for structure and presentation or the assessment may not be accepted. 2. Presentation • Use A4 lined paper • Leave a 1.5 inch left hand margin on each page • If hand-written, use wide lined paper • Use black ink (not pencil) • Ensure writing is legible • Typed essays must be in font size 12 (or above) and 1.5 line spacing • Use only one side of paper • Use only the standard title page included in the assessment guidelines: always attach firmly to the

front of the assignment – failure to do this could result in the assessment being lost • Ensure the word count is provided on front page • Attach separate page for contents list (if appropriate) • Number all pages, except title and contents pages • References must be presented in a recognised format e.g. Harvard or numeric (Vancouver) system and

marks will be deducted if they are not. • The purpose of appendices is to support the main text not to form part of its structure • Always keep a copy of your assignment • Enclose assignment in one plastic document holder/cover with a clear front cover • Do not insert pages into separate plastic wallets • Posters must be submitted folded to A4 size. 3. Word Limit It is standard practice to specify a word limit for formative and summative written assessments. The word limit is set so that you are able to cover the topic in adequate detail and depth, and to ensure that the focus of the assessment is maintained. The set word limit allows the student a margin of 10% under or over the specified limit, excluding appendices and references. Where the student is given a word limit range i.e. between 3500 – 4000, the 10% rule does not apply. All set word limits must be adhered to. If the work is more than 10% over the limit, it will be marked and full feedback will be provided, but only the minimum pass mark will be awarded to the assessment . 4. Reading of Draft Assessments Personal Tutors will read one draft plan and one draft of the assessment for first attempts and, in negotiation, additional drafts for second attempts to provide advice on developing the work. No drafts, however, will be read when there are only five working days left to the submission date.

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Guidelines for Written Examinations Before Examination • Consult the examination notice board and CitySpace to check the date, time and location of your examination • Arrive in good time for your examination. You will not normally be granted extra time at the end of an examination • Entrance to the examination hall will be half an hour prior to the official start time • Please note that on entry to the examination venue you are under examination conditions. No talking to other candidates is permitted • Listen to all announcements carefully. • Read ALL instructions carefully. • IT IS YOUR RESPONSIBILITY TO ENSURE THAT YOU ARE SI TTING THE CORRECT PAPER. Check the title of the paper, the module details and the duration. During Examination • All examination answer booklets will be provided by the University. You are not allowed to bring your own paper into the venue • You must supply your own pens and pencils • If you require assistance for any reason, stay in your seat and raise your hand. An invigilator will endeavour to assist you. • The University will not provide dictionaries or calculators. If their use is permitted, you must bring your own. Some departments do not allow the use of programmable calculators. You are advised to check the regulations concerning their use with the individual department. Where their use is permitted, an invigilator will clear the memory at the start of each examination. If you do not want the memory cleared, you will not be allowed to use the calculator . Personal organisers are not permitted. • Do not bring any unauthorised notes or other materials into the examination venue. This includes revision notes. Any unauthorised notes found on desks, in pencil cases, or calculator cases, etc. will be confiscated and reported. • MOBILE PHONES ARE NOT ALLOWED IN ANY EXAMINATION VE NUE. They are very disruptive during examinations, and should be left at home. The owner of a mobile phone that rings during an examination will be reported. After Examination • You must stop writing immediately when instructed to do so by an invigilator • Remain seated until an invigilator has collected your script and directed that you may leave • Leave the examination venue quickly and quietly. Remember that other examinations may continue after your examination has finished. Please show consideration to other students at all times.

School of Community and Health S ciences Incorporating St Bartholomew School of Nursing and Midwifery

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Academic Misconduct Students are reminded that they must comply with the University Ordinances and Regulations on the conduct of examinations. Any failure to do so may result in being reported to the Academic Misconduct Panel and/or exclusion from the examination. Situations that may lead to this include: • Possessing unauthorised material • Aiding or attempting to aid another candidate • Obtaining or attempting to obtain aid from another candidate • Talking or other disruptive behaviour University Policy on Sickness Certification when it Affects Attendance at Examinations Students who are prevented by ill-health from attending one or more examination, or whose performance on the programme and/or in examinations has been adversely affected by ill-health, are required to submit medical evidence of their illness. The evidence should normally take the form of a Medical Certificate. This form must be completed by a doctor, stamped with the practice stamp, and returned with an extenuating circumstances form to the relevant Help Desk. Where GPs prefer to use their own practice’s certificate, it is helpful if information set out on the form detailing the consequences of the period of ill-health can be provided. Other than in exceptional circumstances, the University will only accept medical certificates if certification occurs at the time of the illness. Medical certificates will be scrutinised by the appropriate officers and will not automatically be accepted.

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Extension/Deferral Policy Policy: This policy is to be followed when students have circumstances that affect their ability to

complete assessments and they need to seek a deferral or extension. 1. Introduction It is the student’s responsibility to ensure your assessments are submitted on time. Assessments must be handed in to the relevant Help Desk by 17:00 hours on the due date stated in the Module Handbook (unless the Programme Director or Theme/Module Leader informs the students of an alternative date, in which case the student must be informed at least four weeks in advance of the new date). Assessments may be submitted from four weeks prior to the final submission date but any assessments not submitted by 17.00 hours on the fin al submission date will be awarded a Fail for non-submission unless an extension/deferral has bee n granted. If a student decides to send an assessment in by post they should post it by Recorded/Registered Post/Special Delivery direct to the Assessment Help Desk addressed to: City University, City Community & Health Sciences, Assessment Help Desk, 20 Bartholomew Close, London EC1A 7QN in good time for it to arrive by 17:00 on the due date. Assignments must not be given or sent direct to the Programme Director or Theme/Module Leader and any assessment that is will be classed as a non-submission and will be recorded as a fail. All students are strongly advised to keep a photocopy of the assignment. 2. Extension/Deferral Examples of possible grounds for negotiation of an extension include the following: • The student is undertaking a 2nd or 3rd attempt at a previous assessment concurrently • The student is ill (certificated) • Compassionate grounds e.g. bereavement or serious family illness A student wishing to negotiate an extension/deferral must first contact the relevant theme/module leader or programme director. If, after discussion, the student decides to apply for an extension, the student should take the following steps: (i) A student on a pre registration programme should complete the extension request form and send this to the appropriate module leader. The letter should be received no fewer than 5 School working days before the due date of the assessment. (ii) The circumstances under which the claim is made should be stated. (iii) Documentation that might support the claim (e.g. medical certificate or evidence of other mitigating circumstances) must be enclosed. The decision of the programme director or theme/mod ule leader is final. 3. Notification of a negotiated late submission The programme director or theme/module leader must inform the Assessments Team immediately of any extensions using the Extension Granted coversheet. 4. Failure to meet the new date

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Programme directors and theme/module leaders should make students aware that unless there are extenuating circumstances (i.e. affects student’s completion date) extensions will be processed with the next submissions. If the student fails to meet the new contracted date, the grade awarded will be a fail. 5. Marking late submissions Markers receiving non-authorised late submissions will not mark the work. A letter will be issued informing you to collect your work from the West Smithfield Help Desk and you will be awarded a fail mark.

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School of Community & Health Sciences

Student Assessment Extension/Deferral Request Form

Name of Student

Current Module

Programme (Dip/BSc/PGDip)

Cohort and Branch

Assessment extension/deferral being requested for

Original submission/sitting date

Personal Tutor Name

Have you informed the Personal Tutor? Yes/No

Have you any extensions on other assessments?

Yes/No If yes please list them:

Please briefly state your reasons for this request below. Evidence must be provided – please attach evidence and take it to your module leader. Date form completed:

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Extenuating Circumstances Policy Scope: For all students studying at City University Extenuating Circumstances are defined as ‘non-

academic circumstances beyond the control of a candidate’.

All cases of Extenuating Circumstances will be considered by a panel appointed by the School’s Board of Studies.

For further policy information please refer to the policy at http://www.city.ac.uk/adu/dps/aps/22.doc and the University’s Ordinances and Regulations: http://www.city.ac.uk/quality/procedures/uni/consideration_extenuating_circs.html

1. Introduction If a student feels that there are extenuating circumstances that have affected an attempt at an assessment, the student must complete an extenuating circumstances form and submit this no later than ten working days after the date of sitting or submitting their assessment with the appropriate evidence to the Help Desk at the West Smithfield or Whitechapel Site. Extenuating Circumstances must be submitted separat ely from the assessment. 2. Examples of Extenuating Circumstances Examples of circumstances that will be considered include:

• Death of a close family member, partner or close friend • Sudden serious illness of a close family member, partner or close friend • Awaiting results of medical tests that might affect performance • Personal distress caused by situations, such as a serious fire within the home • Circumstances that have led to inability to attend an examination, such as a transport strike or an

accident.

N.B. Circumstances such as disk/computer/printer failure are not acceptable. 3. Information to Support Application The extenuating circumstances panel will only consider applications submitted using the correct form (available from the Help Desks). If the form and/or any of the information below is not submitted, the Board will not consider the circumstances.

i. Full name of the student ii. Programme title and module title iii. Cohort iv. Title of assessment affected (all assessments this relates to must be indicated clearly) v. Nature of the extenuating circumstances vi. Evidence to support extenuating circumstances (This may include doctor’s certificate/ /crime report.)

Circumstances of a very personal nature should be sent in a sealed envelope marked Confidential – for Chair only and should be accompanied by a covering letter. The circumstances will be considered by the Chair and will not be read to the rest of the panel. If a case of extenuating circumstances are accepted prior to the publishing of results, that case cannot be used again after the publishing of results as part of a School appeal.

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4. Notification of Acceptance/Non-Acceptance of Ext enuating Circumstances All students will be notified in writing of acceptance or non-acceptance of extenuating circumstances, with reasons stated if not accepted. A copy of the letter and the circumstances will be retained on the student’s file. 5. Tutorial Advice If you have seen your personal tutor about the circumstances and they advised you not to sit/submit the assessment then the extenuating circumstances panel will not normally accept the extenuating circumstances.

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APPLICATION FOR EXTENUATING CIRCUMSTANCES FORM

(Section A to be completed and signed by student)

N.B. This must be submitted within ten days of the submission/sitting date

Student’s Name: Intake/cohort (e.g. Sept 2008):

Programme (e.g. MSc Nursing):

Assessment extenuating circumstances related to (e.g. Essay):

Date of Assessment Sitting/Submission:

Reasons for extenuating circumstances: Evidence being used (must be attached ):

Section B – student to ensure completion by, and si gnature of, Personal Tutor/Module Leader/Theme Leader

The student did not see me prior to sitting or submitting the assessment I have discussed the extenuating circumstances with the student and advised the student that: TICK ONE BOX ONLY

they should not sit/submit the assessment and should seek a deferral

they should submit the extenuating circumstances and I support the application

I am unable to support the application (see further information in separate letter sent to the Chair of the extenuating circumstances panel)

Date student contacted you first about this: ………………………………………………………………………………………. Personal Tutor/Module Leader/Theme Leader Name: …………………………………………………………………………… Personal Tutor/Module Leader/Theme Leader Signature: ……………………………………………………………………….. Date: ……………………………………………………………………………………………………………………………………

I confirm that the extenuating circumstances presented are genuine and have not been submitted on any previous occasion.

Student’s signature: …………………………………………………………………………. Date: ………………………………

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Dyslexia Students with dyslexia or who suspect that they may have dyslexia should contact the Dyslexia Support office via the Student Centre. Please see the website for more information: http://www.city.ac.uk/disability/dyslexia_support_unit/index.html Examinations Extra Time Dyslexic students should be allowed extra time to complete examinations. To claim extra time in an invigilated written examination, any dyslexic student must obtain a report from a chartered psychologist. You must arrange an appointment with the Dyslexia Support Co-ordinator at Northampton Square and take the report with you. Copies of the report should also be given to the Programme Director or Theme/Module Leader. The Dyslexia Support Co-ordinator will then make appropriate recommendations, and these will be conveyed to the Assessments Officer and the relevant Programme Director will be notified. The Programme Director should provide the student with a statement on School letterhead verifying the allocation of additional time for the examination. The student must take the letter to every invigilated examination. Before every examination the Programme Director or Theme/Module Leader must notify the following staff that a dyslexic student is sitting the examination and provide the student’s name:

• Assessments Officer • Resources team (to book a separate room) • The senior invigilator before the examination

The student will be permitted an additional 15 minutes examination time for each whole hour and pro rata for parts of an hour to enable you to complete the examination. In addition any further recommendations made by the dyslexia support co-ordinator will be arranged. Marking and moderation of the invigilated written e xamination paper • The marker and moderator should be informed that the student is dyslexic. As the invigilated examinations are blind marked, the student should be asked to place an asterisk/sticker above the table number box of each examination book used. • The student should not be penalised in relation to spelling and grammar. Borderline pass/fail marks for invigilated written examinations When the marks are discussed at the Assessment Board, the Board should be made aware of any dyslexic student who may be a borderline pass/fail. The Assessment Board is to consider the marks in the light of this information and may advise that a viva voce be held before a final decision is reached. A viva voce should always be held when a student has a borderline pass/fail mark in a final attempt at an examination. Coursework and practice based assessments There is no specific guidance in relation to these assessments. It is felt that these assessments do not require special recommendations as they are different in nature from invigilated written examinations and the student has sufficient time to complete them. Support Support is offered by the Dyslexia Support Co-ordinator who can be contacted at dyslexia@city.ac.uk.

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Assessment Board and External Examiners

The Assessment Board is responsible for considering and agreeing all assessment results and making decisions about whether students have met all the requirements of the programme. Any extenuating circumstances submitted by students, such as ill-health, are considered by the Extenuating Circumstances Panel, the recommendations from which are presented to the Assessment Board. Every taught course has at least one External Examiner whose job it is to ensure that assessments have been carried out fairly and consistently and that standards are in line with other UK higher education institutions. The External Examiner(s) will review, evaluate and moderate the assessment process carried out by internal examiners. The External Examiner(s) will also provide a written report on the assessment process and on the standards of student attainment. The Board of Studies considers External Examiners’ reports and is required to respond to issues accordingly.

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Academic Misconduct Definition: Academic misconduct is any action that produces an improper advantage for the candidate

in relation to his or her assessment or deliberately and unnecessarily disadvantages other candidates. It includes, but is not limited to, such offences as plagiarism, impersonation, collusion and disruption.

Academic Misconduct Panel The Academic Misconduct Panel shall consider all reported cases of academic misconduct. The Panel shall comprise senior members of academic staff drawn from a pool to be appointed by the Board of Studies on an annual basis. The pool shall comprise senior members of Academic Staff. The Personal Tutor shall not be a member of the Panel but may be present in an advisory capacity. Cases of suspected academic misconduct shall be reported to the Panel without delay. In the case of academic misconduct discovered during an invigilated examination, the invigilator in charge shall take such immediate action, as he or she considers necessary, and shall report the matter to the Academic Misconduct Panel. Cases of Academic Misconduct Where academic misconduct is alleged, the student shall be given the opportunity to present his or her case to the Panel. The Panel shall investigate each case and shall:

� Decide whether or not academic misconduct has taken place � Recommend the appropriate penalty, taking account of the severity of the offence and intent

� Recommend, where the School or Institute Panel considers that the complaint is so serious that it

should be dealt with under the University’s Disciplinary Procedures, that the matter should be referred to the Academic Registrar as a complaint of misconduct and this may result in expulsion from the University.

Full details of this procedure may be found in the University Assessment Regulations: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc#_ACADEMIC_MISCONDUCT The University recognises there are different levels of academic misconduct to be considered when determining appropriate penalties. Assessment Board The Panel shall report its decisions and recommendations to the Assessment Board for the appropriate programme. The Assessment Board shall normally only consider requests for consideration of academic misconduct received via the Panel. The Assessment Board shall consider the decisions and recommendations of the Academic Misconduct Panel and shall take these into account when agreeing the marks of candidates and making decisions concerning progress and award.

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Plagiarism – Definitions and Penalties Definition: “Plagiarism is passing off the ideas or words of someone else as though they were your

own. It applies equally to the work of other students as to published sources.” How to Avoid Plagiarism All work is marked on the assumption that it is the work of the student: the words, diagrams, computer programs, ideas and arguments should be your own. However, much coursework will be based on what you have read and heard and it is important that you show where, and how, your work is indebted to others. You are therefore advised as follows: 1. Copying Never copy anything without explicit acknowledgement as described below under ‘quoting’. This includes copying the work of other students. 2. Quoting Quotation directly from a book or paper is entirely acceptable, provided that it is referenced properly:

� Quotations should be in inverted commas. � Sources should be given in a format which would enable another person to look them up easily, for

example by number footnotes or quick reference (e.g. Smith, 1986, pg 89) with a more detailed source in the bibliography at the end.

You should list the sources used in a bibliography or reference section at the end of each piece of work following the correct system. The system preferred by the School is the Harvard system. Please see the section of this handbook and citation guide on the CD, which provides detailed guidelines on quoting and how to reference your work. 3. Paraphrasing Paraphrasing means putting someone else's ideas into your own words. It does NOT mean copying whole sentences or phrases and replacing some words with others of similar meaning which is a form of plagiarism. Paraphrasing is entirely acceptable provided that it is acknowledged. A rule of thumb for acceptable paraphrasing is that an acknowledgement be made in every paragraph. There are many ways in which such acknowledgements can be made e.g. "Smith goes on to argue that ..." or "Smith provides further proof that ...". As with quotation, full details of the source used must be given at some point in the work. 4. General Indebtedness Students should err on the side of caution if drawing their ideas from one or several sources. In this case, the source should be mentioned and, if the ordering of evidence and argument or the organisation of material reflects one particular source, then this should be stated. When in doubt, students should seek advice from their tutor to ensure that the presentation of their work is in line with University requirements. 5. Allowing Work to be Copied Please note that copying the work of another student is no different from plagiarising published sources. Students who plagiarise work and students who knowingly allow their work to be plagiarised will be subject to the same penalties. 6. Penalties for Plagiarism

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Plagiarism is a very serious offence against scholarship. In each possible case, you will be referred to the Academic Misconduct Panel. In each case the penalty will apply to the relevant assessment and the type of plagiarism. See list below. Penalties The list below indicates the possible penalties but is not exhaustive.

1. The penalty for plagiarism, even for a first offence, is to award 0% for the piece of work concerned. 2. A record of the offence will be retained and placed on the student’s file and may be revealed to

external agencies when a reference is requested for that student. 3. Students found guilty of a repeat case of plagiarism are likely to face expulsion from the University. 4. Students who allow their work to be plagiarised by another student will be treated in exactly the

same way as a student who has plagiarised their work. No differentiation will be made.

7. Declaration AT REGISTRATION, STUDENTS SIGN AN UNDERTAKING TO OBSERVE AND COMPLY WITH THE UNIVERSITY’S ORDINANCES AND REGULATIONS, WHICH EMBRACE THE RULES ON ACADEMIC MISCONDUCT. IN ADDITION, THE UNIVERSITY RECOMMENDS THE USE OF COVER SHEETS FOR ALL ASSESSMENTS AND COURSEWORK (INCLUDING THOSE SUBMITTED ELECTRONICALLY), WHICH STUDENTS SHOULD SIGN TO CONFIRM THAT THE WORK SUBMITTED IS THEIR OWN. Any student who is unclear about the rules regardin g the use and referencing of other people's work or ideas should seek advice from their personal tut or in advance.

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Reference Lists and Bibliographic Guidelines

Students are expected to present research and evidence-based essays and assignments. Books, journal articles and other sources used in the preparation of such work must be acknowledged. Quotations, statistics other people’s thoughts and ideas and pieces of information that are not obvious pieces of fact require a reference. Many students find citation practice difficult. In each of your assessment guidelines you will find that there are marks awarded specifically for the quality of your referencing. This does not just cover the quality of the sources you have used, but that you have adhered to the rules of the citation system in use within the School. By learning to cite references properly you will have gained a skill, which is necessary in all scholarly activity. For detailed information on how to reference accurately, please refer to the citation guide included on your CD, CitySpace and also on the website: http://www.city.ac.uk/library/ls_cchs/nm_citation_practice.html

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Confidentiality Policy Policy: To ensure students know the importance of maintaining confidentiality in assessment work

and are aware of the penalty for breaching this. In all assessments (Coursework Assignments, Practice Assessments, Examinations etc) you must comply with the following to protect confidentiality: • For all assessments, the areas listed below are to be referred to by a pseudonym:

o Patients o Relatives o Members of Staff o Wards/Health Centres o Hospitals/Trusts o Lecturers o Voluntary Organisations o Patients addresses, hospital numbers, GP etc. must not be given for any reason

• The use of pseudonyms should be made explicit through a statement such as: ‘Pseudonyms have been

used in order to protect the confidentiality of the identity of individuals referred to in the assessment (except for assessors of practice)’ and a suitable reference included such as NMC Code of Conduct (2004).

• If policies and other documents from Trusts/Independent Sector placements are publicly available i.e.

published as a book or on the web these can be referred to but if the information is available to staff only it may not be referred to

Students should note that: • If any of the areas listed above have been given in an assessment, this assessment mark will be

withheld until the above has been rectified.

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Verification of Marks

Introduction UNDER REVIEW – SARAH GRINT The University Examination Regulations permit you to ask for your marks for examinations, coursework and projects to be verified. The procedure is available for students who wish to verify: • That the marks awarded were accurate – believing that a mistake may have occurred in the addition of

marks (a clerical check). • That the marks awarded were reasonable – believing that bias or unfairness may have occurred in the

marking process (an internal or internal/external rescrutiny – please note the clerical check is also included as part of this procedure).

The verification of marks procedure in respect of examinations and projects is administered by University Registry. Queries concerning coursework results should be referred directly to departments. Application for Verification Students who wish to make an application under the procedure for the verification of marks are asked to note that: • Verification does not constitute a remarking of a script but is designed to check that the original mark is

reasonable. • Requests for the clerical check or the internal/external re-scrutiny may only be made on the grounds

outlined in paragraph 1 (above). Requests made on any other grounds will be ruled inadmissible and students notified accordingly. In particular, the verification system is not intended as a means of submitting extenuating circumstances or complaints about the assessment process.

• The procedure cannot be used to address issues relating to examination performance adversely affected

by personal circumstances or circumstances of the examination itself. Concerns relating to personal circumstances or the circumstances of the assessment should be pursued under procedures for extenuating circumstances and complaint detailed in individual programme handbooks.

In the case of an internal/external re-scrutiny of a failed assessment, you should note that the assessment may have been seen by the external examiner as part of the University’s process to confirm results. In such circumstances, the external examiner will be asked to judge whether the information provided by the student regarding the case for bias or unfairness should lead to a revision of the marks awarded for the assessment. Where there is only a short period between the first sitting of assessments and resits, students who are required to resit any assessments must proceed with the resit in the usual way and at the usual time and must not delay that process pending the result of the verification of marks procedure. Levels of Scrutiny Available There are three levels of scrutiny under the verification of marks procedure:

• Clerical Check (£10): This is undertaken by the School or Department to ensure that each script has been completely marked and the marks correctly added. A minimum of six weeks should be allowed for this .

• Internal Re-scrutiny (£25): This is undertaken by an internal examiner other than the original of

the script to confirm whether the original mark was reasonable. A minimum of ten weeks should be allowed for this.

• Internal/External Re-scrutiny (£65): This re-scrutiny is undertaken by an internal marker (other

than the original marker) in the first instance and then forwarded to an External Examiner to confirm whether the mark awarded was reasonable. A letter giving clear and concise reasons for the request must accompany applications for an internal/external re-scrutiny. A minimum of four months should be allowed for this.

Requests made on grounds other than those permitted under the procedure will be ruled inadmissible.

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All documentation and marking record must be submitted upon time of application. When a student requests a dissertation or a piece of coursework to be verified, it is the student’s responsibility to supply the original work. Students who wish to apply for the verification of marks must use the appropriate form, which can be obtained from the Registry Exams Office (E141) or from http://www.city.ac.uk/exams/verification.html. Students must return the completed form with the correct fee to the Registry within four weeks of the date of the notification of their results. The Registry office will write to the student concerned, notifying them of the outcome of the verification.

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Summary of Appeals Procedure What follows is a summary of the appeals process – for full details please consult the University Assessment Regulations: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc A student may request a review of an Assessment Board’s decision on the grounds set out below. This request, considered within the student’s School, is known as a School-level appeal. Appeals should be made using the appropriate form, (available on the website http://www.city.ac.uk/studentcentre/ace/index.html or from the Student Centre or School Help Desks) and sent to the Dean or Director of the School, or nominee, within 30 days of the Assessment Board. Appeals cannot be assessed before the Assessment Board has met. Grounds of Appeal An appeal will only be admissible if it is made on one or both of the following grounds:

a) That there was a material error, either in the conduct of the assessment itself, or in the proceedings of the Assessment Board, which substantially affected the Assessment Board’s decision;

b) That the student was subject to extenuating circumstances at the time of the assessment, which

were unforeseen and outside his/her control, and which:

i. Were unknown to the Assessment Board, and

ii. Were not made known to the Assessment Board via the Extenuating Circumstances Panel for a demonstrated, valid and over-riding reason, and

iii. Resulted in significantly impaired performance

Administrative check • All appeal submissions will be checked by at least two members of staff within the School to ensure that

the appeal form has been fully completed, and that all relevant evidence has been enclosed. A written record of this process and its outcome will be kept.

• Students whose appeal is not accepted for consideration will be informed in writing, with reasons,

normally within 30 days of receipt of the appeal. The student may request a review of such a decision. This will be carried out by the Dean/Director of the School or nominee plus one other member of staff, not involved in the previous administrative check.

– Where the appeal is permitted under (a), and immediate rectifying action cannot be put in place, a

School Appeal Panel will be convened. – An appeal permitted under section (b) will be referred to the next available Extenuating

Circumstances Panel for consideration (see section 5).

In either case, the candidate shall normally be informed within 30 days of receipt of the appeal. School Appeal Panel A School-level appeal panel comprises three members of academic staff, including the Dean (or representative) as Chair. Possible conflicts of interest, including involvement in an earlier appeal, will be considered when constituting a panel. The student’s personal tutor may not normally be a member of the panel but can attend in an advisory capacity, withdrawing for the panel’s deliberations. The student will be invited to attend and if the student wishes to attend will be permitted to be accompanied if desired by a person of his or her choosing. The Panel will make a recommendation to the Academic Registrar for approval on behalf of Senate. It may recommend that:

i. The student be reinstated on the programme and permitted to resit all failed assessments as a first or additional attempt;

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ii. The case should be referred back with commentary to the Assessment Board;

iii. The appeal be rejected. Clear reasons for the decision must be provided to the student if the

appeal is rejected.

The appeal panel may not recommend any alteration to the original marks. The outcome will be reported to the Academic Registrar, who keeps a record, and either approves the recommendation on behalf of Senate or refers it to a University Appeal Panel for review. The outcome of a School appeal hearing will be notified to the student in writing within 30 days of the hearing. Extenuating Circumstances Panel Please see the Extenuating Circumstances Process in this guide or the full University Regulations at: http://www.city.ac.uk/quality/procedures/uni/consideration_extenuating_circs.html University Level Appeal A student may request a review of a School-level appeal panel’s decision on one of the grounds set out below. An appeal at university level will only be admissible if it is made on one or both of the following grounds:

� That there was a material error in the proceedings of the School appeal panel, which substantially affected the panel’s decision

� That new information has become available, which is material to the original appeal, and which could

not have been made known to the School-level appeal panel for a demonstrated, valid and over-riding reason.

Further Information For further information students are advised to contact:

• The Student Centre: http://www.city.ac.uk/studentcentre/ • The Appeals Complaints and Enhancements Office: http://www.city.ac.uk/ace/

and to read: • The University Assessment Regulations: http://www.city.ac.uk/adu/landt/assessment.html

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GENERAL

Student Support

In addition to support from your personal tutor, department and/or school, the following services are provided by the University to support you during your studies. Further information on how to contact these services can be found on the University web site http://www.city.ac.uk/studentcentre/ and include:

• Accommodation and Welfare Service • Career Development Centre • Chaplain • Counselling and Advisory Service • Disability Services • Dyslexia Services • Educational Advice and Guidance and Study Skills Support • English Language Support • Finance Office • Health Centre • International Office • Mosque • Registry Services • Student Centre • Students’ Union

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Request Change of Student or Personal Tutor Form Students wishing to change their personal tutor/academic supervisor, or lecturers who wish to change their personal student, should meet and discuss with each other the reason for their wish to change. This form should be completed at the meeting, and forwarded to the Programme Director for approval. If the Programme Director, following consultation with the relevant Head of Department, approves the change, the form should be sent to the Student Services Helpdesk at West Smithfield or Whitechapel for processing. If the Programme Director does not approve the change, the reason for non-approval must be recorded on this form. The Programme Director will inform the student and lecturer of the decision, and the form sent to the Student Services Helpdesk for filing in the student’s file.

Programme:

Student’s Name: Cohort:

Personal Tutor’s name:

Who is requesting the change? Student Tutor

State reason for request:

Date of discussion meeting:

Who was present at the discussion meeting?

What was the decision at the discussion meeting?

If request is agreed, please state what clinical speciality the personal tutor should have:

Signatures:

Personal Tutor: ........................................................................................................................

Date: ................................................................

Student: .................................................................................................................................. Date: ................................................................

After student and personal tutor have signed, send the form to the Programme Director for approval/non approval

Approved by Programme Director Yes Send signed form to the Student Helpdesk at West Smithfield or Whitechapel for processing.

Approved by Programme Director No Follow instructions in box below.

If No - state reason for non-approval. Inform student and lecturer of decision. Send signed form to student file.

Signature of Programme Director ............................................................................................

Date: ................................................................

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Complaints Procedure Students who wish to make a complaint against the University concerning the quality of an academic programme or any related service should first do so at the local level, by raising the issue with the individual, department or service provider directly involved. Issues of concern may often be resolved more quickly and effectively at this stage. If a student decides to make a complaint, this will be taken seriously, and confidentiality will be respected. Investigations will be carried out thoroughly and determined fairly, by someone who is not directly involved in the complaint. It should be noted, however, that complaint resolution may not be possible without revealing the identity of the complainant to the subject of the complaint, and anonymous complaints will not be investigated. Furthermore, allegations which are found to be unsubstantiated or malicious will be dismissed. Decisions made by the University will have regard to any applicable law. The student is entitled to be accompanied at all stages of the complaints procedure by a person of your choosing. If a legal representative is chosen, the University must be given prior notice in order that it may consider similar support. Details of how to make a complaint can be found on the website http://www.city.ac.uk/ace/complaints

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CITY UNIVERSITY LONDON School of Community & Health Sciences

Eval-F04: Customer Complaints Form (for completion by complainant) Making a Compliment, Comment or Complaint The School of Community & Health Sciences is committed to providing high quality services to its students. We value your feedback on areas we do well and areas which require improvement. These provide us with valuable information which enables us to improve. If you would like to make a comment or compliment or are unhappy with a service provided by the School, please let us know. How do I give the School feedback on its level of s ervice? If you wish to compliment an aspect of good service, please complete the form which follows this guidance. If you wish to make a complaint, initially you should take this up with the person involved. Our aim is to resolve as many complaints as possible at this level. If matters remain unresolved or you feel a fuller investigation is required, the complaint should be made in writing, by telephone or in person to the Governance and Strategy Unit. You may wish to use the attached form to make your complaint. What happens next? All compliments and comments are fed back to the staff and departments concerned. If you make a verbal complaint to a staff member, every effort will be made to resolve your complaint immediately. All written complaints that cannot be resolved immediately will be registered by the School and given an individual reference number. Wherever possible, your complaint will be acknowledged in writing within ten working days. All complaints will receive a full and fair investigation and the content be known only to those concerned with the complaint. You may be asked to give further details. Where practicable, every effort will be made to send a full response to your complaint within a twenty eight day period. Where this is not possible, you will be advised of the reasons for delay and anticipated completion date. We will not investigate a complaint without a named complainant. What if I am unhappy with the response to my compla int? If you are not satisfied with steps taken at local level, you may make a formal complaint to the appropriate Associate Dean for Programmes. The Associate Dean will review the complaint and where suitable investigate further. Where further investigation is required every effort will be made to send a full response to your complaint within a twenty eight day period. Where this is not possible, you will be advised of the reasons for delay and anticipated completion date. What the complaints procedure does not cover The complaints procedure does not cover areas where there are more specific procedures, such as academic assessment appeals, disciplinary matters, racial/sexual harassment and discrimination procedures. Information on disciplinary matters and racial/sexual harassment and discrimination complaints can be found in the University and School Handbooks. Please use the space overleaf to outline the nature of your compliment or comment or complaint.

CUSTOMER COMPLAINTS, COMMENTS AND COMPLIMENTS FORM

EVAL-F04

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Date made:

Name (block capitals): Complaints received without a name will not be investigated

Programme/Cohort: (if appropriate)

Address for reply: Details of compliment, comment or complaint: (Please include as much information as possible, such as dates, times, locations, names of witnesses’ etc, feel free to use additional pages if necessary). What do you think might be a satisfactory resolutio n? Signature: .................................................................................................. Date:........................................ Please return your completed form to: Waheeda Dhansey, Governance and Strategy Unit , School of Community & Health Sciences, 20 Bartholomew Close, London, EC1A 7QN

For office use only:

Date complaint received: .............................................................. Office reference no: ...............................

EVAL-F04

Updated by: Emma Calverley, Manager, Governance and Strategy Unit Date: March 2008