Professional Documents
Culture Documents
Welcome Pack 2016 - 2017-1
Welcome Pack 2016 - 2017-1
Welcome Pack 2016 - 2017-1
The information contained in this folder is designed to help you feel at home in your
new environment as quickly as possible. The first section contains information
mainly pertinent to Engineering, the others deal with University-wide matters.
Inevitably your energy will be devoted largely to your research project and you will
soon form a close relationship with your supervisor to define a programme of work to
enable you to achieve your research degree within the time-scale allocated (e.g. three
years for a full-time PhD). Each supervisor has an individual approach to research
and it is important that student and supervisor establish a modus operandi agreeable to
both. Whatever way of working is adopted by the student, there are formal
procedures in place to monitor progress and enable suitable actions to be taken.
Dr Raya Al-Dadah
Research Co-Ordinator
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FORMS TO COMPLETE
SCHOOL OF ENGINEERING
REGISTRATION FORM
SURNAME (Family Name):
FORENAME(S):
ID NUMBER:
NATIONALITY:
LEAD SUPERVISOR:
SECOND SUPERVISOR:
DEGREE STUDYING:
DATE OF ENTRY:
ROOM NUMBER:
LOCAL ADDRESS:
EMAIL ADDRESS*:
I agree to participate in the provision made available by the University and my School to develop
good academic practice and an understanding of ways of referencing the work of others.
I agree to take steps to avoid plagiarism, including seeking information on the rules and practices
related to plagiarism which apply to my work.
I agree to adhere to the University’s code of values and to observe the rules on good academic
citizenship.
I accept that unacknowledged use of the work of others and presenting that work as my own
represents cheating and, as such can lead, in some circumstances to me being required to leave
the University.
Will provide learning opportunities within the programme to develop awareness, at a level
appropriate to the stage of study, of how to avoid plagiarism and its implications.
Will respond to reasonable requests for clarification on what constitutes plagiarism and
for advice on how to avoid it.
Will provide a statement(s) which sets out how to prepare and present assessed work.
(Print Name)……………………………..
ID No: …………………………………..
(Print Name)…………………………………………………
To be returned to Sarah Cox or Helena Neville, Postgraduate Office, Room G45, Mechanical
Engineering.
FINANCE INFORMATION SHEET
FAMILY NAME
FIRST NAME(S)
ID NUMBER
SCHOOL
SUPERVISORS
EMAIL ADDRESS
Please complete in the box below how you will be paying your tuition fees (for
example, self, EPSRC, overseas government).
WELCOME FILES
FORENAME(S):
ID Number:
Signed:……………………………………………………………
Date: ……………………………………………………………...
UNIVERSITY’S ETHICAL
REVIEW PROCESS
How to Apply for Ethical Review for a New Postgraduate Research (PGR)
Student Project
All new PGR student projects undertaken by PGR students first registered as from
1st September 2008 will be subject to the University’s Ethical Review Process. The
University’s Ethical Review Process will replace any previous arrangements for the
ethical review of PGR student projects at School/College level.
The self-assessment form should be completed before the start of any substantive
research (including pilot studies, but excluding literature review). At the latest,
ethical approval should have been sought by the end of year 1 for full-time PGR
students (pro-rata as appropriate for part-time students). The end of year 1 progress
review should record whether ethical approval has been sought.
If the Self Assessment Form indicates that no further ethical review is required, then
ethical review is completed and work can then begin on the project. If the Self
Assessment Form indicates that further ethical review is required, the academic
supervisor (in consultation with the PGR student) should continue to step 2 below and
complete an Application for Ethical Review.
For ESRC funded projects, funds will not flow until ethical approval has been
confirmed. Therefore, if an Application for Ethical Review is required, funds will not
be released until this has been reviewed and approved by the relevant Ethical Review
Committee.
If the Self Assessment Form indicates that further ethical review by one of the three
University Ethical Review Committees is required, the academic supervisor (in
consultation with the PGR student) must initiate the second step of University ethical
review by downloading the Application for Ethical Review Form, completing it and
submitting it to the Research Ethics Office, via email.
Following the electronic submission of the Application for Ethical Review by the
supervisor, the third step of the University ethical review process consists of the
review and approval by one of the University Ethical Review Committees (ERC).
Once the ERC has made a review decision on an application, the decision is then
notified to the supervisor and PGR student.
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PROCEDURES FOR
RESEARCH STUDENTS
PROCEDURES FOR RESEARCH STUDENTS
A swipe card system is in place for access to the building out of hours. Whilst on the
subject of rooms, it is accepted that people will want to bring their own electrical
equipment into the School, such as kettles, heaters, etc (especially during the winter
months). If you bring any items of electrical equipment into the School, you must
contact Mr Peter Thornton, Room G63 (Extension 44207), so that he can inspect and
test them before they are put to use. Please note that electric toasters are not
allowed in the building and will be removed.
Pigeon holes for Mechanical research students’ mail are situated opposite the Shell
Lounge and the normal procedure is for researchers to collect their own mail. The
pigeon holes are in alphabetical order. Civil research students pigeon holes are
located on the first floor just outside office F59B. Electrical students post is sorted
Gisbert Kapp. All mail addressed to postgraduate students is placed in the
pigeonholes marked 'POSTGRADUATE', located in Reception on the ground floor
of Gisbert Kapp. The pigeonholes are marked according to the initial letter of
surnames. If you have any questions about sending mail or parcels please see
Mrs M Dunn on reception.
When you quote your correspondence address, it is useful to put your first
name, surname, department and you must also include your room number.
Provision of a room, desk, filing cabinet, etc, together with access to photocopying
and computing facilities should be arranged through your supervisor(s).
In the case of fire, when an alarm will sound please leave the building as quickly as
possible and assemble at the front of the building.
If you have an accident and/or require first aid, please inform one of the department’s
first aiders. Their names and contact details can be found on noticeboards around the
building.
Thefts are not unknown in the building therefore please keep your property
(particularly wallets, purses, cash, mobile telephones, laptop computers, etc) and
valuable University equipment secure. You are advised to obtain property insurance
for personal belongings as they are not covered by the University policy.
Many of you will be involved in experimental work which has health and safety
implications. The School’s Health and Safety Policy is available from the School’s
Safety Officer, Becky Charles (Room G25d, Extension 44256).
You must register on-line as soon as possible upon arrival. This can be done via
www.my.bham.ac.uk.
You will have been informed who is to be your principal supervisor and who will be
your second/joint supervisor. The principal supervisor is normally the person
responsible for the overall direction of your research project. The second supervisor
may share this responsibility on a joint basis or may act in a more pastoral role. Your
principal supervisor will clarify the situation for you. You will also have the
opportunity to meet a mentor.
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For a detailed list of who is exempt from paying council tax, it's worth having a
look at the official criteria on the Directgov - Life at University web pages, as
well as the information here.
Generally, you are classed as council tax exempt if you are a full-time student living in a property on your own,
or with solely other full-time students. In these circumstances, your household would not pay any council tax.
Generally, the presence of one non-student renders the whole house liable for 75% council tax. How this is paid
is up to the people in the house, but you shouldn't assume that because you're a student you don't have to pay. It's
well worth sitting down with your house mates and discussing the options available to you.
To apply for your discount, you will still need to complete the appropriate self exemption form.
Writing-up students
Full-time research students who are in the process of writing up their thesis may be liable for paying council tax.
You should contact your local council to determine whether or not you will remain exempt. You certainly
shouldn't assume that you will be exempt, even if you were before you started writing up. More information is
available here.
COMPUTING FACILITIES
COMPUTER PROVISION
On arrival you should discuss with your supervisors your computer requirements
and they will ensure that you will be supplied with the equipment necessary to
CONTENTS
1. Introduction and Scope .............................................................................................................................. 3
2. Data Protection Act 1998 ........................................................................................................................... 4
3. Licence Registration and Prevention of Piracy ........................................................................................ 5
4. Commercial Exploitation of Inventions/Intellectual Property ............................................................... 6
5. Security of Computer Information ........................................................................................................... 7
6. Use of Social Media (Blogs, Wikis, Forums, Email, etc.) ......................................................................... 8
Introduction and Scope ........................................................................................................................... 8
Rules ....................................................................................................................................................... 8
The Use of Social Media in Courses or Teaching ................................................................................. 10
Moderation ........................................................................................................................................... 10
Complaints ............................................................................................................................................ 10
7. General Conditions Relating to Use of Systems ..................................................................................... 11
8. Consent to Intercept and Disclose Data .................................................................................................. 12
9. Disciplinary Offences ............................................................................................................................... 13
General ................................................................................................................................................. 13
Hacking and Viruses ............................................................................................................................. 13
Infringement of Software Licences and Copyright ............................................................................... 13
Offensive, Indecent and Defamatory Material and Messages ............................................................... 14
Disciplinary Offences ..................................................................................................................... 14
Exceptional Circumstances ............................................................................................................. 14
Network Management and Network Security ....................................................................................... 14
Wilful Damage ..................................................................................................................................... 14
Unsolicited Bulk Email......................................................................................................................... 14
Harassment ........................................................................................................................................... 15
Access to Data ...................................................................................................................................... 15
Impersonation ....................................................................................................................................... 15
Disciplinary Offences Committed External to the University .............................................................. 15
Further Action ....................................................................................................................................... 15
10. Other Matters ........................................................................................................................................... 16
University Liability .............................................................................................................................. 16
Additional Information ......................................................................................................................... 16
11. Centrally-Provided Computing Facilities .............................................................................................. 17
Introduction and Scope ......................................................................................................................... 17
Registration and Use ............................................................................................................................. 17
12. Equipment................................................................................................................................................. 18
13. Further Conditions ................................................................................................................................... 19
1.2. This Code applies to all Staff, Registered Students and third parties such as collaborating
organisation, external contractors, contingent workers, and other contributors, having
access to the University’s information resources, computing and/or network facilities.
1.3. For the purposes of Ordinances on Student Discipline, these Conditions of Use have the
status of a Code of Practice approved by Council (Ordinance 5.5.2 (i) and 5.6.3 (a) (i)).
1.4. Unless otherwise stated, the Conditions of Use apply to all computer users and to all
computer equipment within or operated by the University and its contractual associates.
1.5. In these Conditions of Use, 'computer', 'computer system' and 'network' mean those that
fall into one or more of the following categories:
1.6. The University Network includes all communication equipment which transmits
information electronically.
2.2. It is a criminal offence to disclose another individual’s personal data, unless the disclosure
is with consent or is allowable by one of the specified limited circumstances described in
the Act.
2.3. Every person considering the collection, storage or use of personal data must consult the
University Data Protection Officer before such collection, storage or use, and must follow
the registration procedure adopted by the University. This applies irrespective of the
ownership of the computer on which it is intended to store the data.
2.4. All members of the University must comply with the University's Data Protection Policy
available at:
http://www.legalservices.bham.ac.uk/data_protection_policy/
3.2. Where software has been electronically downloaded from IT Services computer systems
requiring authentication, the user must read and comply with the licensing conditions for
that software, and the act of downloading indicates acceptance of the licensing conditions
pertinent to that software.
3.3. Similarly, where software has been electronically downloaded from elsewhere, such as the
Internet, the act of downloading indicates acceptance of the licensing conditions pertinent
to that software. Before downloading the software the user must ensure that the licensing
conditions have been read and do not conflict with University policy or interests.
3.4. Where software is required by University staff, any legal queries must be referred to Legal
Services prior to downloading.
3.5. Registration and signature will occur at Budget Centre or University level depending on
the nature of the licence.
3.6. All persons who are licensed to use software or who control access to any computing
and/or network resources must take reasonable care to prevent the illicit copying and use
of software and documentation.
3.7. No person shall introduce any software or other material requiring a licence for which a
valid licence is not in place.
3.8. The University reserves the right for access to be granted to computer audit staff without
notice to enable them to check against an inventory of licensed software and hardware.
Any unlicensed software or hardware or illicit copies of documentation will be removed by
such audit staff and reported to the Director of IT Services, who may initiate disciplinary
proceedings.
5.2. In all instances where sensitive information of any kind is held, irrespective of whether or
not Data Protection legislation applies, every effort must be taken to ensure that adequate
security measures are in place.
5.3. All information must be stored appropriately to guard against media or mechanical failure.
A suitable backup strategy and implementation must be adopted, appropriate to the type
and location of the equipment.
5.4. All computer procedures and data are subject to review by the University's Internal and/or
External Auditors without notice, and in particular the Internal Auditor is responsible for
periodically reviewing adherence to information security policy and assessing the
appropriateness of security measures at a local level.
5.5. Further guidance on security of information and what constitutes reasonable measures
appropriate to various types of computer equipment can be found in the University’s
Information Security policy and associated Codes of Practice and Standards.
6.2. This section applies to all forms of social media and, for the avoidance of doubt, includes
email. For the purposes of this policy, social media is defined as personally-provided
material which is made available through web-based and other means over public and
private networks. This would include collaborative projects, wikis, blogs, microblogs,
content communities, social networking, virtual worlds, email, and any other media
sharing similar characteristics.
6.3. This section applies to the use (“use” or “using”, for the purpose of this policy, means
providing, posting, uploading, inputting, sending, submitting, commenting or using) of
social media when the content (including links) refers to or is related to the University and
its activities or the University’s staff or students or their activities, whether indirectly or
directly. It applies whether a person is using this form of media for University purposes or
other purposes, whether a person is acting independently or as part of a group, whether a
person is acting on behalf of themselves or on behalf of a group or organisation, whether it
is internal or external to the University and whether or not use is authorised or instructed
by the University or its members.
RULES
6.4. The author of the particular form of social media, for example a blog, is solely responsible
for its content including the monitoring and checking of comments made on it by others.
6.5. Unless specifically stated, all views and opinions expressed by members of the University
(within social media) are the individual's own, and do not reflect any official position of
the University of Birmingham. The author must make it clear that they speak on their own
behalf. The University will not be responsible for or hold any ownership over the content.
6.6. The University may make an exception to this rule in specific circumstances from time to
time by giving written authority to a member of staff to use this form of media for
University purposes. Written authority in accordance with this paragraph will be given by
the Director of External Relations or nominee.
6.7. Social media content must not refer to or include material or information that:
http://www.equality.bham.ac.uk/policy/Policies/Harassment Bullying_Policy.pdf
http://www.equality.bham.ac.uk/policy/Policies/Fairness Diversity_Policy.pdf
http://www.legalservices.bham.ac.uk/documents/Data_Protection_Policy._Dec_2007.pdf
http://www.as.bham.ac.uk/legislation/docs/COP_Plagiarism.pdf
for staff.
xiii. endorses or promotes any product, opinion, or cause, or represents personal
opinions as endorsed by the University of Birmingham or any of its members,
without express written authority from the Director of External Relations or
nominee;
xiv. is in breach of the University’s Code of Practice for Research, accessible at:
http://www.birmingham.ac.uk/Documents/university/legal/research.pdf
6.8. Nothing in this paragraph 6.7 is intended to have the effect of limiting academic freedom
as defined in Ordinance 3.18 of the University’s Statutes.
MODERATION
6.10. In normal circumstances, the University does not screen, moderate, approve, review or
endorse the particular content of social media except where express written authority is
given and a written exception is expressly identified by the University.
COMPLAINTS
6.11. Any complaints or concerns about content on these forms of media may be directed to IT
Services via email at itsecurity@contacts.bham.ac.uk .
6.12. The University will respond to claims pertaining to material which is in breach of this
policy by immediately removing any content. If the material is on a system to which the
University does not have the necessary access to remove the content, the author or
information owner will be required to remove it. Failure to remove the material may
constitute a disciplinary offence.
6.13. The material may be reposted once the claim is evaluated if not found to be in breach of
this Code or general law.
7.2. The provisions in any local Conditions of Use which may be drawn up shall not override
the provisions within the General Conditions of Use of Computing and Network Facilities.
7.3. University computing and/or network resources are provided for University purposes
which means those concerned with undergraduate, postgraduate or other courses, research,
personal education, development, administration, or other work authorised by the
appropriate Head of Budget Centre.
7.4. Persons connecting to and using computing and/or network resources external to the
University must abide by any conditions of use and satisfy any registration conditions
imposed by the external agency, such as the JANET UK Acceptable Use Policy.
7.5. All users must act so as to cause as little inconvenience or nuisance to other users as
possible and must co-operate with other users to ensure equitable use of shared resources.
9. DISCIPLINARY OFFENCES
GENERAL
9.1. Breach of the Conditions of Use is a disciplinary offence that may result in the suspension
of access to the University computing and/or network facilities, and further disciplinary
proceedings. The following are also disciplinary offences:
9.3. Any person who wilfully, knowingly and without authorisation introduces or attempts to
introduce malware or other harmful or nuisance program or file, or to modify or destroy
data, programs or supporting documentation residing on, or existing internal or external to
a computer, computer system or network commits a disciplinary offence.
9.4. Any person who wilfully, knowingly and without authorisation denies access or attempts
to deny access or otherwise interferes with the legitimate operation of computers or
computer systems, or uses any University computer, computer system or network to carry
out such actions against an external computer system, commits a disciplinary offence.
9.6. Where the University is rendered liable for any damages from such infringement, the
University reserves the right to recover such damages from the person infringing the
intellectual property rights, the licence conditions, the contractual rights, copyright or
confidentiality.
EXCEPTIONAL CIRCUMSTANCES
9.8. Activities described in the preceding paragraph may be allowable if performed by:
9.10. Any person who knowingly enters a restricted area without authorisation commits a
disciplinary offence. For the purposes of this condition, restricted area includes all ducting
and other containments or conduits carrying network equipment or cables.
WILFUL DAMAGE
9.11. Any person who negligently or by any wilful or deliberate act jeopardises the physical
integrity of any computing and/or network resource, computer equipment, associated
environmental conditioning equipment or physical network and power connections
associated accommodation commits a disciplinary offence.
HARASSMENT
9.13. Anyone who uses University computer and computer network facilities in order to carry
out or facilitate racial, sexual or any other form of harassment commits a disciplinary
offence.
ACCESS TO DATA
9.14. Anyone who wilfully and knowingly acts to impede a security, disciplinary or operational
investigation commits a disciplinary offence. This includes the removal or destruction of
relevant data or hardware and/or withholding passwords and encryption keys.
IMPERSONATION
9.15. Anyone who wilfully, knowingly and without authorisation makes use of a computer,
computer system or network in order to impersonate another individual, company or
entity, whether real or fictitious, commits a disciplinary offence.
FURTHER ACTION
9.17. In addition to any other disciplinary penalties applying to staff and those provided for
under Regulations for student discipline, the University reserves the right to:
i. deny all further access to relevant computer, computer systems and computer
networks indefinitely or for a defined period of time;
ii. recover all reasonable costs howsoever incurred in investigating and subsequent
restitution of computer, computer systems and computer networks resulting from
any actions listed above;
iii. refer any possible criminal action to relevant law enforcement agencies or
authorities.
UNIVERSITY LIABILITY
10.1. The attention of all members is drawn to the fact that the University will not accept
liability for claims made by third parties arising out of the application and use of data,
information or results obtained from University computing facilities.
10.2. The University accepts no responsibility for the loss of any data or software or the failure
of any security or privacy mechanism.
10.3. Liability will only be accepted by the University for provision to third parties of
computing and network resources where a contract to this effect has been negotiated and
signed by the Registrar and Secretary.
ADDITIONAL INFORMATION
10.4. The University Data Protection Officer is the Director of Legal Services.
10.5. Copies of University Regulations are available on the University's web pages.
11.3. Where the University has specifically agreed that a contract or grant will involve the use of
computing and/or network resources without payment, the level of resources to be
provided must be agreed beforehand with the Director of IT Services. Where the
University has specifically agreed that a contract or grant will involve payment for the use
of computing and/or network resources, the rate of payment must be agreed beforehand
with the Director of Finance; and the level of resources with the Director of IT Services.
11.4. Any other registered use may be the subject of a charge, to be agreed upon prior to
registration, the user being personally liable to reimburse such charge. Failure to reimburse
by the date specified will lead to the suspension of access for that use, until reimbursement
is made.
11.5. Inappropriate use made by or authorised by staff or students of computing and/or network
resources may constitute a disciplinary offence and may render the user or authoriser liable
inter alia for reimbursement of charges incurred. This includes any activity which wastes
significant University resources, including time of computer support staff.
11.6. Where registered users are allocated a computer identifier (such as a userID, password or
other form of credentials), they must make all reasonable endeavours to ensure that its
confidentiality and integrity are maintained. Registered users must report any suspected
breach of such security to the Director of IT Services immediately.
12. EQUIPMENT
12.1. No computer equipment or associated facilities shall be removed from their location
without authorisation. Authorisation must be obtained from the relevant Head of College,
School or Budget Centre or their nominee. Users are responsible for and must take
reasonable care of any equipment loaned to them and may be required to pay the value of
any equipment damaged or not returned.
12.2. Users must not interfere with the use by others of computing and/or network resources. In
the event of suspected misuse of facilities by a user, the Director of IT Services may
temporarily suspend use of or access to computing and/or network resources, pending
further investigation.
Mr Lee Sanders
Registrar and Secretary
May 2012
MAIN LIBRARY,
INFORMATION SERVICES AND
INTER-LIBRARY LOANS
INFORMATION SERVICES
IT Services - http://www.it.bham.ac.uk/
http://www.graduateschool.bham.ac.uk/
ROOM BOOKINGS
ROOM BOOKINGS
****************************
F25
Design Centre Meeting Room
David Weale Suite (LF5)
*****************************
Other rooms within the Civil and Mechanical Engineering building such as the
Lecture Theatres and Basement Rooms have to be booked through the
administration office (G45).
SUPERVISION
SUPERVISION
I Introduction
Regular meetings should take place between you and your supervisor(s). It is natural
that different supervisors have different ways of relating to their students, according
to character and the nature of the research field. However, there are fundamental
requirements that should be observed concerning the responsibilities of all supervisors
and to eliminate any misconceptions, these are listed below.
The supervisor should help the research student to plan his/her work, indicating
milestones where appropriate.
It should be borne in mind that most students have funding for only a limited
period and it is the supervisor’s responsibility to assist their research student to
submit his/her thesis on time.
The supervisor should meet their research student regularly on a weekly / monthly
basis. The Graduate School Supervision Record (Routine) Form GRS2* should
be completed when the supervisor meets the research student with the original
copy being placed on the research student’s file in the Postgraduate Office every
month.
The Development Needs Analysis should be discussed between the supervisor and
research student and the Training Needs Analysis Form (GRS1A)* must be
completed and a copy placed on the research student’s file in the Postgraduate
Office.
If you need further information on any aspect of being a research student, you should
contact one of the following:
In the unlikely event of major problems with your research, you should attempt to
resolve these with your supervisor/associate supervisor. If problems persist you
should consult the Research Co-Ordinator or Mentor. As a last resort, you should
refer matters to the Head of Engineering (Professor Sterling). You are advised to
consult these people in turn, starting with your principal supervisor, and to put
serious issues in writing and copy this to the Research Administrator for your
file.
The Academic Office, Guild of Students and the Student Support and Counselling
Service are also potential sources of help with many different matters.
II Administrative Procedures for Research Students
All actions and responsibilities prior to Research Students arriving are carried out by the Research
Admissions Tutor and the Research Administrator.
NOTE:
All paperwork regarding supervision meetings, reviews, development needs analysis, etc
needs to be given to the Research Administrator, Postgraduate Office (Room G45).
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MONTHLY SUPERVISION
MONTHLY SUPERVISION FORMS
All research students must complete a monthly GRS2 form with their supervisor and submit
to Sarah Cox or Helena Neville in Room G45, Postgraduate Office, before the end of each
month.
GRS2 forms are available on the University Graduate School website or the Engineering
Research Students 2016/2017 canvas page.
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www.intranet.birmingham.ac.uk/as/studentservices
When should I read this Guide? Failure to provide the necessary documents within the
It is important that you read this Guide before you start your If you take advice from the ISAS you will be given a clear set of requested timeframe will mean that the University will presume
studies at the University of Birmingham because in registering as options that meet immigration law. If you decide to ignore correct you do not have the necessary permission to be in the UK. The
a student, you are agreeing to meet your responsibilities under advice and take steps that would result in a refusal of your visa, University is obliged by law to ensure that we only permit
Tier 4 and applicable compliance requirements of the University the University reserves the right to withdraw immigration students with the correct permissions to study at our University.
of Birmingham. sponsorship and ask you to return home and apply for new entry If we do not have this evidence from you the University will
clearance as a student. withdraw our immigration sponsorship from you;
Keep a copy of this Guide and refer to our website regularly to
check for updates and you must ensure you are familiar with the SECTION 2 You are advised to always keep photocopies of your passport
Immigration Rules applicable to you. Record-keeping duties and/or travel document and visa and/or BRP as well as your
a. Student passports, visas and Biometric Residents Permit originals for your own records - please make sure you store
Who, at the University of Birmingham, is responsible for (BRP) these separately!
record-keeping and reporting to the Home Office? The University is required by law to keep copies of the biometric
Record keeping is undertaken by Admissions, the ISAS and page of your passport and copies of your visa/BRP (these are b.Student Academic Technology Approval Scheme
Registry. Registry is responsible for all reporting to the Home known as immigration documents). New students to the UK will Certificates
Office. have a visa in their passport. Students who have already been The University is required by law to keep a copy of all Academic
in the UK and have extended/switched their leave to remain will Technology Approval Scheme (ATAS) certificates approved for
Who can help me with a visa/immigration question at the have a BRP. certain students during studies at the University of Birmingham.
University of Birmingham?
Immigration-related query should be sent to the ISAS at What this means for the University If you are a student who needed or needs ATAS what does
www.studenthelp.bham.ac.uk The University will take and keep a copy of your immigration this mean for you?
documents at (1) registration when new students arrive for the
You can also contact the UK Council for International Student first time with their first visa for the University of Birmingham, or Entry Clearance
Affairs (UKCISA). (2) whenever you extend your visa to continue your studies you (a) It means that you cannot make an application for your visa
will be required to bring your new immigration documents to be without an approved ATAS certificate. You must make sure
How is immigration advice monitored at the University of copied. that you apply for your ATAS certificate with enough time to
Birmingham? wait for a decision and then, if it is approved, apply for your
Staff in the ISAS are the only staff at the University permitted to Please note: Whether or not you have provided us with a copy visa;
provide you with immigration advice and guidance. of your immigration documents when you arrived or renewed (b) You must ensure that a copy of your ATAS approval is sent to
your visa, the University of Birmingham reserves the right to ask Admissions
The ISAS works within the UKCISA Code of Ethics for advising you to provide us with your originals to re-copy or scan if the (c) If your ATAS is refused you must contact Admissions
international students. Our immigration advice and services are need arises (and to include a copy with any request for immediately
regulated by the Office of the Immigration Services Commissioner authorised absence or leave of absence).
(OISC). It is illegal for anyone who is not regulated by the OISC to Extending your visa in the UK
give immigration advice. What this means for you (a) You MUST ensure that you have enough time to apply for,
It is your responsibility to provide us with your immigration and receive a decision, on your ATAS certificate before your
You are able to seek professional advice outside the University, documents to evidence your entitlement to study in the UK; visa expires;
for example from an immigration solicitor. If you are being given (b) Check the Foreign and Commonwealth Office (FCO) website
advice by someone outside the University you must tell the ISAS If you apply for an extension to your Tier 4 (general) visa you for details of ATAS and how long it will take
as it would not be appropriate for you to take advice from two will be required to bring your new immigration documents (c) If YOU fail to make your ATAS application in enough time, the
sources. immediately so that your student file can be updated; University will not assign you with a CAS and this means that
www.intranet.birmingham.ac.uk/as/studentservices
you will have to take a leave of absence, return home and The University is required by law to inform the Home Office if Failure to attend could result in a report to the Home Office
wait for a decision on your ATAS application. If you are you fail to arrive when expected. and/or the University withdrawing immigration sponsorship.
successful you will be assigned a CAS and can make a new
application for entry clearance to return to the University. What this means for the University Study Abroad: If you are undertaking an exchange or study
(e) You must ensure that you attach a copy of a valid ATAS Registry will report to the Home Office the details of any student abroad period as part of your course, the University will
certificate to your CAS request form who fails to arrive when expected to do so. continue sponsoring you for the time you are outside the UK on
the condition that agreed contact points are met. Your School
c. Student contact details What this means for you will organise the expected contacts. They will advise us if you
The University is required by law to keep a record of your It is your responsibility arrive on time to start your course, as fail to attend. Failure to attend could result in a report to the
current home address, term address, email addresses and indicated on your CAS. It is your responsibility to re-register Home Office and/or the University withdrawing immigration
telephone number online at www.my.bham.ac.uk at the beginning of each sponsorship.
academic year;
What this means for the University Fieldwork: If you are undertaking fieldwork away from the
You must keep your address details up to date. Student If you are reported to the Home Office for having failed to University as part of your research degree, the University will
contact details are stored on the central student records register, your visa will be curtailed (shortened) by the Home continue sponsoring you on the condition that agreed contact
system and can be updated at any time by both University Office and, if you are coming to the UK, you not be permitted to points are met. Your supervisor will agree the mechanism for
staff and by YOU via the student portal at enter the UK, or if you are already in the UK, you will be maintaining contact during your fieldwork with you. For periods
www.my.bham.ac.uk expected to leave the UK as soon as possible. of fieldwork you must apply for authorised absence (for details
see:
What do you have to do? b. Attendance and absence https://intranet.birmingham.ac.uk/as/studentservices/enquiries/a
It is your responsibility to ensure your address, telephone The University is required by law to inform the Home Office if uthorised-absence-international-students.aspx). Failure to
number and email details are up-to-date. You can do this you fail to attend expected learning contact points. maintain contact could result in a report to the Home Office
easily via your my.bham access. and/or the University withdrawing immigration sponsorship.
What this means for the University
Your permanent address refers to your home address Your attendance is monitored under the University Code of Withdrawal of sponsorship by the University will mean that your
overseas; your term-time address refers to your current term- Practice on Student Attendance and Reasonable Diligence. If current immigration permission will be curtailed and you will
time address in the UK. you fail to meet your academic obligations as a student your have to apply for a fresh visa in order to return to the UK
School will contact you to discuss if there are any issues and
In addition, it is your responsibility to inform the Home Office if get you back into your studies as quickly as possible. Your School can provide you with information about your
your contact details change. expected attendance during your studies.
Failure to respond to your School could impact your ability to
If your immigration permission is an entry clearance visa continue as a student. If you fail to meet your expected What this means for you?
obtained in your home country, you must make any changes learning contact points for Home Office purposes, your School If you are not engaging as required with your academic
via the Migrant Change of Circumstances form; or if your will contact you. If you fail to respond and improve your obligations and in particular your expected academic learning
immigration permission is held in the form of a BRP (obtained situation and miss all of your expected learning contact points, contact points, you risk being reported to the Home Office and
as an extension in the UK), you must make amendments the University will inform the Home Office. having your visa curtailed and have to return home.
online via the Home Office web pages
Placements: If you are completing a work placement in the UK You must make sure that you attend your studies and if you
SECTION 3 as part of your course, monitoring and reporting rules still apply. cannot that you tell your School immediately;
Reporting duties Your School will organise the expected contacts with your
a. Failure to arrive on time to start your course Placement Provider. They will advise us if you fail to attend.
www.intranet.birmingham.ac.uk/as/studentservices
Authorised Absence may be taking or exchanges that form an integral part of your
If, for exceptional reasons, you need to have a brief leave of https://intranet.birmingham.ac.uk/as/studentservices/enquiries/lea course.
absence from your studies, or for postgraduate researchers ve-of-absence.aspx and the Code of Practice on Leave of
you are to undertake a period of fieldwork, attend a What this means for you?
conference or take a holiday from your studies, you must Absence Procedures: You must ensure that you discuss changes with your School as
seek permission PRIOR to your absence through the https://intranet.birmingham.ac.uk/as/registry/legislation/codesofpr quickly as possible and agree any changes with them first.
authorised absence procedure (for further details and an actice/index.aspx
authorised absence request form see: If you need to take a leave of absence from your studies you If you transfer from one programme of study to another at the
https://intranet.birmingham.ac.uk/as/studentservices/enquiries must; University, Registry will notify the Home Office of this change.
/authorised-absence-international-students.aspx). o Advise us at the time (e.g. not retrospectively);
o You must submit a leave of absence request form and provide If your new course is of the same duration as the old course
Please note: If you are taking absence that is outside the the reason for the absence, supporting evidence (for example, and you have enough time on your current visa to complete it,
normal absence periods (e.g. vacation periods) then you a letter from your doctor) and confirmation of how long you you do not have to get permission from the Home Office to
must: expect the absence will be; make the transfer.
o Advise us at the time (e.g. not retrospectively!) if you
require absence; When you have submitted your request form, the University will If your new course is shorter than your original course, you
o You must submit an authorised absence request form consider whether the request has been received in time, if it is must notify the Home Office of the transfer by emailing:
and provide the reason for the absence, supporting reasonable and if we are able to grant it under your status as a migrantreporting@ukba.gsi.gov.uk
evidence (for example, a letter from your doctor), student.
booking form for a conference and confirmation of how If your new course is longer than your original course and you
long the absence will be; If your request for leave of absence is approved, this will; require an extension to your visa, you must make a further visa
normally be reported to the Home Office and this will result in application (see: Visa Workshops). You should be aware that
When you have submitted your request form, the University them curtailing your visa. You will always be advised if your leave the Home Office may refuse your request and so the transfer of
will consider whether the request has been received in time, if of absence is being reported to the Home Office. course is at your own risk. The University is not responsible if
it is reasonable and if we are able to grant it under your status the Home Office refuses your transfer.
as a student. Please do not assume that if you tell us after something has
happened that the University is obliged to grant your request or d.Suspending, deferring or withdrawing from your studies
If your request is approved your absence will normally not be not to report to the Home Office. The University will consider each The University is required by law to inform the Home Office if
reported to the Home Office. You will always be advised if it request on a case by case basis and make an appropriate you suspend, withdraw or defer from your studies and/ or in
is being reported. decision based on University Regulations and UK immigration doing so it terminates sponsorship.
rules.
The maximum period that will be granted for a leave of What this means for the University
absence is eight (8) weeks. For full details please contact the c. Significant changes to your study plans The University must ensure that this reported.
ISAS. The University is required by law to inform the Home Office of
any significant changes to your study plans. What this means for you
Leave of Absence If the University agrees to your request, Registry will notify the
If you are affected by circumstances that prevent you from What this means for the University? Home Office.
continuing with your studies and you need to take a longer There are regulations in place to ensure that any changes to
term absence from your studies, you must apply for a leave of your study plans are recorded and processed between your You were issued a visa to study at the University of
absence. For further details see: School and Registry. This includes changes to the location of Birmingham and so if for any reason you stop studying (e.g.
your studies or details concerning any work placements you because you formally suspend or defer your studies), the
www.intranet.birmingham.ac.uk/as/studentservices
Home Office will expect you to return to your home country You will not be able to enrol at the new university until you the Home Office (all the pages must be sent. If you have
without delay have made this application; dependants you must send copies of their letters too).
Your current immigration permission will be curtailed and you If you last applied for your Tier 4 permission on or after 05 .
are expected to leave the UK and when you were returning, October 2009, you must make a fresh Tier 4 application. You Send your scan to www.studenthelp.bham.ac.uk
to the UK, to make a new visa application when you are able will require a CAS from your new university and should
to resume your studies contact the ISAS there for assistance;
g.Criminal behaviour and/or breaking of immigration
You do not have to inform the Home Office if you interrupt You should be aware that the Home Office could refuse your conditions
your studies. The University will inform the Home Office of request and so you enrol at another university at your own The University is required by law to inform the Home Office if it
this change. risk. becomes aware of the fact you have engaged in any criminal
activity and/or broken the conditions of your immigration
This report will result in the Home Office curtailing your visa f. Refusal of a visa extension application permission.
The University is required by law to inform the Home Office if
e. Transferring to a new university with HTS status any visa extension application you make is refused. What this means for the University
The University is required by law to tell the Home Office that Any breach of immigration rules will be communicated to the
you will be transferring to another institution. What this means for the University Head of the International Student Advisory Service who would
The University will report refusals to the Home Office. The investigate the matter and report findings to the relevant person
What this means for you University is only permitted to have a certain number of in the University. The University is obliged to inform the Home
You must contact the University you are transferring to as refusals; therefore we need to know when a visa has been Office of any criminal offence and/or breach of visa conditions
quickly as possible and they will advise you on what you must refused. If you need a new CAS to make a second that you disclose, or if any offence is known or suspected. For
do to switch sponsorship from the University of Birmingham to application, the University will not provide you with a new example, offences might include:
them. This report will result in the Home Office curtailing your CAS until we are satisfied that you can make a new
visa issued for study at the University of Birmingham. application that is not at risk of refusal. We will ask for a scan ‘Overstaying’
of your refusal letter to assess the reasons and will expect Working illegally
The University of Birmingham will not advise you on this nor you to correct any aspects that resulted in the original refusal. Claiming public funds
will we check any of your switching documentation. This is to Failure to register with the Police when required to do so
avoid any risk of refusal and the subsequent impact that will If you cannot demonstrate this to the University, we reserve
have on your immigration status. Therefore it is between you the right to protect our HTS licence and decline to grant any What this means for you
and your new University. further CAS. This means you would have to return to your It is a criminal offence to become an ‘overstayer’ by being in the
home country. UK and allowing your current immigration permission to expire
You do not have to inform the Home Office that you are without having made an in-time application for further leave to
discontinuing your studies with us.. What this means for you remain.
It is a criminal offence to work more hours than are stated on
If you last applied for your Tier 4 permission before 05 Whether you are in the UK or in your home country, if your your visa/BRP.
October 2009 and you have enough time on your visa to visa is refused you must scan a copy of the refusal to the It is a criminal offence to claim public funds when you are not
complete your new course, you must contact the Home Office ISAS. entitled to do so.
and request permission to change institution using the It is a criminal offence not to register with the Police when
‘Permission to Change Tier 4 Sponsor’ application form. Refusal of your visa application is a very serious matter and required to do so.
There is a fee for this application. must be dealt with immediately. If your visa application is
refused you must scan a copy of the letter you received from
www.intranet.birmingham.ac.uk/as/studentservices
In addition, engaging in any such action would result in you The ISAS runs visa workshops during the week. The You will be expected to read the links we send to you before
facing penalties under the University’s Disciplinary workshops are approximately two hours long and there are your workshop in order to be prepared;
Procedures. two workshops:
You should seek urgent advice from the ISAS if you think i) The first will take you through the process and explain You will be expected to prepare the correct documents – you
your planned actions may lead you to commit a criminal what you need to prepare; will be advised as per Home Office guidance;
offence. ii) The second will take you step-by-step through the on-
line application process and how to make an Checking sessions are mandatory - You will be expected
h. Moving into a different immigration category application to attend a checking session on time and bring with you the
The University is required by law to inform the Home Office if correct documents and correct copies;
you move into a different immigration category. (c) Document checking
The document checking service is an opportunity for you to You will be expected to listen and pay attention to the advisor
What this means for the University bring the original documents you have prepared in the during the sessions;
Registry will inform the Home Office if you have moved into a workshop and have documents checked by the ISAS.
different immigration category (e.g. Tier 2) You will be expected to bring the correct original documents You will be expected to submit your own application on line
to the checking session and and post your documents to the Home Office on time (e.g.
What this means for you You will be expected to bring a full set of copies of all your before your visa expires);
If you move into a different immigration category, you must documents including your passport current visa and
inform the ISAS immediately and provide proof of this photographs (the ISAS will keep the copies) You will agree to keep us informed of the progress of your
change. application including sending us a scan of refusal documents
When we check your documents we will then sign your CAS if your visa is refused or taking your passport and new BRP to
SECTION 4 form to confirm that a CAS can be assigned to you. If you Student Enquiry Services to scan and have your new visa
The University of Birmingham’s duties when assigning a have failed to bring the correct documents and/or copies of checked.
Confirmation of Acceptance of Studies to existing students your documents, the ISAS will NOT sign your CAS form.
who need to extend their permission to stay in the UK under SECTION 5
Tier 4 (general) Why will we refuse to sign the CAS form? Tier 4 time limits (five year cap)
If you cannot provide us with the correct documents then it is Since April 2012, the Home Office has imposed a limit on the
What this means for the University highly likely that your application will not meet Home Office length of time that anyone can study at degree-level or above in
The University will assign a CAS to applicants/students who, to criteria and will be refused therefore the University will not risk the UK on a Tier 4 (General) Student visa or an ‘old style’ Student
the best of our knowledge, can make an application that meets assigning a CAS to a student who’s application will be visa (which pre-dated the Tier 4 (General) Student immigration
the criteria outline by the Home Office. This means, for example, refused and you will NOT be assigned a CAS. category).
that if you are a continuing student who is extending their existing
visa or if your visa has been refused or if you are switching to the What this means for you This rule may affect you if you are making an application to enter
University of Birmingham, the University requires you to meet our Your visa is your responsiblity – the ISAS is very happy to or remain in the UK for degree-level study and, if that permission
criteria before a CAS will be issued: provide you with workshops to help you prepare and send were to be granted, it would result in you spending more than 5
your application but you must do everything needed to make years studying at degree level or above in the UK.
(a) Visa expiry date that application.
You will be contacted by the ISAS before your visa is due to There are exemptions to this rule:
expire. We will contact you in sufficient time for you to You will be expected to attend the workshops allocated to you The Home Office has exempted certain courses from the cap.
prepare your application before your visa expires; – if you cannot you can request in advance to rearrange For details, please refer to the Tier Policy Guidance. The
these with the ISAS; UKCISA site contains further information:
(b) Visa workshops
www.intranet.birmingham.ac.uk/as/studentservices
http://www.ukcisa.org.uk/International-Students/Immigration- • Consult with the ISAS and follow University processes if there • Report to the Home Office any student who makes changes to
/Making-a-Tier-4-General-application-in-the-UK/Time-limit-cap- are any changes to your circumstances prompting you to their student status;
on-study/ interrupt, transfer or withdraw from your course • Report to the Home Office any significant changes in
If you have completed a degree level course in the UK which • Leave the UK within 60 days if you decide to interrupt or circumstances;
was at least 4 years long and you now wish to study a Master’s withdraw from your course, or if your studies are terminated or • Check that students’ do not exceed the five year cap.
level programme at university, the cap is extended to 6 years. you complete your studies early
(This does not include courses which were longer than • Not breach the conditions of your visa by working more hours BY UNDERTAKING THESE RESPONSIBILITIES, THE
expected due to re-sits/repeat years of study); than the Immigration Rules permit, claiming public funds or by UNIVERSITY OF BIRMINGHAM IS ABLE TO PROTECT ITS
failing to register with the Police and make updates as HIGHLY TRUSTED SPONSOR (HTS) STATUS.
The Home Office has exempted students studying a PhD at appropriate
university for the time you are registered on the programme. Report any change of circumstance to the Home Office using SECTION 7
However, no further permission to be in the UK under Tier 4 will the ‘Migrant Change of Circumstances’ form found online for Summary of the University position on protecting its Highly
be granted once the PhD is complete, if a further grant of leave BRP holders Trusted Sponsor licence.
would mean you spend more than 8 years in the UK as a Tier 4 1.Application/Admission
(General) Student / ’old style’ Student visa holder The changes that you are required to tell us/report are: 1.1 The University will assign a CAS in respect of all eligible
• Changes to your personal details; students admitted to a relevant programme of study when:
The University normally asks new applicants about prior study in • Criminal convictions that you have not previously disclosed; (a) the student has unconditionally accepted the offer from
the UK before coming to Birmingham so it is likely we have • Changes to your contact details; the University; and
assessed your case if you have previous study in the UK. • Changes to your representative’s details; (b) there are no remaining academic and/or English
However, if you are thinking of further study in the UK and would • Changes to your family members’ details if they are in the UK Language conditions.
like help calculating how long you have studied at degree level or as your dependants; 1.2 The University may require students wishing to be assigned
above in the UK, contact the ISAS. a CAS to provide further information and documentary
Make sure that you always keep your visa valid and that you evidence to the University to satisfy itself that the student is
The University is unable to sponsor your studies in the UK or never become an ‘overstayer’ by allowing a visa to expire. It is an eligible student;
support your visa extension application if, in making an your responsibility to apply for a new visa before your current 1.3 The University will not assign a CAS to a student on a
application, you contravene the Home Office time limit. permission expires and provide the University with a copy of any Distance Learning programme.
new visa granted. Do not exceed the time limit imposed by the 1.4 Assigning a CAS does not guarantee that a student will be
Section 6 Home Office for study at degree level and above successful in securing a Tier 4 (general) visa;
A summary of duties and responsibilities 1.5 The University is not responsible for any visa decisions
In summary, your immigration responsibilities are to: BY UNDERTAKING THESE RESPONSIBILITIES, YOU ARE made by the Home Office and does not accept any liability
• Provide the University with a copy of your passport and ABLE TO PROTECT YOUR IMMIGRATION STATUS. for any student failing to obtain a visa and/or for the
visa/BRP consequences and/or losses (whether financial or
• Inform the University if you apply for an extension of permission In summary, the University of Birmingham's immigration otherwise) of such failure;
to be in the UK under Tier 4 or if you switch into another responsibilities are to:
immigration category • Check that students have valid visas to study; 2. Right to Study Checks
• Provide the University with a copy of your ATAS certificate (if • Take and keep copies of passports and visas/BRPs; 2.1 The University reserves the right to refuse to enrol or
applicable) • Maintain up-to-date contact details; permit attendance for any non-EEA student who cannot
• Inform the University of your current contact details via the • Report to the Home Office if you fail to start your course on present evidence of appropriate to study;
my.bham portal time; 2.2 The University reserves the right to prevent any non-
• Attend your course and make progress with your studies • Report to the Home Office if you fail to meet academic points of EEA student from enrolling until it has checked their
contact;
www.intranet.birmingham.ac.uk/as/studentservices
immigration status by seeing, checking and taking a 4.1 The eligible period of immigration sponsorship for reason to believe that the student or students concerned
copy of, the student's passport and their visa; taught programmes is defined as running from the is/are or is/are likely to be:
2.3 The University reserves the right to withdraw formal programme start date until the date the i) in breach of the conditions of his/her visa; and/or
immigration sponsorship of students who do not enrol; student is expected to attend teaching and/or attend ii) engaging in terrorism; and/or
2.4 The University reserves the right to withdraw examinations and/or submit assessment. For taught iii) engaging in criminal activity and/or
immigration sponsorship of students who do not attend programmes, students are not normally sponsored after iv) where immigration sponsorship of a particular student or
a right to study check or who do not provide evidence completion, even if they are awaiting results, unless group of students would, in the opinion of the University,
for a check to be carried out. there are extenuating circumstances requiring an pose a risk to and/or compromise the University's
extension to studies. This would be granted in Sponsor Licence.
3. Study, Attendance and leave of absences accordance with appropriate University Regulations; 6.2 Where the University:
3.1 The University reserves the right to withdraw 4.2 The eligible period of immigration sponsorship for a) declines to assign a CAS; or
immigration sponsorship of students who do not attend research programmes is defined as running from the b) decides to withdraw a CAS which it has assigned to a
expected contact points and who do not participate in formal programme start date until the end of the student; or
their studies as required for their programme of study; maximum period of registration and may include a c) decides to withdraw immigration sponsorship in respect
3.2 The University reserves the right to withdraw period of nominal registration. If the student is awarded of a student,
immigration sponsorship of students whose studies are their degree before the end of his/her maximum period
suspended for any period of time including (but not of registration a report will be made to the Home Office and the student believes that this decision was
limited to) suspension in accordance with relevant if applicable. If a student is permitted to formally extend inappropriate, the student may follow the appropriate
University Regulations; his/her registration, following a request from the University Regulation but may need to do so from outside
3.3 The University reserves the right to withdraw student, the University will, if the student is an eligible the UK if returning home is in the best interest of their
immigration sponsorship of students who undertake a student, assign CAS for the student in respect of the immigration status
repeat/resit as an external student; extension period up to the point of re-submission and/or
3.4 The University reserves the right to withdraw examination. 7. General
immigration sponsorship of students who transfer 7.1 The University will collect and retain any such information
programmes if the student does not remain an eligible 5. Deferral, suspension, withdrawal and completion about its applicants and students as it deems necessary for
student; 5.1 The University will withdraw immigration sponsorship of the purposes of complying with its HTS obligations;
3.5 The University reserves the right to withdraw students whose studies are deferred or suspended under 7.2 The University will retain this information in accordance with
immigration sponsorship of students who undertake a appropriate University Regulations; the Sponsor Guidance, the Data Protection Act 1998 and
period of study or work or work experience/placement 5.2 The University will withdraw immigration sponsorship of the University's Data Protection Policy;
outside the University (except where the study, students who withdraw or are deemed withdrawn under 7.3 The University will share information with the Home Office
placement or work experience forms an assessed part appropriate University Regulations; to the extent that the University believes is required to
of the programme of study); 5.3 The University will withdraw immigration sponsorship of comply with its HTS obligations.
3.6 Following a request from the student, the University will students who are no longer in full-time study/externally 7.3 The University is obliged to comply with its HTS obligations.
assign a new CAS to a student who is deemed eligible registered. As such the University cannot accept any liability for any
to return to their studies after a period of absence when loss (financial or otherwise) experienced directly or
immigration sponsorship was withdrawn. This will be 6. Refusal or removal of immigration sponsorship indirectly by any student as a result of any actions or
carried out in accordance with appropriate University 6.1 The University reserves the right to decline to assign a omissions on the part of the University which the University
Regulations CAS; and/or withdraw a CAS which it has assigned to a believes are necessary or desirable to comply with the
student and/or withdraw immigration sponsorship of University's HTS obligations.
4. End dates and extensions to study students in circumstances where the University has
www.intranet.birmingham.ac.uk/as/studentservices
SECTION 8 Where can I locate the Tier 4 (Permission to Change Tier 4
Resources Sponsor) application form?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-
Where can I locate the UK Immigration Rules? students/changes
www.ukba.homeoffice.gov.uk/policyandlaw/immigrationlaw/immig
rationrules Where can I locate information relating to PBS Dependant
applications? www.ukba.homeoffice.gov.uk/visas-
Where can I locate the Home Office Tier 4 Policy Guidance? immigration/studying/adult-students/family
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-
students Where can I locate University student attendance policy?
http://www.birmingham.ac.uk/Documents/university/legal/student-
Where can I locate guidance about applying for ATAS attendance-reasonable-diligence.pdf
clearance?
https://www.gov.uk/academic-technology-approval-scheme Where can I locate the Code of Practice on Leave of Absence
procedures?
Where can I locate the Tier 4 (General) Student application http://www.birmingham.ac.uk/Documents/university/legal/leave-
form for in-country extension applications? of-absence.pdf
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-
students Where can I locate the University Leave of Absence
application form?
Where can I obtain specific guidance about extending a Tier https://intranet.birmingham.ac.uk/as/studentservices/enquiries/lea
4 (General) Student visa from within the UK? ve-of-absence.aspx
http://www.ukba.homeoffice.gov.uk/visas- https://intranet.birmingham.ac.uk/as/studentservices/graduatesch
immigration/studying/adult-students/ ool/rsa/leavesofabsence.aspx
Where can I locate form VAF 9 and Appendix 8 for Tier 4 Where can I locate University Code of Practice on Student
(General) Student applications made from my home country? Attendance and Reasonable Diligence?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult- http://www.birmingham.ac.uk/Documents/university/legal/student-
students/apply-outside-uk attendance-reasonable-diligence.pdf
Where can I locate the Migrant Change of Circumstances Where can I locate the University re-sit/repeat arrangements?
form? http://www.birmingham.ac.uk/Documents/university/legal/taught-
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult- programme-module-assess.pdf
students/changes http://www.birmingham.ac.uk/Documents/university/legal/regulatio
ns-part7.pdf
Where can I locate the online change of circumstances form
for BRP holders? Where can I obtain information about Police Registration
www.ukba.homeoffice.gov.uk/visas-immigration/while-in-uk/do-i- procedures in the UK?
need-brp/responsibilities https://intranet.birmingham.ac.uk/as/studentservices/international/
visas/policeregistration.aspx
www.intranet.birmingham.ac.uk/as/studentservices
(11)
MENTORS
MENTORS
Discussions between the mentor and student will remain confidential if the
student so wishes.
(13)
AUTHORISED ABSENCE
AUTHORISED ABSENCE
All overseas students (Tier 4) must complete an Authorised Absence form if they are away
from the University, for example on holiday, attending conferences, carrying out research
elsewhere.
Registration still continues and a Return from Authorised Absence form must be completed
upon return.
For Home/EU students permission must also be sought from the supervisor for any absence
from the University.
(14)
LEAVE OF ABSENCE
REQUEST FORM
LEAVE OF ABSENCE
The research student needs to complete the Leave of Absence form together
with their main supervisor and the form needs to be signed by the Head of
School/Research Co-Ordinator. Supporting documentation as to why the leave
is being requested, for example a doctor’s/hospital note, needs to be attached to
the form.
The form is then passed to the Academic Office and is sent to the Research
Progress Board for approval. Once a decision has been made a letter from the
Academic Office is sent to the research student stating the revised research
dates.
The Leave of Absence form is available from the University Graduate School
website.
(15)
GUIDELINES ON
UNDERGRADUATE TEACHING
BY
POSTGRADUATE STUDENTS
Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
UNIVERSITY OF BIRMINGHAM
1
Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
Index of points
1. Preamble
4. General Provisions
2
Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
1. Preamble
1.1 This Code of Practice applies to all teaching and academic support of
undergraduate and postgraduate taught students by postgraduate students or
other undergraduate students where the student providing the teaching or
support is doing so in addition to their own programme of study. It does apply
to students carrying out teaching or academic support duties as a condition of
receipt of a studentship.
1.2 This Code of Practice does not apply to those students undertaking teaching
duties as part of their approved programme of study, for example those on
teaching training programmes or those undertaking ‘peer marking’ as part of a
module. For these students separate provisions are made for their training and
supervision and for quality assurance of their activities. This Code of Practice
does not apply to Honorary Lecturers or contracted staff of the University who
may also be students. For these students the regulations and terms applicable
to all academic staff apply.
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Substantial preparation for students involved in academic support is considered to be where the time
spent on preparation is equal to, or more than, the time spent on delivery of the academic support.
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Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
1.4 ,4 ‘Summative assessment’ includes assessed work which contributes to
the final award (as a mark or as credit), such as unseen examinations,
essays, dissertations or presentations.
1.4 .5 It is noted that some activities may fit into more than one of the
categories above, for example fieldwork which may involve leading
activities including devising the schedule for the work (more likely
considered as ‘teaching’) or may involve supporting academic staff by
providing additional support as a source of advice (more likely
considered as ‘academic support’). In such cases the academic member
of staff responsible for the module should use their judgment, consulting
with the Head of School if necessary.
2.3 Postgraduate Teaching Assistants will not be the sole or main supervisor of an
undergraduate research project or dissertation including MSci/MEng projects.
Postgraduate Teaching Assistants will not be module convenors, responsible
for a module and may only deliver such teaching as specified in this Code of
Practice.
2.7 Where a School wishes to make an exception to this rule (i.e. to allow PGTAs
to be involved in summative assessment other than as specified in 2.6), the
proposal should be approved in advance by the Director of Education of the
College that owns the programme, with a copy of all approvals being provided
to Academic Services annually.
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Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
2.8 Each School will complete a PGTA checklist as part of the BIQAES process
for consideration by the College Quality Assurance and Enhancement
Committee.
3.1 A Head of School may approve in exceptional cases the use of undergraduate
students in the provision of academic support for undergraduate students
where this academic support is subject to appropriate and documented
supervision by academic staff.
3.3 Each School will provide an annual report to the College Quality Assurance
and Enhancement Committee outlining the use made of undergraduates
including the number employed and on which modules, the activities they have
been involved with and the training and support provided by the School. The
College will confirm that these reports have been received and reviewed
through the BIQAES Annual Checklist.
4. General Provisions
4.1 The terms and duties of engagement must permit the Postgraduate Teaching
Assistants and any undergraduates involved in academic support to complete
the work for their own degree within the normal time period for that degree.
4.2 The teaching hours of a full time student who is a Postgraduate Teaching
Assistant shall not exceed six hours per week averaged across the academic
year. Training, preparation and marking time should be included in this six
hour period. The weekly maximum may be redistributed across the academic
year with the prior agreement of the student concerned.
4.3 The rates of remuneration shall be as determined from time to time by the
University, and may be subject to limit by research councils or other sponsors.
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Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
5.2 It shall be the responsibility of Heads of School to satisfy themselves that
appropriate procedures are operated throughout the School for determining
the suitability of individual students to undertake any teaching or academic
support requested of them. Module conveners are responsible for ensuring
that Postgraduate Teaching Assistants and undergraduates have relevant
knowledge of the discipline and the subjects to be covered, a strong command
of English (or the relevant language if undertaking activities in a foreign
language) and/or the requisite computing or laboratory skills. Interviews or
practical tests may be used to assess these skills and experience. Where
practicable a probation period should be in operation.
5.3 The School should ensure that students involved in demonstrating have
hands-on experience of the equipment to be used and guidance concerning
the common problems and expected outcome of the experiment, and have
been fully briefed on the safety procedures for that experiment and those in
force for the laboratory concerned; a note of such guidance given should be
retained.
5.5 Colleges and Schools should establish procedures for capturing and
monitoring PGTA training activities, with the results being provided to relevant
parties, including CLAD for the purposes of training provision planning. This
data should include, but is not limited to, the nature and volume of teaching,
academic support, and assessment activities undertaken by Postgraduate
Teaching Assistants and Demonstrators, but should not include those students
who are carrying out these activities as a condition of receipt of a studentship
6.3 In all cases a member of academic staff shall be responsible for the work of
the Postgraduate Teaching Assistants and for the module overall, both for the
delivery of teaching and for assessment.
7.1 The College, through the College Quality Assurance and Enhancement
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Code of Practice
Teaching and Academic Support of Undergraduate
and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
Committee, will monitor the appointment, training, supervision and monitoring
of Postgraduate Teaching Assistants and undergraduates involved in
academic support through the completion of a PGTA checklist by each
relevant School and through direct consideration via School Review. The
College will also monitor the academic progression of students who undertake
these duties in order to ensure timely completion of research objectives.
7.2 The Director of Education for the College that owns the progamme will be the
approval body for any exceptional appointments (as detailed above).
7.3 The College, through the Quality Assurance and Enhancement Committee,
will report any concerns in relation to generic training, remuneration,
supervision or other concerns to the University Quality Assurance and
Enhancement Committee.
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(16)
The continuation fee is an annual fee and in the 2016/2017 academic session
will be £192 and will be reviewed annually. Postgraduate research students
become liable to pay the continuation fee immediately upon transfer to writing
up status. If students transfer to writing up status at a time other than
October, then they will be charged a pro-rata fee until the following October.
There will be no refund if students submit their theses during the course of the
academic session as many of the costs will already have been incurred and
some will continue throughout the examination period.
Details on how to submit the research degree thesis can be found on the
University Graduate School website
If you need to extend your maximum registration in order to have extra time
before submitting your thesis then you are required to complete the Extension
Request Form which is also found on the University Graduate School website.
(18)
├ (B18)
room and
store
(B19-B20)
front of building
Main corridor
(Not to scale)
Ground Floor ("G" rooms)
Biomedical
research
Microsystems Lecture Automotive Automotive laboratory laboratory
30
Crush Hall
┬
front of building
Main corridor
☺ Disabled-friendly lift
(Not to scale)
First Floor ("F" rooms) and Lower First Floor ("LF" rooms) and Extension ("E" rooms)
Teaching laboratories
Mechanical Engineering Civil Engineering
(LF3-LF5) Academic Staff,
Postgraduate Student
and Research Staff
offices
(E1-E13)
Head of School
Administration - Meeting Head of College and Lecture theatre Lecture/seminar Academic staff Head of School
Mechanical
College Room Operations Manager (back entrance) rooms Civil Engineering Civil Engineering
Engineering (F23/F24) (F25) (F31-F32)
(F26 - F29) (G31) (F33) (F35-F37)
(F19-F20)
front of building
Main corridor
(Not to scale)
Second Floor ("S" rooms)
Academic
Academic Staff Academic
Women's Staff offices Men's Admin
offices Mechanical airs Staff Stairs
toilets Mechanical toilets Civil Eng
Engineering ╠ and lift Mech Eng and lift ╣
Engineering (S32) Computer
Academic (S7-S8) (S21a)
(S3-S4) Suite
Staff offices
Design Centre and Support
Mechanical
card entry ► ( S21) ◄ card entry ► Team
Engineering
(S28,
(S10a-S13)
S31a - d)
Academic Staff offices Academic Staff offices
Mechanical Engineering Civil Engineering
(S14-S20) (S22-S27)
front of building
Main corridor
Floor plans of Gisbert Kapp Building
Key to symbols: lift stairs emergency exit men’s toilets women’s toilets t accessible toilets
Ground Floor
Entrance
The Quiet Room
First Floor
offices UG office Head of
School
N
123
t
The Link
stairs to
general PG ground floor
office office & lecture
theatres
offices
lab
N216 N224 N225
t
lab
N207
stairs to
technicia The Link &
ns’ room ground floor
N206
LT1 LT2
Third Floor
offices
N N
t 327 328329
lab
N337 N334
Fourth Floor
offices offices
lab
room
N418 N419
t
Fifth Floor
offices
N
521
t
N
533
N521 & N533 are small lecture, seminar & meeting
rooms. OUT OF HOURS ACCESS
There is no out of hours access to this floor
for any taught students
Health and Safety in Gisbert Kapp Building
You are required to comply with the safety provisions applicable to the University and to undertake such safety
Development as your programme of study may necessitate.
You must follow the safety instructions issued by the Head of School and other authorised persons and observe
the safety rules appropriate to any particular part of the University premises.
All students shall conduct themselves and work in a safe manner so as not to endanger themselves or others and
shall not misuse or interfere with any item provided for safety purposes.
Departments Health and Safety Policy Document (to be read in conjunction with the following notes)
School regulations are: Study not involving work with laboratory equipment. Research personnel are
permitted to work in the building at any time between 08.00 and 22.00 on weekdays. The Gisbert Kapp
Building is locked at 17.00. Postgraduate workers wishing to work after 17.00 should have their Identity Card
validated by the department’s Safety Co-ordinator, Mr Andy Dunn. The Identity Card must be produced when
requested by a security officer.
Laboratory work: This is permitted after 17.30 on weekdays only until 20.00. Work in any of the three
categories may be done providing that there is a second person present in each laboratory. The second
person present must be capable of taking appropriate action in the event of an accident or emergency.
Anyone wishing to work late in this way should obtain the permission of his or her supervisor. All
workers without special passes should be out of the building by 22.00 each night; disciplinary action will be
taken against anyone found on the premises after that time.
Work outside normal hours: Those whose work requires attendance outside normal hours may, with their
supervisor's written authority, obtain a Special Pass from the departments Safety Co-ordinator. However,
laboratory work is restricted to the hours stated above.
Work at Outstations: You must notify your supervisor before undertaking work at an outstation. Safety in
fieldwork requires great care and should not be undertaken without a full risk assessment.
Gisbert Kapp Building
The School of Electronic, Electrical & Systems Engineering is based in the Gisbert Kapp building on Pritchatts Road.
The building consists of 2 blocks joined by a central
staircase and lift shafts.
Emergency exits: Located at the far end of each block
(accessed only in an emergency).
Tutors' offices: Mostly located at the far end of A
block.
Toilets: Mostly located at the lifts/stairs end of A
block, and opposite the 2nd floor lecture theatres,
and ground floor reception area.
On timetables the prefix “GK” or “GKAP-” before
room numbers indicates “Gisbert Kapp”.
Cycle Parking
The school is keen to encourage staff and students to use bicycles or other sustainable methods of transport. There
are about 30 Sheffield stands for bikes immediately outside Gisbert Kapp building (indicated by on the diagram
above), and many more across the university campus.
Remember to always lock your bike securely to the stands. There is a police surgery at the University Centre which
sells bicycle 'D-locks' at a discounted rate to current students.
Building Access
Access to all of the labs in the building, and many of the rooms and corridors is
controlled electronically. The magnetic stripe on your student ID card opens the
locks so it is important that you keep the card with you at all times in the building.