Student Procedures

General guidance

Support during formal casework proceedings

If you submit an appeal or complaint, or are subject to formal disciplinary procedures, you can be accompanied to meetings by a friend or supporter.  Consult the guidance note on the Guidance on the role of your friend/supporter for further information.

Confidentiality

All information provided to casework@ncl.ac.uk, shall be treated as confidential, subject to the need to divulge information to investigate a case and any requirements of the Data Protection legislation. It is equally important that the Subject of the Investigation, also respects the need for confidentiality throughout the investigation process. Where confidentiality is breached this may be deemed an act of misconduct under the University’s Disciplinary procedures. 

Relevant members of staff will be informed of the outcome in confidence. Senior members of staff may also receive a copy of the outcome in confidence, in order for the University to learn/act on issues identified from an investigation.

Office of the Independent Adjudicator

Independent external review of disciplinary outcomes is provided by the Office of the Independent Adjudicator. 

Academic Queries and Appeals Procedure

The University has a Student Academic Queries and Appeals Policy 2024-25 and a Student Academic Queries and Appeals Procedure 2024-25 for students who would like to query: 

• Board of Examiners' decisions (other than those which relate to academic misconduct) 
• Personal Extenuating Circumstance (PEC) Committee decisions 
• sanctions imposed under Review of Academic Progress procedure
• DPD/Dean of Postgraduate Study Request outcomes. 

An appeal relates to formal academic decisions made regarding your programme of study and should not be used to raise general complaints about issues such as tuition or supervision. If you wish to raise these issues you should submit a complaint. 

You are asked to make every effort to raise your assessment/progress query, in writing, with the School/Faculty directly concerned under Level 1 of the Procedure in the first instance. There is usually a specific email address for you to submit academic queries to directly; please check your Degree Programme Handbook or ask your School Office.  

If you are unhappy with the outcome of your Level 1 query, then you can proceed to appeal under Level 2 by submitting an Academic Appeals Form. You should include full details of the appeal and any supporting evidence and submit this to casework@ncl.ac.uk.  

If you remain unhappy with the Level 2 determination, you are able to request the outcome is reviewed under Level 3 of the Procedure by submitting your request to the Academic Registrar via casework@ncl.ac.uk. 

Here is a Quick Guide to Academic Queries and Appeals, which should help explain the process.

Academic Misconduct Procedure

The University is committed to ensuring fairness in assessment and promoting good academic conduct across the institution.  The Student Academic Misconduct Procedure 2024-25 is part of the Student Disciplinary Policy and deals specifically with reports of academic misconduc.

The University takes all allegations of academic misconduct seriously. If you are accused of academic misconduct (other than in an Examination Room) you will normally be asked to make a written statement and be interviewed by staff within your School before any conclusion is reached.   

If you are unsure of referencing and/or academic writing styles relevant to your specific subject area, you should speak to a member of staff within your School such as your Personal Tutor or Module Leader.  They will be able to offer you advice and guidance on how best to approach your written work.  

You can also find advice on referencing and good academic writing practice on the Library's Academic Skills Kit (ASK) webpages.

Complaints and Resolution Procedure

If you would like to make a complaint about another student, please use the process set out in the Student Disciplinary Policy and Procedure.

The University has a Student Complaints and Resolution Procedure 2024-25 and Student Complaints and Resolution Policy 2024-25 to resolve complaints quickly and effectively.

The Procedure is split into three levels:

• Level 1: You are first asked to raise your initial complaint directly with the school, service or area concerned. This is the informal level and seeks to provide you with an early resolution to your complaint.  
• Level 2: If you are unhappy with the outcome of your Level 1 complaint, or you are unable to raise the issue locally, you can submit a Level 2 Complaints Form  with any supporting evidence to casework@ncl.ac.uk.
• Level 3: If you are unhappy with the Level 2 outcome you are able to request that the decision is reviewed under Level 3 of the Procedure, by submitting your request to the Academic Registrar. 

There is a Quick Guide to the Student Complaints and Resolution Procedure that may help with you submission.

This procedure does not deal with complaints made against other students. If you want to complain about the behaviour of another student at the University you should email casework@ncl.ac.uk with a full explanation of the concern, and if possible, supply supporting evidence. The complaint will normally be investigated under the University's Student Disciplinary Procedures and you may be invited to attend a meeting as part of the investigation.

Information on Student Complaint Remedies & Redress

Student Disciplinary Policy

The University is committed to providing a safe and secure environment for all students, staff and visitors to the University. 

When registering as a Newcastle University Student, you agree to abide by the University's Regulations and the Student Behavioural Code of Conduct, which forms part of the Student Charter.

The Student Disciplinary Policy 2024-25 and its related procedures outline how the University deals with reports of misconduct about any of its registered students. Where a disciplinary investigation results in a finding of misconduct, appropriate disciplinary sanctions may be imposed. These are set out within the Student Disciplinary Procedures and the Exemplar Fines and Charges.

Relevant documents include:

• Student Disciplinary Procedure - Reporter 2024-25
• Student Disciplinary Procedure - Responder 2024-25
• Student Conduct Risk Management Procedure
• Guidance on the role of your friend/supporter
• Operational Guidance for Student Committee Hearings

Reporting Misconduct

If you believe a student has breached University rules and want to report their actions to the University for investigation, you should email casework@ncl.ac.uk with a full explanation of the nature of your concern and if possible supply supporting evidence.  As a witness, you may be invited to attend a meeting as part of the investigation. 

Police Reports

The University receives reports from the Police, especially where there maybe be safeguarding issues for students or staff. When we receive a police report, an investigation will take place and appropriate action taken in accordance with the Student Disciplinary Procedure - Responder 2024-25

Support

Whether you report misconduct (reporter), or are the subject of a report of misconduct (responder), you are able to get support, advice and guidance from the Student Advice Centre and the Student Health and Wellbeing Service, as well as your Personal Tutor. 

Fitness to Practise Procedure

The University has a Fitness to Practise Procedure in place to consider any conduct or circumstances which indicate that a student, on a specific professional programme, may potentially be unfit to practise professionally or be a danger to actual, or potential patients.

The Fitness to Practise Procedure 2024-25 is used by the University to consider whether a student should be permitted to continue on a course of study which leads to an entitlement to practise as on a range of professional qualifications at Newcastle University.

It also applies to graduates with a Newcastle University MBBS degree who are Foundation Year 1 trainees or Year 1 House Officers in Malaysia.Any reports received indicating the possibility of a student being unfit to practise professionally are referred to the Provost of the relevant Faculty, who will designate a panel and lead investigator to look into the report further. A hearing may be convened to which the responding student will be invited to attend. 

Support to Study

The University supports all students throughout their studies.

If you have a temporary or long-term health condition, mental health difficulty or disability, which is impacting adversely on your ability to study, your School or the Student Health & Wellbeing Service may choose to support you under the Support to Study Policy 2024-25 and the Support to Study Procedure 2024-25. This is usually separate and distinct from any support offered to you directly by the Student Health and Wellbeing Service. 

There are different levels of support:

• Level 1: Initial informal support, usually provided by your Personal Tutor (for example, through extra tutorial meetings).
• Level 2: More formal support may be put in place if the measures under Level 1 are not sufficient.  A meeting will usually be held to discuss your circumstances and agree an Action Plan with you.
• Level 3: When earlier support actions have not been successful in enabling you to continue with your studies, or it is believed your health may be at risk, formal intervention by an impartial Support to Study Panel may be organised. 

If your case is forwarded for further consideration by a Level 3 Fitness to Study panel, you may find it helpful to consult the Operational Guidance for Student Committee Hearings.

A Quick guide to the Support to Study Procedure is available which you may find useful.

Academic Progress Review Procedure

The University Regulations require you to make satisfactory academic progress in your programme of study.  If your School believe that you are not making satisfactory progress for any of the reasons set out below, you may be invited to a meeting to discuss your engagement. This will also give you the opportunity to raise any problems that you may be experiencing so that your School are able to help you find the appropriate support to help you successfully continue with your studies.  

You should be asked to bring any medical or personal circumstances to the attention of the School and you should be kept fully informed at each stage of the process so that you are aware of their intentions with regard to your studies.   

It is important that you do engage with these communications as your School are able to request that your studies are either suspended or terminated, dependant on the circumstances of the case. 

Reasons a School may raise Academic Progress Review Procedure with you are: 

• Failure to attend for interview with academic staff as required in connection with failure to attend your programme of study or failure to make satisfactory progress;
• Failure to attend regularly your programme of study without good cause; distance learning or online programmes engagement will be measured by alternative means as determined by your school; Failure to perform adequately in work prescribed for your programme; 
• Failure to submit written work required under your programme regulations (whether or not such work counts for assessment purposes) at the required time;
• Failure to attend examinations or pass the prescribed examinations for your programme; provisional examination results may be used as evidence;
• Failure to attend English language assessment and attend in-sessional English language classes as directed by your Degree Programme Director;
• Failure to attend briefings relating to health and safety, especially where they apply to laboratory work, and to pass any assessments in relation to these briefings that are designed to ensure that you are safe to operate in that environment;
• Failure to attend or complete satisfactorily an INTO pre-sessional programme;
• Breach of your visa conditions, as set out in the University General Regulations. 

Student Sickness and Absence Procedure

Where illness or other reason prevents you from studying for more than three working days, you should complete an Absence Request Form via your Student Portal.The Absence request form should be used to report sickness or absence to your school for any periods of absence. Although it is not compulsory to complete the form, if a teaching event is monitored and there is no authorised absence request, your absence will be recorded on your record as unauthorised.

The Student Engagement Policy refers.If illness prevents you from studying for more than seven calendar days, you should obtain a medical certificate from your doctor and forward it to your academic school or tutor/supervisor as soon as possible. In addition, an application for an adjustment to an assessment as a result of personal extenuating circumstances (PEC) can be made, if appropriate.The Absence Request Form is also used for absences other than for sickness, e.g. time away from the University for personal reasons or masters student summer vacation. You should note that these absence reasons will also require evidence.

Completing the form

The form is available on the Student Portal and should be used by all students except Medical and Dental students. See absence request for advice on completing the form via the Student Portal.Medical and Dental students should use the Student Absence Request (PDF) form and send it to their academic units. If you’re using a MAC please complete the PDF form using Acrobat Reader for Mac which is a free download. If you use a different PDF reader you may experience some problems completing or submitting the form.

Personal Extenuating Circumstances (PEC)

The Personal Extenuating Policy and Procedure explains how to seek a reasonable adjustment to assessment, such as, extension, deferral etc. You may submit a self-certification PEC on up to two occasions per Semester (1 & 2), totalling four in an academic year to request a short extension (up to 7 days) to an assessment deadline submission for minor illnesses or distress, without needing to provide medical evidence. Please note, a self-certification PEC cannot be used for examinations, repeat attempts, deferrals or extraordinary assessments.

Confidential Circumstances

If you are reluctant for details of your illness to be made known, even to your tutor, you can provide your tutor a confidential letter in a sealed envelope for the Chair of the PEC Committee or Board of Examiners. This can be addressed as appropriate for the Chair’s eyes only.

Absence Request Process

To submit an absence request, please follow the steps below: 

• login to the Student Portal and select 'Absence Request' 

• to add a new request click '+Add new request'

• select the reason for your absence from the 'absence reason' drop down

• enter the details of your absence

• attach documents or select ‘I will submit evidence later’

• tick the declaration and submit 

Your new request will appear in the Absence Request Overview in the Student Portal. You can change or cancel your request from this screen. Any comments from your school will appear in the absence request.