General Regulation I - Definitions
In the General Regulations of the University, the following expressions shall have the meaning assigned below, unless the context requires otherwise:
(a) "College" includes all the Colleges maintained by Council, the recognised Colleges, and Licensed Halls of Residence.
(b) "College Regulations" means the rules made by College authorities for the conduct of students.
(c) "University Regulations" includes the General Regulations of the University and regulations made under the authority of these regulations.
(d) "The General Regulations of the University" means the rules laid down by Senate and Council for the conduct of members of the University under the authority accorded to those bodies by the Statutes of the University. Please refer to the disclaimer available at www.durham.ac.uk/gateways/handbooks/ for information on the circumstances in which these regulations may be altered. They are published in the University Calendar Volume I available on the web via www.durham.ac.uk/university.calendar/volumei/.
(e) “Codes of Practice” and the University’s Learning and Teaching Handbook provide guidance on specific areas of the University. If there is any conflict or disagreement between what is stipulated in General Regulations and the advice given in the Codes of Practice or the University’s Learning and Teaching Handbook, the stipulations within General Regulations take precedence.
(f) "Programme". A degree or other programme is a set of modules or courses satisfying the requirements for a particular named degree or other qualification.
(g) “Authorised University Officer (AUO)” means
The Head of the relevant Faculty and Deputies to the Head of the relevant Faculty
The Pro-Vice-Chancellor and Deputy Warden
The Dean of the Graduate School
The Principals or Masters of Colleges
The Heads of Academic, Administrative or Service Departments or Schools
The Chairs of Boards of Examiners
The Chief Information Officer
The Chief Operating Officer (Registrar)
The Academic Registrar
The Deputy Academic Registrar
The Director of Estates and Buildings
Any member of University staff expressly authorised to act as AUO by one of the above.
(h) “Head of the Relevant Faculty” and their Deputies. The current Heads of Faculty are:
Pro-Vice-Chancellor (Arts & Humanities) Pro-Vice-Chancellor (Science) Pro-Vice-Chancellor (Social Sciences & Health)
(i) "The University Statutes" means the Statutes of the University of Durham scheduled to the Universities of Durham and Newcastle upon Tyne Act 1963 as subsequently amended. The University Statutes are published in the University Calendar.
(j) "The University" includes all of the University estates and in addition recognised Colleges, Licensed Halls of Residence, and Durham Students' Union premises.
(k) "Head of College" means the Master or Principal of a maintained College, a recognised College, or a Licensed Hall of Residence.
(l) "Student" means any person admitted to the University under Section II of the General Regulations and any other person registered as a member of the University for the purpose of full-time, part-time or occasional study, including those paying a Continuation Fee.
(m) "Required to withdraw". A student who is required to withdraw from the University ceases to be a member of the University from the date of the withdrawal. From that date the student may not reside in the University or have access to any of its facilities, academic, social or sporting. Nor may a student enter for any further examinations without the special permission of the Senate.
(n) "Member of the University" includes all members of the staff of the University and of the Recognised Colleges and Licensed Halls of Residence, and all students.
(o) "The Office of the Independent Adjudicator" (OIA) is the independent body to whom students may complain in accordance with their procedures. Information about the OIA and the procedure for submitting complaints can be obtained from the Academic Support Office, the Durham Students' Union website or from the OIA website: www.oiahe.org.uk
General Regulation II - Admisson
(1) All undergraduate students, postgraduate students and all students engaged in periods of full-time study for one or more terms, must be members of a College. Information about the University's Colleges is available at www.durham.ac.uk/colleges/
Please refer to the University’s regulations for Admission and Matriculation, and the University’s Notification of Academic and Personal details for Admission and Matriculation and Registration Purposes Regulation all of which are published in Volume II of the University Calendar.
General Regulation III - Residence
(1) Students shall be members of a College at the primary site of their learning and teaching.
(2) Student members of the University registered for full-time programmes of study shall reside within College, or Licensed Hall of Residence, or within College managed accommodation, or otherwise within a reasonable distance of the University+.
(3) Exceptions to (2) above may be granted by the Chair of the relevant Faculty Education Committee following the submission of a concession request endorsed by the student’s Department and College.
(4) Students may only, and for exceptional reasons, change College membership during a programme of study with the approval of the Pro-Vice-Chancellor and Deputy Warden or his or her designate(s).
(5) A student who leaves their residential licence agreement during the course of a term, may be required to pay an early termination charge as specified in that agreement. See also General Regulation IX B Payment of Fees and Charges.
(6) Where the University terminates an application prior to the programme start date or requires a student to withdraw under the terms of its Notification of Academic and Personal details for Admission, Matriculation and Registration Purposes Regulation, the University may retain any fees paid on or on behalf of the applicant.
+ Or other approved location of study as defined in the programme regulations.
General Regulation IV - Discipline
This regulation relates to student discipline in both conduct and academic matters.
(a) In accepting an offer of a place at the University, students agree to be bound by:
(i) The University’s Admission and Matriculation Regulations and Notification of Academic and Personal Details for Registration Purposes Regulation published in volume II of the University Calendar;
(ii) The following General Regulations in Volume I of the University Calendar:
- That the student should cease to be a member of the University in residence (for a maximum period of one year). Also known as “rustication”.
- That the student may not make use of any of the academic, residential, social or sporting facilities provided by the University, but may, if the Senate Discipline Committee so decides, be permitted to attend in order to sit a University examination.
- That the student may not remain in accommodation in College and may be forbidden to use all or specified facilities of the College but remains a member of the College expected to fulfil all their academic commitments.
- That the student should have no contact of any kind with a named person or persons.
(iii) ‘Suspension’ is a temporary measure taken in response to an allegation of misconduct. It is not meant to be punitive but rather to facilitate an investigation to proceed unimpeded or to protect the student or other members of the University whilst the discipline process proceeds. Suspension is therefore a non-judgemental process and alternatives to suspension will be considered where appropriate.
(3) Types of Disciplinary Offence
(a) Misconduct is considered to be improper interference in the broadest sense with the proper functioning and activities of the University, or those who work or study in the University, or action which otherwise damages the University, whether on University premises or elsewhere.
(b) There are two types of disciplinary offence; “major offences” and “other offences”.
(c) “Major offences” set out in 5 below broadly involve behaviour that either does or has the potential to cause serious damage to the University, its staff and other students.
(d) By contrast, “other offences” involve misconduct of a less serious nature.
(4) Jurisdiction as to Whether a major or minor Offence
(a) An “authorised University Officer (AUO)” decides whether, on the face of it, the offence is “major” or “other”.
(b) An “authorised University Officer” (AUO) is defined in General Regulations I Definitions section g). The AUO makes his/her decision based on:
- the nature of the offence
- the examples of major offences listed in 5 below
- the evidence of the alleged offence.
(c) If the AUO considers the offence could be major, he or she refers the case to the Chair/Deputy of Senate Discipline Committee, who in turn decides whether:
(i) to refer the offence to Senate Discipline Committee as an allegation of a major offence
(ii) to refer the offence back to the AUO to be treated as a other offence
(iii) to recommend (where appropriate) that formal disciplinary action should not take place.
(5) Major Offence Procedure
(a) Examples of major offences. Major offences are normally:
(i) Falsification or serious misuse of University records, including degree or diploma certificates; [Allegations involving fraudulent information or non-disclosure of material information for admissions or matriculation and registration purposes are normally considered under the University’s Notification of Academic and Personal details for Admission, Matriculation and Registration Purposes (University Calendar Volume II)].
(ii) False pretences or impersonation of others, within or without the University, in connection with academic attainments or financial awards;
(iii) Theft, fraud, misapplication of, or gross negligence in connection with, funds or property of any kind;
(iv) Serious instances of disorderly conduct causing serious damage to or on University property or premises or seriously affecting good order within or without the University;
(v) Conduct, which, by whatever means, seriously disrupts or prejudices the work of other members or employees of the University or the carrying out of University business;
(vi) 1Breaches of College regulations, or of Codes of Practice, codes of conduct, IT or Library regulations published in Volume 1 of the University Calendar or breaches of the regulations Durham Students' Union applies to its members, where the breaches are referred to Senate Discipline Committee as allegations of major offences. This includes but is not restricted to allegations of harassment or intimidation of staff or students, including on grounds of age, disability race, gender, religious belief, sexual orientation or other areas that breach the University’s policy on Respect at Study, and/or possession of offensive weapons or controlled drugs;
(vii) Failure to comply with a punishment or ruling under the “Other Offences” Procedure;
(viii) Conduct which brings the University into serious disrepute, by causing serious reputational damage;
(ix) Conduct which endangers, or is calculated to endanger, the health and safety of a member of the University.
(x) Serious offence or offences in connection with degree, diploma or certificate examinations; (eg cheating which includes, but is not restricted to cheating in University examinations, plagiarism, multiple submission as defined in General Regulations VIII, falsification of results or evidence, use of unethical research methods, collusion, impersonation, cheating in an examination).
(xi) Offences against the criminal law, where these offences involve other students or seriously affect or have the potential to seriously affect the interests of the University or have the potential seriously to affect the health and safety of staff or students.
(b) Senate Discipline Committee
The Discipline Committee deals with:
(i) allegations of major offences;
(ii) appeals from students regarding punishments received under the other offences procedure;
(iii) an allegation from an AUO that a student has refused to accept or comply with a decision or sentence under the other offences procedure.
(iv) A quorum of five members will attend a discipline hearing and will be comprised of:
- The Chair or Deputy Chair
- Two members of staff drawn from the panel of fifteen members of staff, who may also be a Deputy Chair
- Two student representatives drawn from those nominated by Durham Students' Union
At least one member shall be a man and one a woman.
(v) The Senate Discipline Committee shall normally meet within six weeks of the Chair or Deputy Chair referring an allegation or an appeal to the Committee (or within eight weeks if the period includes part of a vacation) to consider
- an allegation that a student has committed a major offence or;
- an appeal regarding a punishment under the other procedure, or;
- an allegation from an AUO that a student has refused to accept or comply with a decision or sentence under the other offences procedure.
(vi) A student charged with a major offence will receive a written summons, giving:
- a copy of General Regulation IV Discipline and any other relevant University Regulations or Codes of Practice;
- brief but clear details of the charge;
- two weeks' notice to appear before the Senate Discipline Committee, [students may waive the right to two weeks’ notice by applying in writing to the Chair/Deputy Chair of the Senate Discipline Committee];
- notification of the right to call witnesses in defence at his/her discretion and to advise the Secretary to the Committee, one week in advance of the hearing, of the names of any witnesses who have agreed to appear;
- advice that he/she may approach the College Student Support Office or the Durham Students' Union for help in connection with responding to the offence and advice that he/she may be accompanied at the hearing, by a member of staff of his/her choice (if willing), or by a member of the Durham Students' Union of his/her choice (if willing);
- advice that he/she may submit relevant documents for the Committee to consider provided that such documents are received one week in advance of the hearing, with the exception of the student’s final statement, which must be received three working days before the hearing. In the statement the student may set out any relevant additional information he or she wishes to bring to the Committee’s attention. (This might include an account of mitigating circumstances where the student wishes to admit the offence, or evidence to support their rebuttal of the offence).
(viii) If the student does not appear on the date given and the Senate Discipline Committee is satisfied that a reasonable attempt has been made to communicate the date of the hearing to the student, the Committee may proceed to deal with the charge and, if necessary, impose the appropriate penalty in the student’s absence.
(ix) The case against the student shall be brought by the AUO who referred the matter to Senate Discipline Committee or by another officer authorised to act by the AUO.
(x) The Head of the student’s College and the Head of the student’s Department or Director of Combined Degrees/Natural Sciences will be invited to attend the hearing or to nominate another College or Departmental Officer to attend in his/her place, (particularly where the AUO is either the Head of College or the Head of Department).
(xi) If the student wishes to admit the charge, he/she may do so in writing to the Secretary to Senate Discipline Committee on receipt of the summons or later, at any stage in the Committee’s proceedings.
(xii) The Chair or Deputy Chair of Senate Discipline Committee may call and seek evidence from any member of the University either before, during or after the meeting. Exceptionally, he or she shall also have power to postpone a hearing.
(xiii) At the meeting, the AUO shall speak first, followed by the student. Anyone accompanying one of the participants may speak to the Committee only with the Chair’s or Deputy Chair’s permission.
(xiv) The Head of the student’s College and the Head of the student’s Department shall be asked to submit a statement to the Committee about the student’s conduct at the University. The statement will be copied to the student. Where the Head of College or Head of Department is acting as AUO, another member of staff from the College or Department shall be asked to provide the statement.
(xv) A member of staff attending may be accompanied at the hearing by a member of staff of his or her choice (if willing).
(xvi) At the meeting, both the student and the AUO may question and be questioned by each other and by members of the Committee. If present, the Head of Department and/or the Head of College or those members of staff representing the Head of Department or Head of College and all witnesses and the student’s accompanier may be questioned by each party and by members of the Committee.
(xvii) Before withdrawing, the student will be invited to make his/her final statement. Where the student wishes to admit the offence, he/she may make comments in mitigation. He/she may ask to make the statement with Committee members only present if desired, or he/she may ask that the person accompanying him/her should make the statement on his/her behalf. With the exception of members of the Committee, all present will withdraw while the Committee considers its decision.
(xviii) The Chair or Deputy Chair of the Committee will invite those previously present to rejoin the Committee. He/she will announce orally as appropriate, either whether the Committee allowed the appeal, or whether the Committee found the discipline charge proved, and if so, what penalty is to be prescribed.
(xix) Notwithstanding (xviii) above, the Committee shall have power to adjourn, continue or postpone a hearing or decline to announce the outcome orally, as it deems appropriate.
(xx) Normally within 7 working days, the Committee will produce a reasoned decision summarizing the facts found and considerations which led it to reach its decision and the student’s rights of appeal.
(xxi) As part of the monitoring process, Senate and Council will receive a report from the Senate Discipline Committee that includes an anonymous summary of cases.
(xxii) Discipline proceedings are normally held in confidence.
(6) Other Offence Procedure
(a) An Authorised University Officer may generally deal with other offences.
(b) Other breaches of University regulations, procedures or codes of practice will be dealt with as set out in the relevant regulation, procedure or code of practice. Exceptionally, a serious breach amounting to a possible major offence referred to in section 5 a), may be referred directly to the Chair or Deputy Chair of Senate Discipline Committee as an allegation of a major offence.
(c) Heads of College will deal with breaches of College regulations as set out in the respective College regulations.
(d) A Chair of a Board of Examiners or a Research Degree Plagiarism Panel may deal with an allegation of a minor infringement of assessment regulations as set out in guidelines within the University Learning and Teaching Handbook.
(e) The Other Offences Procedure exists to deal with misconduct that does not amount to a major offence.
(f) In dealing with an allegation under the other offences procedure, , the AUO or body concerned should adhere to the following broad principles:
- that the student accused and those ruling on the offence receive written notification of the offence;
- that the student accused should have the right to be accompanied by a member of the University community at a meeting convened to discuss the offence;
- that the AUO should have another member of the University community present to act as a note-taker at a meeting convened to discuss a disciplinary offence;
- that before a punishment is implemented the student should have the opportunity of defending him/herself and submitting mitigation;
- that where the student fails to attend a meeting convened to consider the allegation, and the AUO is satisfied that the student has received notice to appear, the AUO may proceed to deal with the charge and if necessary impose an appropriate penalty in the absence of the student;
- that the AUO also has the power to postpone, continue or adjourn the case on cause shown at his/her discretion;
- that the AUO should provide the student with a brief written, reasoned decision summarizing the facts found and the considerations which led him/her to reach the decision and the student’s rights of appeal.
(7) Punishments on Conviction of a Disciplinary Charge
Punishments for Major Offences
(a) The penalty for a major offence is expulsion from the University.
(b) Where, in the view of Senate Discipline Committee, the penalty of expulsion is inappropriate due to exceptional mitigating features of a particular case, a lesser penalty may be imposed. The lesser penalty may include but is not restricted to:
- a reprimand;
- a fine up to a maximum figure to be determined annually(the maximum fine for 2015/16 is £225);
- informing the Board of Examiners that marks awarded for an entire module or modules or components of a module or modules be reduced or restricted to zero and that there should be no opportunity to resit the module, modules or components thereof;
- a requirement to make and attend an appointment for counselling, medical treatment, or community service;
- an order of exclusion;
- informing the Board of Examiners/or Examiners of a thesis of cancellation of all marks without the opportunity to resit;
- reduction of degree classification to be awarded or award of a lesser qualification without the opportunity to resit;
- (in the case of damage to property or premises) a requirement to make good that damage in whole or in part, and/or repay/make good any financial loss to the University or any or all of these;
- Restrictions to access to the University or College or part thereof.
Punishments under the Other Offences Procedure
(c) The AUO or responsible person or body stipulated in the respective code of practice, regulation or guideline may impose an appropriate punishment from the range set out in the regulation, code of practice or guideline, or as appropriate from the range of sanctions listed below:
- a requirement to make and attend an appointment for counselling or medical treatment;
- a requirement to undertake community service;
- a reprimand or suspension of privileges for a period not exceeding one term;
- a requirement to make good the cost in whole or in part of any damage caused and/or repay/make good any financial loss to the University;
- any or all of these or any punishment (other than expulsion) as deemed reasonable by the bodies above;
- an order of exclusion from College or restricting access to the University or College or part thereof or restriction on contact with a named person(s).
(d) A Board of Examiners may reduce or cancel the marks to be awarded for an entire module or assessment component thereof.
(e) The Examiners of a thesis may implement the range of punishments set out in the Learning and Teaching Handbook. Further information is available from the Academic Support Office.
(f) Where no penalty is prescribed in a particular University Code of Practice, regulation or guideline, a fine may be imposed up to a maximum figure to be determined annually. [The maximum fine for 2015/16 is £225.]
(g) The limits of these penalties may be reviewed periodically by authority of the Senate and Council.
(8) Rights of Appeal
Appeal against Punishment under the Other Offence procedure or suspension from all or part of the University2
(a) A student may appeal in writing to Senate Discipline Committee, via the Chief Operating Officer (Registrar), within three weeks of notification of the decision. The letter should state the grounds for appeal.
(b) Except in the case of a suspension, action to implement the first decision may be delayed until the appeal is considered.
(c) Within three weeks of the letter of appeal being received by the Chief Operating Officer (Registrar) or his/her nominated officer, it shall normally be considered by the Chair or Deputy Chair of the Senate Discipline Committee.
(d) If the Chair or Deputy Chair decides that on the face of it there is no case for appeal, he/she shall dismiss the appeal. Otherwise the appeal should be considered at a Senate Discipline Committee hearing.
(e) If the Chair or Deputy Chair dismisses the appeal, the Chief Operating Officer (Registrar) shall inform the student of the decision, advising him/her that he/she may complain to the Office of the Independent Adjudicator (OIA)3 in accordance with their procedures.
(f) If the appeal is forwarded to Senate Discipline Committee, the Committee’s usual procedure [set out in 5(b)] shall be followed, as appropriate.
(g) When considering an appeal the Committee can annul, confirm, reduce or increase any penalty or requirement to make recompense imposed by the AUO or other body set out in 7 (c) or may order a rehearing of the case by the AUO or other body.
(h) If the Committee decides not to allow the appeal, the student may make a statement of mitigation or rebuttal of the original charge before the Committee confirms the punishment. The student shall be told that he/she may complain to the Office of the Independent Adjudicator (OIA)3 in accordance with their procedures.
(i) When the Committee is considering an appeal, any member of the Committee who has already been involved in the matter shall not sit.
Appeals against Punishment for a Major Offence or Suspension pending completion of a police investigation or criminal proceedings
(j) A student found guilty of a major offence by the Senate Discipline Committee or who wishes to appeal against suspension (pending completion of a police investigation or criminal proceedings) may appeal to the Council Student Appeals Committee, as set out below.
Jurisdiction of the Council Student Appeals Committee
(k) The student must appeal to the Council Student Appeals Committee within three weeks of the decision of the Senate Discipline Committee or the decision that he/she be suspended from the University pending completion of a police investigation or criminal proceedings or a decision under the terms of the University’s Notification of Academic and Personal details for Admission, Matriculation and Registration Purposes Regulation, to terminate the student’s registration. The appeal, setting out the grounds for appeal against the decision, should be sent in writing to the Chief Operating Officer (Registrar).
(l) Within six weeks of the notification being received by the Chief Operating Officer (Registrar) (or twelve weeks if the period includes a vacation or part of a vacation), it shall be considered by the Chair of Council Student Appeals Committee.
(m) If the Chair, after considering the appeal and documentation relating to the case decides that, on the face of it, there is no case for appeal, he/she shall dismiss the appeal. Otherwise where the Chair considers it to be an appropriate course of action in all the circumstances of the case, he/she shall remit the appeal back to Senate Discipline Committee, for consideration by Committee members who are without prior involvement in the case (or back to the original decision-making body or Officer, as appropriate). Alternatively, the Chair may forward the case to the Council Student Appeals Committee, for a hearing (if the Chair considered this to be a more appropriate course of action, in the circumstances of the case). In reaching a decision on whether there is a case for appeal, the Chair may consult as he/she deems appropriate.
(n) If the Chair dismisses the appeal, the Chief Operating Officer (Registrar) shall inform the student of the decision. The student shall also be told that he/she may complain to the Office of the Independent Adjudicator (OIA)3 in accordance with their procedures.
Membership of Council Student Appeals Committee
(o) The membership is as set out below, the quorum is three members:
- Chair to be the Chairman of Council or an appointed lay member of Council nominated by the Chairman.
- Two appointed lay members of Council appointed by the Chair as the need arises.
Procedure for Council Student Appeals Committee
(p) A meeting of the Council Student Appeals Committee shall normally be held within six weeks (twelve weeks if the period includes a vacation or part of a vacation) of the decision that it should consider an appeal. The student shall receive at least two weeks' notice of the meeting.
(q) The agenda for the hearing will be sent out one week in advance to the student, members of the Committee and the AUO. The student has the right to submit a written “final statement”, either setting out mitigation where the offence is admitted or rebutting the charge. Additional papers are not normally circulated after submission of the agenda.
(r) The student shall have the right to present his/her case in person, and to be accompanied either by a member of staff of his/her choice (if willing), or by a member of the Durham Students' Union of his/her choice (if willing).
(s) The following shall have the right to attend, or to send a representative, and present their case to the Committee:
- the AUO who initiated the matter in dispute;
- the Head of College, or where the Head of College is the AUO, another College officer nominated by him/her.
In each case they may be accompanied by a member of the University community of their choice (if willing).
(t) The Committee shall have the power to call and seek evidence from any member of the University concerned with the student's appeal.
(u) At the hearing the appellant shall be the first to speak to the Committee. Anyone who is present to accompany one of the participants in the appeal may speak to the Committee only with the permission of the Chair.
(v) Members of the Committee, the student concerned and those having the right to attend shall receive from the Secretary of the Committee copies of the student's final statement, any report from the Senate Discipline Committee, and other papers relevant to the case.
(w) Having considered the evidence, and taken such advice as it may deem appropriate, the Committee shall issue a written decision normally within four weeks, summarizing the facts found and considerations which led it to reach its decision.
(x) When the Committee’s decision is announced, the student is to be advised that he or she may complain to the Office of the Independent Adjudicator within a period of three months from the announcement of the decision.
1 Before an allegation of this type of major offence is escalated to Senate Discipline Committee, the University would normally expect the matter to be investigated under the terms of relevant code, or regulation and for the investigation to have concluded that on the face of it a major offence had occurred.
3 Information about the OIA and the procedure for submitting complaints can be obtained from the Academic Support Office, the Durham Students' Union website or from the OIA website: www.oiahe.org.uk
General Regulation V - Academic Progress
(1) All students engaged in full or part-time study (excluding those registered on a Continuation Fee basis) are required to fulfil their academic commitments.
(a) To that end undergraduate and taught postgraduate students shall, as required by the regulations governing the degree or other programme or module for which they are registered:
(i) attend courses of instruction in the University in each of the subjects required to the satisfaction of the Heads of Departments or Schools responsible for those subjects;
(ii) fulfil all academic obligations, including registration and those obligations defined (in the relevant module outline as published in either the Faculty Handbook or Postgraduate Module catalogue as appropriate) as being required to demonstrate academic progress in the modules for which they are registered to a standard satisfactory to the Heads of Departments or Schools responsible for the subjects.
(b) Postgraduate students are required to engage in research and/or advanced study to a standard satisfactory to their supervisory team or Course Director.
(c) A student who, because of illness or other good cause, is unable to fulfil his/her academic commitments may, as a matter of grace, be regarded as having met his/her academic commitments by concession. Normally such a concession will not be granted on more than one occasion in a single academic year, and it will normally be for no more than five weeks. Additionally, concessions for 'grace periods' must specify the alternative summative assessment arrangements which replace any standard summative assessment requirements for any modules which cannot be fulfilled during the 'grace period'. Whenever possible the student will be required to make up the work missed in his or her own time.
(a) If satisfied that a student appears, after appropriate departmental warnings have been issued, to have failed to fulfil his/her academic commitments as defined in 1 above, the Head of Department or School responsible for the commitment in question shall request the designated officer to formally issue an Academic Progress Notice (APN) letter to the student. The designated officer should normally be the Head of the Faculty or a deputy to the Head of the Faculty. The designated officer must not be a member of the Board of Studies or the Board of School which made the original request for an Academic Progress Notice to be issued, and in the case of a student studying a Combined Honours or Natural Sciences programme the designated officer must not be the member of University staff responsible for the management of the programme. If a Deputy to the Head of the Faculty is unable to serve the Head of Faculty shall appoint an alternative designated officer to act.
(b) The request shall specify the grounds for requesting that an APN letter be issued and the academic requirements of Boards of Studies or Boards of School which must be satisfied according to a stated timetable within a period of not less than four weeks, or by the end of the remainder of the student’s period of study, if shorter. In the case of undergraduate students the period of four weeks shall be in term time and may extend over two terms, but may not include the pre-examination period of the Easter Term. In the case of postgraduate students the period of four weeks may not extend beyond four weeks prior to the deadline for the submission of the dissertation. The APN letter shall state that unjustified failure to satisfy the specified academic requirements may result in the student being required to withdraw from the University.
(c) The APN letter shall also specify that prior to the end of the penultimate week of the APN period the student must make any and all relevant information of mitigating circumstances known to the relevant Heads of Departments or Schools (or in the case of students studying a Combined Honours or Natural Sciences programme the Programme Director). The student may also make an appointment to see the designated officer to offer such information to him or her.
(d) In the case of undergraduate students, copies of the APN letter shall be sent to the Heads of Departments or Schools concerned with that student, to the Director of the degree or other programme when appropriate and to the College Support Office of that student. In the case of postgraduate students, copies of the APN letter shall be sent to the Heads of all Departments or Schools concerned, the Supervisor or Course Director, to the Head of the Faculty concerned and to the College Support Office concerned (if applicable).
(a) At the end of the specified APN period the designated officer shall on the basis of the reports from the Boards of Studies or the Boards of School decide either:
(i) That the student's performance has improved sufficiently to have fulfilled the conditions of the APN. or
(ii) That the student has not met the conditions of the APN and therefore should be asked to withdraw.
In exceptional circumstances, the designated officer may decide to extend the period of the APN for a specified period (normally not more than four weeks). An APN may not normally be extended on more than one occasion before a decision is made as to whether to require the student to withdraw from the University. This decision should normally be taken within two weeks and normally during term time in the case of an undergraduate student.
(b) A decision to require a student to withdraw must be made not later than the first week of the Easter Term (for undergraduates) and four weeks before the submission date for the dissertation (for postgraduates). After this, the student’s progress will be determined on the basis of the outcomes of his/her examinations and assessed coursework.
(c) The student shall be informed of the decision in writing; with copies sent as in 2(d) above. Where a student is being required to withdraw from the University, the letter shall also give information on appeal procedures.
(4) A student may appeal to the relevant Faculty against a decision of a designated Officer taken under the Regulations for Academic Appeals: see General Regulation VII below
General Regulation VI - Suspension
A suspension1 is not a punishment; it is a temporary measure taken in response to an allegation of misconduct. It is not meant to be punitive but rather to facilitate an investigation to proceed unimpeded or to protect the student or other members of the University whilst the discipline process proceeds.
Suspension is therefore a non-judgemental process and alternatives to suspension will be considered where appropriate.
By comparison, exclusion and expulsion are sanctions imposed as the outcome of a discipline procedure.
An order of exclusion involves sanction or sanctions that may include (but are not limited to) restrictions on student status or restriction on access to University or College facilities or activities, or contact with named person(s); whereas an order of expulsion is a permanent, compulsory withdrawal from the University.
(2) Cases in which Suspension can be Considered
Suspension can therefore be considered as appropriate in the following cases:
(a) where a student has been accused of a major or minor offence as set out in General Regulations IV Discipline or an offence under College regulations; or the student’s matriculation and registration is being investigated under the terms of the University’s Notification of Academic and Personal details for Admission, Matriculation and Registration Purposes Regulation.
(b) where a police investigation is pending into an allegation that the student has committed an offence or offences against the criminal law, where the offences involve other students or affect or have the potential to affect the interests of the University or have the potential to seriously affect the health and safety of staff or students. Please refer also the University’s Code of Practice on Notification of Misconduct to the Police and Internal Action in Volume 1 of the University Calendar;
(c) on rare occasions where a student suffering from documented mental health difficulties may be causing disruption to others or may be severely damaging their own academic prospects;
(d) as a short term emergency measure to facilitate an investigation.
(3) Jurisdiction Over Suspension
(a) As an emergency measure and following consultation with the Head of the student's Department and the Head of his or her College, any Authorised University Officer may suspend a student from the entire or specified parts of the University for up to 10 days, where the Authorised University Officer is of the reasonable opinion that it is urgent and necessary to take such action. Emergency suspension will normally only be considered where the alleged misconduct poses a serious risk to the health, safety, welfare or property of the student or others. In the event that an emergency suspension is put in place the Authorised University Officer must on the same day provide to the student, the Head of the student's Department and the Head of the student's College (or nominees) written notification of the emergency suspension including the reasons for that suspension and this regulation and notification of the student’s right to make oral or written representations to the Authorised University Officer within 2 days receipt of the notice of suspension. These representations will be considered by the Authorised University Officer as soon as practicable. The Authorised University Officer will then confirm to the student, the student's Head of Department and the Head of the student's College whether the suspension is to be lifted or remain in place. In any event during the period of the suspension the Authorised University Officer shall keep the suspension under review in light of any representations, developments or information which are brought to his or her attention and which in his or her reasonable opinion change the nature of the suspension or warrant its lifting. In addition a case conference or investigation must take place during the period of the suspension to establish whether the suspension should be lifted or whether the Authorised University Officer should recommend to the relevant University Authorities that the suspension be continued under a different ground within section 3 of these regulations.
(b) Any Authorised University Officer may suspend a student for a period of up to 28 days from any part of the University or any University or College facilities or activities for which that authority has responsibility, by providing written notification of the suspension to the student and a copy of this regulation.
(c) A student who is suspended by an Authorised University Officer under 3 b) above may not use, access or enter any such University or College buildings or facilities as may be specified by the Officer for a defined period, but may use, access or enter all University or College buildings or facilities not thus specified. An order of suspension may include a requirement that the student have no contact of any kind with a named person or persons.
(d) Any teacher shall have the right to require any person to leave his or her class for one particular teaching session. Where the teacher believes it is necessary to raise an allegation of misconduct under University discipline regulations, he or she may seek to suspend the student from that particular class for a period not exceeding 28 days, pending the outcome of a disciplinary investigation. In such a case, the teacher should seek approval from the Head of Department or his/her nominated Deputy. The Faculty Office should be informed in writing of the suspension.
(e) A Head of Department shall have the right to exclude any student from attending any part of a module for which he or she is not registered, if this is appropriate to ensure the proper conduct of the class.
(f) Except in the case of its own members, the right to visit a Durham College is at the discretion of the Head of that College, who also has the right to exclude any non-members, if it is the Head’s reasonable opinion that it is appropriate to do so, to ensure good order in the College and/or the health and safety of College members.
(g) Following consultation with the Chair or Deputy Chair of Senate Discipline Committee, the student’s Department and College, the Chief Operating Officer (Registrar) or his/her nominee may suspend a student from the entire University pending completion of a police investigation, or criminal proceedings or the outcome of a Senate Discipline Committee Hearing.
(h) Following consultation with the Chief Operating Officer (Registrar), (or other Officer nominated by him or her) and the student’s College and Department, an Authorised University Officer may suspend a student from the University on Mental Health Grounds with immediate effect, for a period of up to twelve months. The student must be advised to seek pastoral support and medical attention.
(i) In all cases where the suspension might involve removing the student temporarily or otherwise from his or her College accommodation, the Colleges Office must be contacted as soon as possible for advice on how to proceed. If it becomes apparent that the student may have mental health support needs, then proceedings should be adjourned and advice sought from the Deputy Academic Registrar’s Office, in accordance with the University’s mental health policy.
(4) Review and Appeal
(a) The Chair or Deputy Chair of the Senate Discipline Committee, the Head of the student’s College and his/her Head of Department must be notified where:
(i) a suspension prevents a student from meeting some or all of his/her academic commitments; and/or
(ii) the suspension is for 28 days or more.
(iii) the suspension is from the entire University.
(b) The Chair or Deputy Chair of the Senate Discipline Committee (or his/her nominee) will then review the suspension within the period of 28 days in the first instance. It should be reviewed at four weekly intervals within term-time thereafter. Outside term time the suspension will be reviewed at intervals deemed appropriate by the Chair or Deputy Chair of the Senate Discipline Committee (or his/her nominee) in consultation with the student’s Head of College and the Head of his/her academic department.
(c) However, where a student is suspended pending completion of a police investigation, or the outcome of an investigation under Notification of Academic and Personal Details for Admission, Matriculation and Registration Purposes (NAP) regulation in the University Calendar Volume II or the conclusion of criminal proceedings or a Senate Discipline Committee hearing, the suspension will be reviewed as appropriate, by the Chair or Deputy Chair of Senate Discipline Committee, or another appropriate University officer, following receipt of corroboration from a relevant authority confirming the outcome of the police or NAP investigation, criminal proceedings or a Senate Discipline Committee hearing.
(d) Where a student is suspended on mental health grounds (as indicated in 3(h)) the Chief Operating Officer (Registrar) or other Officer nominated by him or her, will initiate the suspension review process one month before the suspension ends. Before permitting the student to re-register with the University the Chief Operating Officer (Registrar) or nominee will require a satisfactory report confirming the student’s fitness to return to the University and resume his/her studies. The report should include evidence from an appropriate medical authority confirming that the student is fit to resume their studies and evidence that satisfactory support and monitoring arrangements have been put in place with relevant College, Departmental, administrative support services and external agencies as appropriate. In compiling the report the Authorised University Officer will draw upon colleagues well placed to provide advice and guidance nominated by the Deputy Academic Registrar (for example, colleagues in an appropriate College Support Office, Disability Support and/ot the councelling Service). The arrangements for a student returning after suspension may include specifying a series of periodic assessments.
(e) Except in the case of a suspension as set out in 4 (c) or (d) above, a student may appeal to Senate Discipline Committee against suspension where his or her suspension is continued beyond 28 days. The student should appeal in writing via the Chief Operating Officer (Registrar) within 21 days of the notification of the suspension, as set out in General Regulation IV, Discipline 8 (a). The letter should state the grounds for appeal. If the Chair or Deputy Chair of the Senate Discipline Committee dismisses the appeal the student shall be told that he or she may appeal to the Office of the Independent Adjudicator (OIA) OIAHE2 in accordance with their procedures.
(f) A student suspended in accordance with 4(c) and (d) above may appeal to the Council Student Appeals Committee. The student should appeal in writing via the Chief Operating Officer (Registrar) within 21 days of the notification of the suspension, as set out in General Regulation IV, Discipline 8 (j). The letter should set out the grounds for appeal. If the Chair of the Council Student Appeals Committee dismisses the appeal the student shall be told that he or she may appeal to the Office of the Independent Adjudicator (OIA) OIAHE2 in accordance with their procedures.
(5) Attendance During Suspension
Except in the case of a student suspended in accordance with 4 c) or 4 d) above, students are expected to fulfil all academic commitments during a period of suspension, where feasible. The student cannot however be granted access to classes or areas from which they are suspended. At the request of the student concerned, the Head of the Academic Department(s)/School(s) or another member of staff designated by the Head of Department/School should advise on how and to what extent academic commitments can be fulfilled during suspension.
1 More detailed explanations of "exclusion" or "expulsion" may be found in General Regulation IV Discipline Section 2(e).
2 Information about the OIA and the procedure for submitting a complaints can be obtained from the Academic Support Office, the Durham Students' Union website or from the OIA website: www.oiahe.org.uk
General Regulation VII - Academic Appeals
An academic appeal is a request from a Durham University student for formal review of an academic decision affecting that student.1
An academic appeal investigation has a limited scope. Effectively the investigation amounts to a check as to whether the decision appealed was reached:
(a) in accordance with correct University procedures; and
(b) in the light of relevant information.
Matters of academic judgement cannot be appealed. The University defines “academic judgement” as the professional and scholarly knowledge and expertise which members of Durham University staff and the external examiners draw upon in reaching an academic decision.
Academic judgement therefore includes, but is not restricted to, decisions about the severity of impact of mitigating circumstances on academic performance, decisions about the academic standard attained by students, marks and grades to be awarded for individual pieces of work or modules, and degrees and degree classifications to be awarded, or not.
In view of its limited scope, there are two primary circumstances in which an academic appeal may be appropriate:
(a) that there might have been a serious error in the way in which the original decision was made;
(b) that there exists or existed circumstances affecting the student’s performance of which, for good reason, the Board of Examiners or Committee or University Officer might not have been aware when the original decision was made.
(3) Possible Remedies
If the appeal is upheld it will normally be sent back for reconsideration by the body that made the original decision. This does not necessarily mean that the original decision will be reversed or altered. Normally marks for work will only be changed if there was an error in recording or processing them.
The University’s Academic Appeal Regulations are based on the following principles:
(a) that staff and students are expected to act fairly and reasonably;
(b) that, where a complaint is shown to be frivolous, vexatious or motivated by malice, it will not be investigated and disciplinary action may be taken against the student in accordance with the “Code of Practice on Student Behaviour in Appeals and Complaints.”;
(c) that staff must not investigate cases in which any potential conflict of interest might arise. Where practicable, senior staff should avoid becoming involved in the early stages of an academic appeal because it may compromise their ability to be involved at a later stage;
(d) that students must abide by University General Regulations and Student Codes of Practice published in the University Calendar and available on the University’s web site at http://www.dur.ac.uk/university.calendar/volumei/ ;
(e) that the University will treat academic appeals seriously and will deal with them without disadvantage or recrimination unless misconduct by the student is uncovered in the course of investigating the academic appeal.;
(f) that staff and students will be expected to comply with deadlines. Time limits for appeals will be extended only in exceptional circumstances, such as when the student did not receive timely notification of the decision for reasons outside his or her control;
(g) that, before submitting a formal appeal, students should attempt to resolve the matter informally where feasible. Where the student is dissatisfied with the outcome of the informal approach, they should submit a formal appeal, using the relevant academic appeal proforma. The relevant forms and information about sources of support are available on the University’s web site via www.durham.ac.uk/academicsupport.office/appeals;
(h) that the University expects students (as the person best able to communicate any issues of dissatisfaction or adverse effects) to raise academic appeals with the University and will only accept academic appeals raised by third parties on a student’s behalf in exceptional cases. In any meeting with University staff under this policy, students have the right to be accompanied by a current member of the University community or a Students’ Union representative.
(i) that complete confidentiality cannot be always guaranteed if effective action is to be taken on an academic appeal. Therefore students are asked to sign a disclaimer on the University’s appeal proformas authorising the investigating authority to consult others and share information on a need to know basis. Staff dealing with appeals must, however, ensure that information disclosed by the student appealing is only disclosed to third parties on a need to know basis. Normally no information is disclosed to anyone outside the University, including the student’s parents, without the express permission of the student;
(j) that students seeking help in using this procedure should seek advice from any of the following on a confidential basis:
the appropriate College Student Support Office;
appropriate academic staff (as set out in the Departmental handbook);
the Academic Support Office;
the Students' Union.
Where complete confidentiality is requested by a student, this might limit the extent to which an academic appeal can be investigated. Authoritative advice on the appeals regulations or complaints procedure is contained in the regulations. The Academic Support Office may be contacted for advice on the appeals process. To ensure that an independent investigation is undertaken, the Officer investigating the appeal or complaint should not be asked for advice in advance of the notification of the decision;
(k) that, where an academic appeal is upheld, the remedy will be implemented within a reasonable timescale;
(l) that in addition to the Academic Appeals regulations the University has established the following other procedures for students to use if they consider they have personally been discriminated against or unjustly treated:
the Complaints Procedure for Students (for complaints about academic support or service delivery);
the Respect at Study: Policy, Code of Practice and Procedures for Students to make a Complaint about Harassment (for allegations of harassment (including racial, sexual, bullying or harassment because of a disability) between fellow students or by a student against a member of staff);
the Code of Practice on Freedom of Expression;
the Public Interest Disclosure (‘WhistleBlowing’) Policy (to report financial or procedural malpractice in good faith);
(m) that in cases where a student raises matters informally or formally which may apply to the academic appeal procedure and another procedure simultaneously, the University will write to the student to inform them of the appropriate process, processes or order of processes which will be used for consideration of the matters they raised. Students are not permitted to initiate more than one formal procedure simultaneously for the same or related matters.
(n) that Academic Appeals are monitored by the University annually because they provide important evidence about how effectively the University’s student procedures have operated in practice. The University Senate therefore receives an annual report containing an anonymised analysis of formal complaints and appeals including a breakdown by gender, age, ethnicity and disability based on information supplied at registration. Where appropriate the report will contain recommendations for improving practice in the University.
(5) Decisions That Can Be Appealed
Students may use these regulations to appeal against the following decisions:
(a) a confirmed decision of a Board of Examiners or the Examiners of a higher degree.
(b) a decision of a University Committee or a University officer on any academic matter affecting the student appealing (eg a decision regarding Academic Progress).
(6) Grounds for Appeal
The grounds for appeal are limited to:
(a) that you were adversely affected by illness or other relevant factors, of which you were previously unaware or which for a good cause you were unable to disclose to the Examiners or other decision-making body or Officer
(b) that you have evidence that parts of the relevant documented procedure were not applied correctly or your marks were not calculated correctly and this procedural defect was significant enough to have materially affected the decision, making it unsound
(c) that the Board of Examiners or other decision making body or Officer took a decision which was not reasonable in all the circumstances.
(7) Formal Appeal Stage 1: Faculty Appeal2
(a) A student must appeal within 21 days of the date of the notification of the decision to be appealed4, by completing a University Faculty Appeals pro forma5, which should be sent to the relevant Faculty Office (in the case of an undergraduate appeal) or to the Academic Support Office (in the case of a postgraduate appeal).
(b) The student must state the grounds for appeal, giving detailed reasons to support his or her case.
(c) The Head or a Deputy to the Head of the relevant Faculty6 shall be responsible for considering the appeal
(d) Where he or she considers it appropriate, the Head of Faculty or deputy to the Head of Faculty6 may treat an appeal as if it were an application for a concession.
(e) Within 42 days of the University Faculty Appeals pro forma being received, the Head of Faculty or deputy to the Head of Faculty6 shall:
(i) consult the following and receive written information from those consulted:
(A) the Designated Officer and the Head of the Student’s Department if the appeal is about a decision under General Regulation V (Academic Progress)
(B) the Chair of the Board of Examiners if the appeal is about an Examination Board decision
(C) or the internal examiner or Internal Adviser to examiners if the appeal from a postgraduate research degree student);
(D) or the Chair of the Committee if the appeal is about a committee decision.
(E) in all applicable cases: the Head of the student’s College.
(ii) may consult other members of University staff if he or she deems it appropriate in particular cases
(iii) produce a brief report on the case setting out his/her decision on the case
(iv) notify the outcome of the appeal to the student, the Head of Department or School, the student’s Supervisor or Course Director (if the student is a postgraduate), the Academic Support Office, and the Head of the student’s College and provide the student with a copy of his/her Faculty Appeal file containing the documentation considered.
(f) The Faculty Appeal will have one of the following outcomes:
(i) if the Head of Faculty or a deputy to the Head of Faculty has concluded that the appeal is allowed, that it shall either:
(A) be forwarded to the Chief Operating Officer (Registrar) for the Chair/Deputy Chair of the Senate Academic Appeals Committee, for consideration under Regulation 8(c)
(B) be referred back to the original decision-making body for reconsideration.
(C) be treated as an application for a concession, in which case the appeal process may be concluded without an appeal investigation taking place.
(ii) the Head of Faculty or deputy to the Head of Faculty concludes that the appeal is dismissed as unjustified.
(g) If the student is dissatisfied with the decision to dismiss the appeal, or the decision reached by the original body on reconsidering the case, or the concession offered, he or she may appeal to Senate Academic Appeals Committee within 14 days of notification of the decision in question.
(8) Formal Appeal Stage 2: Appeals to the Senate Academic Appeals Committee2
(a) An appeal to the Senate Academic Appeals Committee (SAAC) must be made within 14 days of the date of the notification of the Faculty Appeal decision, using a University Senate Academic Appeals Committee proforma, available on the web at www.durham.ac.uk/academicsupport.office/appeals/ or via the Academic Support Office, or via the student’s College or Department.
(b) The grounds for appeal are either:
(i) that you (the appellant) have evidence that parts of the relevant documented procedure were not applied correctly at the Faculty Appeal stage and this procedural defect was significant enough to have materially affected the decision, making it unsound;
(ii) that there is substantial and relevant new information that was previously unknown to you, or which for a valid reason you were unable to disclose at the Faculty appeals stage and that the information is significant enough to have materially affected the Faculty Appeal decision, making it unsound.
(c) Within 28 days of the University SAAC pro forma being received by the Chief Operating Officer (Registrar), it shall be
(i) copied to the student’s Department and College for information
(ii) considered by the SAAC Chair/Deputy Chair, in consultation with the Head or deputy to the Head of a Faculty other than the Faculty to which the student belongs (HF/DHF) , and in the light of the documentation considered at the Faculty appeal stage.
(d) If the SAAC Chair/Deputy Chair is ineligible or unavailable to act in respect of an individual case, the Vice-Chancellor and Warden, the Deputy Vice-Chancellor or a Pro-Vice-Chancellor shall designate a senior member of the University to serve as SAAC Chair/Deputy Chair for that particular case.
(e) The SAAC Chair/Deputy Chair and the Head of Faculty or deputy to the Head of Faculty may consult as they deem appropriate.
(f) If the appeal is disallowed, the Chief Operating Officer (Registrar) shall inform the student of the decision in writing, and enclose a copy of the student’s SAAC file and provide a completion of procedures letter. The student shall also be told that he/she may take the matter to the Office of the Independent Adjudicator (OIAHE) in accordance with their procedures.
(g) If the OIAHE rules that the appeal should be considered by the SAAC, the Committee must meet in accordance with these procedures, chaired by a senior member of University staff, normally a Pro-Vice-Chancellor, who has not been previously consulted about or involved in the matter.
(h) If SAAC Chair/Deputy Chair and HF/DHF allow the appeal it shall be forwarded to the SAAC for an oral hearing, unless in view of the particular circumstances of the case, the Chair/Deputy Chair considers that appropriate action might be taken to deal with the situation.
(i) If the SAAC Chair/Deputy Chair and HF/DHF consider the alternative action has not dealt with the situation in an appropriate way, the appeal will then be forwarded to the SAAC for an oral hearing and the student will be notified of this decision in writing.
(j) If the Chair/Deputy Chair and HF/DHF believe that the alternative action has dealt with the situation appropriately the appeal will have concluded. The University will issue a Completion of Procedures letter advising the student that if he or she remains dissatisfied it is possible to complain to the Office of the Independent Adjudicator in accordance with their procedures.
(k) When the "appropriate action" taken by the Chair/Deputy Chair is to refer the appeal back to a Board of Examiners, the HF/DHF shall attend the meeting of the Board of Examiners in an advisory capacity.
(l) A guideline for complaints to the OIAHE7 will be issued with the University’s Completion of Procedure letters.
(9) Meetings of the SAAC
(a) A meeting of the SAAC is normally held within 28 days of the decision that the appeal be considered by the Committee and the student shall receive at least two weeks' notice of the meeting.
(b) With the exception of the Chair/Deputy Chair of the Committee, any member of the SAAC who has already been involved in the matter shall not sit on the Committee.
(c) At the hearing the student shall have the right to:
(i) present his/her case in person, accompanied either by a member of staff of his/her choice (if willing) or by another registered Durham student of his/her choice (if willing) or by a member of staff from the Durham Students' Union (if willing);
(ii) nominate a proxy, who should be a member of the University community, to attend and present the case on the student’s behalf (if willing), if the student is unable for a valid reason to attend in person. The meeting may proceed in the absence of the student or proxy provided that the Chair/Deputy Chair of the Committee considers it reasonable to do so.
(d) The Committee shall have the power to call and seek evidence from whomsoever it judges appropriate.
(e) Normally, those attending the Committee would include, as appropriate, the Head of the student’s College and the Head of the student’s Department, the Chair of the relevant Board of Examiners, or, in the case of a postgraduate research student, the relevant internal examiner or supervisor or adviser.
(f) A member of the University attending may be accompanied by a member of staff of his/her choice (if willing).
(g) At the hearing the student or his or her proxy shall be the first to speak to the SAAC. Anyone who is present to accompany one of the participants in the appeal may speak to the Committee only with the permission of the Chair//Deputy Chair.
(h) All members of the SAAC considering the appeal, the appellant, or his or her proxy and those having the right to attend, shall receive papers relevant to the case.
Note: The Committee shall not itself reach an independent academic judgement on the quality of academic work in any cases of appeal against decisions of examiners, but may request the appointment of fresh or additional examiners if a further opinion on the quality of a particular piece of work or works is deemed necessary.
(i) Having considered the evidence and taken such advice as may be appropriate, the SAAC shall issue a written judgement, normally within 10 days.
(j) If the SAAC decides to allow an appeal, it shall refer the matter back to an appropriate body within the University for further consideration and action.
(k) The University will issue a Completion of Procedure letter notifying the student of SAAC’s and hence the University’s final decision on their case and of the right to complain to the OIAHE in accordance with their procedures.
(l) The SAAC shall submit a report to Senate if an important point of principle is to be determined, or in individual cases as the SAAC judges appropriate.
1 These procedures do not apply to:
(a) MB BS Phase 1 appellants who are appealing against a decision of the Student Health and Conduct Committee of the University of Newcastle upon Tyne. In such cases, the appeals regulations of the University of Newcastle upon Tyne will apply.
(b) Appeals against results obtained at another Institution (eg Erasmus programme) that count towards a University of Durham degree. [Appeals about the translation of the other Institution’s marks or grades into University of Durham terms should be made through the University of Durham appeals systems.]
(i) Any student appellant wishing to appeal against the grades awarded by the other institution shall pursue this through the appeals procedure of that Institution.
(ii) Any such appeals must have been made to the other institution. The Chief Operating Officer of the University of Durham should be informed in writing by 31 October in the final year of study (or such earlier time as may be specified in the procedures of the other Institution) that such an appeal has been initiated.
(iii) The other Institution shall retain the examination papers and notes of oral examinations of Durham students until three months after the date on which they are expected to graduate in Durham.
2 The University reserves the right to stay the academic appeals process pending completion of legal or other proceedings which may be relevant to the appeal.
4 or 21 days from the date of dispatch from the University of documentation requested under the terms of the Data Protection Act. Any such Subject Access request must be made within 14 days of the date of notification of the decision to be appealed against. [The University will send the subject access documentation via a recorded delivery service.]
5 The University Appeals Proformas are available on the web via www.durham.ac.uk/academicsupport.office/appeals.
6 Or other senior member of the Faculty nominated by the Head of Faculty or deputy to the Head of Faculty.
7 The Guideline is available on the web via www.oiahe.org.uk
General Regulation VIII - Examinations
(1) The Major Offences listed in Section IV, 5 a) of the General Regulations include:
(a) Conduct, which, by whatever means, seriously disrupts or prejudices the work of other members or employees of the University or the carrying out of University business;
(b) Serious offence or offences in connection with degree, diploma or certificate examinations; (eg cheating which includes, but is not restricted to cheating in University examinations, plagiarism, multiple submission as defined in General Regulations VIII, falsification of results or evidence, use of unethical research methods, collusion, impersonation, cheating in an examination).
A major offence may be punished by expulsion from the University.
(2) References to the Examinations Officer are to the Examinations Officers of the University or their representative.
(A) Examination Concessions
(1) If a student has been kept away from a University examination, by illness or other urgent causes, they may apply for a concession to allow them to take retake the examination without penalty. Application should be made to the Department/College in the first instance.
(B) Conduct of Examinations
Note: The following regulations apply to all University examinations irrespective of their location. Deviation from them is permitted only when a specific concession has been granted.
(1) Any invigilator or other official entrusted with the duty of superintendence in a University examination may immediately suspend or dismiss from an examination a candidate suspected of misconduct, but such action shall be reported immediately to the Examinations Officer.
(Repeated behaviour which may in the view of the invigilator prejudice the performance of other candidates will be treated as misconduct.)
(2) Candidates shall observe the following rules:
(a) Candidates suffering from any disability, injury or illness requiring special examination arrangements must ensure that they contact Disability Support before the end of the Epiphany term.
(b) Candidates suffering from injury or illness prior to the examination period must ensure that they inform their College at the earliest possible opportunity.
(c) Candidates taken ill before an examination or absent from an examination through ill health must ensure that a relevant medical certificate and serious adverse circumstances form is submitted without delay to their Board of Examiners.
(d) Candidates who miss an examination for serious causes must ensure that their Board of Examiners receives a written statement of the circumstances together with supporting evidence. (Candidates should note that their misreading of the examination timetable will not be deemed a serious cause.)
(e) Examination venues will be closed five minutes before the start of the examination. Any candidate who arrives late will have to wait outside the venue until fine minutes after the start of the examination. All late arrivals will then be brought into the room together. No additional time will be given to students who have to wait. Anyone arriving more than 30 minutes after the start of the examination will not be permitted to sit the examination.
(f) Candidates must bring with them to the examination room their Campus Card and produce it for the invigilator at the beginning of the examination.
(g) No candidates may leave the examination room until 30 minutes after the start of the examination unless feeling unwell, at which time they should remain under the supervision of an invigilator.
(h) If at any time a candidate feels ill during an examination, the invigilator must be notified at once.
(i) Candidates may not leave an examination without the consent or acknowledgement of an invigilator.
(j) Personal belongings are not allowed next to any candidate's desk. Invigilators are instructed to remove any bags etc which candidates have at their desks.
(k) Candidates are strictly forbidden to bring into the examination room, or otherwise access during the course of an examination, any book, notes or data of any kind (except those that have been approved in the instructions on the examination paper).
(l) The use of English dictionaries is not permitted for candidates registered for Durham awards unless they are specifically allowed in the regulations for a particular examination.
(m) If departments are prepared to allow Erasmus or visiting students the opportunity to use a dictionary during their examination this will be specified in the rubric of the paper, including information on the type of dictionary permitted (normally a dictionary to translate into English).
(n) The use of electronic calculators is not permitted in University examinations, except where specified in the rubric of the examination paper. The model numbers of calculators allowed will be listed on the examination paper and students will be notified of these by their departments.
(o) Taking information stored in the memory of a calculator or other device into an examination unless specifically permitted in the instructions for a particular examination paper, will be treated as cheating thereby constituting a major offence under Section IV, 5 (a) (x) of the General Regulations of the University and an offence under which an invigilator may immediately suspend a candidate or dismiss him or her from an examination - see B 2 (k) above.
(p) Candidates are strictly forbidden to communicate with anyone except the invigilator during the examination, or to copy from one another. (Aiding or attempting to aid another candidate or obtaining or attempting to obtain aid from another candidate will be treated as serious misconduct.)
(q) Answers to questions should be written legibly in ink. Any handwriting which the examiner is unable to decipher may not be marked.
(r) Candidates must not take any examination materials, used or unused, including scrap paper, out of the examination room other than the materials brought to the examination. In particular no answer book or examination paper may be taken from the examination room under any circumstances. Any script, or portion of a script, which is removed from the examination room, whether inadvertently or otherwise, will not be marked. A candidate in possession of an answer book will be liable to severe disciplinary action.
(s) A candidate who does not wish to hand in an answer book at the end of the examination MUST report the fact to the invigilator.
(t) Candidates who are ill during an examination or arrive after the examination has started will not be allowed any extra time.
In formal examinations and all assessed work prescribed in degree, diploma and certificate regulations, candidates should take care to acknowledge the work and opinions of others and avoid any appearance of representing them as their own. Unacknowledged quotation or close paraphrasing of other people's writing, amounting to the presentation of other persons' thoughts or writings as one's own, is plagiarism and will be penalised. In extreme cases, plagiarism may be classed as a dishonest practice under Section IV, 5 (a) (x) of the General Regulations and may lead to expulsion. The facilitation of plagiarism through publication may also be classed as a dishonest practice under Section IV, 5 (a) (x) of the General Regulations and may lead to expulsion. (See also General Regulation X, Intellectual Property Rights).
Any student work may be uploaded to a plagiarism detection system, such as that operated by JISC, at the discretion of the Department concerned if plagiarism is suspected. The system may also be used routinely to screen work for plagiarised text: for this purpose students are required to sign a declaration at registration authorising the uploading of their work onto the system.
(D) Multiple Submission
(a) The University defines multiple submission as the inappropriate submission of the same or substantially the same work of one's own for summative assessment, in connection with an academic award.
(b) Multiple submission will be penalised. In extreme cases, multiple submission may be classed as a dishonest practice under Section IV, 5 (a) (x) of the General Regulations and may lead to expulsion.
(c) Any student work may be uploaded to a plagiarism detection system, such as that operated by JISC, at the discretion of the Department concerned if multiple submission is suspected. The system may also be used routinely to screen work for multiple submission: for this purpose students are required to sign a declaration at registration authorising the uploading of their work onto the system.
General Regulation IX - (A) Conferment of degrees, diplomas and licences; wearing of academic dress (B) Payment of Fees and Charges
Students are required to pay all charges owing to the University by the due date. Students will not normally be awarded their degrees or other qualifications whilst they have a tuition fee debt owing to the University.
General Regulation IX A: Conferment of degrees, diplomas and licences; wearing of academic dress
(1) No students are entitled to describe themselves as holding a degree of the University until it has been conferred upon them in Congregation either in person or in absentia.
(2) Where a degree, diploma or licence is conferred upon any person who is reported under the authority of the Vice-Chancellor and Warden, the Deputy Vice-Chancellor or a Pro-Vice-Chancellor as being in default in regard to the payment of his or her tuition fees to the University, the proof of degree, diploma or licence shall normally be withheld until such time as these obligations have been met.
(3) Undergraduate diplomas and certificates of the University shall be deemed to have been conferred on the date of issue of the official pass list announcing the award and their holders may describe themselves as possessing the relevant qualification from that date.
(4) Students shall wear academic dress at Congregation and as prescribed by notice from the Vice-Chancellor and Warden or from the Head of College to which the student belongs.
General Regulation IX B: Payment of Fees and Charges
(1) Tuition fee debts may not be carried from one term to the next within an academic year without the written agreement of the Head of College.
(2) No degree or other qualification shall normally be conferred upon a student while he/she has a tuition fee debt owing to the University. Results will be published to undergraduates and postgraduates with tuition fee debts to the University but such students will not normally have their degrees confered until the debt has been cleared.
(3) Tuition fees are charged termly and are due 30 days from the start of the Michaelmas Term and 14 days from the start of the Epiphany and Easter Terms. Any other arrangement is at the discretion of the Head of College concerned and/or the Chief Financial Officer (Treasurer) of the University and/or their delegates.
(4) A student who fails to pay tuition fees owing to the University by the date may incur an administrative charge and will be reminded in writing to settle the debt on a maximum of three further occasions at 14 day intervals until the end of term. If the debt has not been paid by the end of the term the student may be required to withdraw from the University.
(5) Students whose registration is suspended by concession will not normally be permitted to return to the University if any tuition fee debt has not been settled.
(6) Where the University terminates an applicant’s application prior to the programme start date or requires a student to withdraw following the termination of their registration under the terms of University’s Notification of Academic and Personal details for Admission, Matriculation and Registration Regulation the University may retain any fees paid by or on behalf of the applicant/student. This provision does not affect the student’s statutory rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to a 14 day cancellation period.
General Regulation X - Intellectual Property Rights
(1) As a general principle the University recognises the student as the owner of any Intellectual Property the student produces while a registered student at the University. Intellectual Property is the term given to the production of original intellectual or creative activity in the course of their academic work, studies or research while a registered student at the University. Intellectual Property Rights are the legal terms that arise from these productions. This principle of recognition may, may however, be subject to variation in the case of collaborative or externally sponsored work, or other exceptional circumstances where ownership has to be shared or granted to the University.
(2) In connection with their academic studies or research, students may become involved in work with commercial potential. The University is committed to encouraging the successful exploitation of Intellectual Property Rights by its students and maximising the value of the Intellectual Property for the benefit of all involved in its creation. To that end, the University will seek to promote the recognition, protection and exploitation of potentially valuable Intellectual Property produced by its students.
(3) The University retains the right to require any student to assign his or her interests in any Intellectual Property Rights arising from the financial exploitation of any work with commercial potential. Assignment will only take place in the event that Intellectual Property is generated. Students who are required to assign Intellectual Property Rights to the University will be entitled to a share in any revenue arising from the commercial exploitation of that Intellectual Property.
(4) Students shall in such circumstances be required, in conjunction with their supervisor, or the member of staff directing their studies to ensure that the Chief Financial Officer (Treasurer) of the University is notified in writing of any Intellectual Property or other result developed or obtained in the course of their academic work which it is considered, by the University, may have commercial significance.
(5) Notification by a student must take place in a timely manner before publication or other disclosure and to withhold publication for a limited period if required to do so by the Council of the University.
(6) It is University policy that all Intellectual Property or other results developed or obtained in the course of a student’s academic work or studies shall be published. The University, however, retains a right to request a delay in publication when it is necessary to secure the Intellectual Property or where the prior permission of a third party, for example an external sponsor, is required.
(7) The University will also assert its rights over a student’s academic work or studies to prevent publication where it deems publication to be unethical and/or likely to promote improper use of the work and/or to bring the University into disrepute, for example by promoting or facilitating plagiarism through the process of publication.
General Regulation XI - Motor Vehicles and Pedal Cycles
Please refer to the University's parking regulations which are available online at www.durham.ac.uk/estates/transportparking/
General Regulation XII - Regulations for the use of University IT Facilities
The aim of these regulations is to ensure that Durham University’s IT Facilities can be used safely, lawfully and equitably. Further information and guidance on specific issues covered by these regulations are available at www.durham.ac.uk/infosecurity/policies/itregsstudent/
(1.1) These regulations apply to all Durham University students that connect to or use the IT Facilities (hardware, software, data, network access, third party services, online services or IT credentials) provided or arranged by Durham University. Regulations applicable to members of Durham University’s staff and other individuals and organisations are available at www.durham.ac.uk/infosecurity/policies/itregsstaff/. In the event that you are employed by the University to do any paid work, you will be bound by these regulations when undertaking such work.
(2) Intended Use
(2.1) You may use a University IT Facility provided that:
(a) you are an Authorised User, having been assigned a Durham University User Account or been given, in accordance with University processes, express permission to use University IT Facilities; and
(b) you comply with the IT Regulations set out below.
(2.2) The University IT Facilities are provided for use by authorised users in support of academic work and normal University duties in the course of their employment and education, or for other recognised roles or activities for which access to these Facilities is granted.
(2.3) You must not use the IT Facilities for any unsanctioned commercial activity. Any use of IT Facilities for non-institutional commercial activity requires express written permission from the Chief Operating Officer.
(2.4) Use of the IT Facilities for personal activities is permitted, provided that it does not breach any of these regulations, and does not interfere with the requirements of your course of study.
(2.5) Charges are payable by users for some IT Facilities, such as printing and replacement of lost campus cards. For current charges please see the CIS website.
(3.1) Your use of the University IT Facilities must comply with the law. Ignorance of the law is not considered a valid excuse for any acts in contravention of the law, and it is your responsibility to ensure you are complying with the relevant laws.
(3.2) When accessing Durham University services while in another country you are responsible for familiarising yourself with and adhering to the laws applicable in that country, and must also comply with UK law.
(3.3) You are bound by the Statutes and General Regulations of the University when using the IT Facilities, available at www.durham.ac.uk/university.calendar/volumei/. You should also adhere to the University’s published policies, standards, procedures and guidance relevant to the use of IT Facilities, available at www.durham.ac.uk/cis/policy/.
(3.4) You must abide by the end user terms published by any other organisation whose services you access, including but not limited to Janet and Eduserv. See definitions for further information.
(3.5) You must adhere to the terms and conditions of all service and licence agreements relating to the IT Facilities that you use including websites, software, equipment or any other service used. In the event that you have any questions regarding the terms of any software or third party service provided to authorised users, you should contact the IT Service Desk or the department which provided access to the software or service.
(3.6) When accessing Durham University facilities via Eduroam, you are subject to both the IT Regulations of Durham University and the institution where you are accessing services.
(3.7) Breach of any applicable law or third party regulation will be regarded as a breach of these regulations.
(3.8) The University is under a duty to prevent extremism in accordance with the Counter-Terrorism and Security Act 2015. You must not engage in any activity which could incite or promote terrorist activity including, but not limited to, accessing websites or social media content that might be associated with extreme or terrorist organisations and which could attract criminal liability. For procedures relating to research involving such material, see clause 6.5.
(3.9) The University has a responsibility to safeguard children and vulnerable adults who are on its premises or in contact with its staff/students, and it recognises the risks presented by online activity. As such, everyone has a duty to be vigilant and report any behaviour online which would indicate a risk to vulnerable parties. Such behaviour includes, but is not restricted to, accessing or distributing abusive imagery of children. For procedures relating to research involving such material, see clause 6.5.
(4.1) You must take all reasonable precautions to safeguard any IT credentials (for example, a username and password, campus card or other tokens for authentication) issued to you. You must not allow anyone else to use your IT credentials. Nobody has the authority to ask you for your password and you must not disclose it to anyone. There may be exceptional circumstances in which shared passwords are required for business continuity reasons. See the Password Standard for further information.
(4.2) You must not attempt to obtain or use anyone else’s credentials.
(4.3) You must not impersonate someone else or actively disguise your identity in order to undertake any wrongful act when using the IT Facilities, or such that activities carried out on University systems cannot be audited.
(4.4) You must not log on to an IT Facility and leave it unattended such that it could be used by another person.
(4.5) In the event that you wilfully or negligently allow your IT credentials to be used by another individual, for example by sharing your password or leaving an IT facility logged in and unattended, you may be liable for activity carried out using your account.
(5) Infrastructure and Equipment
(5.1) You must not knowingly do anything to jeopardise the integrity of the IT infrastructure or expose the University to risk, including, but not limited to, doing any of the following without authorisation:
Damaging or reconfiguring equipment;
Deliberately or recklessly introducing malware, for example by browsing websites or downloading or opening files that could reasonably be considered likely to pose a risk of infection;
Attempting to disable or gain unauthorised access to a computer system;
Attempting to disrupt or circumvent IT security measures.
(5.2) You must comply with the University’s Standard for the Use of Non-University-Owned Devices when connecting your own IT device to the University’s wired or wireless networks.
(5.3) You must take appropriate precautions to prevent unauthorised access to and/or theft of IT equipment provided to you by the University. The level of physical security should be appropriate to the type and location of the equipment, its use and the sensitivity of any data stored.
(5.4) You must not attempt to monitor the use of the IT Facilities without explicit authority (see the Monitoring and Interception Policy for further information).
(6.1) You must take all reasonable steps to ensure the security of information, in particular personal or commercially valuable data, of the University. You are responsible for complying with all relevant laws, regulations or commercial contracts that govern the collection, use, storage, transmission and deletion of such information. You must observe the University’s Data Protection and Information Security policies, available at www.durham.ac.uk/infosecurity/policies/
(6.2) You must report any information security breach or weakness of which you become aware, including loss of equipment or suspected compromise of a device or system, via the IT Service Desk in accordance with the Information Security Incidents and Weaknesses procedure.
(6.3) You must not attempt to access, delete, modify or disclose other users’ information without their permission, or without explicit approval in accordance with the University’s Monitoring and Interception policy.
(6.4) You must not breach copyright legislation or infringe the intellectual property rights of another person or organisation. You must also observe the University’s Intellectual Property regulations.
(6.5) You must not access, create, download, store or transmit unlawful material, or material that can reasonably be considered to be indecent, offensive, obscene, defamatory, threatening or discriminatory. This includes material that might be subject to provisions of the Counter-Terrorism and Security Act 2015. If you wish to undertake any research or scholarly activity involving such material you must observe the appropriate University procedures to gain approval before commencing such activity and should speak to your supervisor for advice in the first instance.
(6.6) With regard to University business, for example where you are a University purchasing card holder, you must not process, store or transmit any payment card data unless authorised to do so.
(7.1) In using the IT Facilities, you must not:
(a) Do so in such a way as could reasonably be considered as likely to cause any needless offence, concern or annoyance to others, or to perform any act which could reasonably be considered as likely to amount to causing any individual or group any form of harassment, alarm or distress.
(b) Act in a way that could reasonably be considered likely to jeopardise the University’s institutional integrity or to bring the University into disrepute.
(c) Present any statement or representation as the view or opinion of the University unless you have been explicitly authorised to do so. Any statement or opinion piece given must make clear that the views are that of the individual and not of the University.
(7.2) You must not send spam (unsolicited bulk email). Internal bulk emails, to staff and/or student groups, can only be sent in relation to sanctioned University business. For communications regarding research activities, you must ensure you have gained approval from your supervisor and any other relevant parties before proceeding.
(7.3) You must not consume IT resources such as processing power, storage, bandwidth or consumables, to an extent that could reasonably be considered excessive.
(7.4) You must not use the IT Facilities in a way that interferes with others’ valid use of them.
(8) Breach of These Regulations
(8.1) If you are found to have breached these regulations, the University reserves the right to:
Suspend access to University IT Facilities to enable a disciplinary investigation to take place;
Consider your case in accordance with the University’s student discipline regulations.
(8.2) Where a penalty is imposed as a consequence of a disciplinary investigation arising from a breach of these regulations, you will have the right to request a review.
(8.3) Material found to be in breach of these regulations will be removed from University systems. If you have posted such material elsewhere, you may be requested to do as much as is in your power to remove it.
(8.4) You may be liable for any direct costs incurred as a result of a breach of these regulations for which you are responsible.
(8.5) In the event that the University has reason to believe that you are participating in illegal activities using the IT Facilities, information will be passed to appropriate law enforcement agencies.
(8.6) If you become aware that you or anyone else has breached these regulations, whether intentionally or otherwise, you should report this via the IT Service Desk either directly, or if you prefer, indirectly via the student support officers in your College.
(9) Monitoring and Interception, and Provision of Information
(9.1) Durham University reserves the right to monitor and record the use of its IT Facilities, including but not limited to email and internet use, for the purposes set out in the University’s Monitoring and Interception policy. Use of University IT Facilities constitutes consent by the user to monitoring and interception in accordance with this policy.
(9.2) Durham University will comply with lawful requests for information including for example requests made under Freedom of Information or Data Protection laws or from government and law enforcement agencies.
(10.1) The University undertakes to take reasonable care to safeguard the operation of its IT Facilities and to prevent the corruption or loss of information accessed or stored by Authorised Users using the University’s IT Facilities. However, the University accepts no responsibility or liability for any inconvenience, loss or damage, cost or claims a user may suffer as a result of any failure or malfunction of the University IT Facilities.
(11) Defined Terms
Any individual who has been assigned a Durham University User Account; or any other individual to whom express permission to use University IT Facilities has been given in accordance with University processes.
A service provided via JANET which enables students, researchers and staff to securely access the internet whilst visiting other participating institutions, using the username and password credentials provided by their home organisation.
An organisation that has negotiated many deals for software and online resources on behalf of the UK higher education community, under the common banner of Chest agreements. These agreements have certain restrictions that may be summarised as: non-academic use is not permitted; copyright must be respected; privileges granted under Chest agreements must not be passed on to third parties; and users must accept the User Acknowledgement of Third Party Rights.
General Regulations of the University
The rules laid down by Senate and Council for the conduct of members of the University under the authority accorded to those bodies by the Statutes of the University. They are subject to alteration from time to time by those bodies. They are published in the University Calendar Volume I available on the web via www.dur.ac.uk/university.calendar/volumei/
“IT Facilities” include but are not limited to:
(See also “University IT Facilities”)
The network that connects all UK higher education and research institutions together and to the internet. When connecting to any site outside the University via the University's network you will be subject to JANET’s acceptable use policy.
University IT Facilities
All IT Facilities provided for authorised users, whether owned or hired by the University, or provided by other organisations as a result of a contract or other arrangement with the University. This includes IT Facilities purchased through research grants or other funding obtained under the auspices of the University.
(See also “IT Facilities”)
The Statutes of the University of Durham scheduled to the Universities of Durham and Newcastle upon Tyne Act 1963 as subsequently amended. The University Statutes are published in the University Calendar.
General Regulation XIII - Library Regulations
1These regulations refer to the conditions under which Durham University students are allowed to use the Library.
(I) The Use of the Library
(1) Matriculated undergraduate and postgraduate students of the University may borrow books from the Library;
(2) In addition to the other categories of users set out in the regulations for Durham University staff and other users, the Librarian may admit other non-University members to use the Library for the purposes of reading and reference only, (for example, members of the SCONUL Access scheme)
(3) The Librarian may refuse other persons admission or readmission to the Library.
(4) All users may be required to register on first being admitted to the use of the Library.
(5) Campus cards are issued to all regular registered users. The campus card may be used only by the person to whom it is issued and whose name appears on it.
(6) Campus cards should be carried on all visits to the Library and must be produced each time books are borrowed or when requested by a member of Library staff.
(7) Students must report lost or stolen campus cards to Computing and Information Service staff immediately. Campus cards may be replaced on payment of a fee determined by the Computing and Information Service.
(8) Students should notify any change of term-time or vacation address via the online enrolment system.
(1) Certain material such as books and manuscripts from the Special Collections and works of reference may only be borrowed with the permission of the Librarian. Some material, including some DDS requests, is confined to the Library and may not be borrowed.
(2) The loan period of certain categories of material may be restricted.
(3) A separate loan record must be made for each book borrowed. The student remains responsible for each book borrowed until the loan record is cleared.
(4) Students may not have on loan at any time more books than the borrowing limit for their category of borrower as determined from time to time by the Library Steering Group and published in the Library. In special cases, permission to borrow additional volumes may be given by the Librarian.
(5) All books must be returned or renewed on or before the due return date (or, for Short Loan items, by the due return time), or returned by the revised date as noted in a recall notice.
(6) After a book has been in the possession of a student for one week, it may be recalled for use by another user. Books are subject to recall in vacation as well as in term.
(7) Any student who fails to return an item on loan from the Library when it is due or when requested to do so by the Library shall be liable to a fine as set out in the following document or refer to the University Library for information on library charges.
(8) If fines accumulate to a level determined by the Library Steering Group, borrowing privileges will be suspended until payment is made.
(9) Any student who marks, damages, loses or willfully refuses to return a book or has the book stolen whilst on loan, will be sent an invoice for the cost of replacement, fines due and a handling charge. The fines and handling charge will be charged whether or not the book is eventually returned.
(10) Students must return all books borrowed by them and pay any outstanding fines or charges in accordance with current library rules. All accounts must be cleared of outstanding books or fines before membership of the Library expires.
(11) During university vacations, the standard term-time loan periods and recalls and renewals policies continue to apply. During vacation periods, it is the responsibility of the individual student to ensure that books are renewed or returned to the Library as required.
(12) These regulations apply to both material owned by the Library and material obtained from other sources on the student’s behalf (e.g. via the DDS service).
(1) Silence must be kept at all times in all the reading areas of the Library except in areas explicitly designated for group study.
(2) Material may only be copied by or on behalf of students in accordance with relevant UK Copyright legislation.
(3) Material in the Special Collections, and other material liable to strain or damage, may only be copied at the Librarian's discretion, and normally such copying may only be carried out by Library staff.
(4) The Library reserves the right to inspect what is brought into the Library by students and what is taken out of the Library.
(5) Personal belongings may be brought into the Library at the Librarian's discretion, and at the student's own risk. The Library cannot be held responsible for loss of, or damage to, personal property.
(6) Electrical sockets in the Library must not be used for personal equipment, other than personal computers, or mobile devices such as tablets or mobile phones for study or research purposes.. Where personal equipment is used, this is at the student’s own risk.
(7) Students may be asked to move to a different area or stop using personal equipment if it is causing a disturbance to other users or a health and safety risk.
(8) Mobile phones must not be used in the Library except in designated areas and must be switched off or to Silent Mode so as not to disturb other users.
(9) Smoking (including vaping) and the consumption of food and drink in the Library is prohibited.
(10) Illicit removal of Library materials and deliberate damage to or defacing of Library materials are serious disciplinary offences which shall be reported to the Librarian, who may seek compensation for damage incurred and/or initiate disciplinary procedures.
(11) Students may not introduce into the Library any item (such as food or drink) which is likely to damage books or equipment and shall be liable to pay compensation in respect of any damage caused.
(12) Seats may not be reserved for prolonged periods. Library staff may clear away any personal property left on tables in order to make seats available to other users.
(13) Students must heed all tannoy announcements or requests from Library staff and leave the Library promptly before closing time and may be asked to vacate their seats at any time after the final announcement of closing. Failure to do this may result in students being locked in the building at their own risk.
(14) All members of the Library staff are empowered to enforce discipline in the Library.
(1) Students who are admitted to the Library undertake to observe Library rules and regulations.
(2) The Librarian shall at all times have authority to maintain good order in the Library and may exclude from it or suspend from its use any student who infringes the regulations or rules.
(3) Infringements of the regulations or rules and offences against good behaviour in the Library shall render students liable penalties, including exclusion from use of some or all Library services, which may be imposed by the Librarian, or, if appropriate, under the relevant University discipline procedure. A serious breach of library regulations will be treated as a major offence as set out in General Regulations IV 5(a), where it is defined broadly as behaviour that either does or has the potential to cause serious damage to the University, its staff and other students As such, it may include but is not restricted to the following examples of offences:
• serious instances of disorderly conduct
• theft or fraud in connection with library accounts or property
• misuse of the student campus card
(4) On occasions University students may, by virtue of their status as members of Durham University, be given privileges to use other libraries, including the British Library and other university libraries. Where an alleged offence is reported to the University Librarian by the other institution, the Librarian may impose a fine or other penalty appropriate to the gravity of the offence at their discretion. No further penalty will be imposed in cases where it is believed that any disciplinary action already taken by the library in question is sufficient punishment for the offence. Any offence may impact on the continued ability to use other libraries.
1 Within these regulations the terms "book" and "books" are defined as including books and all other library materials (e.g. periodicals, microforms, audio-visual materials etc.), whether physical or electronic.