Student Handbook 2010-11

UNIVERSITY OF WALES INSTITUTE, CARDIFF ATHROFA PRIFYSGOL CYMRU, CAERDYDD

STUDENTHANDBOOK

2010/11

ContentsPART 1 Welcome1.1 Welcome from the Vice-Chancellor1.2 Our Commitment: The UWIC Student Charter1.3 Top 10 things to do once you get to University

PART 2 Things You Need To Know (Regulations)2.1 Enrolment2.2 Fees2.3 Attendance2.4 Assessment2.5 Conduct at Examinations2.6 Unfair Practice and Plagiarism2.7 Mitigating Circumstances2.8 Insurance2.9 Car Parking2.10 Data Protection2.11 Freedom of Information2.12 Private Mail/Telephone Calls2.13 Jury Service

PART 3 Things To Help You (Services)3.1 Student Services3.2 Accommodation Services3.3 International Office3.4 Learning Centre - Services3.5 Academic Skills3.6 i-zone at Llandaff3.7 Students’ Union3.8 External Services

PART 4 Things You May Find Useful (Policies And Procedures)4.1 Making a suggestion, complaint or appeal4.2 Disciplinary Procedure4.3 Code of Conduct4.4 Ethical Framework4.5 Equal Opportunities 4.6 Harassment and Bullying4.7 Child Protection4.8 Expectant or New Mothers4.9 Health and Safety4.10 Smoking4.11 Mental Health4.12 Meningitis4.13 Sustainability

Appendix 1Useful names, addresses and websites Index

Appendix 2Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice.

Welcome

Part 1 Welcome

1.1 Welcome from the Vice-Chancellor.Welcome to UWIC’s new Student Handbook and congratulations! If you are reading this you areeither preparing to come to UWIC or are already a student here. Thank you for choosing to study atUWIC. We are sure you will find the experience most worthwhile and enjoyable.

The purpose of this Handbook is to provide you with all the necessary basic information you need as astudent at UWIC and to tell you about the type of services available. You are not expected to read itfrom cover to cover in one go, but to use it as a reference guide when you need information. Specificdetails about your chosen programme of study are sent to you separately. You will also receiveadditional information when you enrol and participate in the induction process at the beginning ofyour first term.

Without students UWIC would not exist! We try to take every opportunity to listen to and take noticeof your views. At the same time, you have a responsibility to make use of these various opportunities,as this can be a most valuable part of your university experience. This is your university. Please makeuse of all the services and facilities we offer. If you have concerns or worries about anything please askor seek advice. Relevant phone numbers, email addresses and web sites are included throughout thisHandbook. Do please use our web site (www.uwic.ac.uk); it will provide you with all the informationyou should need in both English and Welsh.

Professor Antony J ChapmanVice-Chancellor and Principal

1.2 Our Commitment The UWIC Student Charter

The Charter sets out the standards of service which UWIC aims to achieve in respect of its students. Italso sets out for students what we expect of them in return.By listening to the views of studentsthrough a range of mechanisms and using their feedback, UWIC ensures that it continuouslyimproves its services and raises student satisfaction levels even higher, in order to improve efficiencyand effectiveness in student learning.

The UWIC Charter ensures that staff:

• Set standards and perform well

• Actively engage with students, staff and partners

• Are fair and accessible to everyone and promote choice

• Continuously develop and improve

• Use resources effectively and imaginatively

• Contribute to improving opportunities and quality of life in the communities served

For further information on the UWIC Student Charter visit: www.uwic.ac.uk/studentcharter

Further details of the commitment are conta ined in the Student Charter found at:www.uwic.ac.uk/studentcharter

Also, from time to time UWIC, its programmes, or groups of programmes, are inspected or assessedby external bodies charged with examining and reporting on the quality of provision. The main bodiesconcerned are

•The Quality Assurance Agency (QAA)

•The Higher Education Funding Council for Wales (HEFCW)

•Her Majesty’s Inspectorate/Estyn

•Professional Statutory and Accrediting Bodies

1.3 ‘TOP 10’ Things To Do Once You Get To UniversityStarting university is a very exciting time for new students, but it can also be overwhelming if youdon’t know what to expect and if it is your first time living away from home.

So here are some ‘Top 10’ tips to get you through the first few days and months as a new student, ifnot for the whole of your studies.

1. It may sound obvious, but speak to people! The first few days at university can seem daunting tobegin with – you’re away from home and surrounded by complete strangers – but just remember thatall the other new students are in the same boat. Don’t be afraid to smile, say hello and speak to othernew students, they’re probably as nervous as you.

2. Attend events organised for new students or ‘Freshers’ as you’re known. Make sure you attend anyuniversity induction events to get all the important information you’ll need about your course and theuniversity. Also make the effort to attend Freshers’ Week Fairs run by your Students’ Union to find outabout clubs and societies. Joining a club or society is one of the best ways to meet people and improveyour university social life. Freshers’ Fairs are also a great place to find out about student discounts andpromotions from local companies and businesses.

3. Sort out your finances at the start. The cost of being a student can add up, between paying forcourse fees and finding money for rent, bills, course materials and of course socialising! As a student,you’ll need to learn how to make your money last and not go into too much debt, so don’t blow allyour cash in the first few weeks. Sit down and work out realistically what you’ve got coming in, whathas to go out on essentials such as rent/bills, course books and equipment and how much you haveleft over each month to enjoy yourself.

4. Learn to cook and find out where the nearest laundrette is. Although you may not be as talented asJamie Oliver in the kitchen, you really can’t live on kebabs and takeaways for a year. Invest in a goodstudent cookbook, which will tell you how to make great food on a budget. It is also advisable to findout where your nearest laundrette facilities are, so that on your first visit back home you’re notaccompanied by bags of dirty washing!

5. Organise your time. University life is very different from being at school or college as you have alot more freedom and will be responsible for managing your own workload. It makes sense to planyour time and get coursework out of the way in plenty of time, rather than burning the midnight oiland writing an assignment in one night without any sleep.

6. Talk to someone about any concerns or needs you might have as soon as possible, whether they beabout personal issues, finance, disability, faith, health, part-time work or your choice of course. Don’tbe afraid to seek help and advice either before you begin university or when you’re there. Supportservices are free and entirely confidential, so don’t let things build up and get out of control.

7. You’ll be well looked after as a student, but if things are going wrong, don’t be afraid to share aproblem. UWIC and the Students’ Union have all kinds of services to support you in your learningand your personal life. If you have a problem with your course, you’ll also have a course tutor whowill be able to offer you help and advice. Make sure you know what support is available to you.

8. Don’t leave your common sense at home when you go away to university – take care of yourpersonal safety. Never leave your drink unattended in a pub/bar – you never know what might be init when you get back. Don’t walk the streets alone late at night or in the early hours of the morningand, if possible, arrange to walk home with a group of friends. If you can take public transport or ataxi from a reputable firm, it’s much safer than walking.

9. Look after your possessions – don’t make yourself an easy target for potential thieves. Whetheryou are living in halls of residence or private/shared accommodation, keep your doors and windowslocked when you’re not in your room and at night, and obtain adequate insurance for your personalpossessions before you leave for university.

10. Even if you are really busy in the whirlwind of Freshers’ Week events, socialising and settling in toyour course, don’t forget to call home and let your family and friends know that you’re OK. Similarly,always tell someone; let your flatmate know where you are.

Finally, enjoy yourself and have fun – you’re only a Fresher once, so make the most of it.

Things You Need To Know

Part 2 Things You Need To Know (Regulations)There are matters you need to be aware of and to abide by, so please read this section carefully.

The regulations are designed to ensure UWIC is able to meet its legal and statutory obligations and toprovide a framework for conduct, so that all can benefit to the maximum from what UWIC has tooffer.

2.1 Enrolment RegulationsLocation: Academic Registry, Llandaff CampusOpening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)Contact(s): Assistant RegistrarTelephone: 029 20416805Website: www.uwic.ac.uk/registry

In enrolling as a student at UWIC you undertake to abide by the enrolment regulations or you may beexcluded from study.

UWIC interprets “student” to mean any person enrolled by UWIC to follow a course or programme ofstudies, which has been approved by the Academic Board, including short programmes.You arerequired to enrol each academic year before the start of your programme of study for that year. Thetimes of enrolment are determined by UWIC. You will be informed of these via the UWIC website.

Enrolment is not complete until:• A UWIC enrolment form has been satisfactorily completed (normally on-line).

• A module selection form has been satisfactorily completed (normally on-line).

• Payment of fees or arrangement for the payment of fees has been made in accordance with section2.2 (below).

• Your entry qualifications have been verified.

• Any other procedures, which may be required or which you have been notified about, have been completed.

Please make sure you have done all of these things or else you will find you may not be able to startyour programme.

For further details go to the Academic Registry website indicated above.N.B. Information provided by UWIC about a programme of study is intended as a guide only anddoes not constitute a contract between UWIC and a student or any third party, since UWIC reservesthe right to cancel, suspend or modify any programme, should the circumstances so apply. However,any such action will have due regard for the interests of the students on the programme.

2.2 FeesLocation: Academic Registry/ExchequerOpening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)Contact(s):Academic Registry:Exchequer: Karen CollinsTelephone:Academic Registry: 029 20416813Exchequer: 029 20416083/6086Websites:Academic Registry: www.uwic.ac.uk/registryExchequer: www.uwic.ac.uk/tuitionfees

Students are required to agree the method/basis for payment of tuition and registration fees at thebeginning of each academic year. Full details of all course fees and any registration fees are availablefrom the Exchequer Department website, as indicated above.

If you receive financial support from the Student Loan Company (SLC), you must produce atenrolment written evidence of any contribution to be paid by the SLC towards your tuition fees. (Thisis normally your Financial Notification).

If your tuition fees are to be paid by a sponsor or other agency (e.g. your employer) you mustproduce at enrolment a letter confirming that the sponsor accepts responsibility for payment of yourfees. If a BTEC registration fee is payable, this must be paid at enrolment. In the event of your sponsoror other agency defaulting on the payment of fees or otherwise disclaiming responsibility, you arepersonally responsible for any outstanding amount due.

If you are paying your own fees or any contribution towards your fees, you may make arrangementsto pay by instalments. Please bring all documents to your enrolment session. You can obtain furtherinformation from the Exchequer web site (above), where you will also be able to print off a DirectDebit mandate for instalments and find the payment dates for the current year.

N.B. Direct Debit payment is not available for international students who must pay their fees in full oron a 60%/40% basis.

It is recognised that students, once enrolled, may wish to discontinue their studies for a variety ofreasons which may not have been apparent prior to enrolment. In recognition of this, students whowithdraw within four weeks of their recorded enrolment will be entitled to a refund of fees subject toany evidence of fraud or illegal acts or other outstanding debts to UWIC.

If you withdraw after the first four weeks of term your liability for fees will be dependent upon theperiod of study, as set out below:

• Withdrawal during first term % of fee payable = 40%

http://www.uwic.ac.uk/finance

• Withdrawal during second term % of fee payable = 70%

• Withdrawal during third term % of fee payable = 100%

If you are liable for your own fees and you do not opt to pay through a deferred fee loan, it is essentialthat you pay your fees on time. Failure to do so may result in your access to UWIC facilities (includingIT access) being withdrawn; you may be excluded from examinations; you may be prevented fromprogressing to your next stage of study; you may not receive an award from UWIC.

UWIC has a published policy on the web re withholding certificates, transcripts, confirmation ofawards letters etc for debtors – please see paragraphs 4.1 to 4.6 of:www.uwic.ac.uk/registry

2.3 AttendanceLocation: Academic Registry School Offices

Opening Hours:

Llandaff 11.00 am – 2.00 pm

Cyncoed 10.00 am – 13.00 pm

Howard Gardens 9.30 am – 12.30 pm

Telephone:

Cyncoed 029 20416560

Howard Gardens 029 20416969

Llandaff 029 20416807

Contact(s) School Offices

Academic Registry: Cyncoed/Howard Gardens/Llandaff

Website: Academic Registry: www.uwic.ac.uk/registry

Unless your programme is organised otherwise, attendance at lectures, seminars, tutorials andpractical classes is an integral part of your learning, without which you will not be able to fulfil theprogramme’s aims and objectives. Additionally, sponsors, such as your LEA and the SLC, oftenstipulate good attendance as a requirement for the support they provide.

You are expected to attend the formal teaching sessions laid down in your programme. If you need tobe absent for a session you should advise the relevant lecturer or the Programme Director forabsences involving a day or more. A written explanation to the Programme Director is requiredtogether with a medical certificate for health-related absences in excess of one week. This is in yourinterests as it may be necessary to make special arrangements for you.

If you are absent for a continuous period of four weeks without the approval of your ProgrammeDirector, you will be deemed to have withdrawn from your studies and your enrolment will becancelled and, where applicable, your LEA, the SLC or your sponsor will be informed.

International students from outside of the EU

The Points Based Migration System was introduced in the UK in March 2009. This immigrationsystem requires international students to adhere to strict rules whilst they are in the UK. As theseregulations are part of the new immigration law of the UK, failure to comply with them can haveserious consequences and may result in deportation.

As a Tier 4 migrant, your attendance on your course at UWIC will be monitored as we are legallyrequired to advise the UK Immigration Authorities if you do not attend. When you arrive at UWIC,you will be advised on how we will be monitoring your attendance on your course to ensure that youcomply with the immigration regulations.

The International Office will invite you to an immigration briefing session during your enrolment weekat UWIC. This session will help you to understand and comply with the new immigration regulations.These sessions will be compulsory and will clearly outline your responsibilities to UWIC in line withthe new regulations.

For the latest developments on the UK’s new Points Based Migration System, please visit the UKBorder Agency website: http://www.ukba.homeoffice.gov.uk

2.4 AssessmentLocation: Academic Registry School OfficesContact(s) School Offices Website: Academic Handbookwww.uwic.ac.uk/registryUWIC’s assessment regulations can be viewed in full in the Academic Handbook.

You will need to know exactly how you are going to be assessed on your particular programme. Thisinformation should be spelt out in your Programme’s Handbook and you should also be given fulldetails of what is expected and required for each module or element by your Programme Director orModule Leader. The information should include details of the methods of assessment, the weightinggiven to different aspects, the levels attainable, the required pass mark and deadlines for submission.

It is your responsibility to ensure you know what is required, to hand in work on time, to attendexaminations when necessary and to submit details to your Programme Director of any extenuatingcircumstances that may affect your performance or require an extension to a deadline. Additionally, itis your responsibility to apply for any special provisions you may be entitled to due to a verifieddisability.

You should be provided with feedback on all of your assessed work and the level of performance youhave achieved. Under the Data Protection Act (1998) (See Section 2.10)

this includes being given the actual marks or grades obtained. For details of how this is provided, seeyour Programme’s Handbook or information provided by your Programme Director or ModuleLeader.

If you do not pass an assignment, a module or a programme you should normally be allowed to be re-assessed. Your programme’s Examining Board will decide what course of action should be taken andyou will be informed of this in writing. Different programmes have different regulations regarding re-assessment, which should be published in your programme’s Handbook. Normally, you will be givenno more than a basic pass mark for re-assessed work.

In exceptional circumstances an Examining Board can allow compensation for a failure, especially incases where you may have been unavoidably absent due to illness or an accident.

If you wish to appeal against any academic decision, see Section 4.1 of this Handbook or accessUWIC’s Appeals Procedures in the Academic Handbook.

2.5 Conduct of ExaminationsLocation: Academic RegistrySchool Offices – see list at end of HandbookWebsite: Academic Handbookwww.uwic.ac.uk/registry

UWIC has regulations on the conduct of examinations and these can be viewed in the AcademicHandbook. If you are due to take an exam then ensure you are familiar with the regulations. The datesand times of examinations will be communicated to you, usually via a notice board.It is yourresponsibility to know when and where your examinations are taking place. You will need to ensureyou are there punctually for the start of the examination, as you will not be allowed in if you are morethan half an hour late. You will also not be allowed to leave until 45 minutes of the exam has passed orduring the last 15 minutes. Don’t forget your ID card – you will need to show this to prove youridentity.

If you are ill or have had an accident and/or cannot take the exam, then you must report this as soonas possible and send a medical certificate to the Academic Registrar. If you want to apply foradditional exam arrangements, you will need to contact the Disability Service as soon as possible andsupply them with medical evidence or an Educational Psychologist’s report. If this is not completedprior to the exam arrangements deadline, adjustments may not be possible. It is very important tofollow the exam arrangements procedure in order to ensure you receive the appropriate adjustments.

If you have a mobile phone you are not allowed to keep it on your person. It must be switched off andhanded in to an invigilator or placed in a box at the back of the room. Ensure you know if you arepermitted to bring anything into the examination room. If not, you should not have any materials withyou which may lead to suspicions of unfair practice (See 2.6).

2.6 Unfair Practice and PlagiarismLocation: Academic Registry School OfficesLearning Resource CentresWebsite: Academic Handbookwww.uwic.ac.uk/registryStudy Skills Helphttp://portal.uwic.ac.uk/units/lis/resources/asr/CitRef/Pages/FroCitRef.aspxLearning Centreswww3.uwic.ac.uk/english/lis/pages/home.aspx

2.6.1 UWIC’s regulations on Unfair Practice can be viewed in full in the Academic Handbook.Where there is any evidence of unfair practice UWIC takes the matter very seriously and has rigorousprocedures to investigate the alleged offence.Guidelines for Imposition of Penalties for Unfair Practiceappear in Appendix 2. Unfair practice can be defined as gaining an unpermitted advantage bycheating. It involves breaking the examination regulations, copying from others, plagiarising,impersonating someone else or making false claims. All work should be the student’s own effort insome way.

Plagiarism involves taking or using another person’s thoughts or writings and presenting them as ifthey were your own. To avoid suspicion of this, you must acknowledge all your sources, using arecognised referencing system such as Harvard or APA. You must not copy out passages of text froma publication word for word or simply make slight changes. You must use your own words, unless youinsert a direct quotation but, even if using your own words, you must still acknowledge any ideas orconcepts that are not your own; if you plagiarise inadvertently, you will still be penalised. Theacademic skills webspace has a wealth of material on how to learn to reference and avoid plagiarism.For further details see Section 3.5 of this Handbook.

If you are accused of any type of unfair practice, UWIC’s procedures allow you to defend yourself orto be represented and, if found guilty, you have the right to appeal on certain grounds. As part of itscommitment to quality and the maintenance of academic standards, UWIC reserves the right to useplagiarism detection systems, including Turnitin. Further details of this system are available fromhttp://www.uwic.ac.uk/studyadvice/plagiarism.htm. It is important that you familiarise yourself withthe definition of plagiarism at the above link, as anyone found to have plagiarised work or any otherform of Unfair Practice will face the most severe sanctions including exclusion and/or cancellation ofmarks, in appropriate cases.

There are a number of web sites that claim to check for plagiarism in work that is uploaded to them.Apart from Turnitin, you should not use these sites because, invariably, they are a means to get a copyof your work and then sell it to others. This will also make your own work appear as if it has beenplagiarised from those who have purchased it. For further details see Section 3.5 of this Handbook.

The Vice-President (Education Officer) of the Students’ Union is responsible for consulting withSchools, where appropriate, on matters appertaining to academic issues. This is done byrepresenting and providing impartial advice to students in matters relating to Disciplinary Hearings,Complaints and Academic Appeals.

http://www.uwic.ac.uk/lis

2.7 Mitigating CircumstancesLocation: Academic Registry School OfficesContact(s) School Offices – see list at end of HandbookWebsite: Academic Handbookwww.uwic.ac.uk/registry

Where you are experiencing exceptional personal circumstances outside your control (e.g. personalillness or that of a close friend or relative, bereavement, accident, etc), that you consider are affectingyour academic performance, you are advised to contact your Personal Tutor/Year Tutor as soon as theproblem occurs, to try to prevent a crisis. Where you consider that such circumstances have affectedadversely your academic performance, whether in coursework or formal examination, you shouldsubmit a Mitigating Circumstances Form, with independent corroborative evidence to the relevantMitigating Circumstances Committee in accordance with instructions in the relevant ProgrammeHandbook as soon as possible. This must be prior to the meeting of the Examining Board if you wishthe Board to take account of your circumstances when determining your result. For more information,visit the Academic Handbook on UWIC’s website which will give guidance on supporting evidenceand when you should submit this together with the Mitigating Circumstances Form and the MitigatingCircumstances Guidelines and Procedure.

2.8 InsuranceLocation: Finance School Office

Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)

Contact(s): Senior Finance Assistant

Telephone: 029 20416064

Website: www.uwic.ac.uk/studentservices

UWIC has insurance to cover its legal liability for accidental injury, loss or damage sustained by thirdparties when students are on campus or on official placements arranged by UWIC as part of astudent’s programme. This insurance covers acts of negligence by UWIC. It should be noted that nocover exists where UWIC was not negligent.

UWIC does not accept any responsibility for personal property lost or damaged on UWIC premises oron official placements off-campus.

Any persons causing loss or damage to UWIC property will be held personally responsible and liablefor the cost of replacement or repair, as necessary.

Students wishing to insure either themselves or their possessions are strongly advised to make theirown arrangements as no personal accident or contents cover is provided by UWIC.

If you live in UWIC halls you must arrange your own insurance for your belongings. Check yourpolicy at home first, to se if you are covered by your home insurance.

2.9 Car ParkingLocation: Reception at each CampusOpening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)Contact(s): Reception – Cyncoed/Howard Gardens/LlandaffTelephone: Cyncoed 029 20416155Howard Gardens 029 2041654Llandaff 029 20416138Website: www.uwic.ac.uk/parking

Managed ParkingManagement of UWIC car parks is performed on its behalf by Vinci Park Services UK Limited. UWICwishes to preserve as safe, convenient and secure a facility as possible for the benefit of all users. The managed car parking policy is intended to provide an equitable and uniform system for theadministration of car parking amenities consistent with corporate priorities.

Primary objectives: • Ease congestion and ensure smooth and effective traffic flow and management.

• Improve the safety and security of drivers, cyclists and pedestrians.

• Support UWIC’s commitment to sustainability and related planning authority requirement to develop a comprehensive Travel Plan as a condition of planning approval.

• Make adequate provision for people with disabilities.

• Invest in the improvement of parking facilities.

StudentsA limited number of Pay & Display parking spaces are available to students on the Cyncoed campus.There is no parking for students on the Llandaff campus. Car share facilities for those studentsstudying at Llandaff are provided at the Plas Gwyn residential campus. Car share facilities are alsoavailable at the Howard Gardens campus.

You are required to register for a permit to park in any car share scheme spaces. You are required toPay & Display at the advertised tariff at all times. Students who are Blue Badge Holders are exemptfrom payment but must display their badge at all times.

Resident students are not permitted to park on any residential Campus. .

Students with Exceptional CircumstancesA small number of Prepay Parking Permits can be issued to students who believe theircircumstances are such that it is essential that they travel by car and have easy access to theirvehicle. In making an application you will require the support of your Dean of School. However, thisdoes not guarantee that your application will be successful: spaces will be awarded on a “greatestneeds” principle.

If you consider your circumstances warrant an application, you will find the followinginformation and application form on our parking website.

Student Application Form (PDF Document)Guidance Notes for Student Application Form (Microsoft Word Document)Policy & Regulations (Microsoft Word Document)

Links to Alternative Means of Transport:UWIC RiderTraveline CymruUWIC Green Travel

2.10 Data ProtectionLocation: Secretariat & Vice-Chancellor’s OfficeOpening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)Contact(s): Siân Newton –Senior OfficerTelephone: 029 20416076Website: http://www3.uwic.ac.uk/English/Secretariat/DataProtection/Pages/Home.aspx

The Data Protection Act (DPA) (1998) not only establishes the way in which personal data (that isinformation about living individuals) should be handled, but also sets out the rights that everyone hasin relation to their own data.

The Act details the Principles and Conditions that all organisations have to follow when they collect,hold, use, disclose or destroy personal data in order to ensure that they do so in a responsible fashion,with regard for personal privacy. UWIC holds a range of personal data in both manual and electronicsystems. All such data is collected, held and disclosed in accordance with the DPA.

You have a number of rights in relation to the information that UWIC holds about you, including theright to:

• Ask for a copy of any of your personal data (Subject Access Request).• Prevent us using your data for direct marketing.• Prevent us doing anything with your data that may cause you damage or distress.

You also have rights, if significant decisions about you are automated.

UWIC’s Data Protection Policy is designed to ensure UWIC complies fully with the Act and you canview the policy on the website indicated above. The website also has:

• Details of why we need your data and what we will do with it, including who it may be passed to.

More information about your rights including how you can make a Subject Access Request. You alsohave some responsibilities for assisting UWIC to comply with the Act, including:

• Informing UWIC of any changes to your details, such as a change of address.

• Informing the Senior Officer immediately if any information about another person comes into your possession.

http://www3.uwic.ac.uk/English/Secretariat/DataProtection/Pages/Home.aspx

• Following relevant guidance if you are collecting or using personal data as part of your studies, in an elected role or when you are undertaking research.

For further information contact the Senior Officer, as indicated above. This also applies to studentsliving in UWIC Halls of Residence.

2.11 Freedom of InformationLocation: Secretariat & Vice-Chancellor’s OfficeOpening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)Contact(s): Siân Newton –Senior OfficerTelephone: 029 20416076Website: www3.uwic.ac.uk/english/secretariat/foi/pages/home.aspx

The Freedom of Information Act 2000, allows you to ask to see, or have a copy of, any recordedinformation held by UWIC.

UWIC already makes certain information available through its Publication Scheme – either on theUWIC website or, on request, through the Guide to Information on the above website.

If the information you want to see is not included in the Publication Scheme you can make anindividual request for it. Unless your request is particularly complex or you are requesting copies of aconsiderable amount of information we will generally make no charge. Guidance on making a requestis also available on the above website.

Although we would hope to let you see or have any information that you want, you should be awarethat there are some exemptions to your right to have access to information. These exemptions aremostly designed to protect certain information that should not be generally known (such as personalinformation about staff or students, or information that we have been given in confidence).

The exemptions will also mean that a request from others for access to information we hold relating toyou would usually be refused. Some information, such as dissertations or other assessments, may notbe covered by an exemption and may, therefore, need to be disclosed if a request is received. Wewill, however, make every effort to contact you before doing so.

If you would like more information about the Act or want some advice or assistance before making arequest or about a request you have already made, please contact the Senior Officer.

2.12 Private Mail/Telephone CallsUnless you are living in a Hall of Residence, you should not normally use UWIC’s name and addressfor private mail. Public telephones are available on all campuses and Internet telephones are installedin every room in UWIC Halls of Residence. The UWIC telephone service should not be used bystudents except in an emergency or with a staff member’s permission.

www3.uwic.ac.uk/english/secretariat/foi/pages/home.aspx

2.13 Jury ServiceFrom time to time, students may be called for jury service. Where jury service is likely to interferewith a student’s study or assessment, the student may seek to defer their service.

For further information on deferral of jury service, please contact the Academic Registry.

Things To Help You (Services)

Part 3 Things To Help You (Services)3.1 Student Services

Location: Student Services on each campusOpening Hours: 8.30 am – 4.30 pm (4.00 pm Fridays)Contact(s):Dean of Students - Rob CummingsFinancial Advice, Counselling & Health Services Manager - Anne CurtisDisability Service Manager - Karen RobsonCareer Development Services Manager - Alyson TwymanChaplain - Paul Fitzpatrick

Telephone: 02920416333 – Student Services (Cyncoed) 02920416170 – Student Services (Llandaff)02920417252 – ChaplainWebsite: www.uwic.ac.uk/studentservices

3.1.1 IntroductionStudent Services is designed to meet the support needs of all students and to offer help and guidanceto ensure your time at UWIC is as enjoyable and successful as possible. It comprises six areas:-

• Finance and Welfare Advice• Counselling Service• Health Service • Disability Service (main office on the Llandaff Campus but with provision on all Campuses).• Career Development Services (based on the Cyncoed Campus but with provision on allCampuses).

• Multi-faith Chaplaincy (based on the Cyncoed Campus).

All the advisory services are free, confidential, impartial and staffed by professionals. If you requireany information, advice or guidance before starting or during your programme of study, please do nothesitate to contact the relevant service. If you are thinking of changing or leaving your course, pleasecontact Student Services at an early stage for help with planning your next move and dealing with anypracticalities, such as finance.

3.1.2 Financial and Welfare AdviceThis service offers confidential and non-judgemental advice on student finance, such as loans andsupplementary grants, as well as debt problems, money management and general welfare advice. It isalso responsible for administering the Financial Contingency Fund which provides assistance forstudents in severe financial hardship and emergency loans for students whose first instalment ofstudent loan is going to be late through no fault of their own.

UWIC Bursary & Scholarship SchemeUWIC offers a bursary and scholarship scheme to students who have met specified conditions andcriteria. For any queries and information related to your bursary or scholarship application, contact theBursary Officer on 029 2041 6143 or www.uwic.ac.uk/bursaries.

If you want to have more information about what financial support is available to you, visit UWIC’sStudent Finance and Welfare Advisory Service’s website atwww.uwic.ac.uk/studentservices/finance/ or refer to our leaflet ‘Money Matters’, which providesinformation on the support available and on how much things are likely to cost, as well as giving somehelpful pointers on how to manage your money during your time at university.

Our website also contains useful information for part-time, postgraduate and further educationstudents. If you would like specific advice, based on your individual circumstances, phone 029 20416170 to book an appointment with UWIC’s Student Financial or Welfare Advisers.

Useful links for more information are:www.studentfinancewales.co.uk (for students normally living in Wales)www.direct.gov.uk/studentfinance (for students normally living in England)www.saas.gov.uk (for students normally living in Scotland)www.education-support.org.uk (for students normally living in N.Ireland)www.direct.gov.uk/studentfinance/EU (for EU nationals)www.nliah.wales.nhs.uk (for NHS funded programmes)www.slc.co.uk (Student Loan Company)

3.1.3 Counselling

Counselling is available to any student who may be feeling worried, anxious, upset or distressed. It isan opportunity to explore emotional issues with someone who is trained to listen, explore and offerhonest feedback. It can help you to focus on things that are causing you concern. You can thendecide how best to tackle problems which can be solved and come to terms with those that cannot. Itdoes not tell you what to do; on the contrary it respects your rights to make your own decision.

Free confidential counselling is available to all students via an appointment system during term-time;sessions take place every day on the Llandaff Campus and at other campuses on certain days of theweek. At peak times, there may be a waiting list for this service and you may have to wait for anappointment, which can be made via Student Services reception. The service also offers e-counselling; for more information, visit our webpages

Although we will help when we can in an emergency, we aren’t able to offer an emergency service.

http://www.direct.gov.uk/en/EducationAndLearning/UniversityAndHigherEducation/StudentFinance/DG_10035314

3.1.4 Health Service

UWIC’s Nursing Officers provide a confidential drop-in service for help and advice on all matters ofhealth and well-being. The Nursing Officers are experienced professionals who are committed to anintegrated system of care, encompassing physical, emotional and psychological health and well-being. They are based in the medical centres on the Cyncoed and Howard Gardens campuses.

The Nurses can also be contacted, during term-time, via email at [email protected] local GP practice, based at Minster Road in Roath, also provides a medical service at the CyncoedCampus for students who wish to register with that practice.

All students at UWIC are encouraged to register, as soon as possible, with a local GP of their choice.Further details on joining a local GP practice will be given by nursing staff at inductions and areavailable on notice boards and on the Student Services website, as indicated above.

Please note that medical certificates can only be issued by a GP after a week of a verified illness. Ifyou are registered with the Minster Road Surgery these are normally issued free of charge, but anappointment should be made.

3.1.5 Disability Service

The Disability Service provides advice and support to disabled students. If you have disclosed adisability on your UCAS form you will have received a letter over the summer asking you to makecontact with the department prior to your arrival in order to ensure that appropriate adjustments canbe made before your course starts. If you have not contacted the team, it is extremely important thatyou do so as soon as possible as it can take some time to put support in place.

The Disability Service provides advice on:• Disabled Students’ Allowance • Educational support • Physical access • Personal assistance • Liaising with other Units and Schools in UWIC • Technological support (including recording lectures) • Study skills • Additional examination arrangements

Additional information will be made available to you on your arrival at UWIC both at the Vice -Chancellor’s welcome and individual programme induction talks.

As a checklist, if you are a disabled student you should have:• Indicated a disability on your UCAS form or contacted the Disability Service directly. • Received a letter asking what support you require and contacted a Disability Advisor. • Ensured that any points suggested by the Disability staff have been undertaken by you in the timescale recommended.

• Informed the Accommodation Office as early as possible of any particular requirements and have had them confirmed.

Also, make an appointment at the beginning of the autumn term to see a Disability Adviser at StudentServices.

It is extremely important that all of these points are covered since sometimes it can be difficult to makenecessary arrangements after the start of term.

If, after joining the course, you find that your circumstances change or you develop a disability ormedical condition which might affect your study, you should inform the Disability Service immediatelyso they can advise you on the support that may be available. Normally we would recommend thatyour Programme Director be informed also.

If, as a result of your disability, you require additional exam arrangements please speak to a DisabilityAdvisor. These could include extra time, a scribe or reader or a specific location.

If you are unsure whether you would benefit from support please speak to a Disability Advisor.Support is available for students with a range of impairments including long term medical conditionsand mental health issues.

For further information on admission procedures for Disabled Students see the Student Serviceswebsite.

For further information on applying for disability grants go to the Student Services website.

3.1.6 Career Development Services

Career Development Services are here to help you make the most of your time at university and tofind out more about yourselves, your skills and qualities and how they relate to the world of work. You can use our services at any time during your course, but you can also contact us prior to startingat UWIC if you need help with course choice; once you graduate you can have continued supportfrom our Graduate Support Service. You are strongly advised to use Career Development Servicesbefore your final year. Our website introduces our staff and services. It provides extensive resourcestailored to UWIC students, including detailed information on a wide range of graduate careers, localand national graduate recruiters, postgraduate study, work experience and vacation workopportunities both at home and abroad. Information centres on each campus hold additionalinformation and free publications for you to take away.

Our Career Advisers offer individual guidance on anything from identifying your life goals to planninga year out or help with application forms. Many students are looking for career-related workexperience and our Advisers can help you identify and apply for opportunities.

Advisers visit all the campuses for drop-in sessions and pre-arranged interviews. Group sessions ontopics such as career planning, effective applications and interview skills are also available and allstudents have access to the Blackboard e-module ‘Your Career’, which provides a series of e-lessonsand interactive materials you can dip into at any time you wish.

Many students now find the need for part-time work to help finance their studies and gain valuablework skills. Career Advisers can help with job search skills and the CDS Current Vacancies site (find itvia www.uwic.ac.uk/careers) has opportunities for part-time and full-time work, volunteering andwork experience, while our GO Wales Advisers can also help you find work ‘tasters’ and paid vacationwork placements.

For further details visit: www.uwic.ac.uk/careers

Become a friend of UWIC Careers on Facebook and get events and updates in a newsfeed to yourpage. Join GO Wales@UWIC and get regular feeds of new placements, tasters and otheropportunities.

3.1.7 Multi-faith Ch aplaincy

UWIC’s chaplaincy is a place for those of all faiths and those of none. Our chaplain, PaulFitzpatrick, is very experienced working within a wide range of different communities and faithunderstandings. Our Chaplain has an unusual role within the university as he can (and will) provideconfidential advice and support to all students and staff at any time of the day or night - he is theuniversity’s ‘3 o’clock in the Morning Man’! His role is both a spiritual and deeply caring one and ifyou need him he will always be available.

UWIC is very well provided with ‘Sacred Spaces’. We have a newly refurbished Chapel in Cyncoedcampus which is open to all. Predominantly Christian, the curtains can be drawn to cover the walls sothat all faiths (and those who just want a quiet space) may use it. There is a dedicated prayer room onthe Llandaff campus which is predominantly Muslim and there is a developing plan for a sacred spacein Howard Gardens as well. All spaces have foot washing facilities and are always open. All spacesmay be used by anyone at any time.

Paul may be contacted on 029 2041 7252 or on 07917 818524. His chaplaincy is based in Cyncoed,room A0.14 in the Student Services section.

3.1.8 Student Emergency Guidelines

There may be times when you require emergency support and/or assistance. If this is the case duringoffice hours, you should contact the campus Nurse or Student Services on the contact numbersprovided at the start of this section or 222, the campus emergency number, and we will do all we canto help.

Out of office hours, you should contact the emergency service required by dialling 999 and informingthe relevant authority in UWIC as soon as offices open again.

Student Services also produces a guidance leaflet on what to do in emergencies, which is availablefrom any of our offices or website.

3.1.9 What You Can Expect from Student Services

• An immediate, polite and professional response when you call in or phone.• A return call to your query within five working days and a written reply within ten working days during term time.

• An appointment with a Disability Adviser, Counsellor or Financial Adviser or for career guidance as soon as one is available.

• Individual appointments with Student Services staff to be honoured whenever possible. If we arrange to meet with you we will do our best to do so.

3.1.10 What We Expect From You

You will keep your appointment or advise us if you decide to cancel. We understand that sometimestimetable changes, emergencies or illness occur. Where possible please cancel any appointment youknow you cannot keep.

You will let us know if you were unable to keep an appointment or forgot about it. We know thatthese things happen and sometimes you do not get the opportunity to let us know in advance. Wefind it helpful to know why students do not keep appointments so would like to hear from you if thishappens. It also gives you the opportunity to make a fresh appointment if you wish to do so.

You will keep an eye on course notice boards, Blackboard and Students Services notice boards at yourcampus as well as checking your UWIC email regularly. Information on services and events isregularly updated by Student Services staff and sent to your programme director, placed on StudentServices notice boards and distributed through a range of electronic media. If you are to takeadvantage of your Student Services you need to know what is going on.

You will respond to requests for information from us and about us. We need to know what you thinkabout services and how relevant our services are to students’ needs. Student feedback is a vitalsource of information for this.

3.1.11 Confidentiality

Student Services at UWIC runs a highly confidential service and all users have the right toconfidentiality. Certain services have additional guidelines and professional codes of ethics to protectclients. Anybody wishing to clarify the confidentiality contract within one of the component servicescan do so directly and any possible breaches of confidentiality should be raised immediately with theDean of Students. For further details see the Student Services website.

3.2 Accommodation Services

Accommodation Office

Location: Cyncoed Campus

Opening Hours: 30 am – 4.30 pm (4.00 pm Fridays)

Contact(s): Accommodation Services Manager

Telephone: 029 20416188/9

E-mail: [email protected]

Website: www3.uwic.ac.uk/English/AboutUs/Facilities/accommodation/Pages/home.aspx

Halls of Residence

Location: Cyncoed Campus – Cyncoed Road


Telephone: 029 20416339

Fax: 029 20416479

Location: Plas Gwyn – Llantrisant Road


Telephone: 029 20577065

Fax: 029 20577540

Location: Evelian Court – North Road

Telephone: 029 20615673

Fax: 029 20618889

3.2.1 Introduction

The aim of the Accommodation Office is to provide a comprehensive service for allocating students toplaces in Halls of Residence or helping them to find private accommodation near their campus ofstudy. We also provide information and guidance on the practical issues of living in private sectoraccommodation. You can request information by writing, telephoning or visiting the AccommodationService at the Cyncoed Campus as indicated above.

www3.uwic.ac.uk/English/AboutUs/Facilities/accommodation/Pages/home.aspx

Generally there are no Halls of Residence places allocated to second or third year students on campusand as a result they will have to seek private sector accommodation (see Section 3.2.3 below).However, in exceptional circumstances the office will endeavour to assist second/third year studentswho wish to be accommodated in Halls. There are a limited number of single units in campus houses,flats and bed-sits, which have self-catering facilities and are more suitable for second or third yearstudents or postgraduate students. Application forms for one of these places can be obtained fromthe Accommodation Office at the Cyncoed Campus.

3.2.2 Halls of Residence

Unfortunately, the Accommodation Service cannot guarantee all first year students a place in Halls;the number of applicants far exceeds the number of places available. However, normally there is noproblem in finding private sector accommodation for students even near the start of term and theAccommodation Service holds a waiting list for Halls during the first few weeks of term for anyvacancies that occur. If you wish your name to be placed on this list you can contact the Service at theaddress or telephone number above.

Cyncoed Campus:Accommodation at the Cyncoed Campus comprises 527 single study bedrooms in purpose built low-rise units. Most of the rooms are in traditional Halls of Residence with meals provided in a centraldining area. Within these Halls, between 8 and 15 students share a small snack kitchen andbathrooms. All students have their own bedrooms. There are a limited number of self-cateredstandard and self-catered en suite rooms on this campus. Broadband internet, Voip telephoneservices and IPTV services have been installed in every room and are included in your rent.

N.B As noted in Section 2.8 of this Handbook, residential student car parking is notpermitted on this campus.

Plas Gwyn Campus:The Plas Gwyn Campus is located in Llandaff, which is approximately two miles from the City Centreand a ten minute walk to the Llandaff Campus. Plas Gwyn consists of 391 single study bedrooms, allof which are self-catered and have en suite bathroom facilities. The rooms are grouped in flats ofeight, in which students share a communal kitchen/dining area. Broadband internet, Voip and IPTVservices telephone services have been installed in every room in UWIC Halls of Residence and areincluded in your rent.

N.B As noted in Section 2.8 of this Handbook, residential student car parking is notpermitted on this campus.

Evelian Court:The UWIC accommodation service has a nomination agreement with Liberty Living plc for theallocation of the single and double premium rooms at Evelian Court, which is situated just under amile from the Llandaff Campus and just 2 miles from the city centre. There are 233 rooms, all are selfcatered and have en suite bathroom facilities; the kitchen is shared between four or five persons ineach flat. All rooms are let on a single occupancy basis. Internet access is available in all of the rooms.Please note that contracts for this accommodation are between the student and Liberty Living plc.

N.B As noted in Section 2.8 of this Handbook, student car parking is not available on thissite.

Allensbank HouseThe UWIC accommodation service has a nomination agreement with Liberty Living plc for the allocation of single and double premium rooms at Allensbank House, which is a 20 minute walk fromthe Cyncoed campus. UWIC has 2 complete blocks of accommodation with 119 single rooms in total.All rooms are self-catered and have en suite bathroom facilities; the kitchen is shared between four orfive persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms. Please note that contracts for this accommodation are between the student and Liberty Living plc.


Cambrian PointThe UWIC accommodation service has a nomination agreement with Liberty Living plc for theallocation of single and double premium rooms at Cambrian Point, which is a 20 minute walk from theLlandaff campus and a mile from the city centre. UWIC has one complete block of accommodationwith 109 rooms in total. All rooms are self-catered and have en suite bathroom facilities; the kitchen isshared between four or five persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms. Pleasenote that contracts for this accommodation are between the student and Liberty Living plc.


Ty Pont Haearn (TPH)The UWIC accommodation service has a nomination agreement with Liberty Living plc for theallocation of single rooms at Ty Pont Haearn (TPH), which is a 10 minute walk from the HowardGardens campus. UWIC has 4 floors of accommodation with 179 single rooms in total. All rooms areself- catered and have en suite bathroom facilities; the kitchen is shared between four or five personsin each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms. Pleasenote that contracts for this accommodation are between the student and Liberty Living plc.


Victoria HallsThe UWIC accommodation service has a nomination agreement with Victoria Halls plc for theallocation of single and double premium rooms at Victoria Hall, which is a 20 minute walk from theLlandaff campus. UWIC has 2 complete blocks of accommodation with 124 single and deluxe roomsin total. All rooms are self-catered and have en suite bathroom facilities; the kitchen is sharedbetween four or five persons in each flat.

All rooms are let on a single occupancy basis. Internet access is available in all of the rooms. Pleasenote that contracts for this accommodation are between the student and Victoria Halls plc.


Full-time Halls Managers are present on the UWIC campuses and are supported by a team of residentstudent wardens and security staff. They will endeavour to make the transition from home to univer-sity life as smooth as possible with evening and weekend duty rotas ensuring that a member of staffand a student warden are always available to deal with queries or emergencies. Liberty Living plc and Victoria Halls plc have similar arrangements in place.

Smoking is not permitted in any UWIC Halls of Residence, including study bedrooms.

3.2.3 Private Sector Accommodation

If you apply for assistance in finding private accommodation or are unsuccessful in obtaining a placein Halls of Residence, you will be sent an updated list of available houses, flats and lodgings, togetherwith useful facts on tenancy agreements and general housing advice. The accommodation list isprinted in geographical areas and gives detailed information on type (bed-sit, flat, house etc), numberof students needed, facilities available and cost. The list is produced during the Spring Term and isthen updated at regular intervals. While the Accommodation Service tries as far as possible to onlylist properties of a reasonable standard, properties will not have been inspected, so the list does notimply recommendation or approval.

The Accommodation Service will also have a list of students seeking to share private accommodation,together with their programme and telephone numbers. This will be sent with the private sectoraccommodation list. While it is your own responsibility to make satisfactory accommodationarrangements, the Accommodation staff are available to give you as much help as possible. You canvisit the Accommodation Service at any time during normal office hours, as indicated above.

Average private sector rents in the Cardiff area for self-catering accommodation range from £60 to£70 per week excluding services. This is usually a furnished house or flat, which is shared with otherstudents. You will have a separate bedroom and a communal bathroom, kitchen and livingroom/dining area.

You may be asked to sign a fixed period tenancy agreement. Be careful! Before you sign anyagreement make sure that you have read the terms very carefully and understood your obligation. Ifyou are unsure about the terms and conditions please contact the Accommodation Service or you canobtain advice from the Housing Help Centre on St. Mary Street, Cardiff. Tel: 029 20871050.

If you sign a contract and then decide to move out, you remain liable for the rent unless someone elsecan be found to take over your place. In privately owned accommodation, where the landlord isresident, it is highly likely that you will be able to give notice of leaving before the end of the fixedterm. You should make sure that you are going to be comfortable with the accommodation beforeyou sign anything. Nine months is a long time to be living somewhere where you are not happy.

Most landlords/ladies will offer an ‘Assured Short Hold Tenancy Agreement’. This may be a written orspoken agreement. The rent and terms will be what you agree. Short Hold tenancies run for a fixedperiod, . This tenancy offers the landlord a right to repossess the property at the end of the tenancyprovided he/she has given proper notice. Beware that if you sign an ‘Assured Short Hold’ agreementyou are bound to stay for the time you have signed for. There are no rights for you to leave before theend date unless you have persuaded the landlord/lady to add an additional clause giving you thisright. If you do leave early, without the landlord/lady’s agreement, you face the possibleconsequence of being sued for the balance of the rent to the end of the contractual period. Try andpersuade the landlord/lady to offer you individual contracts. A ‘Global’ or joint contract, that is onewhich you all sign when you rent a house, could lead to difficulties should everyone leave apart fromyourself. One such difficulty is that you could end up paying the rent for the whole house.

From 1 April 2007, all deposits for accommodation with Assured Short-hold Tenancies have to be paidby landlords either into a National Deposit Scheme set up by the Government or a Deposit Protectionscheme. Leaflets about your rights are available from the Accommodation Office.

The Housing Act goes into much greater depth and if you are in any doubt about your status as atenant or do not understand anything relating to your tenancy then contact the AccommodationOffice.

3.2.4 Private Lodgings (Meals Provided)

Students in lodgings take a room in a house where the landlord/lady lives on the premises. Meals areprovided and the average cost for bed, breakfast and an evening meal for 7 days is around £75. Youshould note that landlords/ladies are free to negotiate their own charges and agree them with you.

After seeing the lodgings you should not move in unless you intend to stay the agreed period. If youwant to leave, then it is expected that a minimum of 28 days written notice be given during term time(preferably terminating at the end of a term). The same applies if the landlord/lady asks you to leave.If some other arrangement is made and this is mutually agreeable to both of you then this isacceptable. Please ensure you are very clear about what is included in the rental charge and whetherthere are any limitations on the use of any facilities.

3.2.5 Accommodation Agencies

You will be sent a list of Accommodation Agencies, which belong to a professional organisation calledALMA (Association of Letting & Management Agents), which is supported by Cardiff County Council.

You should use an ALMA member if you want a quality professional service. ALMA works towardsproviding a high quality service to clients and contributes to improving services within the privaterented housing sector. ALMA also provides information on current issues relating to the privaterented sector including updates on changes in legislation. ALMA exists to provide a fair deal to thosewho use its members’ services, so if you have any problems contact them on 029 20871448.

Agencies will charge you a fee once you have accepted a property. Expect to pay no more than aweek’s rent. Never pay an agency up front simply to go on their list – this is illegal.

3.2.6 Special Requirements

If you have mobility problems, a small number of bedrooms are available for use by those withphysical disabilities. Any prospective student who has a disability is encouraged to make early contactwith the Accommodation Service to discuss his/her individual needs.

3.2.7 TV Licences

If you live in halls of residence and use a TV or IPTV (through your PC) in your own room you arerequired by law to have a TV Licence; this can be purchased from any Post Office.

3.2.8 Catering Facilities

Contact: [email protected]

Each campus has a catering outlet; details of the opening times can be located within the UWIC webpages and at each outlet.

Menus are designed to meet the needs of the majority of students and are regularly reviewed throughfocus groups and student feedback surveys. A range of traditional, international and Grab & Go deliitems and Fair Trade and Organic Foods are provided. UWIC Catering and Hospitality Services holdmembership of the Food & Drink Guild of the Vegetarian Society UK and only use their approvedrecipes. Please take the opportunity to attend one of the Catering and Hospitality Service’s monthlysurgeries (first Tuesday of each month between 12 noon and 12.30 pm) to meet your local campusmanager to discuss your catering needs.

Guides are available at each campus on the following:

• Vegetarian Dishes and Products • Smart Card and Catering • Carbo Boost and Sports Nutrition N.B. Food and drink are not allowed in any teaching area

3.2.9 Meal Passes

Resident catered students will be given meal passes on registration. Please look after them carefully,because a replacement fee will be charged by the Catering Department.

All students have an opportunity to save up to 32% on all meals with the home comforts package. The scheme enables students to benefit from significant cost savings by purchasing meals “up front”.Meal packages can be taken at any campus catering outlet during standard opening hours.

Details of the home comforts package are available at each catering outlet.

Details of the Smart Card use and your catering facilities are available within the ‘Smart Card’ guideavailable at each catering outlet.

3.2.10 Frequently Asked Questions

Q. When do you apply for accommodation?A. As soon as you have made UWIC one of your choices of University.

Q. How do you apply?A. a) By completing the application form for a place in Halls. Orb) By completing the application form for assistance in finding private rented accommodation.

Q. Where do you send the completed form?A. To the: Accommodation Office

University of Wales Institute, CardiffCyncoed CampusWarwick HouseCyncoed RoadCardiff CF23 6XD

Q. What will happen next?A. You will be sent an acknowledgement within 10 working days of your application form beingreceived. Offers are then made in the following order:-

a) If you are an Unconditional Applicant, you will be measured against the allocation policy and if yousatisfy the allocation criteria you will be offered a place in Halls and will be sent a Licence Agreementin June / July.

b) If you are a Conditional Applicant you must wait until August when the examination results arepublished, to confirm your status via UCAS. Your application will then be measured against theallocation criteria and if you satisfy the criteria you will be offered a place in Halls and will be sent aLicence Agreement.

c) Should your offer of a course place be conditional on examination results other than ‘A’ levels, youshould contact the Accommodation Office as soon as you receive confirmation of your results.

d) if you have obtained your grades but do not fulfil the allocation criteria you will be sent a lettersaying you have been unsuccessful in obtaining a Halls place, but your name will be held on a reservelist. You will also be sent a full private rented accommodation information pack.

e) if you are a local student, you application will be held on a waiting list for any vacancies that occuronce term has started. Most local students are successful in obtaining a Halls place once term hasstarted.

Q. How is Halls accommodation allocated?A. Priority for places in Halls is given to first year undergraduate students. However, because thedemand for Halls each year is high, the allocation criteria are distance from Cardiff and date order ofapplication received by the Accommodation Service.

Q. When will you know what kind of accommodation you are to be offered?A. If you have accepted an unconditional offer and applied for Halls before the end of May you willbe notified in June/July. If you have accepted a conditional offer you will hear late August/earlySeptember following the 'A' Level results. While every effort will be made to try to give you your firstpreference of accommodation it may not always be possible because there may be more peopleseeking a particular type of accommodation than spaces available.

Q. How do you accept your place in Halls?A. You will sign and return one copy of the Licence Agreement. You will also have to pay a depositeither by credit or debit card – details will be in the offer pack. You will need to either provide eithercredit/debit card details for the first payment of the Licence period.

We are aware that you may be concerned about late payment of maintenance grants or loans;however, the first month’s fees and the deposit would be required in order to secure your place inhalls. Attach two recent passport sized photographs (with your name on the back). Enclose yoursigned Agreement, Deposit and Payment of Licence Fee with the two photographs in the FREEPOSTenvelope provided and return within seven days to guarantee your place in Halls of Residence. Pleasemake sure that all the necessary enclosures are sent at the same time as omission can causeadministrative delays.

Q. What if you do not want to accept the Halls accommodation offered?A. Return the cancellation form immediately so the accommodation can be re-allocated to students onthe reserve list.

Q. What if you have a complaint about your Halls accommodation?A. If you are living on campus, the Residences Team is responsible for the running of the Halls and ifyou have any problems or queries feel free to approach the Halls Managers directly or you can gothrough your Student Warden.

Q. How much will Halls of Residence cost?A. Full details of the costs of the accommodation you have been allocated will be sent with the offerpack. Rents differ according to the type and location of the rooms you have been offered. Where astudent has been offered catered accommodation, the catering package comprises breakfast andevening meal (weekdays), brunch (Saturday) and lunch (Sunday). Residents pay a caution depositbefore moving into Halls, no reservation can be confirmed without payment of this fee. This depositwill be returned to you at the end of the academic year once you have vacated your room.Deductions will be made for any damage caused to your room or the communal area for which youare responsible. Misuse of fire appliances will not be tolerated and will result in immediate expulsionfrom Halls and a fine of £150. Payment is made either by direct debit or credit/debit card on a termlybasis. It is important to note that all Contracts of Residence for Cyncoed and Plas Gwyn are for thefull 40 week licence period. Contracts with either Liberty Living plc or Victoria Halls plc are for a 42week period A place in Halls is not, therefore, suitable for students who have to spend part of theirstudy period outside the Cardiff area. The Licence Fee/rent is payable for the whole of the LicencePeriod. You are not entitled to a remission of any part of the Licence Fee/rent even though you mayhave arrived late at the start of a term, or may have vacated the Accommodation before the end of theLicence Period. Late payment of the UWIC Licence Fee in excess of seven days after the presentationof any direct debit or credit/debit card will result in the Resident being invoiced for an additional 10%of that part of the Licence Fee included in the payment. Liberty Living plc and Victoria Halls plc havesimilar arrangements – please contact the relevant Halls Manager for further information

For further details, for example of health and safety issues, insurance and making a complaint, visit theaccommodation web site.

3.3 International OfficeLocation: TBC – Llandaff Campus


Contact(s): Dean of International Students

Telephone: 029 20416035

Website: www3.uwic.ac.uk/English/International/Pages/Home.aspx

3.3.1 Introduction

The International Office provides information, advice and counselling on non-academic matters, suchas finance, health care, immigration, visas, employment regulations and services to all international(non-EU) students and their dependants, regardless of nationality, religion, gender or status. Advice isoffered free of charge and without discrimination and further details are provided in a separateInternational Student Handbook, in regular newsletters and on the international pages of UWIC’s website.

www3.uwic.ac.uk/English/International/Pages/Home.aspx

The service operates according to the UKCISA/AISA Code of Ethics and the rules and Code ofStandards of the Office of the Immigration Services Commissioner.

Since international students often experience different problems to ‘home’ students, a specialistsupport team is available, which is comprised of fourteen members of staff, who deal withrecruitment, welfare, language support and study skills. Confidential counselling is also available. TheInternational Office works closely with Student Services and may refer students for more generaladvice and counselling.

3.3.2 Financial Support

The rules relating to your entitlements as an international student vary to some extent according tothe length of your residence in the UK prior to the course, your country of origin and yourimmigration status. The advice below on Fees, Loans, Financial Contingency Funds, Benefits andWorking in the UK, therefore, refer to the following categories:

• EEA students - students from Austria, Belgium, Denmark, Finland, France, Germany, Greece,Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden,Cyprus, Poland, Malta, Estonia, Slovenia, Lithuania, Hungary, Latvia, Slovakia, Czech Republic.

• Non- EEA students - students from all other countries

• Refugees

Fees, Loans, Financial Contingency Fund:You must meet the residence rules to be eligible for the ‘Home’ rate of fee rather than the ‘overseas’rate or for a loan or help from the Financial Contingency Fund. That is, you must have been ‘ordinarilyresident’ in the UK (and not wholly or mainly for the purpose of receiving full-time education) forthree years before the start of the academic year in which your course begins and you must be‘settled’ within the meaning of the Immigration Act 1971. If you were away from the UK, because youor your family were temporarily employed abroad, you may be treated as if your ‘ordinary’ residencein the UK has not been interrupted. If you do not meet the three year residence requirement (andyour course is an eligible course) you may still be eligible for the ‘home’ rate of fee and may beentitled to apply for support towards your tuition fees, for a loan or help from the FinancialContingency Fund if you, your husband or wife or your parents are:

• recognised by the British Government as a refugee and have been ordinarily resident in the UnitedKingdom throughout the period since you were so recognised;

• UK nationals who have returned from working in another member country and have got a job in theUK and have been ordinarily resident in the EEA for the three years prior to the first day of the firstacademic year of your course;

• migrant workers from another EEA country, who have been ordinarily resident in the EEA for thethree years prior to the first day of the first academic year of your course.

If the Home Office has granted you exceptional leave to remain or stay in the UK, you must meet thethree year ordinary residence requirement to qualify for ‘home’ fee status, but the settled statusrequirement will not apply to you.

Fees only award:If you are from another EU country and do not meet the residence rule, you may still qualify for‘home’ fee status if you have been ordinarily resident in any country within the EEA (and not wholly ormainly for the purpose of receiving full-time education) for three years immediately preceding thestart of your course. If you have home fee status you may qualify for a loan towards your fees.Applications should be sent to the DfES, 2F-Area B, Mowden Hall, Staindrop Road, Darlington DL39BG. You will not be eligible for a student loan if you receive a loan towards your fees. If you are astudent from the EEA or a full-time fee paying international student, there are different rules whichapply to each group.

3.3.3 Benefits

Public Funds include a range of income-related benefits, together with housing and homelessness support. In most cases, you will not be eligible to claim such benefits but certainexceptions do apply.

If you are a national of an EEA member state you have the right to reside in the UK for the purpose ofvocational training or education, provided that you have sufficient resources to avoid becoming aburden on the social assistance system of the host member state. You can claim benefits if you are apart-time student or in a vulnerable category (such as lone parent). However, you will need to showthat you are ‘habitually resident’ in the UK and if you claim Income Support, Housing Benefit orCouncil Tax Benefit it could have an effect on your immigration status, as the Home Office will benotified of your claim by the Benefits Agency and any future application for an EEA Residence permitmay be refused.

If you enter the UK as an international (non-EEA) student, you will need to show that you are enrolledon a full-time course of day time study and can pay your course fees. You will also need todemonstrate that you can support and accommodate yourself without recourse to public funds andwithout working in the UK. You should not claim any benefits as not only is the claim likely to berefused but the Benefits Agency may contact the Home Office about your claim. You may then havedifficulty extending your leave to remain in the UK if the Home Office doubts that you have sufficientfunds to support and accommodate yourself and your dependants.

Refugees and those granted Exceptional Leave to Remain Refugees are entitled to claim benefits ifthey fulfil the normal eligibility requirements. Since 5th February 1996 all rights to Income Support,Housing Benefit and Council Tax Benefit are denied for all new in-country asylum applicants and forasylum seekers appealing against a negative decision on their asylum claim made after this date. ‘Incountry’ applicants are those who apply for asylum after entry into the UK.

3.3.4 National Health Service (NHS) Treatment

If your course lasts six months or more you will be eligible for NHS treatment, as will your husband orwife and children if they live with you in the UK and have been given immigration leave asdependants of a full-time student. You can, therefore, receive free hospital treatment and register as apatient with a doctor. A cost will be levied against any course of dental treatment or if an operation orchiropodist is consulted. Students are advised to establish before a course of dental treatment beginsexactly what the charges will be and if they have been accepted as a patient of the NHS. Studentsmust be registered with a GP in order to obtain dental treatment as well as medical care. Theinformation from UKCOSA states “all full-time international students pursuing a course of at least sixmonths duration are exempt from charges from the NHS. Further, these students are eligible toreceive treatment on the same basis as other UK residents”.

NB. If you fail to register with a G.P. at the start of your course, you will only be allowed toregister part-way through your studies if there are more than 6 months of your course left.

3.3.5 Working in the UK

EEA Students:EEA nationals may work in the UK. No permission is needed.

Non - EEA Students:When you arrive in the UK your passport will be stamped, which will either be with a prohibition or arestriction on employment. Students coming on courses of six months or longer with a restrictedstamp are allowed to carry out part-time work during term time. . Those students who have therestriction stamp in their passports and are studying courses at degree level or above or one ofUWIC’s HND courses are permitted to work for up to 20 hours per week during term time. Studentsstudying on all other courses which are 6 months or longer in length are only permitted to work for upto 10 hours per week during term time. These conditions also apply to students in their dissertationperiod, even if they are not attending regular lectures at university. During official university vacations(Christmas, Easter and Summer vacations) all students are entitled to work full-time for these limitedperiods. It is important that you check the stamp in your passport and adhere to these rules;otherwise you may find yourself in an illegal situation. If you have a prohibition stamp or are in anydoubt, contact the International Student Welfare Officer for advice.

3.3.6 Tax and National Insurance

International students working in the UK will be subject to UK taxation rules and must pay NationalInsurance contributions and tax in the same way as residents of the UK. To meet this requirement, aNational Insurance Number (NINO) is necessary. Students should apply to the local office of theDepartment of Social Security; a passport is required and details of the proposed employment. It maytake some time to obtain a NINO, but work can commence at any time while an application is beingprocessed.

3.3.7 Banks

Students in receipt of an award, including EU students with fees only awards, are usually eligible forthe full student package at a bank. Other international students can open bank accounts in the UKand will normally receive a cheque book and cash card, but since, in most cases, they will not be giventhe full student package, they will not normally be provided with a cheque guarantee card or begranted an overdraft facility.

3.3.8 Welfare Support

The International Office can offer welfare support and advice throughout the year on issues such asdealing with unfamiliar UK procedures, opening bank accounts, finding accommodation, visa queriesand putting students in touch with each other. The staff also organise a social programme during theyear, holding parties, cultural events and a series of excursions within the UK. Faith facilities are alsoprovided through a multi-faith prayer room on the Llandaff campus and a Christian chapel on theCyncoed Campus, which can be adapted for use by those of other religions. Alternatively, variouschurches, mosques, synagogues and temples are located not far from each campus and in the citycentre. The International Student Welfare Officers are Natalie Buckland and Laura Evans. You cancontact them for any advice at [email protected]

3.3.9 Language and Study Skills Support

Free language and study skills advice is offered to all international students from outside the EU.Study skills classes for small groups of students with similar needs and one to one tuition are availableon appointment with the English language support tutors. Many students find this service invaluablewhen preparing for presentations, writing assignments and improving grammar skills.

The International Student Language and Study Skills Support Tutors are Louise Macphail and MichelleGrimes and they can be contacted at [email protected] or [email protected]

3.3.10 Accommodation

As an international student we normally advise that you seek self-catering accommodation either inHalls of Residence or the Private Sector, so that any special dietary or faith considerations can beadequately met. You must book Halls of Residence accommodation through the International Officewho will make all the necessary arrangements for you, provided you have applied by the deadlinedate.

It is generally not possible, or advisable, for you as an overseas student to book permanent privaterented accommodation before you arrive in Cardiff. The University regrets that it cannot enter intoany form of tenancy agreement or contract with a landlord on your behalf. The International Officewill be happy to book temporary accommodation for International

(non EU) students and assist you in finding permanent private rented accommodation during theinduction period.

Students from EEA member states who wish to secure private rented accommodation should book aroom in a local guest house and be prepared to arrive well in advance of the start of your studyperiod, allowing yourself enough time to familiarise yourself with the city and to arrange permanentaccommodation.

We are sorry there are no family facilities on campus at present. If you are bringing your family youare advised to come to Cardiff alone, in the first instance, to arrange accommodation for your familyas a prolonged stay in a hotel or guest house can be expensive if your family accompanies you.Students from EEA member states can obtain information about local Guest Houses from theAccommodation Office.

3.3.11 Food

Cardiff is a cosmopolitan city and is well served by ethnic restaurants and specialist food suppliers,such as Chinese supermarkets and Hallal and Kosher butchers.

3.4 Learning Centre ServicesIT HelpdeskOpening Hours: 8.00 am – 9.00 pm (Monday to Thursday) 8.00 am – 4.30 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)Internal telephone: 7000External telephone: 029 20417000E-mail: [email protected] Rules & Regulations: http://student.uwic.ac.uk/myportal

Learning CentresWebsite: Learning portal - http://student.uwic.ac.uk/learningOpening hours: Opening hours: http://student.uwic.ac.uk/myportal

Location: CyncoedOpening Hours: 8.45 am – 9. 00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)Telephone: 029 20416242E-mail: [email protected]

Location: Howard GardensOpening Hours: 8.45 am – 9.00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – . 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)

Telephone: 029 20416243E-mail: [email protected]

Location: LlandaffOpening Hours: 8.45 am – 9.00 pm (Monday – Thursday) 8.45 am – 5.00 pm (Friday) 10.00 am – 4.00 pm (Saturday) 12.00 pm – 5.00 pm (Sunday)

Telephone: 029 20416244E-mail: [email protected]

NB These are normal term-time opening hours. Vacation opening times will be displayed at eachCampus before the end of each term. Rarely and due to unforeseen circumstances, it may benecessary to change opening hours. The issue and service desks and all computers in these centresare closed down 15 minutes before closing time, so please remember to check out or return any itemsbefore this time.

The Learning Centres have dedicated IT Helpdesks with trained IT adviser specialists to assist withstudent queries during opening hours. ‘Five Minute Guides’ are also available in the open accessareas.

3.4.1 Introduction

Every UWIC campus has a modern, well-equipped, professionally-staffed learning centre. Facilitiesinclude: IT suites, specialist libraries, learning lounges and group areas, quiet study rooms and easy touse audio visual, photocopying and printing facilities. 24 hour internet access is available on somecampuses. When you join UWIC, you gain automatic access to all facilities at every Campus.

3.4.2 Learning Materials and Information Skills

To support your study and research, each Learning Centre is well-equipped with lending collectionsof books and DVDs, as well as reference collections of subject specific journals, dictionaries andencyclopaedias and an extensive art slide image library at the Howard Gardens campus. Electronicresources such as e-journals, e-books and research databases are universally available using yourlogin and password. You can renew, reserve and request books from other campuses online via theLibrary catalogue Locate and have access to the collections of the British Library via the inter-libraryloans scheme. In addition to all of this, multi-skilled staff are available to respond to your enquiries andprovide research skills training sessions.

3.4.3 Borrowing

Each Learning Centre houses a wide range of information in a variety of formats, including books,journals, videos, slides, on-line and CD-ROMs. Most of this material may be borrowed and the loanperiods range from four hour to three week loans. As a member of UWIC you may borrow up to 15items at a time. Items can be renewed (extending the loan period) either in person, by telephone oron-line. However, fines will be incurred on the late return of any items. There are reciprocalarrangements in place with other local and national libraries and universities, so that inter-library loansand information can be quickly accessed.

3.4.4 Availability of IT Service

Access to the IT facilities at the Llandaff and Cyncoed Learning Centres is normally available asindicated above. Elsewhere, the Open Access facilities outside the centres are available to apublished timetable; use of the computers in the libraries is subject to the opening hours of thecampus Centre. Staff and students are permitted to use workstations at any UWIC campus duringevenings, weekends and vacation periods provided they are registered computer users and agree tothe regulations governing the acceptable use of IT facilities. 24 hour computing facilities are availablefor all UWIC students to use at the Cyncoed and Llandaff Learning Centres.

Unlimited Broadband internet access, Hallsnet, is available in all rooms in UWIC’s Halls of Residenceand there are web links on the Library website to many of the electronic resources to which theLearning Centre subscribes.

The majority of public access workstations are either Intel Core2 PCs running Windows 7 on thedesktop, offering a wide range of software, including Microsoft’s Office suite, as well as othercommon applications, such as e-mail, Internet and Intranet, browsing facilities, programminglanguages, statistical analysis and graphical design packages, in addition to Blackboard, UWIC’svirtual learning environment (VLE). Assistive software is also available to support disabled students.

Library and Information Services also provide free IT Training sessions on a variety of Microsoftapplications, specialist software packages and enhancing your IT skills to help and assist you throughyour course here at UWIC. We offer courses at beginner and intermediate levels.. For moreinformation on IT Training or to reserve a place on a course, please visit the learning portal website –http://student.uwic.ac.uk/learning

3.4.5 Personal E-mail Accounts

Students may use their own e-mail services for personal communications, but you are expected toaccess your UWIC e-mail account for official university communication and to check this regularly fornew messages and announcements, ensuring there is enough space in your mail box. Your UWICemail is hosted by Microsoft, and you are able to keep this email address even after you graduate.

3.4.6 Photocopying

Each Learning Centre has black and white and colour copiers and scanners for you to use. Thecopiers use the ID card system as a means of payment. Simply add credit by using the chargemachines in each campus Learning Centre. Additional printing and copying services are availablefrom the UWIC copy shops, which also maintain all copiers and printers within each Learning Centre.UWIC has a copyright licence to enable students and staff to copy extracts from publications normallyup to 5% of the work. Details of the licence are posted next to each photocopier or check onwww.cla.co.uk

3.4.7 Rules and Regulations

The rules and regulations covering the use of all Learning Centre services, facilities, IT services andHallsnet are posted on the relevant web sites identified above. When you first log on to the UWICnetwork, you must accept and acknowledge that you have read these. Once accepted, you will not beprompted again, but you are bound by the rules and regulations. Any breach of these is likely to resultin a response from UWIC, including formal disciplinary action.

3.4.8 Wireless Access

Students are able to connect their personal computer equipment to the university’s wireless networkin order to gain access to Internet, university web services (Portal, Email, Blackboard, Intranet, Locate,etc) and university printing resources.

For further information and availability of this service please visit wireless.uwic.ac.uk.

3.5 Academic Skills

Learning SupportLocation: online; learning centre training rooms and within courses.E-mail: [email protected]

The academic skills team works to enhance the independent learning skills of all UWIC students.Throughout the academic year, on all campuses, we visit courses to run a wide range of skills sessionsfrom core academic English and referencing skills to advanced critical thinking and professional writing.

We maintain a large website of independent learning resources for acquiring academic skills. You can find us at http://student.uwic.ac.uk/academicskills. The site is divided into skills areaswhere you can find many interactive resources with information about them. These include online tutorials in essential skills such as referencing and note-making, downloadable worksheets forlearning about, and practising, areas of English language and writing skills, and information about thestudy skills books you can find in UWIC’s libraries.

You can also use the site to access our ‘email a question’ and writing sample facilities. During term time, in the Llandaff and Cyncoed Learning Centres, we run regular supervisedlunchtime sessions where you can come and try out our learning materials, and put questions to theteam. There is no need to book, just come along. You can find information about these sessions onthe Student Union website, and on the training information pages of the library and information services site: http://student.uwic.ac.uk/learning.

3.6 i-zone at LlandaffThe i-zone welcomes studentsUWIC is enhancing the quality of the student experience by providing a new single point of contactfor support services on its Llandaff Campus, from September 2010.

The i-zone will benefit all students:- full time, part-time, international, undergraduates andpostgraduates, as well as supporting potential students.

Student enquiries (non-academic) will be dealt with by the trained i-zone team who are happy to dealwith a wide range of enquiries. This includes: council tax enquiries, international student enquiries,prospective student enquiries, change of details, letter requests, social trips, accommodationenquiries. There will also be useful drop in sessions and workshops including careers,accommodation, and visa renewals to support the needs of students.

An information area, self service zone and a pay zone for students will allow students access toinformation and a convenient way to pay for many services provided by the university, including fees,UWIC rider, social trips, and CRB checks.Easy access to the i-zone is provided in a number of ways:-in person, on line, by phone, The i-zone counter will open from 9.00am to 4.30pm every week day,all year, making it easy for students to access.

The i-zone will be the first stop for students and we aim to resolve most enquiries first time. Ifenquiries are more complex the i-zone will make arrangements with the relevant service. i-zone isthere to support all the students throughout their academic lifecycle.

We look forward to seeing you there.

3.7 Students’ UnionCampus Centre, Cyncoed Campus Main Reception Telephone: 029 20416190Fax: 029 20765569

Athletic Union Telephone: 029 20416953Membership Services Telephone: 029 20416344

President: Claire-Louise RaffertyTelephone: 029 20416191E-mail: [email protected]

Vice - President: Nicola JamesTelephone: 029 20201153E-mail: [email protected]

Llandaff Campus CentreActivities and Development Manager Telephone: 029 20416196Marketing and Media Telephone: 029 20416335

Howard Gardens Students’ Union OfficesTelephone: 029 20416192Fax: 029 20416193

All enquiries should be directed to the Central Office, Cyncoed Campus.

3.7.1 Introduction

The Students’ Union (UWICSU) is an independent organisation headed by a Board of Trustees,consisting of a number of elected and appointed student representatives. The elected officers are thePresident and Vice President who are voted in through a cross campus ballot each year by the studentbody. The appointed student representatives are the School Representatives for each School in theUniversity which ensures that there is representation at the Board of Trustee level from across thestudent body.

The Board of Trustees are supported by a team of full time staff led by the Chief Executive whomanages the operations of the Students’ Union on a day to day basis

The SU has three main roles: to support and represent the students both locally and nationally; tofacilitate student clubs, societies and interest groups; and to provide affordable commercial servicesto help support the development of its non-commercial operations. When you enrol as a student youautomatically become a member of the SU which provides valuable advice and information to helpand support in many aspects of student life, which is partially funded through a block grant fundreceived from the University.

The Students’ Union funds all competitive and performance sport through its Athletic Union at bothBritish Universities and national league level. Funding is also available for individuals who cancompete at BUCS or National / International level.

You will receive information from the SU about the Student Identification Card that you are entitled towhich attracts a range of offers and discounts to you locally both on and off campus. You will receivethis information in the freshers’ guide, via the website and at the Freshers’ Fayre. Alternatively youcan call into any of the SU offices for further information. Membership of the SU is optional andshould you wish to opt out you can do so by advising the Central Office in writing. You will still be ableto join clubs and societies but you will not be able to stand for office, or vote and you will not be ableto claim many of the discounts that the SU membership offers.

As a student you will be expected to:

• Produce your Student Identification Card as a form of identity at any event organised by orassociated with the SU.

• Act in a responsible manner when visiting other establishments and act as ambassadors for both theSU and UWIC

• Act in a responsible manner when attending SU premises, particularly the bars late at night.

• All the campuses are set within residential areas and you are expected to show consideration forresidents at all times. Students found to be causing disruption or nuisance may face disciplinary actionfrom either or both the SU and the University.

3.7.2 The Campus Centres

The 2009/2010 Academic Year saw the launch of the new ‘Campus Centre’ at the UWIC CyncoedCampus. This new SU building houses the central Students’ Union and Athletic Union Offices,membership services facilities incorporating advice and representation, a training and developmentmeeting room as well as social and catering facilities.

The building is the hub for all students, staff and visitors to Cyncoed. It incorporates a bar andcatering operation that includes table service providing quality food for reasonable prices. Overall, thecentre is a place where students can socialise, relax and receive advice and information on issues thatare important to them.

The 2010/2011 academic year sees the launch of the new Llandaff ‘Campus Centre’ which willinclude an enhanced retail operation, a refurbished catering operation and a first floor coffee shop.The new centre will be operated by the Students Union and will be an ideal location for the newstudent population to use as their home on campus.

3.7.3 Membership Services

The SU has a Vice President and an Activities and Development Manager based at the CampusCentre in Cyncoed. They provide students with an independent, confidential advisory servicecovering academic issues and provide support and representation on academic appeals andcomplaints. They also have links with a range of organisations that can provide specialist advice onhousing, health and other welfare issues. As well as the Membership Services department on theCyncoed campus, there is also a Membership Services assistant based at the SU office on the Llandaffcampus who also deals with the above issues.

3.7.4 Clubs and Societies

The Students’ Union supports the sports clubs that operate through the Athletic Union (see below)and a range of societies for students aimed at providing shared interest activities outside of theacademic environment. If there is not an existing club or society, the Students’ Union encouragesstudents to get involved and maybe start a new society from scratch. If you have an idea for a newactivity or one-off event or are hoping to set up a new society in the future, then the SU can offerinitial funding of up to £100, Information and Advice, Use of Facilities and Administrative Support. Itis a great way of making new friends and developing new skills and having fun at the same time. Visitwww.uwicsu.co.uk for more information.

Recreational Sport: A new initiative by the Students Union sees the launch of a pilot programme ofrecreational/ intra-mural sport which will take place in two, ten week blocks on Wednesdayafternoons during the first and second term. Full information on the programme is available via theStudent Union website, the Activities and Development manager and at the Freshers Fayre

3.7.5 Representation

1. Sabbatical Officers

There are two Sabbatical Officers within the Students’ Union: - The President and Vice-President.They are elected each year by the student body to work on a full-time basis. Their main priority is torepresent students at University level through various boards and committees. If you have issues orproblems during your time at University then your Sabbatical Officers are there to help.

2. School and International Representatives

The School Representative holds a key role for both the University and the Students’ Union. Theyensure the student voice is heard at a higher level to StARs. Under the direction and resources of theStudents’ Union, the School representative and the International Representative will deal with morewide ranging problems that occur across the Schools and student body they represent. This is anextremely important role as it ensures that, through the representative, all students have an input intoareas such as programme content and delivery, assessment and feedback, learning and teaching, andtimetabling.

3. Student Academic Representatives (StARS)

StARs are the front line representatives of the students on their course. This puts them in the uniqueposition of being able to influence their own learning and that of their peer group. Becoming a StARhas numerous advantages and the job also looks good on your CV. It will gain you many moretransferable skills that will help you in later life, including debating skills, communication andrepresentation.

3.7.6 The Athletic Union

All competitive and performance sport at UWIC is organised by the Athletic Union which is based inthe Campus Centre, Cyncoed .

Details of all the clubs that compete can be found on the Students’ Union website: www.uwicsu.co.ukand there will be stands at the Freshers Fayre which takes place during the first week of term givinginformation on the clubs themselves, training times and trials.

UWIC has a proud history of sporting success and, unlike many other universities, many of our teamscompete in local and national leagues. All our teams compete on Wednesdays in the BUCS (BritishUniversities and Colleges Sport) competition and students from all the schools are encouraged toparticipate and the Students Union supports keeping Wednesday afternoon free for sport societiesand cultural activities. Many of our students achieve International Honours and compete at majorevents such as the World Student Games, Commonwealth and Olympics.

We always want to encourage participation and if we don’t currently run a club then it is possible toset one up, and the Athletic Union is also there for individual competitors who want to represent theUniversity.

Sport Scholarships

The aim of the UWIC Sports Bursary & Scholarship Scheme is to assist students of exceptionalsporting ability to develop their academic and sporting talents to their fullest potential, and thereby toencourage the development of University sport. The aim is to ensure that each scholar is encouragedand enabled to reach his or her full potential in sport and in academic endeavours. The scheme offersa learner-centred experience in which scholars receive guidance and support, enabling them to takegreater control of their lifestyle to facilitate the co-development of their academic and sportingpotential. As part of UWIC sports scholarship scheme, chosen scholars will receive the followingbenefits;

• Conditioning/Fitness Testing and Monitoring: Access to fitness rooms and weight training facilities, advice on fitness training, and fitness testing at regular intervals.

• Gold Card Membership of the University Sport and Leisure Club.

• Subsidised Sports Physiotherapy and Sports Massage.

3.7.7 Commercial ServicesThe Students’ Union provides a number of commercial services across UWIC which help to supportthe non commercial services such as welfare and advice and representation. The SU is not for profit,and any income generated by the commercial areas is re-invested back into the SU providing servicesfor you, the students.

Commercial Operations

The new Campus Centre at Cyncoed is the main social area on campus, incorporating a bar andcatering operation which includes full table service. It also provides an outdoor terrace and areaswhere students can meet and relax.

Howard Gardens is the laid back relaxed bar that is an essential part of the art and design culture andis becoming recognised as one of the coolest live gig venues in Cardiff. All the bars are available atcertain times for students, clubs, societies and courses to organise fund raising events. The newCampus Centre at Llandaff will be the focus point for all students’ social life whether it is grabbing aquick sandwich, enjoying a sit down meal or relaxing over a “Caramel Macchiato”, it will be the idealplace to meet up and chill during the day.

Retail

There are two Students’ Union shops selling a range of confectionery, groceries, newspapers andsnacks. The Store at Cyncoed has an off-licence and is open in the evenings to cater for the residentialstudents. The shop at the Llandaff Campus Centre will be enlarged with extended opening times.

3.7.8 Media

2009/2010 saw the launch of the new Marketing and Media Centre. The centre is based on the firstfloor of the Llandaff Campus Centre. It provides the main base for all Student Union work andactivities relating to Marketing and Media.

Retro

This is the highly regarded Students’ Union newspaper that raises issues and provides information forUWIC students on what is happening both on and off campus. It is an ideal opportunity to engage thestudents in life at UWIC and Cardiff and is a great way for budding journalists to get some of theirwork into print.

Website

The Students’ Union website provides one of the key ways to keep in touch with news, events andgigs. It also allows students to access information and advice, membership services along with AUclubs and society details. The address is www.uwicsu.co.uk so make sure you check it out.

3.7.9 Fair Trade at UWIC

In 2007, UWIC Students Union as part of its strategic planning set itself the aim of achieving fair-tradestatus for itself and the University. This aim was presented to the Vice-Chancellors ManagementBoard at the start of the academic year, and it was agreed that the Students’ Union would take thelead role in this initiative. One of our first tasks was to set up a Fairtrade Steering group. The membersof this steering group included representatives from the Students’ Union, academic staff, studentrepresentatives and the catering and hospitality staff.

As a Students’ Union we became committed to supplying Fairtrade products and to achievingFairtrade status. To achieve Fairtrade University Status we were dedicated to achieving the followinggoals:

1. Fairtrade foods will be made available for sale in all campus shops and used in all cafes/restaurants/bars. Where this is not possible the University and SU commit to begin to use Fairtradeproducts in these operations as soon as it becomes practical to do so.

2. Fairtrade coffee and tea will be served at all meetings hosted by the University and the SU and in allUniversity and SU management offices.

3. The process of achieving Fairtrade University status will be coordinated by a Fairtrade Steeringgroup that includes representatives of the University, Hospitality staff, Students’ Union and thestudent body. The aim of the group is to prepare and oversee the implementation of an action plan toachieve and maintain Fairtrade Status for the university.

4. The Steering group will organise the publicity for Fairtrade fortnight and other on-going promotionsand campaigns to ensure that the issue of Fairtrade awareness is maintained.

3.8 External Services

3.8.1 Banking and Cash Points

It is essential to have a bank or building society account to help you manage your financessuccessfully. The whole range of banks and building societies is available in Cardiff City Centre andlocal branches and many of them are easily accessible from each campus in Roath and in Llandaff.There are also cash machines on each campus, although you will be charged for using these.

3.8.2 Social Life in Cardiff

As well as all the great social life on campus, Cardiff as a city is renowned for its excellent leisurefacilities. Through the students’ union newspaper and web site you can find out about all the beststudent nights in Cardiff, in clubs that have an official link with the SU. UWICSU also worksexclusively with the CIA, Cardiff City Football Club, Cardiff Devils, Glamorgan Cricket Club andCardiff Blues offering great student promotions, discounted tickets and competitions.

So whether it is sport, leisure, clubbing or culture, Cardiff has everything to offer. There is a widerange of bars, pubs and restaurants of all types in Cardiff and in Cardiff Bay. The city, in fact, isrenowned for its excellent leisure facilities which offer amenities at very reasonable prices. There isalso a great variety of clubs, cinemas, entertainment centres and sporting venues, including thefamous Millennium Centre, St David’s Hall and the Millennium Stadium.

3.8.3 Shops

Cardiff is an excellent shopping centre, where you will find all the major retailers. There are also somelocal shops close to the campuses at Cyncoed and Llandaff in the suburbs of Roath and Llandaff,where there are also Post Offices. There is also a major supermarket opposite to the campus atLlandaff.

3.8.4 Buses

Each campus is well served by Cardiff Bus, which runs into the city centre and other parts of the city.Stops are conveniently located outside the campuses and at Cyncoed the buses actually come on tothe site where there is a stop outside the main doors.

UWIC also operates its own bus service, the UWIC Rider, between its various campuses and Halls ofResidences. The service runs during term-time, six days per week (only evenings on Saturdays) from7.45 am to 11.50 pm. It is, therefore, very useful for travel between campuses and into the city centre.Currently, when students purchase a UWIC Rider pass, they also gain free and unlimited access to allCardiff Buses up to Zone 3 during term-time.UWIC Rider passes for the academic year can bepurchased from the Accommodation Office.

For further details of the UWIC Rider timetable please see website:http://www3.uwic.ac.uk/english/aboutus/facilities/pages/uwicrider.aspx

For further details of the Cardiff Bus timetable please see website: www.cardiffbus.com

For travel outside of Cardiff, Traveline provides times and routes of all bus, coach, rail, ferry and airservices in Wales free of charge. For further details contact Telephone 08706082608 or visit thewebsite: www.traveline-cymru.org.uk/

http://www.uwic.ac.uk/uwicrider

Things You May Find Useful(Policies & Procedures)

Part 4 Things You May Find Useful (Policies & Procedures)4.1. Making a Suggestion, Complaint or Appeal

To make a suggestion, contact Campus ReceptionWebsite: http://www.uwic.ac.uk/brightideasTo make a complaint contact Dean of StudentsTelephone: 029 20416305Website:www3.uwic.ac.uk/english/studentservices/complaints/pages/howtocomplain.aspxTo make an appeal contact Academic Registrar Website: http://www3.uwic.ac.uk/English/registryAcademic Handbook:http://www3.uwic.ac.uk/english/registry/academic_handbook/pages/home.asp

4.1.1 UWIC is committed to providing high quality programmes, services and facilities for students,staff and the general public and it thus actively encourages all its stakeholders to participate fully inthe development and improvement of these by making their views and ideas known.

4.1.2 If you have any suggestions, therefore, concerning any matters that affect your life and study atUWIC please let a relevant member of staff know or you can fill in a suggestion form, which isavailable at the front desk of each campus or on line as indicated above. We welcome all commentsand ideas, both positive and negative, and endeavour to provide you with feedback on theimplementation of any of your views.

4.1.3 If you want to make a formal complaint or an appeal, first you need to know what the differenceis between these two processes:

• A Complaint is defined as an expression of dissatisfaction or concern you may have about any ofthe facilities or services provided by UWIC or about actions or lack of actions by UWIC or its staff.This procedure does not deal with any academic matters.

• An Appeal caters for representations against academic and examination board decisions.

4.1.4 The purpose of the Complaints Procedure is to provide a formal route through which you canbring a complaint to the attention of UWIC and have it addressed, although every attempt should bemade initially to resolve the matter informally with the relevant person or School/Unit. The formalprocedure has three stages:

• Stage 1 – investigation by the Dean of School or Head fo Unit where the complaint has been lodged.

• Stage 2 – investigation by a senior member of UWIC staff independent of the School or Unitinvolved

• Stage 3 – investigation by a panel, which will include external representation and which thecomplainant and other relevant parties can attend.

www.uwic.ac.uk/registry

http://www.uwic.ac.uk/registry

The investigation at each stage would normally be completed within 30 working days and culminatein a report with a decision whether to uphold or reject the complaint and with recommendations forany future action. If the complainant wishes to proceed to the next stage then there must be validreasons for doing so. If a resolution cannot be reached by the end of Stage 3 then you have the rightto take your complaint to the Office of the Independent Adjudicator.

UWIC’s full Complaints Procedure can be found on-line as indicated above, but if you do make aformal complaint you will automatically be sent a copy. The Complaints Officer, who co-ordinates allcomplaints across UWIC, is the Dean of Students, who can be contacted at Student Services atLlandaff on ex. 6170.

4.1.5 There are two Appeals Procedures and these can be accessed in the AcademicHandbook.

• If you are on an Edexcel or undergraduate programme at any level or year that is not a final year,you will need to refer to the UWIC Appeals Procedure in the Academic Handbook.

• If you are in the final year of an initial degree, diploma or certificate or you are a postgraduate orresearch student, then you will need to refer to the University of Wales Verification and AppealsProcedure in the Academic Handbook although in a few cases you may need to use the appealsprocedure of a separate awarding body.

If in doubt, contact UWIC’s Academic Registry, which is responsible for all Appeals procedures, onex. 6034 or 029 20416034

You can only appeal on three grounds:

• that an assessment is defective in some way (e.g. there are arithmetical or factual errors)

• that any mitigating or exceptional circumstances have not been taken into account

• that new or additional information has become available.

You cannot appeal on grounds of academic judgement. In other words you cannot formally proceedwith an appeal that simply challenges a tutor’s grade or mark because you disagree with it.

UWIC’s and the University of Wales’ Appeal Procedures follow a similar process:

• initially a request for an appeal should be made within 14 days of the examination board being held;

• the facts of the case then have to be verified, normally within three weeks;

• If there are grounds for an appeal, then an Appeals Committee or Board is established, which theappellant and other relevant parties can attend. The Committee or Board will make a decision onwhether to uphold or reject the appeal. If it does uphold the appeal, the normal procedure is torefer the matter back to the examination board for reconsideration. N.B. The University of Walesprocedures can only be invoked on or before 31st August 2006, after which time all matters will bedealt with directly by UWIC.

4.2 Disciplinary Procedure4.2.1 This procedure deals with problems that may arise with student behaviour; hopefully, you willnever need to use it! It does not cover any academic matters. There are also additional disciplinaryprocedures related to Halls of Residence and the Students’ Union.

4.2.2 Basically the procedure covers the following types of misconduct on or off campus, which arelikely to constitute improper interference with the functioning or activities of UWIC, those who workor study at UWIC or the reputation of UWIC:

• violent, indecent, disorderly, threatening or offensive behaviour or language;

• fraud, deceit, deception or dishonesty;

• action likely to cause or impair the health, safety and well-being of any UWIC stakeholder;

• verbal abuse, bullying or any form of harassment, intimidation, victimisation or discrimination;

• damage to or defacement of any property belonging to UWIC or UWIC stakeholder;

• misuse or unauthorised use of UWIC premises or property;

• any criminal offence;

• failure to supply relevant information;

• failure to comply with previously imposed penalties.

4.2.3 As with the Complaints Procedure UWIC encourages any misconduct or allegations ofmisconduct to be resolved informally as quickly as possible with the persons involved. If this is notpossible or the nature of the offence is so serious, then the following steps will be taken:

• An investigating officer(s) is appointed, who will make a report, normally within 15 working days, with recommendations dismissing the case or suggesting informal or formal warnings are issued or the student is suspended.

• If the offence is sufficiently serious a Student Disciplinary Committee may be set up comprised of senior UWIC representatives. A hearing will be held and the Committee will each a decision about any action to be taken, which could include sending the student for counselling and advice, issuing an oral or written formal warning, requiring compensation to be paid, imposing a fine or making a suspension or expulsion order.

• If a criminal offence has been committed then almost certainly the police will be informed. Whatever the decision, the offender will have a right of appeal to an Appeals Committee of the Board of Governors.

For further details of UWIC’s Disciplinary Procedure contact: Dean of Students Telephone: 02920415810 Website: www3.uwic.ac.uk/English/studentservices/Documents/Student%2020Disciplinary%20Procedure%20Final%20Version%20Oct%2007.doc

For further details of the Halls of Residence Disciplinary Procedure contact: Accommodation ServicesManager Telephone: 029 20417013 For further details of UWIC’s Students’ Union Disciplinary Procedure Contact: President – at theStudents’ Union Telephone: 029 2041 6190

For impartial advice, representation and guidance regarding complaints and appeals or thedisciplinary procedure, students should contact the Students’ Union Vice-President (EducationOfficer).

4.3 Code of Conduct4.3.1 All students are expected to conduct themselves in a reasonable and orderly manner havingdue regard for other people and UWIC property.

4.3.2 All students are expected to observe all UWIC regulations, policies and procedures that governthe effective organisation and management of specific areas of activity within UWIC, including thoserelating to financial requirements, health and safety, the use of learning, computing, child care,refreshment, sport and recreational facilities. Copies of the regulations, policies and procedures canbe obtained from the UWIC web site, particularly on the pages of the Academic Registry and StudentServices, and are included as part of the Academic and Student Handbooks, which can also beaccessed on the UWIC website.

4.3.3 An act will be regarded as misconduct and therefore the subject of disciplinary action, if itconstitutes or is likely to constitute improper interference with the normal and legitimate functioningand activities of UWIC or of those who work or study at UWIC, if it affects the freedom of others, if itendangers the safety or property of others or if it damages or is likely to damage the reputation ofUWIC.

4.3.4 In particular, students are expected to observe UWIC’s Equal Opportunities Policy, whichrecognises that discrimination on the grounds of gender, race, background, faith, sexual orientation orage and any form of harassment or bullying are unacceptable.

4.3.5 The sale of goods or services by students on UWIC premises is not permitted, except with theprior approval of the Vice Chancellor and principal. Similarly, any form of gambling on UWICpremises is illegal and will result in disciplinary action.

4.3.6 The use of any illegal drugs on UWIC premises is prohibited and any dealing in illegal drugs willalways be automatically reported to the police.

4.3.7 The following constitutes a non-exhaustive list of the types of misbehaviour or misconduct thatthis Code is intended to cover:

• Violent, indecent, disorderly, threatening or offensive behaviour or language (including possessionof weapons, chemicals and acts of terrorism).

http://www3.uwic.ac.uk/English/studentservices/Documents/Student%20Disciplinary%20Procedure%20Final%20Version%20Oct%2007.doc

• Fraud, deceit, deception or dishonesty in relation to UWIC or its staff or in connection with holding any office in UWIC or in relation to being a student of UWIC.

• Action likely to cause or impair the health, safety, and well-being of any student, member of staff orother employee of UWIC or any authorised visitor to UWIC.

• Verbal abuse, bullying or any form of harassment, intimidation, victimisation or discrimination of anystudent, member of staff of other employee of UWIC or authorised visitor to UWIC.

• Damage to, or defacement of, UWIC property or the property of other members of the UWICcommunity caused intentionally or recklessly and misappropriation of such property.

• Misuse or unauthorised use of UWIC premises or items of property, including misuse of computersor other electronic devises to transmit, receive, view or display offensive, defamatory,discriminatory, obscene or otherwise illegal material or to introduce any virus, worm or otherharmful or nuisance programme or file into any IT facility.

• Failure to disclose a name and other relevant details to an officer or employee of UWIC incircumstances when it is reasonable to require that such information is given.

• Failure to comply with a previously imposed penalty under this Code.

• Behaviour that constitutes a criminal offence where it:-

• takes place on UWIC premises;

• affects or concerns other members of the UWIC community;

• damages the good name of UWIC or brings UWIC into disrepute

• itself constitutes misconduct within the terms of this code;

• is an offence of dishonesty.

4.4 UWIC’s Ethical FrameworkThis framework articulates the general principles that will guide Staff, Students and Governors in theirday-to-day activities in upholding UWIC’s Values. The principles are developed from UWIC’s valuesinto more specific practices relevant to particular areas of activity (e.g. research and enterprise).

Quick check of ethical behaviour:

• Is the action legal?

• Is the action fair?

• Will I be proud of it?

• Does it comply with UWIC’s values?

• What would other people think of it?

• Will it hurt, disadvantage or offend anyone?

• Do I think it is wrong?

• If you are not sure, ask until you are sure.

For more information on ethics or to see the complete document, please visithttp://www3.uwic.ac.uk/English/uwicresearch/Students/Pages/ethics.aspx

4.5 Equal OpportunitiesLocation: all UWIC campusesContact: Equality & Diversity OfficerEmail: [email protected] pages: www.uwic.ac.uk/equalitydiversity/

4.5.1 UWIC is an organisation where diversity is valued, equality is promoted and our services aredelivered to support all staff and students regardless of gender, race, ethnic background, religion orbelief, culture, (dis)ability, age, gender reassignment or sexual orientation. (The Welsh language isregarded as an additional equality strand in Wales).

4.5.2 Everyone in UWIC – Governors, staff, students, visitors, contractors – has a responsibility todeliver equality. Discrimination is unacceptable in any form. All individuals in UWIC should betreated with dignity and respect and valued for their contribution.

4.5.3 UWIC has a well developed framework of policies and practices to support inclusion andequality of opportunity and to foster a supportive environment for all our students, staff, and visitors.In 2008, the Board of Governors approved UWIC’s first Single Equality Scheme,

http://www3.uwic.ac.uk/English/uwicresearch/Students/Pages/ethics.aspx

www.uwic.ac.uk/equalitydiversity/

setting out our policy, strategies and action plan for promoting equality of opportunity throughoutUWIC. Our Single Equality Scheme can be accessed here: UWIC Single Equality Scheme 2008.There are many other policies and guidance documents relevant to Equality & Diversity, including theCode of Practice for Freedom of Speech and the Use of Inclusive Language. You will find all thisinformation on our web pages.

4.5.4 The Equality and Diversity Committee oversees the implementation of our Equality Scheme andmonitors our progress. We publish an Annual Report for Equality & Diversity every year on our webpages.

4.5.5 Any student with personal experience of any of the Equalities strands who is interested incontributing to the development of Equalities policies and Diversity events in UWIC is encouraged tocontact the Equality & Diversity Officer to discuss how they could be involved.

4.6 Harassment and BullyingLocation: Llandaff CampusContact: Director of Operations

4.6.1 As part of its Equal Opportunities policy portfolio UWIC also has a Harassment and Bullyingpolicy and code of practice, which covers all members of its community to ensure the preservation ofeach individual’s dignity.

4.6.2 The Harassment and Bullying policy and code of practice is designed to eliminate all forms ofharassment and bullying at UWIC, to provide a sensitive, fair and effective means of resolvingcomplaints, to provide victims with guidance and support, to ensure a safe and supportive workingenvironment and to comply with legal requirements.

4.6.3 The policy and code of practice defines what harassment and bullying are and then explainswhat they involve in relation to gender, race, disability, sexual orientation and age. The roles andresponsibilities of different persons and the procedures to be followed are outlined.

4.6.4 Parent and guardians of students under 18 should note that internet access is unrestricted atUWIC and that it is not possible for UWIC to limit access to any particular sites or categories ofinformation.

Students under 18 will be expected to abide the same rules and regulations about acceptable use ofthe internet as all other students.

4.7 Child ProtectionLocation: Llandaff CampusContact: Dean of Students Policy: www3.uwic.ac.uk/English/studentservices/Documents/Child_Protection_Policy%202007.doc

4.7.1 UWIC recognises that several of its programmes involve working with young people below theage of 18, for example, in teacher training and other forms of professional training, as well as inprojects such as First Campus and in clinics and the use of sports facilities. If you are likely to come incontact with young people in any way on your programme then you will need to be familiar withUWIC’s Child Protection policy, which ensures compliance with all current statutory provisions andregulations.

4.7.2 UWIC’s Child Protection Policy outlines the scope and aims of the policy and then describesthe processes and procedures to be followed when any contact with young persons occurs, includingthe need for undertaking checks with the Criminal Records Bureau (CRB).

4.7.3 The named member of staff with ultimate responsibility for this area is the Dean of Students,who is approved for this role by the Care Standards Inspectorate for Wales.

Parents and guardians of students under 18 should note that internet access is unrestricted at UWICand that it is not possible for the UWIC to limit access to any particular sites or categories ofinformation.

Students under 18 will be expected to abide by the same rules and regulations about acceptable useof the internet as all other students.

4.8 Expectant or New MothersContact(s): Medical Staff – Nursing OfficersTelephone: 029 20416175 – Cyncoed

029 20416177 – Howard Gardens

Policy: www3.uwic.ac.uk/English/studentservices/health

4.8.1. UWIC has a policy for students who are expectant or new mothers. It covers students who arepregnant and those who have given birth within the last six months and/or who are breastfeeding.

4.8.2 The purpose of the policy is to ensure that being pregnant or a new mother is not a barrier to astudent continuing with her studies and that appropriate health and safety measures are in place toprotect the mother and child.

4.8.3 If you become pregnant, therefore, during your studies at UWIC and subsequently become anew mother or you are a new mother when you start you programme, then you will need to befamiliar with the procedures you should follow. These are outlined in the policy.

http://www3.uwic.ac.uk/English/studentservices/Documents/Child_protection_policy_and_procedure_2009.docx

www3.uwic.ac.uk/English/studentservices/health

4.8.4 The policy also states the arrangements that UWIC should make, if necessary, to ensure thehealth and welfare of the expectant or new mother and her child, so that no disadvantage isexperienced. For example, risk assessments will need to be undertaken. If an identified risk cannot becontrolled or removed, then UWIC could temporarily adjust the student’s study arrangements, offeralternative arrangements or allow the student to defer her studies.

4.8.5 To enable students to carry on studying while they are new mothers, the policy allows them tobring their new young children into UWIC’s public areas and into tutorials, if the tutor permits, but notinto any teaching and learning areas or situations, where other students may be disturbed. them tobring their new young children into UWIC’s public areas and into tutorials, if the tutor permits, but notinto any teaching and learning areas or situations, where other students may be disturbed.

4.8.6 If you have any queries or need advice on breastfeeding or expressing milk, please contact aNursing Officer in the first instance as indicated above.

4.9 Health and SafetyLocation: Llandaff CampusContact: Health & Safety Adviser Telephone: 029 20416094E-mail:[email protected]

4.9.1 UWIC recognises the importance of health and safety, not only to ensure the safety and well-being of all its stakeholders, but also to fulfil the requirements of much recent legislation in this area.

4.9.2 UWIC, therefore, has a comprehensive overarching Health and Safety policy, which issupported by more detailed policies and procedures within each School and Unit. Similarly, UWIC’sHealth and Safety Committee is underpinned by matching committees within each School and Unit,which involve members of specific teams that undertake health and safety audits and risk assessmentsacross all areas for which the School or Unit has responsibility. These School and Unit committeesmeet at least once a term and report directly to the main committee. Health and Safety is also astanding item of School and Unit management meetings and regular staff development events areheld to train and update staff.

4.9.3 UWIC’s Health and Safety structure is also supported by a range of information and protocolmaterials, as well as by a series of regular reports, for example on accident statistics and safety checkson equipment. These are all posted on UWIC’s Health and Safety website as indicated above.

4.9.4 UWIC’s Health and Safety policy and the individual policies within each School and Unit coverareas such as emergency evacuation, personal safety, plant and equipment, health protection, fireprecautions, waste disposal, accident procedures, control of hazardous substances and traffic issues.

4.9.5 Health and Safety notices are posted prominently around all UWIC’s campuses and there is asummary notice of general procedures to be followed in each reception area You should be aware ofthese in relation to your personal health and safety, so please take note of them and they shouldperiodically be pointed out to you, for example when you are attending a lecture. If there is anemergency the campus number to ring is 222. If you require further information please go to theHealth and Safety website or contact the Health and Safety Officer on the Llandaff campus asindicated above.

4.9.6 Health and safety and the prevention of accidents is the duty of everyone. If you observe ahazard or risk you should notify a member of staff immediately. All accidents, however slight, must bereported.

4.9.7 You must be aware of what to do and where to go in case of a fire and the procedure to befollowed when the firs alarm sounds. These instructions will be displayed in locations throughoutUWIC.

4.10 SmokingContact: Health & Safety Adviser

4.10.1 UWIC has a “No Smoking” policy, which covers all areas of each of its campuses, exceptwhere a specific Designated Smoking Area is provided. If you wish to smoke then you must do this inthe specifically designated place outside the building. No smoking signs are prominently displayedaround the buildings and must be observed.

4.10.2 All UWIC Halls of Residence operate a strict no smoking policy in all rooms and communalareas

4.11 Mental HealthContact: Disability Service Mental Health Advisor - 6170Policy: www3.uwic.ac.uk/English/studentservices/disability

4.11.1 UWIC has dedicated resources to support students with mental health difficulties. The term,mental health, can cover a number of different experiences and conditions, which can affect aperson’s ability to cope with everyday life and, in the case of students, with their studies.

4.11.2 Problems can be short or long term and can involve stress, depression, distress, illusions,eating disorders, self-harm and mood swings. Mental Health support addresses current legislation,UWIC’s duty of care, disclosure, confidentiality and fitness to practise.

4.11.3 If you feel your studies are suffering and you require help in relation to any of these kinds ofconditions mentioned above, then please contact Student Services on ex. 6170 in the first instance,where specialist disability support and counselling is available. The service is free and confidential.

www3.uwic.ac.uk/English/studentservices/disability

4.12 MeningitisContact: Nursing OfficersWebsite: www3.uwic.ac.uk/English/studentservices/health

4.12.1Meningitis is rare, but it can be particularly prevalent in closed or semi-closed communities,such as halls of residence, where facilities and amenities are shared. It can also be fatal, so it isextremely important that all students and staff are aware of the symptoms, so that they can recogniseif someone may have it. Treating the illness promptly can make the difference between life and death.Government guidelines recommend that every person under 25 years of age should be vaccinatedagainst meningitis.

4.12.2 There are two types of meningitis: viral and bacterial. The former is more common, but lessserious and is spread through coughing, sneezing and poor hygiene. The latter is more rare, butpotentially more serious and requires urgent treatment. There are three strains, A, B and C and twoforms, meningococcal and pneumococcal, which are spread through close contact, includingcoughing, sneezing and kissing.

4.12.3 The symptoms of both types of meningitis are, for example: extreme malaise, severeheadache, high temperature, vomiting, diarrhoea, aching limbs, aversion to bright light, drowsiness,confusion and a rash, which may start as a cluster of tiny red bloodspots and develop into looking likefresh bruises. If pressed, they do not turn white.

4.12.4 If you suspect meningitis:

• call a doctor or an emergency out of hours number immediately;

• dial (9)999 for an ambulance; or

• take the patient straightaway to a local emergency unit

4.13 Sustainability

UWIC recognises a wide definition of sustainability, based on engaging in development that meetsthe needs of the present, without compromising the ability of future generations to meet their ownneeds.

In support of this vision, in July 2005 UWIC’s Board of Governors formally approved UWIC’sSustainability Policy and endorsed a reviewed and updated version in March 2008.

Further information on UWIC initiatives to ensure sustainability can be found athttp://www3.uwic.ac.uk/English/Sustainability/Pages/Home.aspx

www3.uwic.ac.uk/English/studentservices/health

http://www3.uwic.ac.uk/English/Sustainability/Pages/Home.aspx

Useful Names, Addresses & Websites

The Cardiff School of Art & DesignHoward Gardens CampusCardiffCF24 0SPTel: 029 20416647Email: [email protected]: http://www.csad.uwic.ac.uk/

The Cardiff School of EducationCyncoed CampusCyncoed RoadCardiffCF23 6XDTel: 029 204167092E-mail: [email protected]: http://www3.uwic.ac.uk/English/education/Pages/home.aspx

The Cardiff School of Health SciencesLlandaff CampusWestern AvenueCardiffCF5 2YBTel: 029 204168 36E-mail: [email protected]: http://www3.uwic.ac.uk/English/health/Pages/home.aspx

The Cardiff School of ManagementLlandaff CampusWestern AvenueCardiffCF5 2YBTel: 029 204168 36E-mail: [email protected]: http://www3.uwic.ac.uk/English/management/Pages/home.aspx

The Cardiff School of Sport Cyncoed CampusCyncoed RoadCardiff CF23 6XDTel: 029 2041 7106E-mail: [email protected]: http://www3.uwic.ac.uk/English/sport/Pages/home.aspx

www.uwic.ac.uk/CSE

www.uwic.ac.uk/CSHS

www.uwic.ac.uk/CSM

www.uwic.ac.uk/CSS

Sports & Leisure FacilitiesSports Facilities ManagementCyncoed CampusCyncoed RoadCardiff CF23 6XDTel: 029 20416777E-mail: [email protected]: http://www3.uwic.ac.uk/english/aboutus/facilities/sport/pages/home.aspx

Student Services The Student CentreLlandaff CampusWestern Avenue Cardiff CF5 2YB Tel: 029 20416170 E-mail: [email protected] Website: http://www3.uwic.ac.uk/English/studentservices

Student Services - Career Development Services‘A’ Block – Cyncoed CampusCyncoed RoadCardiffCF23 6XDTel: 029 20416333E-mail: [email protected]: http://www3.uwic.ac.uk/English/studentservices/Careers

Academic Registry Accommodation Services‘A’ Block Cyncoed CampusLlandaff Campus Warwick HouseWestern Avenue Cyncoed RoadCardiff CardiffCF5 2YB CF23 6XDTel: 029 20416015 Tel: 029 20416188/9E-mail: [email protected] E-mail: [email protected]: http://www3.uwic.ac.uk/English/registry

UWIC Students’ Union UWIC Students’ UnionCampus Centre Llandaff Students’ Union OfficesCyncoed Campus Llandaff CampusCyncoed Road Western AvenueCardiff CardiffCF23 6XD CF5 2YBTel: 029 20416190 Tel: 029 20416496

Website: http://www3.uwic.ac.uk/English/AboutUs/Facilities/accommodation

http://www.uwic.ac.uk/sportsfacilities

http://www.uwic.ac.uk/studentfacilities

http://www.uwic.ac.uk/careers

http://www.uwic.ac.uk/registry

http://www3.uwic.ac.uk/English/AboutUs/Facilities/accommodation/Pages/home.aspx

UWIC Students’ UnionHoward Gardens CampusHoward GardensCardiffCF24 0SPTel: 029 20416193

UWIC Students’ UnionEmail: [email protected]: www.uwicsu.co.uk

Head of Information Systems Division Information Services (Division helpdesk)Llandaff Campus Llandaff CampusWestern Avenue Western AvenueCardiff CardiffCF5 2YB CF5 2YBTel: 029 20417000 Tel: 029 20417000Email: [email protected] Website: http://www3.uwic.ac.uk/English/lis/using/it/Pages/SupportTraining.aspx

Appendix 2Approved AQSB 18/4/07Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice

IntroductionThe University is conscious that there is a spectrum of unfair practice offences which do not fit easilyinto categories such as moderate or severe, especially when other factors (including various levels ofmitigation) have to be taken into account. This means that it is not appropriate simply to attempt toallocate specific penalties for specific offences, but it is possible to provide guidelines on how thepenalties might be applied.

The following guidelines on the appropriateness of possible penalties for different levels of offences,and on taking account of mitigation and other factors, have been drawn up to assist Committees ofEnquiry (and Examining Boards in appropriate cases) when determining the penalties to impose whenallegations of unfair practice are substantiated. These guidelines relate to cases of plagiarism, as thecommonest form of unfair practice, but can easily be adapted for other offences, and containexamples only as a general guide.

The guidelines below should be read in conjunction with the list of penalties set out in the UWICUnfair Practice Procedure (Academic Handbook, 6L) and appended to this document. Thesepenalties for implementation from the start of session 2006/07 are sufficiently flexible to enableCommittees of Enquiry to impose penalties appropriate to the circumstances of individual cases.

http://www3.uwic.ac.uk/English/lis/using/it/Pages/SupportTraining.aspx

Committees of Enquiry (or Examining Boards) are welcome to seek advice from the AcademicRegistry on specific cases.

Appropriateness of Penalties1.The formal reprimand could be used for a first offence of very minor plagiarism in a piece of workwhere there is no evidence of intent by the candidate to deceive (e.g. poor referencing). In manycases, this might be combined with an instruction to the examiners, when marking, to ignore anyplagiarized text, which may result in a reduced mark. If the work had already been marked, it wouldhave to be remarked accordingly.

2. Cancellation of the mark for the piece of work in question or for the whole module would beappropriate for most cases of plagiarism involving occasional paragraphs or sentences within a pieceof work, with or without a recommendation to an Examining Board regarding the possibility of aresubmission (if permitted under regulations). There is flexibility within this penalty for it to be set at alevel commensurate with the nature of the offence, mitigation and other factors, including thepercentage weighting of the assignment to the module as a whole.

3.Cancellation of marks for all modules for the whole year in question would be appropriate forplagiarism in respect of a whole piece of work (dissertation or other written assignment) or asubstantial proportion of a piece of work - i.e. the whole work or majority of the work was copied fromor written by someone else.

This penalty assumes that the student is full-time; an equivalent penalty for a part-time student wouldhave to be determined. For example, this could mean cancelling the marks for all modules for the yearin question and some or all of the modules in the previous year.

This penalty could stand alone or could be combined with disqualification from future examinations,depending on factors such as whether or not there is mitigation and the level of mitigation, andwhether it is a first or a subsequent offence.

4. The reduction of the degree result by one class or the non-award of a distinction could be a standalone penalty in specific circumstances, but would more usually be combined with one of the otherpenalties to increase the severity of the penalty in appropriate cases, such as a second offence.

5. Provision for the Committee of Enquiry to use its discretion to decide an alternative penalty isintended for use only in exceptional cases, where none of the stated penalties would be entirelyappropriate. This would normally only involve modifying one of the existing penalties to fit thecircumstances of the case, but there may be specific occasions where an alternative penalty ofequivalent severity to an established penalty might better fit the circumstances of the case. In suchsituations, Committees of Enquiry would be advised to seek advice from the Academic Registrybefore proceeding.

Mitigation and Previous OffencesMitigation, previous offences and other factors could all influence the overall penalty. For example,where the mark is cancelled or zero awarded for a module, mitigation or previous offences could betaken into account in respect of a recommendation to the Examining Board as to whether or not aresubmission should be allowed (if permitted under regulations) and whether that resubmissionwould be for the bare pass mark only or the full range of marks (as if a first submission).

No leniency should be given specifically in respect of a first offence. The majority of cases are firstoffences and appropriate penalties should be imposed, but a second or subsequent offence wouldnormally result in the imposition of a more severe penalty.

For example a candidate might be given a formal warning on the first occasion if the plagiarism wasvery minor and believed to be just a matter of poor referencing, but if it happened again, awardingzero (cancelling the mark) for the piece of work would be appropriate. Similarly, if there wasplagiarism of a whole Master’s dissertation but a significant level of mitigation, a penalty of zero for allmodules in the particular level of study could be imposed, but the candidate could be allowed toretake all those modules, as a way of taking account of the mitigation, but if unfair practice wassubsequently repeated, then it would be appropriate to impose a penalty of zero for all modules in theparticular level and disqualification from future examinations.

Within the existing penalties, it is possible to create subtly different penalties for the same offence inorder to take account of mitigation. For example, for two candidates found guilty of collusion andawarded zero for their work with a recommendation to the Examining Board that both be allowed toresubmit, it is possible to distinguish between them in order to take account of mitigation in respect ofone of them by recommending that one student resubmits for the bare pass mark only while the otherresubmits as if a first submission for the full range of marks.

Level of StudyThe student's status (postgraduate or undergraduate) would be irrelevant when deciding a penalty toimpose - the same penalties would be used for either. However, it could be argued that apostgraduate student should, having already completed an initial degree, know more aboutreferencing and plagiarism than say a Level 5 (HE Level 2) undergraduate. This would normally bereflected not in the penalty but in the consequences of the penalty. For example, for anundergraduate student, some plagiarism in an essay for a 20 credit module would result in zero forthe 20 credit module, which might or might not affect the final degree classification, whereas for apostgraduate student on a taught Master’s programme some plagiarism in the dissertation couldmean zero for a 60 credit dissertation resulting in the award of a Postgraduate Diploma instead of theMaster’s degree. For a PhD/MPhil candidate it could mean the whole thesis fails and no award ismade after several years work.

RGTMarch 2007

AppendixPenalties set out in the UWIC Unfair Practice Procedure for session 2006/07

9. Penalties available to the Committee for Unfair Practice in Examination Conditions The Committeeof Enquiry shall apply one or any combination of the following penalties:

9.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.

9.2 The cancellation of the candidate’s marks in part or in whole for module(s) concerned, or in all ofthe modules for the year in question or the equivalent for a part-time candidate, with arecommendation as to whether or not a re-assessment should be permitted, either with eligibility forthe bare pass mark only or for the full range of marks.

9.3 The reduction of the degree result by one class or the non-award of a distinction, as appropriate.

9.4 The disqualification of the candidate from any future University examination.If a Committee of Enquiry decides that the above penalties are inappropriate, the Committee may useits discretion to decide upon the appropriate penalty.

In exceptional circumstances where an allegation has been substantiated and the Committee isconcerned that this may affect the candidate’s ability to practise in a particular profession, the caseshall also be considered under the appropriate procedure for Unprofessional Conduct and Unfitnessto Practise.

10. Penalties Available to the Committee for Unfair Practice in Non Examination Conditions TheCommittee of Enquiry shall apply one or any combination of the following penalties:


10.2 An instruction to the examiners, when marking, to ignore any plagiarized text, which may resultin a reduced mark.

10.3 The cancellation of the candidate’s marks in part or in whole for module(s) concerned, or in all ofthe modules for the year in question or the equivalent for a part-time candidate, with arecommendation as to whether or not a re-assessment should be permitted, either with eligibility forthe bare pass mark only or for the full range of marks.

10.4 The reduction of the degree result by one class or the non-award of a distinction, as appropriate.

10.5 The disqualification of the candidate from any future University examination. If a Committee ofEnquiry decides that the above penalties are inappropriate, the Committee may use its discretion todecide upon the appropriate penalty.


11. Penalties for Unfair Practice in Research Degrees The Committee of Enquiry shall apply one orany combination of the following penalties:


11.2 The disqualification of the candidate from the degree with a right to resubmit the thesis.

11.3 The disqualification of the candidate from the degree with no right to resubmit the thesis.

11.4 The disqualification of the candidate from all future University examinations and qualifications.

If a Committee of Enquiry decides that the above penalties are inappropriate, the Committee may useits discretion to decide upon the appropriate penalty.


INDEX Reference Section Section

Academic/Study Skills 3.5/3.3.9

Accommodation agencies 3.2.5

Advice and Representation Centre 3.7.2

Appeals 4.1

Assessment 2.4

Association of Letting and Management Agencies 3.2

(ACMA)

Athletic Union 3.7.4

Attendance 2.3

Banking 3.8.1/3.3.7

Bars 3.7/3.8.2

Benefit Allowances 3.3.3

Borrowing (Learning Centres) 3.4.3

Bursaries & Scholarships 3.1.2

Buses 3.8.4

Car parking 2.9

Career Development Services 3.1.6

Cash points 3.8.1

Catering Facilities 3.2.8

Chaplaincy 3.1.7

Commitment to Students 1.2

Child Protection 4.7

Clubs and societies 3.7.4

Code of Conduct 4.3

Complaints 4.1

Confidentiality 3.1.11

Counselling 3.1.3

Data Protection 2.10

Disability Service 3.1.5

Disciplinary Procedure 4.2

Ethical Framework 4.4

Emergency guidelines 3.1.8

Enrolment 2.1

Entertainment 3.7.7/3.8.2

Equal Opportunities 4.5

Examinations 2.5

Expectant mothers 4.8

External services 3.8

Fee refunds 2.2

Fees 2.2/3.1.2

Financial advice 3.1.2/3.3.2

Financial Contingency Fund 3.1.2

Freedom of Information 2.11

Gap Year 3.1.2

Grants 3.1.2

Halls of Residence 3.2.2

Harassment and Bullying 4.6

Health and Safety 4.9

Health Service 3.1.4

Information Systems Division (ISD) 3.4

Insurance 2.8

International Office 3.3

IT Services 3.4.4

i-zone 3.6

Jury Service 2.13

Language Support 3.3.9

Learning Support 3.5

Library 3.4

Learning Centres 3.4

Loans 3.1.2

Meal passes 3.2.9

Mental Health 4.2.10

Meningitis 4.12

Mitigating Circumstances 2.7

Money Management 3.1.2

National Health Service 3.3.4

National Insurance 3.3.5

New mothers 4.8

Personal E-mail Accounts 3.4.5

Photocopying 3.4.6

Plagiarism 2.6

Points Based Migration System 2.3

Post Offices 3.7

Private lodgings 3.2.4

Private Mail/Telephone Calls 2.12

Private sector accommodation 3.2.3

Publication scheme 2.10

Pubs 3.8.2

Records Management policy 2.10

Referencing 2.6/3.5

Restaurants 3.8.2

Retro 3.7.8

Rules and Regulations (Learning Centres) 3.4.7

Scholarships 3.1.2

Shopping 3.7.7/3.8.3

Smoking 4.10

Student Loan Company (SLC) 2.2

Student Services 3.1

Students’ Union 3.7

Suggestions 4.1

Supermarkets 3.8.3

Sustainability 4.13

Tax 3.3.6

TV Licences 3.2.7

Unfair Practice 2.6

UWIC Rider 3.8.4

Welfare Support (International Students) 3.3.8

Working in the UK 3.3.5

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