Academic & Student Affairs

Guideline for SSPCs

1.       Introduction 

These guidelines, which apply to both undergraduate and taught postgraduate students, are intended to provide advice on good practice to staff involved in the School Student Progress Committee (SSPC).  They should be read in conjunction with the University’s Study Regulations paragraphs 1.2.22-1.2.29 and 2.1.17-2.1.24.

2.        Purpose of School Student Progress Committee

The primary role of SSPCs is to consider the cases of students on taught courses whose academic progress gives cause for concern. Such concerns include failure at examinations, failure to submit coursework or poor attendance. It is the responsibility of the School to give students early warning regarding these matters.  The remit of the SSPC is to consider the causes and consequences of failure. However, it should not review the marks awarded, investigate complaints or consider challenges to academic judgement. The University’s Study Regulations set out the procedure for review of an assessment decision (see paragraphs 1.3.57-1.3.70 and 2.2.51-2.2.62).  A separate Student Complaints Procedure is included in the University’s General Regulations (Section IV). 

Each School should establish criteria to determine which students are asked to attend SSPC. The following students may be asked to appear before an SSPC meeting

(i) A student who fails two or more modules.  
(ii)  A student who fails to meet an SSPC target.
(iii) A student who is ineligible to proceed to the next stage of study.
(iv) A student who is ineligible for the award of a degree or other qualification on completion of the final stage of his/her studies.
(v)    A student whose academic progress gives cause for concern.
Students who are suspended for the non-payment of tuition fees or fines shall not have their cases heard by an SSPC and should contact the University’s Income Office as a matter of urgency.

3.        Membership

The SSPC should normally include the Head of School or nominee and other academic staff as required, including the Adviser of Studies.  At all meetings, four members shall constitute a quorum.  Wherever possible, the number of members should not exceed eight.  A member of staff from the School should take minutes as a formal record of the meeting, which should be retained within the School Office. Schools may decide to have a separate SSPC for taught postgraduate students.

4.       Frequency of Meetings

The SSPC meeting should normally meet two weeks after the final examination board meeting following each semester’s examinations and should not be arranged in advance of the official publication of marks.  The dates of these meetings should be well publicised by the School, eg using the School notice boards, School intranet, email  and the Students’ Union.

5.        Letter to the Student

The letter inviting the student to attend an SSPC meeting (Annex 1) must set out:

(i) The date, time and venue of the meeting.
(ii)  The members of the SSPC.
(iii) The right to be accompanied by a registered student of the University, including a Sabbatical Officer from the Students’ Union, a member of staff of the University or University Chaplain.
(iv) A recommendation to contact the Adviser of Studies in advance of the meeting to discuss possible options.  
(v)    The opportunity to submit a written statement in advance of the meeting outlining the reasons for poor performance.
(vi) A warning that failure to attend without good cause permits the SSPC to consider the case and reach a decision, including a decision that requires the student to withdraw from the pathway in their absence.
The letter should provide five working days notice of the meeting from the date of posting.  The School should also send a standard email to the student’s University email address stating that a letter notifying him or her of an SSPC meeting has been sent.  The student should be instructed to contact the School Office urgently if it has not been received within two working days of the date the email was sent. 

6.        Role of the Adviser of Studies

It is recommended that students contact their Adviser of Studies in advance of an SSPC meeting to discuss the grounds on which the student has been asked to attend the meeting and the possible decisions that the SSPC might reach (see section 8 below, The SSPC Decision).

Advisers of Study should provide information about credit for modules previously passed and give guidance on what is required of students in order to complete their degree.  Students should be advised to be open and honest with SSPC and that it is essential not to withhold any crucial information which may constitute extenuating circumstances (see Guidelines on Extenuating Circumstances, Annex 3). Students should be encouraged to attend the SSPC meeting and informed that failure to attend without good cause permits the SSPC to consider the case and reach a decision in their absence.

7.      Evidence for Consideration by SSPC

There is no restriction on the range of evidence which can be presented to the SSPC.  Therefore, students should present all information, and wherever possible this should be supported with written evidence or documentation normally within two working days of the meeting.  Members of the SSPC should have a copy of the student’s transcript together with all the information the student has provided in support of his or her case.  The following factors should be taken into consideration when making a decision.

(i) Whether the student had attended lectures and tutorials, and submitted coursework and assignments.
(ii)  Whether appropriate deadlines were met.
(iii) Whether ample time was given for revision.
(iv) Whether the student’s examination technique was poor and could be improved with assistance and advice.
(v)    Whether the student had particular problems, e.g. essay writing skills.
(vi) Whether the student had health or disability related issues.
Where students cite non-academic factors such as bereavement, financial problems, illness and/or difficult family circumstances to explain their academic difficulties, these should be supported, wherever possible, by a medical certificate, or a letter from a social worker, Counselling Service, Police etc, subject to the student’s individual circumstances. The SSPC should take account of these circumstances in reaching a decision on each student’s case (see Annex 3, Attachment 1).

Students should be encouraged to talk about information relating to their circumstances at the meeting, as they may be reluctant to commit such sensitive information to paper. It may be appropriate, in certain instances, to allow a student to speak to two or three members of the SSPC about confidential matters.  The impact of this information on the student’s particular circumstances can be shared with the SSPC without inappropriately revealing very sensitive information.  It is important that students disclose all the information relating to their circumstances, otherwise the SSPC will not be able to take it into account (see Guidelines on Extenuating Circumstances Annex 3).  In addition, the Central Student Appeals Committee (CSAC) should not be presented with evidence which has previously been withheld from SSPC.

It is considered good practice to ensure that students waiting to be called in front of SSPC are not in a position to overhear any discussions of the Committee (eg by using a separate waiting area).

8.      The SSPC Decision

In reaching a decision, members of the SSPC will be required to decide whether the student is likely to be able to address the concerns raised and whether or not their problems are likely to recur. Students should be asked to withdraw from the meeting while the SSPC discusses the case, but the student should be recalled to hear the decision.  If the SSPC requires further information, the decision can be deferred whilst clarification is sought.  All students should be informed of the outcome in writing within five working days of the final decision being taken, and the letter should state the opportunity to request an appeal.  The School should also send a standard email to the student’s University email address advising him or her that the letter has been posted.  If the letter has not been received within two working days of the date of the email, the student should be instructed to contact the School office urgently.

SSPC has the power to do any one or more of the following as it considers appropriate:

(i) To require the student to resubmit failed coursework within a set time limit.
(ii)  To require the student to repeat an examination.
(iii) To require the student to temporarily withdraw or transfer, for example from an Honours Degree to an Ordinary Degree, or from a Masters’ Degree to a Postgraduate Diploma.
(iv) To require the student to permanently withdraw.
(v)    To require the student to follow a specified course of action or to meet specified targets, provided these targets do not normally exceed what would be required for the student to restore his/her good academic standing.
(vi) To seek the advice of the University Occupational Health Service, where the student’s medical fitness is in question.
(vii) To refer the case to the Director of Academic and Student Affairs, where the student’s fitness to practise his or her chosen profession is in question see Section V of the University’s General Regulations Fitness to Practise apply.
(viii) To refer the student to Disability Services or the Counselling Service.
(ix) To recommend the student to apply to the Student Support Fund.
(x) To require the student to attend the Learning and Development Service for assistance and advice on time management, essay writing, presentation skills or examination preparation, as appropriate.
Where the student fails to satisfy a requirement imposed above, the SSPC may either impose a further requirement, or require the student to withdraw from the programme or University, as appropriate to the circumstances of the case. In such cases, the student has the right to appear before the SSPC meeting at which the withdrawal decision was taken or confirmed.  (An example of a letter requiring a student to withdraw is attached at Annex 2).

Students wishing to appeal a decision of the SSPC should normally be permitted to attend classes pending the outcome of their appeal, provided they have attained the academic pre-requisites for attendance. Granting permission to attend classes is without prejudice to the outcome of the CSAC appeal, and attendance does not constitute enrolment/registration. Appellants are not normally permitted to participate in external placements during this time.

9.      Students Required to Withdraw from the University

Students who are required by the SSPC to withdraw from the University should be informed in writing that any subsequent application for entry must be forwarded to the University’s Admissions and Access Service.  They must also inform the University of their previous involvement with the SSPC, as failure to disclose a previous requirement to withdraw may lead to the withdrawal of any further offer of admission from the University. Students who have been required to withdraw must spend at least two semesters away from the University before they can apply for re-admission. In all cases a School has the right to refuse a student permission to be re-admitted.

10.    Appeals to Central Student Appeals Committee

An appeal against an SSPC decision must be lodged with Academic Affairs within ten working days of the date of the letter confirming the SSPC decision. CSAC will accept a more detailed submission after the deadline, providing the intention to appeal is lodged in time.

The grounds on which a student can request an appeal are as follows:

(i) New evidence has become available which could not have been provided to SSPC (evidence withheld from the SSPC will not normally constitute new evidence).   
(ii)  There has been a procedural irregularity.
(iii) The decision of the SSPC was too severe or inappropriate.
(iv)  An SSPC target which goes beyond that which would normally be needed to restore the student’s good academic standing.
11.     Monitoring

The Head of School, or nominee, should provide the Director of Academic and Student Affairs with an annual report in October of each year, stating the number of students who have been required to attend SSPCs during each year and the number  required to withdraw from the University. The Director of Academic and Student Affairs will make an annual report to Education Committee which includes this information together with information from the CSAC.