Teaching (Semester 2, Academic Year 2020-21)

• Why has a lot of teaching moved online?

  The Northern Ireland Executive advised Northern Ireland universities and further education institutions to deliver online learning as much as possible from 12 October until the start of Semester 2. This was extended following the announcement of increased restrictions in Northern Ireland from 26 December 2020 for 6 weeks to help curb the spread of the virus. The University had prepared for this eventuality and agreed to maximise digital delivery for the rest of the semester, with face to face learning only taking place where it is an essential and unavoidable element of the course. Schools were asked to determine what is essential to be delivered in person and communicate this directly to students. You should by now be aware of how your course is being delivered during this period and how much, if any, is face to face.

• What will happen in Semester 2?

  In light of the current government restrictions which are in place until at least 6 February 2021, the majority of teaching will be delivered online.

  Each School, course and module is different and consequently there cannot be a ‘one-size-fits-all’ approach to how this will happen. For some students, you will begin second semester with online learning before transitioning to more in-person delivery later on when the restrictions permit. For others, you will have a blend of face-to-face teaching and online delivery from January. It remains clear that all large-scale lectures will continue to be delivered remotely for the time being. The Library will remain open for those who cannot study at home however we would ask that, in line with the government guidance, you only leave your home to come to campus if it is essential. Travelling for the purposes of education is deemed essential if you cannot study at home or in your accommodation.

  Your School has been working hard to develop plans that will provide you with the best possible learning experience, taking account of a wide range of factors. In order to allow you to plan your return to campus, you School has also been asked to communicate with you no later than Friday 8 January 2021 whether or not there have been further changes to your studies in addition to those communicated to you by your School in early December.

• Does this mean that campus is closed?

  No, the campus is still open with all the same social distancing and hygiene measures that have been in place since the start of semester.  This includes the McClay Library, the Student Guidance Centre, the Graduate School, café’s (for takeaway only) and general study space.  The Students’ Union Building is currently closed to visitors however all the same range of services are being delivered online. For more information on how to access services both on and off campus please explore MyQueen’s.

• How can I raise issues or give feedback about my learning experience or other issues impacting my student experience?

  Staff are always keen to hear student feedback, both positive and things that could be done better.  You can speak to the programme team directly, or contact the Director of Education for your School.

  You can also contact your Course Rep or your School Rep who can raise issues at your School Student Voice Committee. You can find a list of School Reps here and if you wish to find out who your Course Reps are, you should email StudentVoice@qub.ac.uk with what programme you are studying. 

  School Reps also meet on a weekly basis with the Students' Union Vice President Education and Vice President Postgraduate. The Officers in turn meet on a regular basis with University senior management and get the opportunity to discuss student feedback at that level too. So please do use the channels you have to give us feedback so that we can continue to do things well and improve where we need to.

• How will lectures/teaching materials be delivered?

  This will depend on the programme and module on which you are enrolled. For a small number of courses, mainly professionally accredited programmes where come content cannot be delivered on line, it will be in person, but for most students it will be online. Where it is online, teaching material will be delivered via Canvas VLE or other digital platforms, including Microsoft Teams. Check your Canvas announcements for updates and Queen’s email for specific instructions from your School.

  If you are a research student please see specific information in the FAQs for research degree students.

• Will online lectures be put/delivered online at the planned lecture time?

  This will depend on the School. You are advised to check your email account.

• What if I am unable to access Canvas/experience a technical issue?

  Guidance and resources to support accessing Canvas is available for students at https://blogs.qub.ac.uk/digitallearning/students/   

• What if I do not have access to the internet?

  All libraries and the Graduate School are open albeit on a reduced capacity.  For more information on availability of study space please go to the Library page, including FAQs. If you are experiencing technical difficulties in accessing course material remotely, you should contact the IT Service Desk.  Details for how to contact IT Services is available here.

• How do I access IT services remotely?

  For advice on how to access University web services remotely, please visit our Student Computing web pages.

• Who do I contact if I have IT problems and can’t access internet or equipment?

  You should contact the IT Service Desk. Details for how to contact IT Services is available here. 

• I am concerned about the impact of COVID-19 (Coronavirus) on my studies

  Please contact your School Office if you are concerned about the impact on your studies, particularly if you are having to self-isolate and cannot attend compulsory face to face teaching.

   

• I find it really hard to motivate myself study online. What can I do?

  Yes, we recognise that it can be a challenge to study online as it is a very different dynamic to studying in person.  Feedback has been very positive but we have developed some tips on good study habits to help you study online. You can view these here.

• I am finding it hard to connect with other students at the moment. What can I do?

  Yes, we understand this can be difficult, as this is not what you, or any of us, were expecting this academic year. Indeed, feelings such as these is something that people are experiencing in many walks of life.  This period will pass, but in the meantime, there are lots of opportunities for you to make connections with your peers. Look out for events or initiatives being organised by either your School, or other departments across the University. Many Schools & Faculties arrange ‘town-hall’ sessions for students to attend virtually to provide feedback, and to discuss upcoming plans. The ‘What’s on at Queen’s?’ website also provides an overview of upcoming events for all students.

  You could also make suggestions to your class mates or School Rep or Course Reps of things that you could collectively do to help connect with each other. 

  You can also contact your student Academic Representatives including your Faculty, School and Course Reps and ask about or suggest ways to connect with your classmates. If you need help finding the contact details of your representatives, contact your SU Education Officer at su.education@qub.ac.uk.

  The Students' Union also has loads of ways for you to get involved in life at Queen's and connect with other students. Visit our website here and find out about everything we have on offer including opportunities to volunteer, participate in Clubs and Societies and have your voice heard on education at Queen's. You can also find the details about your Student Officer team here, who help to represent and advocate on your behalf. Don't forget that we also have an advice service, Advice SU, which offers free, confidential, independent, non-judgemental advice on any aspect of the student experience. You can email one of our trained advisors at studentadvice@qub.ac.uk. 

  Finally, if you need help with self-confidence to connect with others then you can reach out to the Student Wellbeing Service to discuss ways to boost your confidence. If you are suffering problems with your mental health as a consequence of isolation or feeling detached, student wellbeing can also offer support, which you can find here.

• I don’t want an online experience only. Will the University return to face-to-face as soon as it can?

  We consider face-to-face teaching to be an integral part of a Queen’s education and teaching will be delivered face-to-face, unless social distancing measures mean that it isn’t possible. The University will return to as much face to face teaching as soon as it is possible and always in line with government guidance. Please remember too that the campus does remain open – you are welcome to come and study in any of the facilities if you are not able to study from home. (see below).

  Please note though that all staff and students who deem it essential to be on campus are strongly advised to have regular Covid tests at the onsite testing centre.  This is both for your health and safety as well as the health and safety of others on campus, including the libraries and study areas.

   

Assessments in 2020-21

Six Key Commitments to Support Student Assessments in 2020-21

• What is Queen’s doing to support students completing assessments in 2020-21?

  The University is aware that the COVID-19 pandemic, and the public health measures in place, may have an impact on your ability to complete assessments in 2020-21.  We have, therefore, worked with the Students’ Union to put in place a range of additional measures which are designed to mitigate this impact and ensure all our students are supported in these challenging times.

  We have made six key commitments to all students undertaking assessments in 2020-21, which are described in more detail below. In summary, these are:

  1. Tailored methods of assessment – ensuring all students can demonstrate their knowledge and attainment of learning outcomes, in a safe, fair and secure way.
  2. Flexibility with coursework deadlines – available to all students for Semester 2 coursework assessments, up to 48 hours beyond the specified deadline. No late penalty marks will be deducted from your assessment within a 48-hour window of the specified deadline. This flexibility will apply from Monday, 8 February 2021.
  3. COVID-19 related exceptional circumstances process – open to all students, with self-certification accepted for up to a 14 day period. If you are unable to complete an assessment due to the impact of COVID-19, you can request an extension or deferral to enable you to complete your assessments when you feel best able to do so within this academic year.
  4. Confirmation of fair outcomes – Boards of Examiners, the internal body in your School which ratifies student results, will take additional measures to confirm outcomes for students that are comparable with those in previous years.
  5. Reduction in progression requirements – where appropriate, Boards of Examiners will permit undergraduate students to progress to the next year of study on the basis of passing four modules (80 credit points) this year; and postgraduate taught students to progress to their dissertation if all taught modules have not been completed. This will apply where it is permitted by your programme regulations and where it is believed this will not have a detrimental impact on your overall performance.
  6. Fee-free resits – available to students who fail a module on first attempt.

  In making these commitments, we recognise that we have come a long way from the emergency situation in March 2020.  A lot of work went into preparing for 2020-21, including making significant changes to our programmes to ensure that they can be delivered effectively regardless of the public health restrictions in place, so we were prepared for remote learning and assessment this year.  You were made aware of these changes in the summer and will have been kept up-to-date on local arrangements by your School, as the public health advice changed. 

  The University will continue to use Canvas as its Virtual Learning Environment (VLE) to support teaching and learning across the University. This will continue to give students access to their tutors remotely. Student-teacher interaction as well as student-student interaction is a key part of our learning model. Canvas will continue to provide a full, interactive learning environment.

  The campus remains open with all the same social distancing and hygiene measures that have been in place since the start of semester.  This currently includes the McClay Library, the Student Guidance Centre, the Graduate School and childcare services.  You are welcome to come and study in any of the facilities if you are not able to study from home. The University has also provided guidance for students on getting a device and getting online for your studies.  The University has also put in place a wide range of wellbeing and study support for our students, specifically to help you address issues arising as a result of COVID-19 and the move to digital based learning.  The option to pause rental contracts for university student accommodation has also been extended to the start of March as necessary to reflect the latest developments. 

  The University also has a duty to protect the value of your degrees and ensure that they remain comparable over time.  Any measures that are implemented to mitigate the impact of the COVID-19 pandemic, must ensure that academic standards are upheld so the degree you are awarded is held in equal value to those of past and future cohorts. 

1. Tailored Methods of Assessment

• What types of assessments will be used?

  The University has worked hard to provide tailored methods of assessment this academic year to ensure students can demonstrate their knowledge and attainment of learning outcomes, in a safe, fair and secure way.

  As you know, online assessments will be maintained as a replacement for physical examinations until further notice (unless accrediting bodies require in person assessments). This is in part to facilitate social distancing, but also because we have been impressed with the improvements to accessibility that these assessments can enable.

  This means that a wide range of assessments will be administered in 2020-21 and there are two distinct groups to be aware of:

  1. Continuous assessment/Coursework – essays, projects, reports, portfolios etc.
  2. Examinations/Tests – online examinations, online class tests, timed take home assessments, in-person examinations/practicals (where required), etc.
• How long will I have to complete an online examination?

  For online examinations, the period for submission will vary based on the type of assessment, the material covered and also the requirements set by the programme’s accrediting body, if applicable.  However, all online examinations will include additional time to allow for download and upload of the assessment and accessibility for those needing reasonable adjustments. 

  For examinations, including class tests, online examinations or timed take home assessments, it will not be possible to submit after the deadline. If an examination is not submitted by the specified deadline, you will be marked as absent for the component. However, if you do experience technical difficulties or disruption during the examination, you should report this to your School as soon as possible and submit an exceptional circumstances application so this can be taken into consideration.

• How will I be informed of my assessments?

  Details of your assessments will be outlined in your module handbooks.  If they will change as a result of public health restrictions, your school will be in touch to confirm the alternative assessment arrangements. 

2. Flexibility with continuous assessment/coursework deadlines 

• What flexibility is being provided?

  Managing your time to meet your deadlines is an important skill for success both at University and in future employment. Therefore, it is important that you do your best to submit all work on time.  However, the University is aware that the continuing nature of this pandemic, and the public health measures in place, mean that students are facing additional pressures and it can be extremely challenging to keep on top of everything. 

  To support you in these challenging times, from Monday 8 February 2021, all students will be provided flexibility with deadlines for Semester 2 coursework assessments up to 48 hours beyond the specified deadline.  This means that if you have coursework due at 12 noon on a specific date, you will not be subject to a late penalty if the assessment is submitted within 48 hours of the deadline.  It is hoped that this flexibility will help students to continue to plan their work and manage deadlines, particularly if they have some that are close together.

  The submission deadline for postgraduate taught dissertations has been extended by 14 calendar days. For dissertations due in May 2021 (second opportunities under Supplementary Regulations), the University deadline is now 17 May 2021. For dissertations due in September 2021, the University deadline is now 29 September 2021.  For dissertations due outside of these periods, postgraduate taught students will have an additional 14 calendar days from their specified deadline.  

• What happens if I submit beyond this permitted flexibility?

  For work submitted beyond the flexibility provided above, late penalties will be applied at the rate of 5% of the total marks available for each working day late up to a maximum of five working days (as per Study Regulation 3.2).

• What if I need more time and have been impacted by exceptional circumstances?

  If you have been impacted by COVID-19 related personal circumstances, or other exceptional circumstances, and require further additional time, you may apply for an extension via the Exceptional Circumstances process.  You are able to self-certify for COVID-19 related personal circumstances and short-term illness up to a maximum 14 day period.

3. COVID-19 related exceptional circumstances process

• What is the COVID-19 related exceptional circumstances process?

  The exceptional circumstances process is open to all students, as the need arises.  It ensures that all students have the opportunity to have their circumstances taken into consideration and enables the University to take account of the needs of our students, on an individual basis, and provide nuanced support.

  The University has updated the guidance on exceptional circumstances for 2020-21 to provide a dedicated COVID-19 related exceptional circumstances process to ensure we support you in managing the impact of COVID-19 on the completion of your assessments.  This additional provision recognises that the COVID-19 pandemic continues to present particular challenges for our students and is designed to support you to complete your assessments when you are best able to do so. 

  COVID-19 related personal circumstances may include:

  

  Click here to view this list in a separate tab/window.

  You are permitted to self-certify for COVID-19 related personal circumstances, up to a maximum of 14 days. If you are impacted beyond this period, evidence of your circumstances may be required.

  Students who have been impacted can apply for their exceptional circumstances to be taken into consideration.  This can result in additional time to complete coursework, or the opportunity to take a deferred examination at a later date for full marks.  Additionally, for this academic year, the University is introducing a selective deferral option for all students.  This means that, if impacted, you may request to defer some of your assessments in order to concentrate on your remaining assessments.  You will then have the opportunity to complete your deferred assessments at the next available opportunity, for full marks.  This approach recognises that, in some cases, the impact of COVID-19 is ongoing and enables students to manage their time effectively, against the particular challenges they are facing, to complete their assessments when they feel best able to do so within this academic year.

  All students will be expected to use the Exceptional Circumstances process if they need to request an extension or deferral of an assessment this academic year, including those who are undertaking outstanding assessments from 2019-20.

• What do I do if my assessment has been impacted by COVID-19?

  The table below provides an overview of how the Exceptional Circumstances has been designed to support you if your assessment has been impacted by COVID-19:

  An example of each of these scenarios is outlined below to show you how the process works in practice:

   

  Click here or on the image to enlarge this table in a separate tab/window.

  (Green) Student A received a positive COVID-19 test result and experienced symptoms which meant that they were unable to submit a piece of coursework by the deadline. The student submitted an Exceptional Circumstances application, which included a statement describing their symptoms, evidence of their positive test result and a request for a 10 day extension.  The School reviewed the application and permitted the student the additional time to submit their assessment.

  (Blue) Student B was caring for two young children, who had been directed to self-isolate, during the examination period and was unable to undertake two of their scheduled exams.  The student submitted an Exceptional Circumstances application, which included a statement describing their situation and a request to defer their examinations.  The School reviewed the application and the Board of Examiners permitted the student to undertake the deferred examinations, in the Supplementary Examination period in the summer, for full marks.

  (Yellow) Student C experienced a technical issue during their online examination which resulted in them making a submission 45 minutes past the deadline.  They immediately informed their School of the issue and also submitted an Exceptional Circumstances application, which included a statement of the issue encountered during the examination and evidence of their immediate contact with the School.  The School reviewed the application and agreed that the issue experienced by the student accounted for the late submission.  The late submission was accepted by the Board of Examiners and the student received their mark for the assessment.

  (Orange) Student D is a carer for an elderly parent who had been shielding throughout the pandemic.  The student limited their own social contact and their caring responsibilities increased.  Their mental health was adversely impacted as a result.  The student struggled to complete or prepare for all of their assessments scheduled for the end of Semester 2 (two pieces of coursework and one online examination).  They spoke with their Adviser of Studies and submitted an Exceptional Circumstances application by the School deadline, which included a statement describing their situation and a request to defer one of the pieces of coursework to the next opportunity.  The School reviewed the application and permitted the student to undertake the deferred examination, in the Supplementary Examination period in the summer, for full marks.  This allowed the student to adequately prepare for their other two assessments in Semester 2.

  Guidelines for Students on Exceptional Circumstances are available on our website.

   

• I feel my ability to complete assessments has been impacted by COVID-19, should I submit anyway?

  It is important to be aware of the fit to sit principle - if you submit an examination or a piece of assessed coursework, you are deeming yourself fit to be assessed and extra marks cannot be awarded for exceptional circumstances.  Therefore, it may be in your best interests to defer a piece of assessment, if you are experiencing difficulties that mean you are unable to perform to the best of your ability.

  You also cannot apply for exceptional circumstances on the basis of self-certification if you attempt an assessment. Supporting evidence to show an emergency occurred during the assessment or that you were subsequently deemed not fit to sit the assessment is required.  

• What do I do if I have been impacted by other exceptional circumstances?

  If your assessments have been impacted by other exceptional circumstances, you should submit an application to your School as normal to ensure these are considered. Evidence requirements for other exceptional circumstances have also been relaxed for this year in acknowledgement that it may be difficult to obtain the medical evidence we normally require, at this time.

  Guidelines for Students on Exceptional Circumstances are available on our website.

4. Confirmation of fair outcomes, by Boards of Examiners

• What is a Board of Examiners?

  Boards of Examiners confirm module marks and degree outcomes.  They play a vital role in protecting academic standards and upholding the integrity of the degrees awarded by Queen’s.   This is important to ensure that degree outcomes remain comparable over time and that your own degrees are held in equal value to those of past and future cohorts. 

• How do Board of Examiners determine marks?

  Each Subject has a Board of Examiners, which is drawn from the academic staff teaching the subject, and also includes an external examiner. The external examiner is normally a senior academic from another University or, where relevant, a senior practitioner. External examiners play a particularly important role in assuring the Board that its assessment standards are comparable with those of other universities. External examiners provide formal feedback to the University via annual reports which are made available to students, usually via your School SharePoint site. 

  Subject Boards of Examiners are responsible for agreeing final marks for all modules in their subject by ensuring that appropriate moderation procedures have been applied. Normally, these procedures include:

  • The production of assessment criteria for each module.
  • Internal procedures for marking and checking of marks.
  • Internal procedures for ensuring consistency and equity of marking, both within a cohort and over time.

  The University also uses a conceptual equivalents scale for the assessment of student work and the marking of all summative assessments should be in alignment with the relevant descriptors and criteria.  The use of this scale promotes accuracy, reliability and transparency in marking and fairness in the way all students are assessed which is crucial to maintaining academic standards and ensuring a high quality degree.

  In light of the continuing impact of COVID-19, Subject Boards of Examiners will take additional measures to ensure the normal moderation procedures take this into account.  These measures include:

  • Recalibration of the assessment criteria, where necessary, so that academic standards are maintained at the appropriate level while taking account of the potential impact of COVID-19.
  • Increased scrutiny of the results of your cohort to ensure they remain comparable with previous cohorts, with further moderation applied if considered appropriate.

5. Reduction in progression requirements

• What are the progression requirements for 2020-21?

  The University recognises that there may be instances where a student is unable to undertake all of their assessment opportunities to pass a module, within this academic year, as a result of exceptional circumstances arising due to COVID-19. 

  Therefore, to assist progression in these instances, Boards may permit undergraduate students to progress from one stage to the next having passed a minimum of four modules (80 credit points) in the current stage of study.  Therefore, you may be permitted to carry up to 40 credit points into the next stage, if you have been unable to avail of your two assessment opportunities (one first sit and one resit) for the outstanding module(s).  This will only be applied on a case by case basis if the Board determines that it is appropriate, based on the student’s academic standing and if its application is not prevented by programme specific regulations.  This decision will be made in the best interests of each student. 

  In addition, for postgraduate taught students, you may be permitted to proceed to your dissertation if modules have not been completed because of exceptional circumstances related to the COVID-19 pandemic. Some Master’s programmes have regulations which do not allow students to proceed to their dissertation until all taught modules have been completed. However, this regulation will not be enforced in these instances.

6. Fee-free resits

• What are the arrangements for fee-free resits?

  The University recognises that the pandemic may also have caused some students to experience financial difficulties.  As such, we have committed to providing fee-free resits for all students who have failed a module in 2020-21 to ensure that every student can access the opportunity to attempt to pass the module, and progress with their studies.  This fee-free resit opportunity must be taken within the 2020-21 academic year. 

Regulations and Academic Practice

• What are the regulations and academic practice for assessments in 2020-21?

  As you know, the University reverted to the standard Study Regulations from 21 September 2020.  Through the six key commitments outlined above, we have additionally made some changes for 2020-21 to better support students completing assessments, in this challenging year.

  Taken together, this means that for assessments taken in 2020-21 the following academic practice will apply: 

  • To be awarded a pass for a module, students must achieve a satisfactory performance in each of the module's specified compulsory components as well as achieving an overall pass mark for that module (Study Regulations for Undergraduate/Postgraduate Taught Programmes 5.4.2-3). 
  • Penalties for late submission of assessed work will apply for continuous assessment/coursework that is submitted beyond the 48 hour flexibility provided for Semester 2, 2020-21 (Study Regulations for Undergraduate/Postgraduate Taught Programmes 3.2). 
  • Students will not be able to re-take modules which have been passed (Study Regulations for Undergraduate/Postgraduate Taught Programmes 5.4.12). 
  • Modules which are re-taken after an initial failure will be capped at the pass mark for classification purposes (Study Regulations for Undergraduate/Postgraduate Taught Programmes 5.4.12).
  • To progress from one Stage to the next, undergraduate students must have passed a minimum of four modules (80 credit points) in the current stage of study. (Note that a blanket concession has been applied to Study Regulations for Undergraduate Programmes 5.6.3 for 2020-21 to reduce the progression requirements for this year. This will apply where it is permitted by programme regulations and where it is believed this will not have a detrimental impact on your overall performance.
  • For students on a research degree programme, registration for academic year 2021-22 shall be dependent on the completion of a satisfactory annual progress review by the end of the academic year 2020-21 (Study Regulations for Research Degree Programmes 6.5.1).

  The Study Regulations are available in full on our website. 

• I am a student registered with Disability Services and would normally have received a reasonable adjustment for my assessments. Will I still receive this?

  It is our aim, as far as possible, to build accessibility into our assessments so that you do not need to request a further adjustment.  However, if you receive details of an online assessment and think that you may require a reasonable adjustment, please contact your Disability Officer.

  For more information for Students with Disabilities, please go to: https://www.qub.ac.uk/directorates/sgc/disability/studentinformation/Covid-19-Info/.

   

• What will happen if I miss the deadline for submission of an assessment, or have technical difficulties which impact on my performance?

  For continuous assessment/coursework (essays, projects, reports, portfolios etc.), all students have been provided with flexibility with deadlines for Semester 2 coursework assessments up to 48 hours beyond the specified deadline. Beyond that, Study Regulation 3.2 Late Submission of Assessed Work will apply as normal.  

  For examinations, including class tests, online examinations or timed take home assessments, it will not be possible to submit after the deadline. If an examination is not submitted by the specified deadline, and you have not submitted an exceptional circumstances application, you will be marked as absent for the component.

  All online examinations will include additional time to allow for download and upload of the assessment.  However, if you do experience technical difficulties or disruption during the examination, you should report this to your School as soon as possible and submit an exceptional circumstances application so this can be taken into consideration.

• What assurances can you provide that online assessments are fair and secure?

  We have taken all reasonable steps to ensure that, as far as possible, online assessments are fair and secure. Online assessments have been successfully implemented across the University throughout the Semester 2 and August assessment periods. Therefore, we are confident that this is a fair and secure method of assessment.

  As always, we expect our students to conduct themselves in an honest and professional manner. Any suspected cheating, plagiarism, collusion, fabrication, contract cheating or other misconduct will be dealt with according to the existing Procedures for Dealing with Academic Offences. There are several penalties which can be imposed under the Academic Offences Procedure, up to and including expulsion from the University.

Outstanding 2019-20 Assessments

• How does the move back to normal Study Regulations impact students who still have outstanding assessments from 2019-20?

  Your additional assessment opportunities provided under the Supplementary Regulations and Resit Addendum in 2019-20 still stand as communicated to you by the relevant Board of Examiners. These assessments must be completed in 2020-21. Your School will be in touch to confirm specific assessment arrangements.

  • Second Opportunity for Full Marks
    
    Students undertaking second opportunity assessments for full marks will be required to complete a new piece of work. This applies to all assessments, including dissertations and research projects.
    
    

    In 2020-21, second opportunity assessments will be delivered in their original format, providing you with the assessment opportunity under ‘normal conditions’ as stipulated within the Supplementary Regulations.

    The highest mark will still be retained to contribute to the overall module mark. Students who fail to achieve a pass in a module, following their second opportunity for full marks, will be provided with a resit opportunity for the module.
    

  • Resit Assessments
    
    For students undertaking resit assessments, the final module mark will remain capped at the pass mark for degree classification purposes. Students who fail to achieve a pass in a module, following their resit assessment, will have their progression considered by the relevant Board of Examiners, under the standard Study Regulations.
• When will the next available opportunity to undertake outstanding assessments for 2019-20 modules be?

  It has been agreed that the outstanding assessments for 2019-20 taught modules will be held when the modules are next delivered. Your School will be in touch to confirm specific assessment arrangements.

  Second opportunity PGT dissertations should be completed within the period 14 December 2020 - 3 May 2021 (a total of 15 weeks accounting for the Christmas and Easter holiday periods).  Students who do not wish to undertake their second opportunity for full marks within this discrete period for second opportunities may be permitted to defer to the next PGT dissertation period and complete their project alongside the 2020-21 cohort.  These students should not engage with their project or supervisor in advance of this next period commencing.

  If your first PGT dissertation submission resulted in a failed module mark, you may have opted to resit the dissertation module for a capped mark by revising and resubmitting the original dissertation, rather than completing a new research project or dissertation to avail of the second assessment opportunity for full marks. Deadlines for resit dissertations were determined by the School, as normal.

• Is it possible to defer some or all of these outstanding 2019-20 assessments?

  As the University has returned to the standard Study Regulations, you are expected to engage with the assessment opportunity when it is next offered.  If an assessment is not submitted, you will be marked as absent for the assessment and any previous mark awarded will be retained.  No further opportunities at the assessment will be provided under the Supplementary Regulations/ Resit Supplementary Regulations Addendum and your progression will be considered in line with the Study Regulations.

  However, if you experience exceptional circumstances that prevent you from engaging with the assessment, you may submit an exceptional circumstances application to your School.

  All outstanding 2019-20 assessments must be completed in 2020-21.

• If I fail to pass the module following a second opportunity assessment taken in 2020-21, when will my next opportunity to undertake the assessment be?

  If you fail to pass the module following a second opportunity assessment taken in 2020-21, you will be permitted a resit opportunity for capped module marks during the Examination Period in summer 2021. 

• Where can I get further help?

  If you have specific questions which are not answered above, please contact your School Office. Your School will endeavour to respond promptly to your question but may not always be able to provide an immediate response. Reponses will be communicated as swiftly as possible.

  Guidelines for Students on Exceptional Circumstances are available on our website.

Finance & Fees

For information on fees, student loans and the University's Hardship Fund, please visit: https://www.qub.ac.uk/Study/Feesandfinance/FeesandFundingFAQs/

• Is the University going to offer fee refunds for 2020-21?

  We appreciate that the Covid-19 pandemic has caused significant disruption to students (and staff) this academic year and it has not been the experience any of us anticipated.  We made a commitment to do as much face to face as we could, as soon as we could, depending on the public health measures in place during the year.  You can read more about this in our Campus Commitment

  https://www.qub.ac.uk/our-campus-commitment/

  Teaching and learning has continued to be delivered to help students meet the learning outcomes of their programme.  Called ‘Connected Learning’, the University has invested in resources so that your teaching could still be delivered despite the restrictions.  This investment has included reorientating course content so that it can be delivered through online platforms, the purchase of software to help us teach on a range of online platforms, safety measures for those on campus as well as those delivering classes digitally but from campus, student engagement and community building initiatives, online practicals for labs and clinical skills programmes, and a range of other measures depending on your year of study and the nature of your programme.

  Campus facilities have remained open all academic year, including the Library, support services, University accommodation and the Graduate School.  And for those not able to get to campus all support services have remained open and busy for those wanting to access support opportunities remotely.

  The University will therefore not be offering fee refunds due to the covid-19 pandemic.  However if you have concerns about the quality of your learning experience through Connected Learning please see the Student Complaints Procedure.  You will note that in the first instance you will need to raise your complaint with your School. Follow the link for guidance on the complaints procedure, including support from Advice SU.

• I am considering withdrawing from my programme due to the impact of Covid-19, what are my options?

  We understand that this year has been very unsettling for university students.  While we hope we have done all that we can to give you access to your programme in a very unusual year, we do know that it has been very different than what we all expected.  Our first piece of advice would be to talk to someone in your School as it could be that there are things that we could do to help you engage with your studies.  If you are not sure who to speak to, start with your School Office and they will point you in the right direction.  If you still want to take a temporary or permanent withdrawal please be aware that there may be implications for your fees.

• What are the difference between and implications of a temporary and a permanent withdrawal?

  Temporary Withdrawal

  A temporary withdrawal is an approved absence from University for a set period of time (see Regulations for Students 1.20).   

  Students may request a period of temporary withdrawal for a range of reasons including:

  • Medical;
  • Maternity;
  • Personal circumstances.

  If for any reason you feel that you may need or benefit from ‘time-out’ from your studies, you should discuss the situation first with your Adviser of Studies/supervisor who will be able to offer guidance and support.  You must receive approval from your School in advance of your period of temporary withdrawal, and your School will be responsible for initiating the relevant procedures, if deemed appropriate.

  The University, in accordance with the relevant regulations and procedures, may require that a student withdraws temporarily in the following situations:

  • If there are concerns over attendance and/or progress;
  • If there are concerns over student’s fitness to study.

  Please note that:  

  • If you are on a period of temporary withdrawal, you retain your place on your course but you are not considered an active student and have no right to avail of University services. As such you will not normally be permitted to submit coursework or to sit examinations while on temporary withdrawal.  
  • A period of temporary withdrawal cannot exceed one year and no student will be permitted more than two periods of temporary withdrawal.  
  • Time out from your course will be counted towards any restrictions on total periods of registration for taught courses.  Such restrictions will be outlined in your Programme Specification, if applicable.
  • A period of temporary withdrawal from a research degree programme will not be counted towards the total period of study (see Study Regulation for Research Degree Programmes 5).
  • A period of temporary withdrawal may have tuition fee implications.  For further information, please see Section 5 Withdrawals and Refunds of the Student Finance Framework.
  • Temporary withdrawal is also likely to affect your student funding, and you may be asked to repay any money you have received for the period you are withdrawn from the University.  Students on temporary withdrawal are not normally entitled to state benefits, however there are some exceptions to this.  It is your responsibility to find out the financial implications of your decision to take a temporary withdrawal. For advice, please contact Advice SU.
  • If you are an international student on a Tier 4 / Student Route visa it may not be possible for you to take temporary withdrawal and remain in the UK.  You must seek advice from an International Student Support Officerbefore you make any changes to your studies. 

   

  Permanent Withdrawal

  The guidance below talks through the various withdrawal procedures and what they mean for you as a student:

  Deciding to permanently withdraw

  While it is hoped that all students will find their chosen course enjoyable and rewarding, it is accepted that not everyone will have made the right choice and/or your circumstances have changed to the point that you no longer wish to study at this point.  If you are thinking of withdrawing from the University, you should start the process by talking to your Adviser of Studies/supervisor.

  It is important that you complete the formal procedure to withdraw including filling out a withdrawal form, available from your Adviser of Studies or School Office.   If you simply stop attending classes, you will continue to be held liable for fees.

  Fee liability and refunds, if appropriate, depend on the date of withdrawal. Adjustments to tuition fees are calculated with reference to the date of a student's withdrawal from the University, not the last date of attendance.  Withdrawals cannot normally be implemented retrospectively.  For further information, please see Section 5 Withdrawals and Refunds of the Student Finance Framework.

  Withdrawing from the University is also likely to affect your student funding, and you may be asked to repay any money you have received from the date you are withdrawn.  For advice, please contact Advice SU.

  If you are a Tier 4 / Student Route visa holder and you decide to withdraw from your course, the University will be required to make a report to the Home Office.  You must seek advice from an International Student Support Officer before you make any changes to your studies. 

Graduation

• Where can I find out more about graduation arrangements?

  Further information is available at: https://www.qub.ac.uk/home/Graduation/BeforeGraduation/GraduationFAQs

  Unfortunately, in order to reduce the risk of spread of the Covid-19 (coronavirus), we have taken the decision to postpone graduation ceremonies. We appreciate this is disappointing for many but the health and wellbeing of our staff and students is our priority. 

Research (PGR) Students

Information for researchers, particularly about adaptations to research methods and ethics can be found here.

• I am not able to fully progress my research – will I get additional time at the end, and how do I request this?

  PGR students who were registered during the 2019-20 academic year (excluding students starting a research degree programme after 23 March 2020, but including those re-registering as a returning student or returning from a Leave of Absence and registering before 30 September 2020), in all years of study and including those on thesis only status, will be eligible to for up to 6 additional months of registration (12 months for part-time students). This additional time will not incur additional tuition fees or other charges

  Some students will not need it because they will be ready for submission within the normal period of study, or their funding body may be providing funding for an extension, but for anyone who needs further time, you can make this request by:

  • If only asking for 3 months without fees, requesting from your School Postgraduate Office when you are coming to the end of your normal period of studies, or Thesis Only period if you are already on Thesis Only status.
  • If asking for more than 3 months’ extension without fees, completing a concession request with Covid impact, which needs to be endorsed by your School Postgraduate Research Committee and approved by a Pro Vice-Chancellor
  • If applying for Stage 3 funding support, the request for additional time and information to consider a concession to maximum study time has been incorporated into the online application form.

  If your funding is terminated before your original funding end date, the 3 month fee free period will not be applied until you have completed the normal period of studies (eg for a PhD normally 3 year full-time or equivalent). You should remain registered as a research student, and not be moved to Thesis Only status to avail of this time. Your School will contact pgr.records@qub.ac.uk to make them aware of any extensions in time requested.

• What if I was registered on a different status (e.g. Thesis Only, corrections), can I access further time at the end?
  • What if I was already on Thesis Only status at the point of lockdown?

  If you were already on thesis-only status at the start of lockdown, or have changed to Thesis Only since then, you may have a 3 additional months of registration at the end of your 12 month period (15 months total) by requesting this from your School. You can make a case for up to 6 months total additional time (or 3 further months if you have already requested the 3 month fee-free period) by completing a concession request with Covid impact.

  • What if I was registered at the point of lockdown (23 March), but have since taken a Temporary Withdrawal (Leave of Absence)?

  If you were registered at the start of lockdown (including as a returning student), but have since that time taken a temporary withdrawal, then you are eligible for up to six months without fees when you reach the end of your funding or normal period of studies.

  • What if I was on a Temporary Withdrawal (Leave of Absence) before lockdown?

  If you registered for the 2019-20 academic year (including as a returning student), and have since that time taken a temporary withdrawal, you are eligible for up to six months without fees when you reach the end of your funding or normal period of studies.

  You are also eligible for up to six months without fees when you reach the end of your funding or normal period of studies if you were on a temporary withdrawal (Leave of Absence) before the 2019-20 academic year, returned from that Leave of Absence and fully registered during the 2019-20 academic year (up to 30 September 2020). Please speak to your School Postgraduate Office to discuss when and how you request this fee free period.

  • What if I am on a taught component of a professional / integrated doctorate?

  If you were completing taught elements of professional / integrated doctorates at the point of lockdown (23 March), provisions to mitigate disruption are made within the taught regulations.

  • What if I am making corrections to my dissertation following my viva examination?

  The 6 month FTE extension also applies to students completing corrections post-viva from 23rd March, or who moved to that status during lockdown (up to 3 August). You need to notify your School if this is needed, so your internal examiner can be informed.

  You may be in a situation not covered by any of the options below. If you get in touch with your School, they will work with Student Registry, Academic Affairs and Postgraduate Awards to determine how this applies to your situation.

• Will the additional time mean that I need an extension to my Tier 4 visa?

  For Tier 4 visa holders, in many cases you will have time on your visa to allow you to avail of the additional three months without a visa extension. However, if you find that you will need to seek an extension to your visa you can contact International Student Support (immigration@qub.ac.uk) within three months of the expiry date of your visa to discuss options for this. See more Frequently Asked Questions specific to International students here. 

• What are the plans for returning to research and accessing campus for postgraduate students? Has this changed with recent NI Executive announcements?

  For research students, we plan to continue to conduct research on campus that can not be done remotely. Other research that can be done from home should continue on that basis. You should discuss this this with your research supervisor if you have any concerns and to to clarify if the recent NI Executive announcement will have any impact on what you are currently doing. 

  The University will continue to offer many services and the following facilities will remain open, with strict social distancing and safety measures being applied.  

  • Queen’s Accommodation
  • McClay Library
  • Graduate School (study spaces)
  • Student Guidance Centre (Thesis Submissions, Disability and Wellbeing)

  The McClay and Biomedical Sciences Libraries remain open, with details available here. 

  The Graduate School is open to provide study space to postgraduate students, with details available here. 

• Is there any guidance about how to adjust to impact on research?

  Information relating to ethical approval and changes in methodology to accommodate social distancing can be found on the Researchers and Funding FAQs page.

  The Graduate School has ongoing opportunities for discussing your research and supporting its development, see information about support and development opportunities here.

  As always, please contact your supervisors to discuss how best to approach your particular situation.

   

• Who is eligible for the funding extensions provided by the DfE?

  Applications for extensions of up to 6 months from students awarded stipend and fees, for DfE-funded students with funding due to complete 1 March 2020 to 31 March 2021. Has now completed.

  Further information about who is eligible, how to apply and timelines is available here.

  DfE has been very positive about recognising the need to address impacts to further groups of students, and although we are not currently aware of the timeframe or extent for students due to complete beyond 30 September 2021, we are optimistic that further stipend extension support will be made available in coming months.

• How do any delays to my research affect my funding?

  Institutional support for PGR students will continue to be reviewed in the light of continuing disruption, data collected from students about impact, and funding body positions.

  All funded postgraduate researchers in receipt of a stipend will continue to be paid as normal, unless they take a temporary withdrawal (Leave of Absence)

  Responses from a range of research funders (not specific to postgraduate research students) can be found on the University’s Researchers and Funding FAQs.

  We are communicating with students as we hear from their funding bodies about availability of further funding extensions.

  The University has also allocated funding to support research students impacted by Covid-19 who are self-funded or whose funding bodies have not provided extensions. We are continuing to seek further funds that can be used for this purpose. 

  For international students sponsored by government or other organisations in their home country, please stay in touch with the International Office (intl.office@qub.ac.uk), and we will continue to monitor the position for you. We are actively involved in a Russell Group sub-group that met for the first time this week to work on an RG-wide approach to key international funders, the purpose of which is to agree an approach with them on how we can together support your needs.

  For students who are experiencing financial hardship, the University’s Hardship Funds have been extended and you are encouraged to make an application. See the information here for more details about how to apply.

• I am a self-funded PGR and pay my own fees, or have no access to additional funding from any external sources – is there any help specifically for me?

  The University has ensured that all research students who were registered students in the 2019-20 academic year prior to lockdown have access to up to 6 months’ extension without charges or fees.

  The University has also allocated funding to support research students impacted by Covid-19 who are self-funded or whose funding bodies have not provided extensions. We are continuing to seek further funds that can be used for this purpose. 

  Should you be facing immediate difficulties, you may wish to seek support from the Queen’s Hardship Fund.

• Who is eligible for the funding extensions provided by UKRI?

  Applications for extensions for UKRI-funded students with funding due to complete 1 March 2020 to 31 March 2021 was undertaken by Doctoral Training Programmes.

  UKRI have set out very specific guidance for the next stage of funding allocations, which has been prioritised to support students who have recently entered their final year (i.e. due to complete their funding between 1 April 2021 - 30 September 2021 who have not already received a funding extension), and students at any stage on a ‘needs priority’ basis. UKRI has indicated that this includes disabled students, those with long-term illness, those who are neurodivergent, and those with caring responsibilities, who may have difficulties adapting their projects to complete within their initial funding period. 

  UKRI students due to complete their funding between 1 April 2021 - 30 September 2021, and students at any stage on a ‘needs priority’ basis, who have not already received a funding extension, were considered through the University’s Stage 3 process.

  UKRI has further indicated that future funding support will be through the individual DTP / CDT consortia. Please speak to your DTP / CDT co-ordinator for more information.

  Further information about who is eligible, how to apply and timelines will be available here

• Should I take a temporary withdrawal?

  This is an option for any research degree student who is unable to make progress on their research at this time. We recognise that this may not be the best option for you, as it will stop your stipend payment if you are a funded student 

  If you are a self-funded student who is unable to make any progress on your research at this time, then taking a temporary withdrawal is a way to pause the time and fee payments for your research degree. 

  Discuss your situation with your supervisor, to determine whether there are different methodologies that can be used, or other preparations you can be undertaking at this time, such as preparing for annual programme review, writing and communicating your research, and building skills for your research. 

  All postgraduate students, including those who are on a temporary withdrawal during this time, will continue to have access to wellbeing support through the University, and to personal development, employability and training support through the Graduate School.  

  The University regulations establish a maximum cumulative period of temporary withdrawals (Leaves of Absence) of 2 years. Leaves of Absence taken between March and November 2020 will not contribute to this maximum. If a student takes a Leave of Absence after November 2020 due to ongoing Covid-19 impact, and then reaches the 2 year maximum, it is highly likely that a concession will be approved, following the normal process for extensions to LOA periods.

• Can I change to part-time study?

  Temporarily changing to part-time study may be a way to manage the ongoing impact of Covid-19. This is already permitted by some funding bodies (e.g. UKRI). From 1 March 2021, DfE has made a temporary allowance under their Terms and Conditions to permit research students to temporarily change from full-time to part-time status due to Covid-19 impact. This temporary change in status will allow a student within their funded period to change to part-time study for a minimum of 2 months, until 1 September 2021 at the latest.

  To request a change to temporary part-time status, you need to:

  1. Contact your School Office and determine what they need to consider your request to change status, and submit this request by 1 March if you want it to take effect in March. This will be considered by the School Postgraduate Research Committee (SPRC). If approved, the effective date of the change in status would be from 1 March 2021.
  2. If approved, SPRC to inform Postgraduate Awards and Student Records to reflect the change in status in your stipend payment and fees, and your School will update your student record to reflect the change in status.
  3. Inform your School and Postgraduate Awards when the impact of Covid-19 is no longer relevant and you are in a position to return to return to full-time studies. This should be by the 26^th of the previous month for return from 1^st of the next month (e.g. by 26^th April to return to full-time on 1 May).
  4. Postgraduate Awards will follow up with you in May 2021 to determine if the circumstances leading to change in status have continued and further part-time registration would be helpful, or if you are in a position to return to full-time study.
  5. Under current DfE requirements to allow this temporary status change, you will be automatically returned to full-time status on 1 September 2021 if you have not requested a return before that time.

  Please note:

  • Other Terms and Conditions will remain in place. If you undertake full time work, your studentship must end.
  • Part-time study can only be undertaken at 50% of full-time equivalent, which would mean a 50% reduction in your stipend payments and 50% reduction in ‘consumption’ of your maximum registration time (i.e. 2 months part-time study = 1 month full-time)
  • The change must be for at least two months.
  • The change in status cannot be back-dated, and to ensure you are not over-charged for fees or over-paid for your stipend, it must come into effect from the 1^st of each month.
  • In order for your fee free period to be undertaken as a part-time student, you must have spent the majority of your research degree in a part-time status. If you are currently in your fee free period and have been full-time for the majority of your degree, you cannot change to part-time.
  • If you are studying on a Tier 4 or Student Route visa, your visa conditions do not permit you to study part-time.
  • If you are funded by another funding body in addition to DfE, you should check if they will permit part-time study. UKRI does permit a change to part-time status. Please contact your PI, DTP administrator or PG Awards if you are not sure.
  • This will come into effect after the date for the £500 Covid disruption payment, which is using February registration data. If you are eligible for this payment, this change to part-time from 1 March will not affect your eligibility.
  • If you are on Thesis Only status you are no longer in your funding period, and you no longer have a full or part-time status so this will not apply to you.

  If you have any queries at this point, please contact PG Awards (pgawards@qub.ac.uk).

• Since I am unable to travel, I won’t be able to use my full Research Training and Support Grant (RTSG). Can this be used for other purposes, or can it be carried forward to next year?

  Department for the Economy (DfE) provide an annual RTSG amount (normally £900 for the full year) to their students to assist with incidental expenses related to their research e.g. travel and accommodation costs for a conference or to purchase a laptop.

  In the light of the current Covid-19 situation, and with students now having to work from home, the restrictions on the use of RTSG have been eased (for the remainder of this current academic year in the first instance). Reasonable expenses incurred while facilitating home research can now be claimed. They include the following:

  • Desks and chairs to assist comfortable working
  • Printers, print cartridges, paper and other consumables required to undertake your research
  • Registration costs associated with on-line conferences or training opportunities
  • As a contribution towards undertaking the CMI Level 7 Certificate in Strategic Leadership and Management facilitated through the Graduate School (payments can be made now for units to be delivered in 2020-21)

  This list is not exhaustive and normal school purchasing protocols continue. In some cases items above can be purchased less expensively through the university procurement system. If you have any queries surrounding RTSG then liaise with your School contact in the first instance or email: pgawards@qub.ac.uk.

  Students who receive RTSG as part of a Doctoral Training partnership (DTP) or Centre for Doctoral Training (CDT) should contact the relevant administrator for any queries surrounding its use.

  Queries have been raised regarding carrying forward RTSG to the next academic year in the light of conference cancellations and travel restrictions. The funding body sets funding conditions which require unspent funds to be returned at the end of the year, which remains the case at this point.

• As a research student, can I access data that is held securely in the University while working remotely?

  Research students who need access to securely stored data remotely through a VPN service can contact their Director of Graduate Studies / PGR to request access. Access to the service will be decided on a case by case basis.

• Can I access equipment / software to support working remotely?

  The University realises that access to IT support and a suitable computing device is more important than ever at the moment. A web page has been set up to help with how to choose a suitable device for your studies, where to go to purchase at a discounted rate, and where to go within the University to ask for support if you do not have access to a device / suitable internet connection. https://www.qub.ac.uk/directorates/InformationServices/Student/StudentComputing/getting-a-device-and-getting-online-for-your-studies/

  If you have equipment or specialist software needs, Discuss with your Supervisor / Director of Graduate Studies, who can raise with Information Services.

  Your funding body may also allow you to use your RTSG to ensure you have appropriate equipment – speak to your DTP administrator or PG Office administrator

• What happens to the academic milestones for a research student (for example, annual programme review, differentiation)?

  Academic milestones such as Annual Progress Reviews (APRs) and differentiation have been successfully carried out in a remote setting across the University and should continue to do so where possible. Where a milestone meeting is held remotely, the meeting should be conducted in compliance with the Study Regulations for Research Degree Programmes (6. Progress). 

  Where it is not possible, the meeting should be postponed.  This should be rescheduled to the next available date, in agreement with the student. 

  Students are encouraged to continue with their APR meeting (digitally) to have the opportunity to complete this academic milestone before deciding to take a temporary withdrawal if they cannot progress with their research remotely. The APR panel is the ideal place to discuss the impact of the current situation on your research, and panels are supportive of the fact that this has been a very challenging time for you.

   

• Will viva examinations be affected?

  Where possible, viva examinations will be conducted remotely. This should be arranged at School-level using video conferencing software such as Skype or Microsoft Teams. The written agreement of all participants of the viva should be obtained in advance.  These arrangements would also be contingent on there being appropriate resources available in the School to conduct the meeting digitally and that everyone involved is still available on the scheduled date. Where a viva is held remotely, the examination should be conducted in compliance with the Study Regulations for Research Degree Programmes (7. Assessment/Award).

  Vivas can also be delayed at the student’s request, but please bear in mind that it is difficult to know at which point they will be able to take place in person. Guidance has been developed to support Schools who are organising remote vivas to consider elements which may be different to an in-person examination and to adapt accordingly in the best interests of the candidate. Guidance for Remote Vivas has been developed to support panellists and research students, and can be found here.

  If you are concerned about having a reliable internet connection or quiet space to undertake your remote viva examination, McClay Library can arrange a private room for the day of the exam. Contact s.bridge@qub.ac.uk to request a space.

  Graduate School can book an individual study room for you for the day of the exam. Contact graduateschool@qub.ac.uk

• I was planning to complete my ‘Intention to Submit’ – should I still proceed?

  Yes, if you are continuing to work on your research degree you should still give at least 3 months’ notice to the SPRC of intention to submit your thesis via the Qsis Notice of Intention to Submit pagelet

• Do my examiners still need to be appointed before I can submit my thesis?

  Yes, your School will continue as normal to appoint internal examiners and nominate external examiners for approval by the Research and Postgraduate Committee. 

  Given the evolving nature of this situation, and the affect that it may have on staff availability, this process may take a bit longer than usual.  It is, therefore, important that you submit your Intention to Submit well in advance to allow your School the appropriate time to complete this process. 

  If you have any concerns, you should discuss with your supervisor in the first instance.

• How will I submit my thesis?

  The final approved softbound version of a student’s thesis will be submitted electronically by the School on the student’s behalf. Students should liaise with their Supervisors or Postgraduate Office as appropriate to provide the thesis copy

  The final approved hardbound thesis version should be uploaded electronically to Pure by the student upon completion of the Thesis Deposit Form by Supervisor and Examiner. The Deposit Form should be sent to  e-thesis@qub.ac.uk

  Hardbounds can be submitted for completion of your degree to the Student Guidance Centre (Level 1, Examinations window).

   In cases where the student is unable to submit the hardcopies themselves, they can be submitted by proxy e.g. the School may arrange to submit the hardbound thesis copies on the student’s behalf or students arranging printing of their hard bound thesis through  a local binding service can arrange for it to be delivered to Student Registry by the binders

  Full instructions can be found here: https://www.qub.ac.uk/directorates/sgc/srecords/Examinations/Postgraduate-Research/SubmissionProcess/

• I have an opportunity to undertake clinical or COVID-related research. What does this mean for my studies?

  Many research students have a valuable skill set to contribute to efforts to deal with Covid-19. A number from across a range of disciplines have returned to clinical practice, or taken up roles with research laboratories. It has been agreed that a student wishing to undertake this work should continue to be registered as a student, and have access to latest research through Library systems. If you would prefer to take a temporary withdrawal, your School can process this through pgr.records@qub.ac.uk, and indicate the reason as Covid-19 related research.

  If a student will be paid for this work (outside of the NHS, where an agreement is in place), to stop their stipend at this time, the School can email pgawards@qub.ac.uk. Otherwise fee and stipend payments will continue during this time. Your funding body may not allow you to work alongside your funded research, so do contact PG Awards to discuss your specific situation.

• Why have I been suspended?

  Under regulation 7.3 of the Conduct Regulations, an emergency precautionary suspension has been imposed as:

  i   the University has received notification that you have been issued with a COV Notice by the police; or

  ii  evidence of a significant breach of the government regulations and / or Public Health Agency guidance, on your part, has been received by the University.

  Breach of the COVID regulations and/or guidance constitutes a disciplinary offence under the Conduct Regulations.

• How long will the suspension last?

  The emergency precautionary suspension will last for a period of 14 days from the date of the suspension letter (e.g. if you were suspended on Monday 21 September 2020 you will be permitted to return on Monday 5 October 2020), subject to any subsequent penalties applied by the Disciplinary Officer or Committee of Discipline.

• What does the suspension mean?

  Whilst suspended, you are:

  • Excluded from the entirety of the University campus. This includes all University facilities such as the PEC and Students’ Union. For students living in University Accommodation, the implications for their accommodation will be outlined in their emergency precautionary suspension letter.
  • Prohibited from attending class or engaging with any online teaching.
  • Prohibited from accessing Queen’s library facilities or any University services, except for the Student Wellbeing Service and Disability Services.

  You will be able to access your University email account.

• How will I be notified that I have been suspended?

  The University receives daily updates from the PSNI regarding the issue of COV notices. Evidence of a significant breach of the government regulations and/or Public Health Agency guidance by a student or group of students, may come to the University’s attention in a number of different ways e.g. social media, security report from Accommodation Services. 

  On receipt of these reports, the Appeals and Complaints Team will send the emergency precautionary suspension letter from the Director of Academic and Student Affairs to your University email account, usually within 24 hours of notification from the police or other source. You are asked to acknowledge receipt of the letter.

• I want to submit a statement regarding the circumstances of the COV notice – how do I do this?

  The Community Engagement Team or relevant Investigating Officer will be in touch with you to commence the investigation into the allegations against you, under the Conduct Regulations. You will have the opportunity at that stage to provide an explanation and present your case. If you have important information that you feel needs to be brought to the University’s attention before this, you should send it to the Appeals and Complaints Team (appeals@qub.ac.uk).

  It is your duty to ensure that you are aware of and fully understand the current COVID guidance and regulations which are available at: https://www.nidirect.gov.uk/campaigns/coronavirus-covid-19 

  For the most up to date rules on household mixing, including the rules on household bubbles, please visit:

  https://www.nidirect.gov.uk/articles/coronavirus-covid-19-regulations-guidance-what-restrictions-mean-you 

  If you receive a COV notice or breach the COVID guidance and/or regulations, regardless of how long you were in breach, you are deemed to have breached the University’s Conduct Regulations

  If you are in a property (private or University accommodation) and your housemates or flatmates invite or permit others to come into the property in contravention of the regulations and / or guidance, you should ask them to leave and, if necessary, leave the property yourself. This is also the course of action that you should follow if you return to your property and find that others are there who are not your housemates.

  If you were in your room and not participating in the gathering, as a tenant you are still responsible for the conduct of visitors to your house. 

   

• Do I need to tell my School / Institute that I have been suspended?

  Students do not need to contact their School to advise that they have been suspended. The Head of your School and your School Manager will receive a copy of the emergency precautionary suspension letter. However, you will need to contact your School to confirm whether you wish to defer any assessments to be completed during the period of your suspension. 

• Can I appeal the emergency precautionary suspension?

  No. There is no right of appeal against the decision to impose an emergency precautionary suspension following the issue of a COV Notice or evidence of significant breach of the government regulations and / or Public Health Agency Guidance.

  However, if a COV Notice is subsequently rescinded or uplifted by the police you should contact the Appeals and Complaints Team (appeals@qub.ac.uk) as a matter of urgency.

  Likewise, if you are able to clearly demonstrate that you were not present at the time of the alleged offence, you should contact the Appeals and Complaints Team (appeals@qub.ac.uk).

• What happens if I breach the terms of the emergency precautionary suspension?

  A breach of an emergency precautionary suspension may constitute a further disciplinary offence. Any such breach will be reported to the Appeals and Complaints Team and will be investigated under the Conduct Regulations as a further disciplinary offence.  

  If you appear on campus (except for any permitted purpose as outlined in the emergency precautionary suspension letter e.g. students living in University accommodation who may be required to self-isolate as instructed by Accommodation Services, or for any on-campus assessments for which you are subsequently permitted to attend), or attend class (whether online or in person) during the period of the emergency precautionary suspension, you will be asked to leave the session and / or campus immediately.

• Am I permitted to access online teaching whilst suspended?

  No. Under the terms of the emergency precautionary suspension, you are prohibited from attending class or engaging with any online teaching. 

  You are prohibited from accessing Queen’s library facilities or any University services (but not Student Wellbeing or Disability Services).

• What happens if I have already missed an assessment because I was suspended?

  If you have missed an assessment (first sitting) because you were suspended, you will be granted the opportunity to take the assessment at the next available opportunity and should contact your School for further information about when you will be permitted to take the assessment. This assessment should normally be considered a first attempt for an uncapped mark. However, if you miss a resit assessment whilst suspended, for which the cap has already been applied, the mark for your reassessment will remain capped at the pass mark.

• What happens if I have an assessment to complete during the period of my suspension?

  If you are currently suspended, and have an assessment to be completed during that time you will be permitted to:

  (i) Complete and submit the online assessment at the normal time (unless the assessment is on campus); or

  (ii) Defer completion of the assessment until the next available opportunity (usually during the supplementary examination period).

  You will need to contact your School to confirm your preferred course of action.  

  If you are due to attend an assessment on campus during your period of suspension, you should contact your School immediately for further information.  Schools may be able to apply for a concession to your suspension to permit you to come on to campus for the assessment, however the nature of being in receipt of a Covid-19 notice from the PSNI means that you have de-facto engaged in behaviour which has put you and others at risk of exposure to Covid-19. It may therefore not be possible to permit you to attend campus to complete your assessment.

  Students who choose to complete the assessment at the normal time under (i) above, will, by virtue of submitting the assessment, have deemed themselves fit to be examined, and will be unable to use the fact of their suspension as grounds for an exceptional circumstances application or a subsequent academic appeal following publication of assessment / module results.

  You are reminded of regulation 3.1.4 of the Study Regulations for Undergraduate Programmes, and Postgraduate Taught Programmes:

  The decision on whether to attempt the examination or submit the assessed work, and the consequences of that decision, shall remain the sole responsibility of each student.

• What happens if I miss compulsory sessions whilst suspended?

  If any of the missed sessions are compulsory, the School will identify the implications for that student and advise accordingly.

• How can I catch up on missed work?

  Missed teaching will not be repeated for students who have been the subject of an emergency precautionary suspension. It will be your responsibility to catch up on missed work using the available online materials.

  Likewise, it will also be your responsibility to familiarise yourself with any online induction materials that you have missed. Special arrangements may be put in place by Schools for missed inductions for lab work or placements, and students will be contacted by their Schools about this, if appropriate.

• I am involved in group work – how will the emergency precautionary suspension affect this?

  Your School will have a standard procedure for managing student absence when a student is involved in group work, and will advise you accordingly.

• I am on placement – how will the emergency precautionary suspension affect this?

  Where the student is on a University approved (non-clinical / non-professional programme) placement, the School Placement Office will immediately advise the placement provider of the emergency precautionary suspension. The placement provider will identify the implications of the suspension, following their own policies and protocols.

  Where a student is on a clinical / professional placement – the School will take appropriate action in relation to the placement, which is likely to be suspension of the placement.

• I am studying on an accredited programme – how will the emergency precautionary suspension affect this?

  Students studying on accredited programmes (e.g. medicine, dentistry, nursing and midwifery, psychology, teaching, pharmacy, social work, professional legal training, health and leisure), should be aware that the emergency precautionary suspension may have implications as regards the Fitness to Practise Procedure. Your Head of School and School Manager will receive a copy of the letter and will consider any fitness to practise concerns. Your School will then make contact with you as appropriate.

• What happens when the emergency precautionary suspension ends?

  At the end of the suspension period, your record will be automatically updated to permit access to University services and you will be permitted to access online teaching. You will then be able to participate in classes and access materials for missed classes. Your School may also contact you to suggest a meeting with your Personal Tutor or Advisor of Studies to discuss your return to study, which you are strongly encouraged to attend.

• Will there be any further action taken under the Conduct Regulations?

  Yes. The allegations against you will be investigated under the Conduct Regulations and you will be contacted by a member of the Community Engagement Team or the appropriate Investigating Officer in this regard. Following the completion of the disciplinary investigation, you will be notified of the disciplinary offences against you and will be given the opportunity to provide an explanation and to present your case. You should note the standard penalties set out in Annex 1 to the Conduct Regulations, which include:

  • Breach of Covid-19 guidance and/or regulations – Written warning and a fine of £250
  • Major breach or repeated breaches of Covid-19 guidance and/or regulations – expulsion.
  •  

  You must co-operate fully with the disciplinary investigation; failure to do so may constitute a further disciplinary offence.

• What is a major breach of COVID-19 guidance and/or regulations?

  A major breach is a breach of the COVID-19 guidance and/or regulations which includes an aggravating factor, eg

  • Failing to self-isolate when you, or someone in your household, have tested positive;
  • Hosting a party of people from three or more households;
  • Obstructing or failing to co-operate with police or members of the University Security Team – e.g. hiding from police or the Security Team, running away or failing to give accurate information to police or the Security Team; or
  • Not leaving the premises when requested or returning to the premises after being warned by police, Belfast City Council or University staff to leave.

  Each case is considered on the facts of the case.  This list is not exhaustive.

• Where can I access support?

  You can reach out to Student Wellbeing for support by:

  • Calling the drop-in helpline 07387 546123 (Monday-Friday 11-3pm)
  • Completing the online form.

  If you need support or assistance to make a statement in relation to the alleged events which led to the breach of the COVID-19 regulations, please contact AdviceSU: studentadvice@qub.ac.uk