Teaching (Semester 1, Academic Year 2020-21)

• Why has a lot of teaching moved to online since the start of Semester?

  The Northern Ireland Executive advised Northern Ireland universities and further education institutions to deliver online learning as much as possible from 12^th October onwards. 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 for the rest of this semester and communicate this directly to students. You should by now be aware of how your course is being delivered for the rest of the semester and how much, if any, is face to face.

• 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, the Students’ Union, café’s (for takeaway only) and general study space.  Students are encouraged to use the facilities as before – we think it is good for students, if you are able, to be on campus and use the facilities that we have made available for you to help you study. For more information 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?

  Most 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.

• Will 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 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 face to face teaching as soon as it is possible and always in line with government guidance.

Assessments in 2020-21: Regulations and Academic Practice

• What will be the regulations and academic practice in 2020-21?

  As you will be aware, we adopted an exceptional approach to assessments in 2019-20. By invoking our Supplementary Regulations, we introduced alternative assessments as a replacement for exams, and we provided additional opportunities for students to complete assessments. We did this to ensure that, as far as possible, we could enable students to demonstrate that they had met all of the requirements for progression to their next stage of study. 

  A lot of work has taken place to get ready for 2020-21, and you will already have received some information on changes which we have made to programmes to ensure that they can be delivered effectively. For example, we will maintain online assessments as a replacement for physical examinations until further notice. 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. Our programmes have also been amended to ensure that they can be delivered effectively, both in the current context of physical distancing or self-isolation, and in the context of further public health restrictions which may or may not be enforced over the coming months.  

  Therefore, the Supplementary Regulations have been revoked and the University has reverted to the standard Study Regulations from 21 September 2020.

  This means that for assessments taken in 2020-21 the following academic practice will be re-instated: 

  • 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 work have been reinstated (Study Regulations for Undergraduate/Postgraduate Taught Programmes 3.2.1). 
  • 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 five modules (100 credit points) in the current stage of study (Study Regulations for Undergraduate Programmes 5.6.3). (Note that in some professionally accredited programmes, all modules must be passed before progression can be permitted.)  
  • 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.

• What if I experience exceptional circumstances which have a negative impact on my ability to complete an assessment?

  We do understand, of course, that things may not always go according to plan, and that many of us will face some disruption this year as we manage work, study and personal lives in the context of the pandemic. The return to Study Regulations means that the Exceptional Circumstances procedure, which had been suspended in March 2020, will be re-instated for 2020-21.

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.

  • 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. 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.
  • For students undertaking resit assessments, the final module mark will remain capped at the pass mark for degree classification purposes.

  The University is currently considering when these outstanding assessments can be offered, in line with current restrictions.

  PGT dissertations which commenced in 2019-20 remain under the Supplementary Regulations and, therefore, will retain the option to avail of a second opportunity for full marks for a new assessment.

Postgraduate Taught Dissertations (commenced in 2019-20)

• What are my options for deferring my dissertation if I am unable to submit by the Faculty deadline?

  If you are encountering difficulties completing your dissertation, you should contact your dissertation supervisor.  If you are unable to submit your dissertation by the agreed Faculty deadline, you will be will be afforded a second opportunity to take the assessment again for full marks under the Supplementary Regulations. This will not incur a fee. You will, however, under these circumstances be required to submit a new dissertation.

• What are my options for improving my dissertation mark?

  If you have been working on your dissertation in 2019-20 and submit your dissertation by your agreed Faculty deadline, you will be afforded a second opportunity to take the assessment again for full marks under the Supplementary Regulations if you are dissatisfied with the mark awarded. This will not incur a fee.  You will, however, under these circumstances be required to submit a new dissertation.

  If this first submission resulted in a failed module mark, you may choose not to complete a new research project or dissertation to avail of the second assessment opportunity for full marks, but instead choose to resit the module for a capped mark by revising and resubmitting the original dissertation by the deadline advised by your School.

  Your dissertation supervisor should be available to provide advice and support on the implications of each option.

• If I take a second opportunity at an assessment at a later date for full marks, will this delay the award of my Master’s?

  If you have achieved or been assigned marks for all of your modules, you will be awarded your Master’s, subject to having met all relevant academic and professional requirements. If you then take a second opportunity at an assessment after this point which results in an improved module mark, we will issue you with a new degree parchment if the improved module mark results in a higher degree classification.

  If you deferred assessments and the Board was unable to assign you a module mark, we will not be able to award your Master’s until after you have completed your assessments.

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 was 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  or returning from temporary withdrawal after 23 March 2020, but including those re-registering as a returning student), in all years of study and including those on thesis only status, will be eligible to for 3 additional months of registration (6 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, your School will ensure that this additional period of study is activated on your behalf at that point. If you are in need of this time, it can be added by making a request to your School.  

   PGR students do not have to make a case for their work having been impacted by the pandemic. It is available to everyone who needs it. In order to avail of this extra time, you must raise with your School that you need it when you are coming to the end of your funding or normal period of studies (normally 3 years), either at your Annual Progress Review (APR), or by contacting the School Postgraduate Office outside of APR time. 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, you have a 3 additional months of registration at the end of your 12 month period (15 months total).  

  • What if I have changed status since the end of March, and already paid a fee? 

  If you have come to the end of your funding or changed status to Thesis Only since 23rd March, and already paid for your registration, then please contact your School. They will make arrangements with Student Registry (pgr.records@qub.ac.uk) to put in place the 3 months without charges, refunding payments where appropriate. Students who need 3 months’ extension to complete their research should have this applied before moving to Thesis Only status. 

  • 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 the three 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 the three months without fees when you reach the end of your funding or normal period of studies. 

  • 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 3 month FTE extension also applies to students completing corrections post-viva from 23rd March. 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 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 
  • Physical Education Centre for individual exercise 
  • McClay Library 
  • Graduate School 
  • Student Guidance Centre 
  • Students’ Union (inc. Advice SU, Student Representation, Clubs & Societies) 

  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 the Semester 1 programme 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?

  Over the summer, the Postgraduate Awards team requested applications for an extension of up to 3 months from students awarded stipend and fees, within the timeframe defined by the DfE (funding due to complete 1 March 2020 to 31 March 2021). Students on DfE-funded research grants have now also been included in this process. If you are within this category, you should have submitted a reply to the Postgraduate Awards team, and have had confirmation relating to this request. 

  Stage 2 is for students who fall within the same eligibility timeframe, and have had significant impacts on their research requiring potentially more than 3 months’ extension. There is a limited amount of further funding available, so further applications are invited to give more detail about impact and relating that specifically to the time being requested. Your School should have been in contact with you to provide details of the application process. These applications are being considered initially by the School Postgraduate Research Committee, then at Faculty level to ensure consistency and comparability of requests, and finally at institutional level. The PG Awards team is aiming to communicate outcomes of Stage 2 by early December 2020. 

  This funding extension is only available to students on full-time study, and cannot be offered to those registered as Thesis Only / part-time. The extension will provide funding only for fees and stipend payments, not RTSG or any ‘top up’ fees provided by other funders.  

• 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. 

  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 a 3 month extension without charges or fees. 

  The Graduate School is working with the Students’ Union to offer a small number of grants provided by Santander to research students experiencing specific hardship due to Covid-19 situation.  

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

• 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.

  Those students who are here on a Tier 4 student visa will need to get advice from International Student Support immigration@qub.ac.uk on the impact of a temporary withdrawal on our ability to continue to sponsor your studies

• 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?

  Provisions have been made for students to access equipment for working remotely where they do not have equipment available. If you have equipment or specialist software needs, discuss with your Supervisor / Director of Graduate Studies, who can raise with Information Services.

• 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.

• 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.

• 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 copy 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 for legitimate reasons, the School should arrange to submit the hardbound thesis on the student’s behalf. Students arranging printing of their hard bound thesis through CDS can arrange for it to be delivered to Student Registry by CDS. 

  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.

COVID-19 Emergency Precautionary Suspensions

• COVID-19 Emergency Precautionary Suspensions Student Guidance and FAQs

   

  Given the current health emergency and the increase in transmission of the virus, the Vice-Chancellor has approved amendments to the Conduct Regulations. These amendment make provision for students to be suspended with immediate effect for a period of 14 days, if the University receives notice of a COVID breach by a student, from the PSNI, or if there is evidence of a significant breach of government regulation and / or Public Health Agency guidance in relation to COVID-19, on the part of a student. 

  The Vice-Chancellor’s communication to all students, which outlines your responsibilities and the change to the Conduct Regulations, can be found at:

  https://www.qub.ac.uk/News/Allnews/UniversityStatementAnti-SocialBehaviour.html

  The Conduct Regulations can be found at:

  https://www.qub.ac.uk/directorates/AcademicStudentAffairs/AcademicAffairs/GeneralRegulations/ConductRegulations/.

  In particular, regulation 7.3 makes provision for emergency precautionary suspension following a Penalty or Prohibition Notice, or evidence of significant breach of the regulations and / or guidance.

  The University understands that such suspensions will result in missed classes, and may result in missed assessments or compulsory teaching sessions. However, it should be noted that any implications of this nature are an unfortunate consequence of the student’s breach of the Conduct Regulations.

  In order to assist students navigating through this process, a set of frequently asked questions have been answered below.

• 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 1 Penalty Notice and/or a COV 2 Prohibition Notice from 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 (either in person or virtually) or engaging with any online learning; you will be blocked from accessing Canvas.
  • 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 1 and COV 2 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.

  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).

• 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.

• 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 Penalty Notice (COV 1 notice), a Prohibition Notice (COV 2 notice) or evidence of significant breach of the government regulations and / or Public Health Agency Guidance.

  However, if a Penalty Notice or Prohibition 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 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.

• Can I access online teaching/learning materials whilst suspended?

  No. Under the terms of the emergency precautionary suspension, you are prohibited from attending class or engaging with any online teaching. Access to Canvas will be denied for the duration of the suspension and you will not be sent teaching materials by other means (e.g. email).

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

• What happens if I miss an assessment whilst suspended?

  If you miss an assessment (first sitting) whilst suspended, you will be granted the opportunity to take the assessment at the next available opportunity (usually during the supplementary assessment period in August). 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 miss compulsory sessions whilst suspended?

  Inevitably, students will miss classes 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 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.
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  You must co-operate fully with the disciplinary investigation; failure to do so may constitute a further disciplinary offence.

• 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