pgr welcome book 2015-2016

GENERAL INFORMATION

For Research Students entering the School of Civil Engineering in the session 2015/2016

CONTENTS

SECTION

1 Welcome Letter 2 Civil Engineering Forms To Complete 3 University’s Ethical Review Process 4 Procedures for Research Students 5 Council Tax Exemption 6 Computing Facilities 7 Main Library and Information Services 8 Room Bookings 9 Supervision

10 Monthly Supervision 11 Student Guide on Protecting Immigration Status

(Tier 4 students) 12 Mentors 13 Authorised Absence 14 Leave of Absence Request Form 15 Guidelines on Undergraduate Teaching by Postgraduate

Students 16 Writing Up Status and Continuation Fee 17 Submission and Examination of Research Degree Theses 18 Map of the Civil / Mechanical Engineering Building

September 2015

Postgraduate Office School of Civil Engineering University of Birmingham Edgbaston Birmingham B15 2TT United Kingdom Telephone: 0121 414 4160

Dear Research Student We are pleased to welcome you to the University of Birmingham and the postgraduate research family of Civil Engineering. The information contained in this folder is designed to help you feel at home in your new environment as quickly as possible. The first section contains information mainly pertinent to Civil Engineering, the others deal with University-wide matters. Inevitably your energy will be devoted largely to your research project and you will soon form a close relationship with your supervisor to define a programme of work to enable you to achieve your research degree within the time-scale allocated (e.g. three years for a full-time PhD). Each supervisor has an individual approach to research and it is important that student and supervisor establish a modus operandi agreeable to both. Whatever way of working is adopted by the student, there are formal procedures in place to monitor progress and to ensure that suitable actions are taken. A thriving postgraduate research activity is very important to us and your wellbeing is our concern. We are committed to making your stay here as rewarding and pleasant as possible. You will find in the notes that a number of people are available to be of help to you. Please feel free to contact them if you need advice or help. We look forward to your success in Civil Engineering. Professor M Tight PGR Tutor

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FORMS TO COMPLETE

CIVIL ENGINEERING

NEW RESEARCH STUDENT

REGISTRATION FORM

SURNAME (Family Name): FORENAME(S): ID NUMBER: NATIONALITY: LEAD SUPERVISOR: SECOND SUPERVISOR: DEGREE STUDYING: DATE OF ENTRY: ROOM NUMBER: INTERNAL TELEPHONE NUMBER: LOCAL ADDRESS: HOME TELEPHONE NUMBER: MOBILE TELEPHONE NUMBER: EMAIL ADDRESS*: * This is very important as it is the standard way of communicating with you. To be completed and returned within 2 weeks of arrival to Helen Booth, Research Administrator, Postgraduate Office, Room G45.

SCHOOL OF CIVIL ENGINEERING

Avoiding Plagiarism: A Learning Contract

I acknowledge that, as a student of this University, I should work to develop my understanding of plagiarism; its meaning, significance and implications. I agree to participate in the provision made available by the University and my School to develop good academic practice and an understanding of ways of referencing the work of others. I agree to take steps to avoid plagiarism, including seeking information on the rules and practices related to plagiarism which apply to my work. I agree to adhere to the University’s code of values and to observe the rules on good academic citizenship. I accept that unacknowledged use of the work of others and presenting that work as my own represents cheating and, as such can lead, in some circumstances to me being required to leave the University. In return the School which has principal responsibility for my programme:

• Will provide learning opportunities within the programme to develop awareness, at a level appropriate to the stage of study, of how to avoid plagiarism and its implications.

• Will respond to reasonable requests for clarification on what constitutes plagiarism and

for advice on how to avoid it.

• Will provide a statement(s) which sets out how to prepare and present assessed work.

Signed…………………………………… (Student) Dated………………………… (Print Name)…………………………….. ID No: ………………………………….. Signed…………………………………… (Supervisor) Dated………………………… (Print Name)…………………………………………………

To be returned to Helen Booth, Postgraduate Office, Room G45, Civil Engineering.

FINANCE INFORMATION SHEET FAMILY NAME

FIRST NAME(S)

ID Number

DEPARTMENT

SUPERVISORS

EMAIL ADDRESS

CONTACT TELEPHONE NUMBER

Bench Fee To Be Paid (Amount, if applicable – will be stated on offer letter)

Please delete as appropriate

Annual Payment One Off Payment

Please complete in the box below how you will be paying your tuition fees (for example, self, EPSRC, overseas government). How Funded? (e.g. self, EPSRC, overseas government)

Name and Address of Sponsoring Body

Reference Number of Grant

Once completed, please return to Helen Booth, Postgraduate Office (Room G45) in Mechanical and Civil Engineering Building.

CIVIL ENGINEERING

WELCOME FILES

SURNAME (Family Name): FORENAME(S): ID Number: I confirm that I have read and understood the information contained in the Welcome Files and will abide by the terms and conditions set out by the School and University. Signed: …………………………………………………………… Date: ……………………………………………………………... To be returned to Helen Booth, Research Administrator, Postgraduate Office, Room G45, Civil and Mechanical Engineering.

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UNIVERSITY’S ETHICAL REVIEW PROCESS

How to Apply for Ethical Review for a New Postgraduate Research (PGR)

Student Project

All new PGR student projects undertaken by PGR students first registered as from

1st September 2008 will be subject to the University’s Ethical Review Process. The

University’s Ethical Review Process will replace any previous arrangements for the

ethical review of PGR student projects at School/College level.

Step 1 – Self Assessment

The online ethical self-assessment form should be completed by the student’s

supervisor in discussion with the student for all new PGR student projects.

The self-assessment form should be completed before the start of any substantive

research (including pilot studies, but excluding literature review). At the latest,

ethical approval should have been sought by the end of year 1 for full-time PGR

students (pro-rata as appropriate for part-time students). The end of year 1 progress

review should record whether ethical approval has been sought.

If the Self Assessment Form indicates that no further ethical review is required, then

ethical review is completed and work can then begin on the project. If the Self

Assessment Form indicates that further ethical review is required, the academic

supervisor (in consultation with the PGR student) should continue to step 2 below and

complete an Application for Ethical Review.

For ESRC funded projects, funds will not flow until ethical approval has been

confirmed. Therefore, if an Application for Ethical Review is required, funds will not

be released until this has been reviewed and approved by the relevant Ethical Review

Committee.

Fill out the Self-Assessment Form online.

Step 2 – Completion of Application for Ethical Review

If the Self Assessment Form indicates that further ethical review by one of the three

University Ethical Review Committees is required, the academic supervisor (in

consultation with the PGR student) must initiate the second step of University ethical

review by downloading the Application for Ethical Review Form, completing it and

submitting it to the Research Ethics Office, via email.

Please note that if an AER is required it should be completed by the supervisor in

consultation with the PGR student, and submitted by the supervisor.

Step 3 – Review by University Committee

Following the electronic submission of the Application for Ethical Review by the

supervisor, the third step of the University ethical review process consists of the

review and approval by one of the University Ethical Review Committees (ERC).

Once the ERC has made a review decision on an application, the decision is then

notified to the supervisor and PGR student.

https://www.intranet.bham.ac.uk/rcs/saf.shtml

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PROCEDURES FOR RESEARCH STUDENTS

PROCEDURES FOR RESEARCH STUDENTS

The Research Administrator, Miss Helen Booth, Room G45 (Extension 44160) will arrange for you to meet your supervisor(s) and help with arranging office accommodation within the School. Please return the Registration Form to Miss Booth within 2 weeks of your arrival. Subsequent changes of address/other contact details should be notified to Miss Booth as well as any change in your circumstances relating to your research activities in the School (e.g. change of room/internal telephone number/email address, commencement of writing-up period, imminent viva, intention to leave, change in status, etc). A swipe card system is in place for access to the building out of hours. Whilst on the subject of rooms, it is accepted that people will want to bring their own electrical equipment into the School, such as kettles, heaters, etc (especially during the winter months). If you bring any items of electrical equipment into the School, you must contact Mr Peter Thornton, Room G63 (Extension 44207), so that he can inspect and test them before they are put to use. Please note that electric toasters are not allowed in the building and will be removed. Pigeon holes for research students’ mail are situated between the F59A and F59B research rooms and the normal procedure is for researchers to collect their own mail. The pigeon holes are in alphabetical order. When you quote your correspondence address, it is useful to put your first name, surname, department and you must also include your room number. Provision of a room, desk, filing cabinet, etc, together with access to photocopying and computing facilities should be arranged through your supervisor(s). In the case of fire, when an alarm will sound please leave the building as quickly as possible and assemble at the front of the building. If you have an accident and/or require first aid, please inform one of the School’s first aiders. Their names and contact details can be found on noticeboards around the building. Thefts are not unknown in the building therefore please keep your property (particularly wallets, purses, cash, mobile telephones, laptop computers, etc) and valuable University equipment secure. You are advised to obtain property insurance for personal belongings as they are not covered by the University policy. Many of you will be involved in experimental work which has health and safety implications. The School’s Health and Safety Policy is available from the School’s Safety Officer (Laboratory, Extension 45094). You must register on-line as soon as possible upon arrival. This can be done via www.my.bham.ac.uk.

You will have been informed who is to be your principal supervisor and who will be your second/joint supervisor. The principal supervisor is normally the person responsible for the overall direction of your research project. The second supervisor may share this responsibility on a joint basis or may act in a more pastoral role. Your principal supervisor will clarify the situation for you. You will also have the opportunity to meet a mentor.

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COUNCIL TAX EXEMPTION

Council Tax > Who is council tax exempt?

For a detailed list of who is exempt from paying council tax, it's worth having a look at the official criteria on the Directgov - Life at University web pages, as well as the information here.

Who is exempt from paying council tax?

Only full-time registered students are exempt from paying council tax, and even then there are circumstances that may affect this.

Generally, you are classed as council tax exempt if you are a full-time student living in a property on your own, or with solely other full-time students. In these circumstances, your household would not pay any council tax.

Who is considered a full-time student for council tax purposes?

You are usually considered to be a full-time student for council tax purposes if you are:

• enrolled on a course for at least one academic year • required to attend for at least 24 weeks out of the year • and if your course involves at least 21 hours a week of study, tuition or work experience (or a

combination of these things)

If you're unsure, its best to contact your council directly.

What if I live with someone who is not a student?

The rules are different if you live with someone who's not a full-time student - but your household could still get a discount.

Generally, the presence of one non-student renders the whole house liable for 75% council tax. How this is paid is up to the people in the house, but you shouldn't assume that because you're a student you don't have to pay. It's well worth sitting down with your house mates and discussing the options available to you.

To apply for your discount, you will still need to complete the appropriate self exemption form.

Writing-up students

Full-time research students who are in the process of writing up their thesis may be liable for paying council tax. You should contact your local council to determine whether or not you will remain exempt. You certainly shouldn't assume that you will be exempt, even if you were before you started writing up. More information is available in the writing up students Knowledge Base article.

Contacting your council

If you need to contact your local council you'll be able to find their details on the Directgov Local Council Directory.

http://www.direct.gov.uk/en/EducationAndLearning/UniversityAndHigherEducation/LifeAtUniversityOrCollege/DG_071488

https://universityofbirmingham.service-now.com/kb_view.do?sysparm_article=KB10867

https://universityofbirmingham.service-now.com/kb_view.do?sysparm_article=KB11404

http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm

http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm

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COMPUTING FACILITIES

COMPUTER PROVISION

On arrival you should discuss with your supervisors your computer requirements and they will ensure that you will be supplied with the equipment necessary to undertake your research.

Version 3.0 17/05/2012 © University of Birmingham 2012

GENERAL CONDITIONS OF USE OF COMPUTING AND NETWORK FACILITIES

University of Birmingham General Conditions of Use of Computing and Network Facilities

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© University of Birmingham 2012

CONTENTS 1. Introduction and Scope .............................................................................................................................. 3

2. Data Protection Act 1998 ........................................................................................................................... 4

3. Licence Registration and Prevention of Piracy ....................................................................................... 5

4. Commercial Exploitation of Inventions/Intellectual Property ............................................................... 6

5. Security of Computer Information ........................................................................................................... 7

6. Use of Social Media (Blogs, Wikis, Forums, Email, etc.) ........................................................................ 8

Introduction and Scope ........................................................................................................................... 8

Rules ....................................................................................................................................................... 8

The Use of Social Media in Courses or Teaching ................................................................................ 10

Moderation ........................................................................................................................................... 10

Complaints ............................................................................................................................................ 10

7. General Conditions Relating to Use of Systems ..................................................................................... 11

8. Consent to Intercept and Disclose Data .................................................................................................. 12

9. Disciplinary Offences ............................................................................................................................... 13

General ................................................................................................................................................. 13

Hacking and Viruses ............................................................................................................................. 13

Infringement of Software Licences and Copyright ............................................................................... 13

Offensive, Indecent and Defamatory Material and Messages .............................................................. 14

Disciplinary Offences ..................................................................................................................... 14

Exceptional Circumstances ............................................................................................................. 14

Network Management and Network Security ...................................................................................... 14

Wilful Damage ..................................................................................................................................... 14

Unsolicited Bulk Email ........................................................................................................................ 14

Harassment ........................................................................................................................................... 15

Access to Data ...................................................................................................................................... 15

Impersonation ....................................................................................................................................... 15

Disciplinary Offences Committed External to the University .............................................................. 15

Further Action ...................................................................................................................................... 15

10. Other Matters ........................................................................................................................................... 16

University Liability .............................................................................................................................. 16

Additional Information ......................................................................................................................... 16

11. Centrally-Provided Computing Facilities .............................................................................................. 17

Introduction and Scope ......................................................................................................................... 17

Registration and Use ............................................................................................................................. 17

12. Equipment ................................................................................................................................................. 18

13. Further Conditions ................................................................................................................................... 19


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1. INTRODUCTION AND SCOPE

1.1. The General Conditions of Use of Computing and Network Facilities is one of a suite of

documents which forms part of the University’s Information Security policy. The

provisions of the General Conditions of Use of Computing and Network Facilities are

required to be observed by all members of the University, and constitute part of the

Conditions of Employment for all Staff.

1.2. This Code applies to all Staff, Registered Students and third parties such as collaborating

organisation, external contractors, contingent workers, and other contributors, having

access to the University’s information resources, computing and/or network facilities.

1.3. For the purposes of Ordinances on Student Discipline, these Conditions of Use have the

status of a Code of Practice approved by Council (Ordinance 5.5.2 (i) and 5.6.3 (a) (i)).

1.4. Unless otherwise stated, the Conditions of Use apply to all computer users and to all

computer equipment within or operated by the University and its contractual associates.

1.5. In these Conditions of Use, 'computer', 'computer system' and 'network' mean those that

fall into one or more of the following categories:

i. the property of the University or leased/rented to it;

ii. on loan to the University from third parties;

iii. the property of parties to University contracts located within the University, or

attached to University computers, computer systems or networks;

iv. used within the University network, irrespective of ownership;

v. used to gain access to University computing and network facilities or systems,

irrespective of ownership, and 'computing and/or network resources' includes any

such property.

1.6. The University Network includes all communication equipment which transmits

information electronically.

1.7. Section 11 defines Conditions of Use particularly relevant to centrally-provided computing

and information facilities.


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2. DATA PROTECTION ACT 1998

2.1. All members of the University shall comply with the requirements of the Data Protection

Act 1998 ("the Act"). The Act enunciates eight principles relating to the collection,

storage, processing, and disclosure of personal data:

i. data shall be obtained and processed fairly and lawfully;

ii. data shall only be held for specified and lawful purposes;

iii. data shall not be used or disclosed except in accordance with the Act;

iv. data shall be adequate, relevant and not excessive for those purposes;

v. data shall be accurate and up-to-date;

vi. data shall not be kept any longer than necessary;

vii. an individual has the right, at reasonable intervals and without undue delay or

expense, to know what personal data may be held about him/her, to access those

data, and (where appropriate) to have those data corrected or erased;

viii. security measures shall be taken to prevent unauthorised access to data and to

prevent accidental loss or damage.

2.2. It is a criminal offence to disclose another individual’s personal data, unless the disclosure

is with consent or is allowable by one of the specified limited circumstances described in

the Act.

2.3. Every person considering the collection, storage or use of personal data must consult the

University Data Protection Officer before such collection, storage or use, and must follow

the registration procedure adopted by the University. This applies irrespective of the

ownership of the computer on which it is intended to store the data.

2.4. All members of the University must comply with the University's Data Protection Policy

available at:

http://www.legalservices.bham.ac.uk/data_protection_policy/

http://www.legalservices.bham.ac.uk/data_protection_policy/


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3. LICENCE REGISTRATION AND PREVENTION OF PIRACY

3.1. All licences concerning hardware and software must be registered with the University and,

where appropriate, signed by an authorised signatory within the College, School or Budget

Centre.

3.2. Where software has been electronically downloaded from IT Services computer systems

requiring authentication, the user must read and comply with the licensing conditions for

that software, and the act of downloading indicates acceptance of the licensing conditions

pertinent to that software.

3.3. Similarly, where software has been electronically downloaded from elsewhere, such as the

Internet, the act of downloading indicates acceptance of the licensing conditions pertinent

to that software. Before downloading the software the user must ensure that the licensing

conditions have been read and do not conflict with University policy or interests.

3.4. Where software is required by University staff, any legal queries must be referred to Legal

Services prior to downloading.

3.5. Registration and signature will occur at Budget Centre or University level depending on

the nature of the licence.

3.6. All persons who are licensed to use software or who control access to any computing

and/or network resources must take reasonable care to prevent the illicit copying and use

of software and documentation.

3.7. No person shall introduce any software or other material requiring a licence for which a

valid licence is not in place.

3.8. The University reserves the right for access to be granted to computer audit staff without

notice to enable them to check against an inventory of licensed software and hardware.

Any unlicensed software or hardware or illicit copies of documentation will be removed by

such audit staff and reported to the Director of IT Services, who may initiate disciplinary

proceedings.


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4. COMMERCIAL EXPLOITATION OF INVENTIONS/INTELLECTUAL PROPERTY

4.1. The commercial exploitation of software or hardware developed using University

computing and/or network resources must be referred to the University's Licensing

Manager for the proper construction of a Licence, in accordance with the Terms and

Conditions of Employment or, for students, in accordance with Regulation 5.3 or other

such regulation as may be in force from time to time.

4.2. As specified in Regulation 5.3, copyright in software produced or developed by students

will be assigned to the University. Students will, in consideration of such assignments, be

afforded the same rights as members of staff as laid down in the University Regulation

'Patents and the Exploitation of Inventions'.


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5. SECURITY OF COMPUTER INFORMATION

5.1. All persons responsible for computer equipment of any kind must take adequate

precautions to ensure that the physical environment is secure in order to prevent illegal

access to equipment and/or theft. The level of physical security must be appropriate to the

type and location of the equipment.

5.2. In all instances where sensitive information of any kind is held, irrespective of whether or

not Data Protection legislation applies, every effort must be taken to ensure that adequate

security measures are in place.

5.3. All information must be stored appropriately to guard against media or mechanical failure.

A suitable backup strategy and implementation must be adopted, appropriate to the type

and location of the equipment.

5.4. All computer procedures and data are subject to review by the University's Internal and/or

External Auditors without notice, and in particular the Internal Auditor is responsible for

periodically reviewing adherence to information security policy and assessing the

appropriateness of security measures at a local level.

5.5. Further guidance on security of information and what constitutes reasonable measures

appropriate to various types of computer equipment can be found in the University’s

Information Security policy and associated Codes of Practice and Standards.


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6. USE OF SOCIAL MEDIA (BLOGS, WIKIS, FORUMS, EMAIL, ETC.)

INTRODUCTION AND SCOPE

6.1. Social media offer exciting and innovative ways for the University to expand and elevate

its presence and to publicise, enhance and promote the positive activities of the University,

its staff and its students. It also provides a medium through which to promote healthy

academic debate about controversial subjects or areas of research. The University wholly

supports and encourages the use of these media for such purposes by its staff and students

subject to the rules outlined in this section and the principles of Academic Freedom as

defined in the University’s Statutes (Ordinance 3.18).

6.2. This section applies to all forms of social media and, for the avoidance of doubt, includes

email. For the purposes of this policy, social media is defined as personally-provided

material which is made available through web-based and other means over public and

private networks. This would include collaborative projects, wikis, blogs, microblogs,

content communities, social networking, virtual worlds, email, and any other media

sharing similar characteristics.

6.3. This section applies to the use (“use” or “using”, for the purpose of this policy, means

providing, posting, uploading, inputting, sending, submitting, commenting or using) of

social media when the content (including links) refers to or is related to the University and

its activities or the University’s staff or students or their activities, whether indirectly or

directly. It applies whether a person is using this form of media for University purposes or

other purposes, whether a person is acting independently or as part of a group, whether a

person is acting on behalf of themselves or on behalf of a group or organisation, whether it

is internal or external to the University and whether or not use is authorised or instructed

by the University or its members.

RULES

6.4. The author of the particular form of social media, for example a blog, is solely responsible

for its content including the monitoring and checking of comments made on it by others.

6.5. Unless specifically stated, all views and opinions expressed by members of the University

(within social media) are the individual's own, and do not reflect any official position of

the University of Birmingham. The author must make it clear that they speak on their own

behalf. The University will not be responsible for or hold any ownership over the content.

6.6. The University may make an exception to this rule in specific circumstances from time to

time by giving written authority to a member of staff to use this form of media for

University purposes. Written authority in accordance with this paragraph will be given by

the Director of External Relations or nominee.


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6.7. Social media content must not refer to or include material or information that:

i. is in conflict with, or jeopardises, the University’s interests, is in any way

inconsistent with the individual’s contractual duties to the University or is in

pursuance of unauthorised commercial activities;

ii. may damage the reputation of the University of Birmingham or any of its

members;

iii. unfairly criticises, communicates grievance, complaint or discontent, with the

University or any of its staff or students;

iv. publicly attacks an individual or organisation, whether or not that individual is a

member of the University;

v. may cause annoyance, anxiety, offence, upset or harm to another individual or

which may constitute bullying or harassment as defined in the University’s

Harassment and Bullying Policy accessible at:

http://www.equality.bham.ac.uk/policy/Policies/Harassment__Bullying_Policy.pdf

vi. may be defamatory, pornographic, obscene, indecent, offensive, threatening,

injurious or objectionable save where there are Exceptional Circumstances as

defined in paragraphs 9.8 i, 9.8 ii or 9.8 iii below;

vii. discriminates or is in breach of the University’s Fairness and Diversity Policy

accessible at:

http://www.equality.bham.ac.uk/policy/Policies/Fairness__Diversity_Policy.pdf

viii. is confidential to the University, or its members;

ix. constitutes personal data regarding the University of Birmingham’s students or

staff and/or the publication of which would constitute a breach of the

University’s Data Protection Policy, accessible at:

http://www.legalservices.bham.ac.uk/documents/Data_Protection_Policy._Dec_2007.pdf

x. invades an individual’s privacy or seeks to impersonate another individual,

organisation or entity, whether real or fictitious;

xi. the use of which constitutes a misappropriation or infringement of intellectual

property rights;

xii. is in breach of the University’s Codes of Practice on Plagiarism accessible at:

http://www.as.bham.ac.uk/legislation/docs/COP_Plagiarism.pdf

for students, and:

https://intranet.birmingham.ac.uk/hr/documents/public/plagiarism-staff.pdf

for staff.

xiii. endorses or promotes any product, opinion, or cause, or represents personal

opinions as endorsed by the University of Birmingham or any of its members,

without express written authority from the Director of External Relations or

nominee;

http://www.equality.bham.ac.uk/policy/Policies/Harassment__Bullying_Policy.pdf

http://www.equality.bham.ac.uk/policy/Policies/Fairness__Diversity_Policy.pdf

http://www.legalservices.bham.ac.uk/documents/Data_Protection_Policy._Dec_2007.pdf

http://www.as.bham.ac.uk/legislation/docs/COP_Plagiarism.pdf

https://intranet.birmingham.ac.uk/hr/documents/public/plagiarism-staff.pdf


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xiv. is in breach of the University’s Code of Practice for Research, accessible at:

http://www.birmingham.ac.uk/Documents/university/legal/research.pdf

xv. may constitute or incite criminal activity.

6.8. Nothing in this paragraph 6.7 is intended to have the effect of limiting academic freedom

as defined in Ordinance 3.18 of the University’s Statutes.

THE USE OF SOCIAL MEDIA IN COURSES OR TEACHING

6.9. Social media provides a useful and creative tool through which to promote and facilitate

learning. Any person who uses social media as an educational medium must provide

students with clear instructions regarding how they are to use and contribute to it as part of

their learning experience, including the application of this Code of Practice.

MODERATION

6.10. In normal circumstances, the University does not screen, moderate, approve, review or

endorse the particular content of social media except where express written authority is

given and a written exception is expressly identified by the University.

COMPLAINTS

6.11. Any complaints or concerns about content on these forms of media may be directed to IT

Services via email at [email protected] .

6.12. The University will respond to claims pertaining to material which is in breach of this

policy by immediately removing any content. If the material is on a system to which the

University does not have the necessary access to remove the content, the author or

information owner will be required to remove it. Failure to remove the material may

constitute a disciplinary offence.

6.13. The material may be reposted once the claim is evaluated if not found to be in breach of

this Code or general law.

http://www.birmingham.ac.uk/Documents/university/legal/research.pdf

mailto:[email protected]


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7. GENERAL CONDITIONS RELATING TO USE OF SYSTEMS

7.1. Every person who connects to and uses computing and/or network resources owned or

controlled by the University shall abide by these General Conditions of Use, the University

of Birmingham Information Security Policy and associated Codes of Practice and

Standards, as well as satisfying the registration conditions currently in force in respect of

the Budget Centre(s) controlling the use of the equipment or associated facilities.

7.2. The provisions in any local Conditions of Use which may be drawn up shall not override

the provisions within the General Conditions of Use of Computing and Network Facilities.

7.3. University computing and/or network resources are provided for University purposes

which means those concerned with undergraduate, postgraduate or other courses, research,

personal education, development, administration, or other work authorised by the

appropriate Head of Budget Centre.

7.4. Persons connecting to and using computing and/or network resources external to the

University must abide by any conditions of use and satisfy any registration conditions

imposed by the external agency, such as the JANET UK Acceptable Use Policy.

7.5. All users must act so as to cause as little inconvenience or nuisance to other users as

possible and must co-operate with other users to ensure equitable use of shared resources.


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8. CONSENT TO INTERCEPT AND DISCLOSE DATA

8.1. All users of University information facilities consent to the examination, monitoring or

interception of data, communications or contents of computers by the University for lawful

purposes whenever deemed necessary, together with the authority to pass such data to third

parties, either as required by law or to fulfil the University's contractual obligations. This

work is normally carried out by IT Services, on behalf of the University, in order to meet

operational and security needs of the University and related investigatory activities. The

lawful purposes may include:

i. Compliance with legal obligation;

ii. Prevention or detection of crime;

iii. Prevention or detection of misconduct;

iv. Investigation of alleged misconduct;

v. Determining if communications are relevant to the University where an

employee is absent, for whatever reason;

vi. Establishing whether the use of the email system or the Internet is legitimate and

in accordance with the Information Security policy and its associated Codes of

Practice and Standards; or,

vii. Ensuring the effective operation of email and Internet facilities.


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9. DISCIPLINARY OFFENCES

GENERAL

9.1. Breach of the Conditions of Use is a disciplinary offence that may result in the suspension

of access to the University computing and/or network facilities, and further disciplinary

proceedings. The following are also disciplinary offences:

i. Incitement to conduct leading to a breach of any provision of these General

Conditions of Use shall itself constitute a disciplinary offence;

ii. Failure to comply with relevant local or international legislation while using or

accessing the University computing or networking facilities constitutes a

disciplinary offence;

iii. Failure to comply with the conditions of Section 11 (Centrally-Provided

Computing Facilities) is also a disciplinary offence.

HACKING AND VIRUSES

9.2. Any person who wilfully and knowingly gains unauthorised access to a computer system

or attempts to disable a computer system commits a disciplinary offence.

9.3. Any person who wilfully, knowingly and without authorisation introduces or attempts to

introduce malware or other harmful or nuisance program or file, or to modify or destroy

data, programs or supporting documentation residing on, or existing internal or external to

a computer, computer system or network commits a disciplinary offence.

9.4. Any person who wilfully, knowingly and without authorisation denies access or attempts

to deny access or otherwise interferes with the legitimate operation of computers or

computer systems, or uses any University computer, computer system or network to carry

out such actions against an external computer system, commits a disciplinary offence.

INFRINGEMENT OF SOFTWARE LICENCES AND COPYRIGHT

9.5. Any person who wilfully, knowingly and without authorisation uses a computer, computer

system or network to access, disclose, publish, take or copy programs data or supporting

documentation or any other material or attempts to do so in infringement of intellectual

property rights, licence conditions, contractual rights, copyright or confidentiality,

wherever the act occurs, commits a disciplinary offence.

9.6. Where the University is rendered liable for any damages from such infringement, the

University reserves the right to recover such damages from the person infringing the

intellectual property rights, the licence conditions, the contractual rights, copyright or

confidentiality.


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OFFENSIVE, INDECENT AND DEFAMATORY MATERIAL AND MESSAGES

DISCIPLINARY OFFENCES

9.7. Any person who knowingly and without authorisation uses a computer, computer system

or network to access or carry out any of the following activities commits a disciplinary

offence, unless they are carried out under the provisions stated in “Exceptional

Circumstances” below:

i. the creation, storage or transmission of any offensive, obscene or indecent

images, data or other material;

ii. the creation, storage or transmission of material which is designed to or is likely

to cause annoyance, inconvenience, distress or needless anxiety;

iii. the creation, storage or transmission of defamatory material.

EXCEPTIONAL CIRCUMSTANCES

9.8. Activities described in the preceding paragraph may be allowable if performed by:

i. Staff specifically designated by the Director of IT Services to investigate security

and other incidents, when their activities are in connection with those incidents

ii. Staff in the course of their recognised research, provided such research has been

made known in advance to the Director of IT Services

iii. Students in the course of their supervised research provided such research has

been approved in advance by the Director of IT Services.

NETWORK MANAGEMENT AND NETWORK SECURITY

9.9. Any unauthorised person who attempts to monitor traffic on the University Network or any

person who attempts to connect an unauthorised device with the intention of monitoring

traffic (i.e. eavesdropping) commits a disciplinary offence.

9.10. Any person who knowingly enters a restricted area without authorisation commits a

disciplinary offence. For the purposes of this condition, restricted area includes all ducting

and other containments or conduits carrying network equipment or cables.

WILFUL DAMAGE

9.11. Any person who negligently or by any wilful or deliberate act jeopardises the physical

integrity of any computing and/or network resource, computer equipment, associated

environmental conditioning equipment or physical network and power connections

associated accommodation commits a disciplinary offence.

UNSOLICITED BULK EMAIL

9.12. Any person who sends unsolicited bulk email commits a disciplinary offence, unless it is

for official University purposes, or being sent to a mailing list which has been set up with

the consent of the list members and the email is consistent with the purpose of the mailing

list. Care must be taken to ensure compliance with The Privacy and Electronic

Communications (EC Directive) (Amendment) Regulations 2011, the Data Protection Act

1998, and other such legislation, as may be enacted from time to time.


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HARASSMENT

9.13. Anyone who uses University computer and computer network facilities in order to carry

out or facilitate racial, sexual or any other form of harassment commits a disciplinary

offence.

ACCESS TO DATA

9.14. Anyone who wilfully and knowingly acts to impede a security, disciplinary or operational

investigation commits a disciplinary offence. This includes the removal or destruction of

relevant data or hardware and/or withholding passwords and encryption keys.

IMPERSONATION

9.15. Anyone who wilfully, knowingly and without authorisation makes use of a computer,

computer system or network in order to impersonate another individual, company or

entity, whether real or fictitious, commits a disciplinary offence.

DISCIPLINARY OFFENCES COMMITTED EXTERNAL TO THE UNIVERSITY

9.16. Any person who wilfully, knowingly and without authorisation uses any computer,

computer system or computer network originating in the University or connecting to any

University computer, computer system or network to commit any of the actions listed

above on a computer, computer system or network external to the University commits a

disciplinary offence.

FURTHER ACTION

9.17. In addition to any other disciplinary penalties applying to staff and those provided for

under Regulations for student discipline, the University reserves the right to:

i. deny all further access to relevant computer, computer systems and computer

networks indefinitely or for a defined period of time;

ii. recover all reasonable costs howsoever incurred in investigating and subsequent

restitution of computer, computer systems and computer networks resulting from

any actions listed above;

iii. refer any possible criminal action to relevant law enforcement agencies or

authorities.


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10. OTHER MATTERS

UNIVERSITY LIABILITY

10.1. The attention of all members is drawn to the fact that the University will not accept

liability for claims made by third parties arising out of the application and use of data,

information or results obtained from University computing facilities.

10.2. The University accepts no responsibility for the loss of any data or software or the failure

of any security or privacy mechanism.

10.3. Liability will only be accepted by the University for provision to third parties of

computing and network resources where a contract to this effect has been negotiated and

signed by the Registrar and Secretary.

ADDITIONAL INFORMATION

10.4. The University Data Protection Officer is the Director of Legal Services.

10.5. Copies of University Regulations are available on the University's web pages.


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11. CENTRALLY-PROVIDED COMPUTING FACILITIES

INTRODUCTION AND SCOPE

11.1. This Section applies to any 'computer', 'computer system', 'network', or 'service' under the

central management or control of the University through IT Services. All users of such

equipment or services are required to abide by the provisions of this Section, and all

services covered by this Section are also covered by the terms of this document as a whole.

REGISTRATION AND USE

11.2. All use of computing and/or network facilities shall be made on the understanding that the

use is for University purposes, and every registration of a user and subsequent allocation of

computing and/or network resources shall be made on the understanding that use is solely

for the registered user who is allocated the resource. Use shall not be made of resources

allocated to another user unless such use is specifically authorised by the Director of IT

Services. This Code of Practice prohibits a person from allowing a third party to make use

of computing or network facilities in an unauthorised manner.

11.3. Where the University has specifically agreed that a contract or grant will involve the use of

computing and/or network resources without payment, the level of resources to be

provided must be agreed beforehand with the Director of IT Services. Where the

University has specifically agreed that a contract or grant will involve payment for the use

of computing and/or network resources, the rate of payment must be agreed beforehand

with the Director of Finance; and the level of resources with the Director of IT Services.

11.4. Any other registered use may be the subject of a charge, to be agreed upon prior to

registration, the user being personally liable to reimburse such charge. Failure to reimburse

by the date specified will lead to the suspension of access for that use, until reimbursement

is made.

11.5. Inappropriate use made by or authorised by staff or students of computing and/or network

resources may constitute a disciplinary offence and may render the user or authoriser liable

inter alia for reimbursement of charges incurred. This includes any activity which wastes

significant University resources, including time of computer support staff.

11.6. Where registered users are allocated a computer identifier (such as a userID, password or

other form of credentials), they must make all reasonable endeavours to ensure that its

confidentiality and integrity are maintained. Registered users must report any suspected

breach of such security to the Director of IT Services immediately.


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12. EQUIPMENT

12.1. No computer equipment or associated facilities shall be removed from their location

without authorisation. Authorisation must be obtained from the relevant Head of College,

School or Budget Centre or their nominee. Users are responsible for and must take

reasonable care of any equipment loaned to them and may be required to pay the value of

any equipment damaged or not returned.

12.2. Users must not interfere with the use by others of computing and/or network resources. In

the event of suspected misuse of facilities by a user, the Director of IT Services may

temporarily suspend use of or access to computing and/or network resources, pending

further investigation.


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13. FURTHER CONDITIONS

13.1. The above conditions may be supplemented from time to time by conditions relating to

specific equipment made available to members of the University by special arrangement

(e.g. Study Contracts with Computing Suppliers, etc.).

Mr Lee Sanders Registrar and Secretary

May 2012

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MAIN LIBRARY AND INFORMATION SERVICES

INFORMATION SERVICES

Some useful email addresses for information regarding: Library Services - http://www.library.bham.ac.uk/ IT Services - http://www.it.bham.ac.uk/

http://www.library.bham.ac.uk/

http://www.it.bham.ac.uk/

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ROOM BOOKINGS

ROOM BOOKINGS

Research students may need to request a room for a meeting.

**************************** Research supervisors are able to book the following rooms directly: F25 Design Centre Meeting Room David Weale Suite (LF5) ***************************** Other rooms within the Civil and Mechanical Engineering building such as the Lecture Theatres and Basement Rooms have to be booked through Learning Spaces on 46617 or going on to the website at: https://intranet.birmingham.ac.uk/as/learning-spaces/index.aspx Room bookings should be made at least 48 hours in advance.

https://intranet.birmingham.ac.uk/as/learning-spaces/index.aspx

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SUPERVISION

SUPERVISION

I Introduction Regular meetings should take place between you and your supervisor(s). It is natural that different supervisors have different ways of relating to their students, according to character and the nature of the research field. However, there are fundamental requirements that should be observed concerning the responsibilities of all supervisors and to eliminate any misconceptions, these are listed below. • Before accepting a research student, a supervisor should have supervised/co-

supervised at least one project of sufficient depth and academic quality for the degree to which the student ultimately aspires.

• The supervisor should ensure that sufficient resource (equipment, finance,

technical support, etc) is available to enable the research student to undertake the work without undue delay or interruption.

• The supervisor should help the research student to plan his/her work, indicating

milestones where appropriate. • It should be borne in mind that most students have funding for only a limited

period and it is the supervisor’s responsibility to assist their research student to submit his/her thesis on time.

• The supervisor should meet their research student regularly on a weekly / monthly

basis. The Graduate School Supervision Record (Routine) Form GRS2* should be completed each time the supervisor meets the research student with the original copy being placed on the research student’s file in the Postgraduate Office. A minimum of one GRS2 form should be completed every four weeks. It is the responsibility of the student to ensure that sufficient forms have been completed and submitted to the Postgraduate Office. Students with an insufficient number of completed GRS2 forms on file will not be allowed to proceed to the following year of study.

• The Development Needs Analysis should be discussed between the supervisor and

research student and the Development Needs Analysis Form (GRS1A*) must be completed and a copy placed on the research student’s file in the Postgraduate Office.

* The Graduate School forms are available on the web at : Graduate School Supervision Record (Routine) Form GRS2 https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/ progressreviews.aspx

https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/

Development Needs Analysis Forms https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/skills/dna.aspx

• Civil Engineering has an annual review procedure for students and this is

explained in Section II ‘Administrative Procedures for Research Students’. These are to determine whether or not a student should continue in his/her work. In addition to the above, the reviews offer an opportunity to examine the objectives and direction of the work being undertaken and provide a chance to make appropriate adjustments.

Procedures describing the mechanics of monitoring research students which have been adopted by Civil Engineering, are given in Section III “Monitoring of Research Students”. If you need further information on any aspect of being a research student, you should contact one of the following:

(i) Main supervisor (ii) Second supervisor (iii) Research Administrator, Miss Helen Booth, Room G45 (iv) Postgraduate Research Tutor, Professor Miles Tight, Room S22 (v) Research Mentor (vi) Research Welfare Tutor

(vii) Student representatives on the Research Staff/Student Liaison Committee

In the unlikely event of major problems with your research, you should attempt to resolve these with your supervisor/associate supervisor. If problems persist you should consult the Postgraduate Research Tutor, Welfare Tutor or Mentor. As a last resort, you should refer matters to the Head of Civil Engineering (Professor Mark Sterling). You are advised to consult these people in turn, starting with your principal supervisor, and to put serious issues in writing and copy this to the Research Administrator for your file. The Academic Office, Guild of Students and the Student Support and Counselling Service are also potential sources of help with many different matters.

https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/skills/dna.aspx

II Administrative Procedures for Research Students

All actions and responsibilities prior to Research Students arriving are carried out by the Research Admissions Tutor and the Research Administrator. Event Action Required Immediate Responsibility Overall Responsibility Arrival in Civil Engineering

Notification to the Research Administrator.

Student and Supervisor(s). Monitored by Research Admissions Tutor.

Head of School

Registration Registration on-line and with the Academic Office for MSc by Research, MPhil or PhD and re-registration every September.

Student, prompting required by supervisor(s). Reminder from Academic Office.

Student

Room Allocation Notification to Research Administrator.

Supervisor(s) Head of School

Mentor Allocation of Mentor and informal 3 month review.

Student/supervisor(s). Review form to be filed with Research Administrator

Student

Annual Review * At this stage, assessor and supervisor(s) to decide whether student should continue or be advised to transfer to MSc by Research or to withdraw.

Research Administrator to send out reminders and all necessary documentation. Research Student and the academic staff involved to organise date for review. Paperwork to be returned to Research Administrator. Postgraduate Research Tutor to follow up any issues and inform Academic Office if any action is required.

Head of School

Intention to Submit

Intention to Submit form to be completed by Research Student.

Research Student and supervisor(s).

Student

Appointment of External and Internal Examiners for theses

Examiners to be nominated by the supervisor(s) and approved by the Head of School and subsequently by the Chair of the University Board of Postgraduate Studies (BPS).

Supervisor(s) to nominate examiners. These to be approved by the Head of School and then forwarded to the Board of Postgraduate Studies (BPS). Research Administrator to be notified of nominations.

Head of School

Award of PhD/MSc by Research/MPhil

Notification to Research Administrator.

Supervisor(s) Head of School

Leaving the School

Notification to Research Administrator.

Research Student and Supervisor(s)

Student

* Form available from the Research Administrator

III Monitoring of Research Students In accordance with University requirements, Civil Engineering operates a system for monitoring research students by means of annual assessments. The system works as follows: Year 1: Month 1 (During Induction Period) Formal meeting between student and supervisor(s). The roles of supervisor(s), mentor and student should be discussed. In addition the following activities should be undertaken:

• Development Needs Analysis (DNA) form completed. • Health and Safety issues discussed and where appropriate risk assessments

undertaken. • Welfare arrangements discussed. • Draft project timetable for the first year produced. • Handbook distributed and relevant forms completed and returned to the Research

Administrator. • Student asked to make an appointment with a mentor.

Month 2 Student submits first GRS2 form to the Research Administrator. (These forms should now be submitted on a monthly basis until the end of the student’s registration. Responsibility for submission of these forms lies with the student.) Month 3 Student contacted by the Research Administrator and asked to either supply the date of their meeting with the mentor or asked to confirm that they do not wish to avail themselves of this service. Month 9 – 11 First Year Review. Meeting with supervisor(s) and student to be held after the review in order to discuss any matters arising. N.B. Month 9 is the latest that MSc by Research/MPhil students should be reviewed. Year 2: Month 12 DNA discussed. Draft timetable for second year produced. Month 15 – 17 Reflection on project timetable / thesis planning meeting.

Month 21 – 23 Second Year Review held. Meeting with supervisor(s) and student to be held after the review in order to discuss any matters arising. Year 3: Month 24 DNA discussed. Draft timetable for third year produced. Month 33 – 36 Third Year Review meeting. Meeting with supervisor(s) and student to be held after the review in order to discuss any matters arising. Month 36+ Supervisor(s) inform the Research Administrator of student’s status and viva date. Inform Research Administrator of the outcome of the viva. NOTE: All paperwork regarding supervision meetings, reviews, development needs analysis, etc needs to be given to the Research Administrator, Postgraduate Office (Room G45).

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MONTHLY SUPERVISION

MONTHLY SUPERVISION FORMS

All research students must complete a monthly GRS2 form with their supervisor and submit to Helen Booth in Room G45, Postgraduate Office, before the end of each month. GRS2 forms are available on the University Graduate School website or from Helen Booth in Room G45, Postgraduate Office.

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STUDENT GUIDE ON PROTECTING IMMIGRATION STATUS

(TIER 4 STUDENTS)

www.intranet.birmingham.ac.uk/as/studentservices

Protecting your immigration status while studying at the University of Birmingham The information in this Guide is correct at the time of publication. The University will not accept liability for any claims or inconvenience experienced as a result of its use. For up-to-date information, please visit: www.ukba.homeoffice.gov.uk Contents Introduction 1. Your responsibilities under Tier 4 of the Home Office Points

Based system 2. Record-keeping duties Student passports, visas and Biometric Residence Permits Student Academic Technology Approval Scheme certificates Student contact details 3. Reporting duties

a. Failure to arrive, to arrive on time b. Unauthorised absence c. Significant changes to study plans d. Withdrawal of sponsorship e. Refusal of a visa extension application f. Moving into a different immigration category g. Criminal behaviour and/or breaking of immigration

conditions 4. University of Birmingham duties when assigning a

Confirmation of Acceptance of Studies to existing students extending their visa to stay in the UK under Tier 4 a. Visa Workshops b. Visa checking sessions c. Your responsibilities

5. Tier 4 time limits (five-year cap)

6. Summary of obligations 7. Summary of University of Birmingham position on protection of its Highly Trusted Sponsor Licence 8. Resources Introduction The University of Birmingham is licensed by the Home Office as a Highly Trusted Sponsor (HTS) under the Points Based System (PBS), and can act as an immigration sponsor for visa purposes for eligible students admitted to study at the University. The University has certain specified obligations to the Home Office which are outlined in this Guide. The University will ensure that it protects its HTS Licence and by doing so, ensure that we can recruit and retain international students. SECTION 1 An introduction to your responsibilities under Tier 4 of the Home Office Points Based System Who should read this guide? This Guide is for students who are non-European Economic Area (EEA) citizens and who have a Tier 4 (General) student visa. Students with a visa for any other immigration category should contact the International Student Advisory Service (ISAS), at www.studenthelp.bham.ac.uk as different rules will apply. How do I know if I have had my immigration sponsored by the University of Birmingham? Your Tier 4 (General) student status is printed on your visa or Biometric Residence Permit (BRP) together with the Sponsor License Number of the University of Birmingham. The University Sponsor Licence Number is: T7N18X2X1. If this number is on your visa/or Biometric Residents Permit it means that you have used a Confirmation of Acceptance for Studies (CAS) provided by the University of Birmingham to apply for your visa under Tier 4

(General) and the University of Birmingham is your immigration sponsor. If it is not our number on your visa you must contact the ISAS as quickly as possible and they will send you details of what to do to switch to the University of Birmingham. Until you can prove that you have made an application to switch immigration sponsor, you cannot attend classes or receive supervision at the University of Birmingham. Why should I read this Guide? You are personally responsible for your own visa. The University, Home Office, and other resource areas provide information about visas but it is your responsibility to:

Apply for your visa on time;

Provide the correct documents when you apply for your visa;

Keep your visa and passport safe at all times;

Live in the UK in accordance with the conditions of your visa;

Follow appropriate advice when it is given;

Check that your visa does not expire while you are in the UK;

Leave enough time before your visa expiry date to make a new application.

This Guide explains the reporting and record-keeping duties that the University of Birmingham must undertake as a Highly Trusted Sponsor, as well as your responsibilities as a Tier 4 (General) Student. The Home Office can contact the University to ask about your student status, and the progress you are making with your studies, at any time. You may be requested to participate in one-to-one during future Home Office and/or University audits of our HTS processes. If this is should happen, you will be briefed in advance so that you know what to expect. If you are interviewed you must remember that the audit is not about you but about the University and how we manage our HTS Licence.

http://www.ukba.homeoffice.gov.uk/

http://www.studenthelp.bham.ac.uk/


When should I read this Guide? It is important that you read this Guide before you start your studies at the University of Birmingham because in registering as a student, you are agreeing to meet your responsibilities under Tier 4 and applicable compliance requirements of the University of Birmingham. Keep a copy of this Guide and refer to our website regularly to check for updates and you must ensure you are familiar with the Immigration Rules applicable to you. Who, at the University of Birmingham, is responsible for record-keeping and reporting to the Home Office? Record keeping is undertaken by Admissions, the ISAS and Registry. Registry is responsible for all reporting to the Home Office. Who can help me with a visa/immigration question at the University of Birmingham? Immigration-related query should be sent to the ISAS at www.studenthelp.bham.ac.uk You can also contact the UK Council for International Student Affairs (UKCISA). How is immigration advice monitored at the University of Birmingham? Staff in the ISAS are the only staff at the University permitted to provide you with immigration advice and guidance. The ISAS works within the UKCISA Code of Ethics for advising international students. Our immigration advice and services are regulated by the Office of the Immigration Services Commissioner (OISC). It is illegal for anyone who is not regulated by the OISC to give immigration advice. You are able to seek professional advice outside the University, for example from an immigration solicitor. If you are being given advice by someone outside the University you must tell the ISAS as it would not be appropriate for you to take advice from two sources.

If you take advice from the ISAS you will be given a clear set of options that meet immigration law. If you decide to ignore correct advice and take steps that would result in a refusal of your visa, the University reserves the right to withdraw immigration sponsorship and ask you to return home and apply for new entry clearance as a student. SECTION 2 Record-keeping duties a. Student passports, visas and Biometric Residents Permit

(BRP) The University is required by law to keep copies of the biometric

page of your passport and copies of your visa/BRP (these are known as immigration documents). New students to the UK will have a visa in their passport. Students who have already been in the UK and have extended/switched their leave to remain will have a BRP. What this means for the University The University will take and keep a copy of your immigration documents at (1) registration when new students arrive for the first time with their first visa for the University of Birmingham, or (2) whenever you extend your visa to continue your studies you will be required to bring your new immigration documents to be copied. Please note: Whether or not you have provided us with a copy of your immigration documents when you arrived or renewed your visa, the University of Birmingham reserves the right to ask you to provide us with your originals to re-copy or scan if the need arises (and to include a copy with any request for authorised absence or leave of absence). What this means for you It is your responsibility to provide us with your immigration documents to evidence your entitlement to study in the UK; If you apply for an extension to your Tier 4 (general) visa you will be required to bring your new immigration documents immediately so that your student file can be updated;

Failure to provide the necessary documents within the requested timeframe will mean that the University will presume you do not have the necessary permission to be in the UK. The University is obliged by law to ensure that we only permit students with the correct permissions to study at our University. If we do not have this evidence from you the University will withdraw our immigration sponsorship from you; You are advised to always keep photocopies of your passport and/or travel document and visa and/or BRP as well as your originals for your own records - please make sure you store these separately!

b. Student Academic Technology Approval Scheme

Certificates The University is required by law to keep a copy of all Academic

Technology Approval Scheme (ATAS) certificates approved for certain students during studies at the University of Birmingham.

If you are a student who needed or needs ATAS what does

this mean for you? Entry Clearance (a) It means that you cannot make an application for your visa

without an approved ATAS certificate. You must make sure that you apply for your ATAS certificate with enough time to wait for a decision and then, if it is approved, apply for your visa;

(b) You must ensure that a copy of your ATAS approval is sent to Admissions

(c) If your ATAS is refused you must contact Admissions immediately

Extending your visa in the UK (a) You MUST ensure that you have enough time to apply for,

and receive a decision, on your ATAS certificate before your visa expires;

(b) Check the Foreign and Commonwealth Office (FCO) website for details of ATAS and how long it will take

(c) If YOU fail to make your ATAS application in enough time, the University will not assign you with a CAS and this means that



you will have to take a leave of absence, return home and wait for a decision on your ATAS application. If you are successful you will be assigned a CAS and can make a new application for entry clearance to return to the University.

(e) You must ensure that you attach a copy of a valid ATAS certificate to your CAS request form

c. Student contact details The University is required by law to keep a record of your

current home address, term address, email addresses and telephone number

What this means for the University You must keep your address details up to date. Student

contact details are stored on the central student records system and can be updated at any time by both University staff and by YOU via the student portal at www.my.bham.ac.uk

What do you have to do? It is your responsibility to ensure your address, telephone number and email details are up-to-date. You can do this easily via your my.bham access. Your permanent address refers to your home address overseas; your term-time address refers to your current term-time address in the UK. In addition, it is your responsibility to inform the Home Office if your contact details change. If your immigration permission is an entry clearance visa obtained in your home country, you must make any changes via the Migrant Change of Circumstances form; or if your immigration permission is held in the form of a BRP (obtained as an extension in the UK), you must make amendments online via the Home Office web pages

SECTION 3 Reporting duties a. Failure to arrive on time to start your course

The University is required by law to inform the Home Office if you fail to arrive when expected.

What this means for the University Registry will report to the Home Office the details of any student

who fails to arrive when expected to do so.

What this means for you It is your responsibility arrive on time to start your course, as indicated on your CAS. It is your responsibility to re-register online at www.my.bham.ac.uk at the beginning of each academic year; If you are reported to the Home Office for having failed to register, your visa will be curtailed (shortened) by the Home Office and, if you are coming to the UK, you not be permitted to enter the UK, or if you are already in the UK, you will be expected to leave the UK as soon as possible.

b. Attendance and absence The University is required by law to inform the Home Office if

you fail to attend expected learning contact points. What this means for the University Your attendance is monitored under the University Code of

Practice on Student Attendance and Reasonable Diligence. If you fail to meet your academic obligations as a student your School will contact you to discuss if there are any issues and get you back into your studies as quickly as possible.

Failure to respond to your School could impact your ability to

continue as a student. If you fail to meet your expected learning contact points for Home Office purposes, your School will contact you. If you fail to respond and improve your situation and miss all of your expected learning contact points, the University will inform the Home Office.

Placements: If you are completing a work placement in the UK

as part of your course, monitoring and reporting rules still apply. Your School will organise the expected contacts with your Placement Provider. They will advise us if you fail to attend.

Failure to attend could result in a report to the Home Office and/or the University withdrawing immigration sponsorship.

Study Abroad: If you are undertaking an exchange or study

abroad period as part of your course, the University will continue sponsoring you for the time you are outside the UK on the condition that agreed contact points are met. Your School will organise the expected contacts. They will advise us if you fail to attend. Failure to attend could result in a report to the Home Office and/or the University withdrawing immigration sponsorship.

Fieldwork: If you are undertaking fieldwork away from the

University as part of your research degree, the University will continue sponsoring you on the condition that agreed contact points are met. Your supervisor will agree the mechanism for maintaining contact during your fieldwork with you. For periods of fieldwork you must apply for authorised absence (for details see:

https://intranet.birmingham.ac.uk/as/studentservices/enquiries/authorised-absence-international-students.aspx). Failure to maintain contact could result in a report to the Home Office and/or the University withdrawing immigration sponsorship.

Withdrawal of sponsorship by the University will mean that your

current immigration permission will be curtailed and you will have to apply for a fresh visa in order to return to the UK

Your School can provide you with information about your

expected attendance during your studies.

What this means for you? If you are not engaging as required with your academic obligations and in particular your expected academic learning contact points, you risk being reported to the Home Office and having your visa curtailed and have to return home. You must make sure that you attend your studies and if you cannot that you tell your School immediately;

http://www.my.bham.ac.uk/

http://www.my.bham.ac.uk/

https://intranet.birmingham.ac.uk/as/studentservices/enquiries/authorised-absence-international-students.aspx



Authorised Absence If, for exceptional reasons, you need to have a brief leave of absence from your studies, or for postgraduate researchers you are to undertake a period of fieldwork, attend a conference or take a holiday from your studies, you must seek permission PRIOR to your absence through the authorised absence procedure (for further details and an authorised absence request form see: https://intranet.birmingham.ac.uk/as/studentservices/enquiries/authorised-absence-international-students.aspx).

Please note: If you are taking absence that is outside the normal absence periods (e.g. vacation periods) then you must:

o Advise us at the time (e.g. not retrospectively!) if you require absence;

o You must submit an authorised absence request form and provide the reason for the absence, supporting evidence (for example, a letter from your doctor), booking form for a conference and confirmation of how long the absence will be;

When you have submitted your request form, the University will consider whether the request has been received in time, if it is reasonable and if we are able to grant it under your status as a student. If your request is approved your absence will normally not be reported to the Home Office. You will always be advised if it is being reported. The maximum period that will be granted for a leave of absence is eight (8) weeks. For full details please contact the ISAS. Leave of Absence If you are affected by circumstances that prevent you from continuing with your studies and you need to take a longer term absence from your studies, you must apply for a leave of absence. For further details see:

https://intranet.birmingham.ac.uk/as/studentservices/enquiries/leave-of-absence.aspx and the Code of Practice on Leave of

Absence Procedures: https://intranet.birmingham.ac.uk/as/registry/legislation/codesofpractice/index.aspx If you need to take a leave of absence from your studies you must; o Advise us at the time (e.g. not retrospectively); o You must submit a leave of absence request form and provide

the reason for the absence, supporting evidence (for example, a letter from your doctor) and confirmation of how long you expect the absence will be;

When you have submitted your request form, the University will consider whether the request has been received in time, if it is reasonable and if we are able to grant it under your status as a student. If your request for leave of absence is approved, this will; normally be reported to the Home Office and this will result in them curtailing your visa. You will always be advised if your leave of absence is being reported to the Home Office. Please do not assume that if you tell us after something has happened that the University is obliged to grant your request or not to report to the Home Office. The University will consider each request on a case by case basis and make an appropriate decision based on University Regulations and UK immigration rules.

c. Significant changes to your study plans The University is required by law to inform the Home Office of

any significant changes to your study plans. What this means for the University? There are regulations in place to ensure that any changes to

your study plans are recorded and processed between your School and Registry. This includes changes to the location of your studies or details concerning any work placements you

may be taking or exchanges that form an integral part of your course.

What this means for you? You must ensure that you discuss changes with your School as quickly as possible and agree any changes with them first. If you transfer from one programme of study to another at the University, Registry will notify the Home Office of this change. If your new course is of the same duration as the old course and you have enough time on your current visa to complete it, you do not have to get permission from the Home Office to make the transfer. If your new course is shorter than your original course, you must notify the Home Office of the transfer by emailing: [email protected] If your new course is longer than your original course and you require an extension to your visa, you must make a further visa application (see: Visa Workshops). You should be aware that the Home Office may refuse your request and so the transfer of course is at your own risk. The University is not responsible if the Home Office refuses your transfer.

d. Suspending, deferring or withdrawing from your studies The University is required by law to inform the Home Office if

you suspend, withdraw or defer from your studies and/ or in doing so it terminates sponsorship.

What this means for the University The University must ensure that this reported. What this means for you If the University agrees to your request, Registry will notify the

Home Office. You were issued a visa to study at the University of

Birmingham and so if for any reason you stop studying (e.g. because you formally suspend or defer your studies), the



https://intranet.birmingham.ac.uk/as/studentservices/enquiries/leave-of-absence.aspx


https://intranet.birmingham.ac.uk/as/registry/legislation/codesofpractice/index.aspx

https://intranet.birmingham.ac.uk/as/registry/legislation/codesofpractice/index.aspx



Home Office will expect you to return to your home country without delay

Your current immigration permission will be curtailed and you

are expected to leave the UK and when you were returning, to the UK, to make a new visa application when you are able to resume your studies

You do not have to inform the Home Office if you interrupt

your studies. The University will inform the Home Office of this change.

This report will result in the Home Office curtailing your visa e. Transferring to a new university with HTS status

The University is required by law to tell the Home Office that you will be transferring to another institution.

What this means for you You must contact the University you are transferring to as quickly as possible and they will advise you on what you must do to switch sponsorship from the University of Birmingham to them. This report will result in the Home Office curtailing your visa issued for study at the University of Birmingham. The University of Birmingham will not advise you on this nor will we check any of your switching documentation. This is to avoid any risk of refusal and the subsequent impact that will have on your immigration status. Therefore it is between you and your new University. You do not have to inform the Home Office that you are discontinuing your studies with us.. If you last applied for your Tier 4 permission before 05 October 2009 and you have enough time on your visa to complete your new course, you must contact the Home Office and request permission to change institution using the ‘Permission to Change Tier 4 Sponsor’ application form. There is a fee for this application.

You will not be able to enrol at the new university until you have made this application; If you last applied for your Tier 4 permission on or after 05 October 2009, you must make a fresh Tier 4 application. You will require a CAS from your new university and should contact the ISAS there for assistance; You should be aware that the Home Office could refuse your request and so you enrol at another university at your own risk.

f. Refusal of a visa extension application The University is required by law to inform the Home Office if

any visa extension application you make is refused. What this means for the University The University will report refusals to the Home Office. The

University is only permitted to have a certain number of refusals; therefore we need to know when a visa has been refused. If you need a new CAS to make a second application, the University will not provide you with a new CAS until we are satisfied that you can make a new application that is not at risk of refusal. We will ask for a scan of your refusal letter to assess the reasons and will expect you to correct any aspects that resulted in the original refusal.

If you cannot demonstrate this to the University, we reserve

the right to protect our HTS licence and decline to grant any further CAS. This means you would have to return to your home country.

What this means for you Whether you are in the UK or in your home country, if your

visa is refused you must scan a copy of the refusal to the ISAS.

Refusal of your visa application is a very serious matter and

must be dealt with immediately. If your visa application is refused you must scan a copy of the letter you received from

the Home Office (all the pages must be sent. If you have dependants you must send copies of their letters too).

. Send your scan to www.studenthelp.bham.ac.uk

g. Criminal behaviour and/or breaking of immigration

conditions The University is required by law to inform the Home Office if it

becomes aware of the fact you have engaged in any criminal activity and/or broken the conditions of your immigration permission.

What this means for the University Any breach of immigration rules will be communicated to the Head of the International Student Advisory Service who would investigate the matter and report findings to the relevant person in the University. The University is obliged to inform the Home Office of any criminal offence and/or breach of visa conditions that you disclose, or if any offence is known or suspected. For example, offences might include: ‘Overstaying’ Working illegally Claiming public funds Failure to register with the Police when required to do so

What this means for you It is a criminal offence to become an ‘overstayer’ by being in the UK and allowing your current immigration permission to expire without having made an in-time application for further leave to remain. It is a criminal offence to work more hours than are stated on your visa/BRP. It is a criminal offence to claim public funds when you are not entitled to do so. It is a criminal offence not to register with the Police when required to do so.



In addition, engaging in any such action would result in you facing penalties under the University’s Disciplinary Procedures. You should seek urgent advice from the ISAS if you think your planned actions may lead you to commit a criminal offence.

h. Moving into a different immigration category

The University is required by law to inform the Home Office if you move into a different immigration category.

What this means for the University Registry will inform the Home Office if you have moved into a different immigration category (e.g. Tier 2)

What this means for you If you move into a different immigration category, you must inform the ISAS immediately and provide proof of this change.

SECTION 4 The University of Birmingham’s duties when assigning a Confirmation of Acceptance of Studies to existing students who need to extend their permission to stay in the UK under Tier 4 (general) What this means for the University The University will assign a CAS to applicants/students who, to the best of our knowledge, can make an application that meets the criteria outline by the Home Office. This means, for example, that if you are a continuing student who is extending their existing visa or if your visa has been refused or if you are switching to the University of Birmingham, the University requires you to meet our criteria before a CAS will be issued: (a) Visa expiry date You will be contacted by the ISAS before your visa is due to

expire. We will contact you in sufficient time for you to prepare your application before your visa expires;

(b) Visa workshops

The ISAS runs visa workshops during the week. The workshops are approximately two hours long and there are two workshops:

i) The first will take you through the process and explain what you need to prepare; ii) The second will take you step-by-step through the online application process and how to make an application

(c) Document checking The document checking service is an opportunity for you to

bring the original documents you have prepared in the workshop and have documents checked by the ISAS. You will be expected to bring the correct original documents

to the checking session and You will be expected to bring a full set of copies of all your

documents including your passport current visa and photographs (the ISAS will keep the copies)

When we check your documents we will then sign your CAS form to confirm that a CAS can be assigned to you. If you have failed to bring the correct documents and/or copies of your documents, the ISAS will NOT sign your CAS form. Why will we refuse to sign the CAS form? If you cannot provide us with the correct documents then it is highly likely that your application will not meet Home Office criteria and will be refused therefore the University will not risk assigning a CAS to a student who’s application will be refused and you will NOT be assigned a CAS. What this means for you Your visa is your responsiblity – the ISAS is very happy to provide you with workshops to help you prepare and send your application but you must do everything needed to make that application. You will be expected to attend the workshops allocated to you – if you cannot you can request in advance to rearrange these with the ISAS;

You will be expected to read the links we send to you before your workshop in order to be prepared; You will be expected to prepare the correct documents – you will be advised as per Home Office guidance; Checking sessions are mandatory - You will be expected to attend a checking session on time and bring with you the correct documents and correct copies; You will be expected to listen and pay attention to the advisor during the sessions; You will be expected to submit your own application on line and post your documents to the Home Office on time (e.g. before your visa expires); You will agree to keep us informed of the progress of your application including sending us a scan of refusal documents if your visa is refused or taking your passport and new BRP to Student Enquiry Services to scan and have your new visa checked.

SECTION 5 Tier 4 time limits (five year cap) Since April 2012, the Home Office has imposed a limit on the length of time that anyone can study at degree-level or above in the UK on a Tier 4 (General) Student visa or an ‘old style’ Student visa (which pre-dated the Tier 4 (General) Student immigration category). This rule may affect you if you are making an application to enter or remain in the UK for degree-level study and, if that permission were to be granted, it would result in you spending more than 5 years studying at degree level or above in the UK. There are exemptions to this rule: The Home Office has exempted certain courses from the cap.

For details, please refer to the Tier Policy Guidance. The UKCISA site contains further information:


http://www.ukcisa.org.uk/International-Students/Immigration-/Making-a-Tier-4-General-application-in-the-UK/Time-limit-cap-on-study/

If you have completed a degree level course in the UK which was at least 4 years long and you now wish to study a Master’s level programme at university, the cap is extended to 6 years. (This does not include courses which were longer than expected due to re-sits/repeat years of study);

The Home Office has exempted students studying a PhD at university for the time you are registered on the programme. However, no further permission to be in the UK under Tier 4 will be granted once the PhD is complete, if a further grant of leave would mean you spend more than 8 years in the UK as a Tier 4 (General) Student / ’old style’ Student visa holder

The University normally asks new applicants about prior study in the UK before coming to Birmingham so it is likely we have assessed your case if you have previous study in the UK. However, if you are thinking of further study in the UK and would like help calculating how long you have studied at degree level or above in the UK, contact the ISAS. The University is unable to sponsor your studies in the UK or support your visa extension application if, in making an application, you contravene the Home Office time limit. Section 6 A summary of duties and responsibilities In summary, your immigration responsibilities are to: • Provide the University with a copy of your passport and

visa/BRP • Inform the University if you apply for an extension of permission

to be in the UK under Tier 4 or if you switch into another immigration category

• Provide the University with a copy of your ATAS certificate (if applicable)

• Inform the University of your current contact details via the my.bham portal

• Attend your course and make progress with your studies

• Consult with the ISAS and follow University processes if there are any changes to your circumstances prompting you to interrupt, transfer or withdraw from your course

• Leave the UK within 60 days if you decide to interrupt or withdraw from your course, or if your studies are terminated or you complete your studies early

• Not breach the conditions of your visa by working more hours than the Immigration Rules permit, claiming public funds or by failing to register with the Police and make updates as appropriate

Report any change of circumstance to the Home Office using the ‘Migrant Change of Circumstances’ form found online for BRP holders

The changes that you are required to tell us/report are: • Changes to your personal details; • Criminal convictions that you have not previously disclosed; • Changes to your contact details; • Changes to your representative’s details; • Changes to your family members’ details if they are in the UK

as your dependants;

Make sure that you always keep your visa valid and that you never become an ‘overstayer’ by allowing a visa to expire. It is your responsibility to apply for a new visa before your current permission expires and provide the University with a copy of any new visa granted. Do not exceed the time limit imposed by the Home Office for study at degree level and above BY UNDERTAKING THESE RESPONSIBILITIES, YOU ARE ABLE TO PROTECT YOUR IMMIGRATION STATUS. In summary, the University of Birmingham's immigration responsibilities are to: • Check that students have valid visas to study; • Take and keep copies of passports and visas/BRPs; • Maintain up-to-date contact details; • Report to the Home Office if you fail to start your course on

time; • Report to the Home Office if you fail to meet academic points of

contact;

• Report to the Home Office any student who makes changes to their student status;

• Report to the Home Office any significant changes in circumstances;

• Check that students’ do not exceed the five year cap. BY UNDERTAKING THESE RESPONSIBILITIES, THE UNIVERSITY OF BIRMINGHAM IS ABLE TO PROTECT ITS HIGHLY TRUSTED SPONSOR (HTS) STATUS. SECTION 7 Summary of the University position on protecting its Highly Trusted Sponsor licence. 1. Application/Admission

1.1 The University will assign a CAS in respect of all eligible students admitted to a relevant programme of study when:

(a) the student has unconditionally accepted the offer from the University; and

(b) there are no remaining academic and/or English Language conditions.

1.2 The University may require students wishing to be assigned a CAS to provide further information and documentary evidence to the University to satisfy itself that the student is an eligible student;

1.3 The University will not assign a CAS to a student on a Distance Learning programme.

1.4 Assigning a CAS does not guarantee that a student will be successful in securing a Tier 4 (general) visa;

1.5 The University is not responsible for any visa decisions made by the Home Office and does not accept any liability for any student failing to obtain a visa and/or for the consequences and/or losses (whether financial or otherwise) of such failure;

2. Right to Study Checks

2.1 The University reserves the right to refuse to enrol or permit attendance for any non-EEA student who cannot present evidence of appropriate to study;

2.2 The University reserves the right to prevent any non- EEA student from enrolling until it has checked their





immigration status by seeing, checking and taking a copy of, the student's passport and their visa;

2.3 The University reserves the right to withdraw immigration sponsorship of students who do not enrol;

2.4 The University reserves the right to withdraw immigration sponsorship of students who do not attend a right to study check or who do not provide evidence for a check to be carried out.

3. Study, Attendance and leave of absences

3.1 The University reserves the right to withdraw immigration sponsorship of students who do not attend expected contact points and who do not participate in their studies as required for their programme of study;

3.2 The University reserves the right to withdraw immigration sponsorship of students whose studies are suspended for any period of time including (but not limited to) suspension in accordance with relevant University Regulations;

3.3 The University reserves the right to withdraw immigration sponsorship of students who undertake a repeat/resit as an external student;

3.4 The University reserves the right to withdraw immigration sponsorship of students who transfer programmes if the student does not remain an eligible student;

3.5 The University reserves the right to withdraw immigration sponsorship of students who undertake a period of study or work or work experience/placement outside the University (except where the study, placement or work experience forms an assessed part of the programme of study);

3.6 Following a request from the student, the University will assign a new CAS to a student who is deemed eligible to return to their studies after a period of absence when immigration sponsorship was withdrawn. This will be carried out in accordance with appropriate University Regulations

4. End dates and extensions to study

4.1 The eligible period of immigration sponsorship for taught programmes is defined as running from the formal programme start date until the date the student is expected to attend teaching and/or attend examinations and/or submit assessment. For taught programmes, students are not normally sponsored after completion, even if they are awaiting results, unless there are extenuating circumstances requiring an extension to studies. This would be granted in accordance with appropriate University Regulations; 4.2 The eligible period of immigration sponsorship for research programmes is defined as running from the formal programme start date until the end of the maximum period of registration and may include a period of nominal registration. If the student is awarded their degree before the end of his/her maximum period of registration a report will be made to the Home Office if applicable. If a student is permitted to formally extend his/her registration, following a request from the student, the University will, if the student is an eligible student, assign CAS for the student in respect of the extension period up to the point of re-submission and/or examination.

5. Deferral, suspension, withdrawal and completion

5.1 The University will withdraw immigration sponsorship of students whose studies are deferred or suspended under appropriate University Regulations;

5.2 The University will withdraw immigration sponsorship of students who withdraw or are deemed withdrawn under appropriate University Regulations;

5.3 The University will withdraw immigration sponsorship of students who are no longer in full-time study/externally registered.

6. Refusal or removal of immigration sponsorship

6.1 The University reserves the right to decline to assign a CAS; and/or withdraw a CAS which it has assigned to a student and/or withdraw immigration sponsorship of students in circumstances where the University has

reason to believe that the student or students concerned is/are or is/are likely to be: i) in breach of the conditions of his/her visa; and/or ii) engaging in terrorism; and/or iii) engaging in criminal activity and/or iv) where immigration sponsorship of a particular student or

group of students would, in the opinion of the University, pose a risk to and/or compromise the University's Sponsor Licence.

6.2 Where the University: a) declines to assign a CAS; or b) decides to withdraw a CAS which it has assigned to a

student; or c) decides to withdraw immigration sponsorship in respect of a student, and the student believes that this decision was inappropriate, the student may follow the appropriate University Regulation but may need to do so from outside the UK if returning home is in the best interest of their immigration status

7. General

7.1 The University will collect and retain any such information about its applicants and students as it deems necessary for the purposes of complying with its HTS obligations;

7.2 The University will retain this information in accordance with the Sponsor Guidance, the Data Protection Act 1998 and the University's Data Protection Policy;

7.3 The University will share information with the Home Office to the extent that the University believes is required to comply with its HTS obligations.

7.3 The University is obliged to comply with its HTS obligations. As such the University cannot accept any liability for any loss (financial or otherwise) experienced directly or indirectly by any student as a result of any actions or omissions on the part of the University which the University believes are necessary or desirable to comply with the University's HTS obligations.


SECTION 8 Resources Where can I locate the UK Immigration Rules? www.ukba.homeoffice.gov.uk/policyandlaw/immigrationlaw/immigrationrules Where can I locate the Home Office Tier 4 Policy Guidance? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students Where can I locate guidance about applying for ATAS clearance? https://www.gov.uk/academic-technology-approval-scheme Where can I locate the Tier 4 (General) Student application form for in-country extension applications? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students Where can I obtain specific guidance about extending a Tier 4 (General) Student visa from within the UK? http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/ Where can I locate form VAF 9 and Appendix 8 for Tier 4 (General) Student applications made from my home country? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/apply-outside-uk Where can I locate the Migrant Change of Circumstances form? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/changes Where can I locate the online change of circumstances form for BRP holders? www.ukba.homeoffice.gov.uk/visas-immigration/while-in-uk/do-i-need-brp/responsibilities

Where can I locate the Tier 4 (Permission to Change Tier 4 Sponsor) application form? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/changes Where can I locate information relating to PBS Dependant applications? www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/family Where can I locate University student attendance policy? http://www.birmingham.ac.uk/Documents/university/legal/student-attendance-reasonable-diligence.pdf Where can I locate the Code of Practice on Leave of Absence procedures? http://www.birmingham.ac.uk/Documents/university/legal/leave-of-absence.pdf Where can I locate the University Leave of Absence application form? https://intranet.birmingham.ac.uk/as/studentservices/enquiries/leave-of-absence.aspx https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/leavesofabsence.aspx Where can I locate University Code of Practice on Student Attendance and Reasonable Diligence? http://www.birmingham.ac.uk/Documents/university/legal/student-attendance-reasonable-diligence.pdf Where can I locate the University re-sit/repeat arrangements? http://www.birmingham.ac.uk/Documents/university/legal/taught-programme-module-assess.pdf http://www.birmingham.ac.uk/Documents/university/legal/regulations-part7.pdf Where can I obtain information about Police Registration procedures in the UK? https://intranet.birmingham.ac.uk/as/studentservices/international/visas/policeregistration.aspx

http://www.ukba.homeoffice.gov.uk/policyandlaw/immigrationlaw/immigrationrules

http://www.ukba.homeoffice.gov.uk/policyandlaw/immigrationlaw/immigrationrules

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students


https://www.gov.uk/academic-technology-approval-scheme



http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/apply-outside-uk

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/apply-outside-uk

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/changes


http://www.ukba.homeoffice.gov.uk/visas-immigration/while-in-uk/do-i-need-brp/responsibilities

http://www.ukba.homeoffice.gov.uk/visas-immigration/while-in-uk/do-i-need-brp/responsibilities



http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/family

http://www.ukba.homeoffice.gov.uk/visas-immigration/studying/adult-students/family

http://www.birmingham.ac.uk/Documents/university/legal/student-attendance-reasonable-diligence.pdf


http://www.birmingham.ac.uk/Documents/university/legal/leave-of-absence.pdf

http://www.birmingham.ac.uk/Documents/university/legal/leave-of-absence.pdf



https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/leavesofabsence.aspx

https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/leavesofabsence.aspx



http://www.birmingham.ac.uk/Documents/university/legal/taught-programme-module-assess.pdf

http://www.birmingham.ac.uk/Documents/university/legal/taught-programme-module-assess.pdf

http://www.birmingham.ac.uk/Documents/university/legal/regulations-part7.pdf

http://www.birmingham.ac.uk/Documents/university/legal/regulations-part7.pdf

https://intranet.birmingham.ac.uk/as/studentservices/international/visas/policeregistration.aspx

https://intranet.birmingham.ac.uk/as/studentservices/international/visas/policeregistration.aspx

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MENTORS

INITIAL MENTORING MEETING

Research students should be given a minor review within 3 months of commencing their research studies. This review is intended to assess whether the student has settled in and to flag up if there are any potential issues which he/she feels that they could not discuss with their supervisor. Since the main purpose of this work is not to focus on the academic content, this review should be undertaken by one of the mentors. The student is not required to produce any work for this meeting. The current mentors are: Mentor Email Address Room Number Dr Cynthia Carliell-Marquet [email protected] F43 Dr Andrew Quinn [email protected] F41 Professor Ian Jefferson [email protected] E01 A mentor is a member of academic staff who will undertake duties similar to (but not identical to) those of a personal tutor for undergraduates. This role is considered to be purely pastoral and is provided as a safety net in case the relationship between the student and their supervisors breaks down. However, it must be stressed that mentors will not act as an additional supervisor and in the majority of cases will not be familiar with the student’s area of research. Discussions between the mentor/mentor equivalent and student will remain confidential if the student so wishes. Please contact a mentor directly to arrange a time and appointment. The student can choose the mentor that they wish to go to. The Initial Mentoring Form is attached which should be completed and returned to Helen Booth, Postgraduate Office (Room G45), in order that we can note that this has been completed. It is important to note that if a student has any issues relating to their supervision that they wish to discuss (in confidence), they should contact an academic mentor. Mentors can be contacted at any time throughout the year.




School of Civil Engineering

PhD/MSc by Research/MPhil Initial Mentoring Meeting

Name of Student: Lead Supervisor: Co Supervisor: Name of Mentor: Date of Meeting: Issues Raised: Actions: Please return completed form to Helen Booth, Postgraduate Office (G45)

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AUTHORISED ABSENCE

AUTHORISED ABSENCE

All overseas students (Tier 4) must complete an Authorised Absence form if they are away from the University, for example on holiday, attending conferences, carrying out research elsewhere. Registration still continues and a Return from Authorised Absence form must be completed upon return. Authorised Absence forms can be obtained from Helen Booth, Room G45, Postgraduate Office. For Home/EU students permission must also be sought from the supervisor for any absence from the University.

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LEAVE OF ABSENCE REQUEST FORM

LEAVE OF ABSENCE

A Leave of Absence form is required if a research student needs to suspend their studies for a particular reason, for example, illness, family problems. This enables the registration period to be altered in consideration. The research student needs to complete the Leave of Absence form together with their main supervisor and the form needs to be signed by the Head of School/Research Postgraduate Tutor. Supporting documentation as to why the leave is being requested, for example a doctor’s/hospital note, needs to be attached to the form. The form is then passed to the Academic Office and is sent to the Research Progress Board for approval. Once a decision has been made a letter from the Academic Office is sent to the research student stating the revised research dates. The Leave of Absence form is available from the University Graduate School website.

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GUIDELINES ON UNDERGRADUATE TEACHING

BY POSTGRADUATE STUDENTS

Code of Practice Teaching and Academic Support of

Undergraduate and Postgraduate Taught Students by Postgraduate Teaching Assistants and Undergraduates

2014-15

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UNIVERSITY OF BIRMINGHAM

CODE OF PRACTICE ON THE TEACHING AND ACADEMIC SUPPORT OF UNDERGRADUATE AND POSTGRADUATE TAUGHT STUDENTS BY

POSTGRADUATE TEACHING ASSISTANTS AND UNDERGRADUATES



2014-15

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Index of points

1. Preamble 2. Postgraduate Students involved in teaching or academic support 3. Undergraduate Students involved in teaching or academic support 4. General Provisions 5. Responsibilities of the School in relation to Training 6. Responsibilities of the School in relation to Supervision and Monitoring 7. Responsibilities of the College

http://www.ppd.bham.ac.uk/policy/regs/currentregs/2.1.htm



2014-15

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1. Preamble

1.1 This Code of Practice applies to all teaching and academic support of undergraduate and postgraduate taught students by postgraduate students or other undergraduate students where the student providing the teaching or support is doing so in addition to their own programme of study. It does apply to students carrying out teaching or academic support duties as a condition of receipt of a studentship.

1.2 This Code of Practice does not apply to those students undertaking teaching duties as part of their approved programme of study, for example those on teaching training programmes or those undertaking ‘peer marking’ as part of a module. For these students separate provisions are made for their training and supervision and for quality assurance of their activities. This Code of Practice does not apply to Honorary Lecturers or contracted staff of the University who may also be students. For these students the regulations and terms applicable to all academic staff apply.

1.3 This Code of Practice differentiates between postgraduate students and undergraduate students in terms of the type, the amount and the level of the teaching or academic support that they may do.

1.4 This Code of Practice differentiates between ‘teaching’, ‘academic support’, ‘formative assessment’ and ‘summative assessment’.

1.4 .1 ‘Teaching’ includes undertaking occasional lectures, holding seminars and tutorials, facilitating workshops, assisting with the supervision of undergraduate research projects or dissertations and all activities included under ‘academic support’. The teaching may involve a measure of responsibility and discretion in a limited field; it may also involve substantial preparation at least equal to and sometimes greater than the time spent in actual teaching.

1.4 .2 ‘Academic support’ includes laboratory demonstrating and helping students in classes with practical work including laboratory-based work, study skills workshops, assisting with fieldwork activities, mentoring, managing e-learning discussion boards, peer assisted support and language laboratory support. The academic support should not involve any substantial1 amount of preparation and should be closely supervised by the academic staff member responsible for the module.

1.4 .3 ‘Formative assessment’ includes assessment that does not contribute to the final award (as a mark or as credit), but is undertaken for developmental purposes. Formative assignments, essays or presentations may be required of students in order for feedback to be provided prior to students undertaking a piece of assessed work which does count towards the degree classification.

1 Substantial preparation for students involved in academic support is considered to be where the time

spent on preparation is equal to, or more than, the time spent on delivery of the academic support.



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1.4 ,4 ‘Summative assessment’ includes assessed work which contributes to the final award (as a mark or as credit), such as unseen examinations, essays, dissertations or presentations.

1.4 .5 It is noted that some activities may fit into more than one of the categories above, for example fieldwork which may involve leading activities including devising the schedule for the work (more likely considered as ‘teaching’) or may involve supporting academic staff by providing additional support as a source of advice (more likely considered as ‘academic support’). In such cases the academic member of staff responsible for the module should use their judgment, consulting with the Head of School if necessary.

2. Postgraduate Students involved in teaching or academic support

2.1 A Head of School may appoint postgraduate students as Postgraduate Teaching Assistants (PGTAs). Postgraduate Teaching Assistants may be known by another name in some Schools but the duties and responsibilities should be commensurate with those described in this Code of Practice.

2.2 Postgraduate Teaching Assistants may be involved in the teaching of and in the provision of academic support for undergraduate and postgraduate taught students following appropriate training and subject to supervision by academic staff.

2.3 Postgraduate Teaching Assistants will not be the sole or main supervisor of an undergraduate research project or dissertation including MSci/MEng projects. Postgraduate Teaching Assistants will not be module convenors, responsible for a module and may only deliver such teaching as specified in this Code of Practice.

2.4 Postgraduate Teaching Assistants may be involved in the formative assessment of undergraduate students at all stages of an undergraduate programme and of postgraduate taught students.

2.5 Postgraduate Teaching Assistants may be involved in the summative assessment of undergraduate students at stage 1 of an undergraduate programme, where this assessment is subject to supervision and moderation by academic staff.

2.6 Postgraduate Teaching Assistants may be involved in summative assessment at stages 2 and 3 or for postgraduate taught students where each individual piece of assessment does not exceed more than 10% of the overall mark for the module and the total does not exceed 30% of the overall mark of the module. In all cases, this assessment should be subject to supervision and moderation by academic staff.

2.7 Where a School wishes to make an exception to this rule (i.e. to allow PGTAs to be involved in summative assessment other than as specified in 2.6), the

proposal should be approved in advance by the Director of Education of the

College that owns the programme, with a copy of all approvals being provided to Academic Services annually.



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2.8 Each School will complete a PGTA checklist as part of the BIQAES process for consideration by the College Quality Assurance and Enhancement Committee.

3. Undergraduate Students involved in teaching or academic support

3.1 A Head of School may approve in exceptional cases the use of undergraduate students in the provision of academic support for undergraduate students where this academic support is subject to appropriate and documented supervision by academic staff.

3.2 Undergraduate students may not be involved in the teaching of undergraduate students or in the marking of assessed work, whether formative or summative. Where a School wishes to make an exception to this rule based on the expertise of the undergraduates concerned, or in relation to a particular piece

of assessed work, this should be approved in advance by the Director of

Education of the College that owns the programme, with a copy of all approvals being provided to Academic Services annually.

3.3 Each School will provide an annual report to the College Quality Assurance and Enhancement Committee outlining the use made of undergraduates including the number employed and on which modules, the activities they have been involved with and the training and support provided by the School. The College will confirm that these reports have been received and reviewed through the BIQAES Annual Checklist.

4. General Provisions

4.1 The terms and duties of engagement must permit the Postgraduate Teaching Assistants and any undergraduates involved in academic support to complete the work for their own degree within the normal time period for that degree.

4.2 The teaching hours of a full time student who is a Postgraduate Teaching Assistant shall not exceed six hours per week averaged across the academic year. Training, preparation and marking time should be included in this six hour period. The weekly maximum may be redistributed across the academic year with the prior agreement of the student concerned.

4.3 The rates of remuneration shall be as determined from time to time by the University, and may be subject to limit by research councils or other sponsors.

4.4 Neither Postgraduate Teaching Assistants nor undergraduates involved in academic support shall attend Boards of Examiners.

5. Responsibilities of the School in relation to Training

5.1 Postgraduate Teaching Assistants and undergraduates involved in academic support must receive appropriate training and support for the duties they are required to perform. This shall include attending generic training provided centrally by the University, i.e. a core module (ILT001) and a further module (one of ILT002-008) based on the type of teaching and academic support undertaken by the individual postgraduate. This should also include discipline specific and module specific training provided by the School/College.



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5.2 It shall be the responsibility of Heads of School to satisfy themselves that appropriate procedures are operated throughout the School for determining the suitability of individual students to undertake any teaching or academic support requested of them. Module conveners are responsible for ensuring that Postgraduate Teaching Assistants and undergraduates have relevant knowledge of the discipline and the subjects to be covered, a strong command of English (or the relevant language if undertaking activities in a foreign language) and/or the requisite computing or laboratory skills. Interviews or practical tests may be used to assess these skills and experience. Where practicable a probation period should be in operation.

5.3 The School should ensure that students involved in demonstrating have hands-on experience of the equipment to be used and guidance concerning the common problems and expected outcome of the experiment, and have been fully briefed on the safety procedures for that experiment and those in force for the laboratory concerned; a note of such guidance given should be retained.

5.4 Postgraduate Teaching Assistants involved in marking should be given information and guidance on marking schemes, assessment criteria and worked examples where appropriate.

5.5 Colleges and Schools should establish procedures for capturing and monitoring PGTA training activities, with the results being provided to relevant parties, including CLAD for the purposes of training provision planning. This data should include, but is not limited to, the nature and volume of teaching, academic support, and assessment activities undertaken by Postgraduate Teaching Assistants and Demonstrators, but should not include those students who are carrying out these activities as a condition of receipt of a studentship

6. Responsibilities of the School in relation to Supervision and Monitoring

6.1 In each School using Postgraduate Teaching Assistants there should be an identified member of staff, ‘the co-ordinator’, responsible for overall co-ordination, monitoring and quality assurance (which may be carried out by different staff). This could include observation of teaching sessions, the use of evaluation forms, or holding review meetings for all students involved in teaching or academic support to discuss issues and techniques. Particular attention should be given to new appointments and a probation period considered.

6.2 Each Postgraduate Teaching Assistant should have a ‘mentor’, an experienced member of staff who could provide advice and support as necessary. Where possible this should be someone in addition to the member of staff identified as the co-ordinator, but may be the research mentor.

6.3 In all cases a member of academic staff shall be responsible for the work of the Postgraduate Teaching Assistants and for the module overall, both for the delivery of teaching and for assessment.

7. Responsibilities of the College

7.1 The College, through the College Quality Assurance and Enhancement



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Committee, will monitor the appointment, training, supervision and monitoring of Postgraduate Teaching Assistants and undergraduates involved in academic support through the completion of a PGTA checklist by each relevant School and through direct consideration via School Review. The College will also monitor the academic progression of students who undertake these duties in order to ensure timely completion of research objectives.

7.2 The Director of Education for the College that owns the progamme will be the approval body for any exceptional appointments (as detailed above).

7.3 The College, through the Quality Assurance and Enhancement Committee, will report any concerns in relation to generic training, remuneration, supervision or other concerns to the University Quality Assurance and Enhancement Committee.

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WRITING UP STATUS AND CONTINUATION FEE

CONTINUATION FEE All postgraduate research students in writing up status (that is the period following the end of normal registration, for which tuition fees were paid by you or were paid on your behalf, up until the submission of your thesis) will be charged a continuation fee. The fee is to cover administrative costs and other resources upon which writing up students may draw, such as, for example, library or computing facilities. It is now common practice in virtually all universities to make such a charge. The continuation fee is an annual fee and in the 2015/2016 academic session will be £192 and will be reviewed annually. Postgraduate research students become liable to pay the continuation fee immediately upon transfer to writing up status. If students transfer to writing up status at a time other than October, then they will be charged a pro-rata fee until the following October. There will be no refund if students submit their theses during the course of the academic session as many of the costs will already have been incurred and some will continue throughout the examination period. Members of staff of the University who are also postgraduate research students are liable for the continuation fee when they move into writing up status.

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SUBMISSION AND EXAMINATION OF RESEARCH DEGREE THESES

SUBMISSION AND EXAMINATION OF RESEARCH DEGREE THESIS

Details on how to submit the research degree thesis can be found on the University Graduate School website at: https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/index.aspx If you need to extend your maximum registration in order to have extra time before submitting your thesis then you are required to complete the Extension Request Form which is also found on the University Graduate School website.

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MAP OF THE CIVIL/MECHANICAL ENGINEERING

BUILDING

┤ ├╠ ╣

├

(Not to scale)

Basement ("B" rooms)

29

Microsystems laboratory

(B11) Men's toilets (B10) Binding

roomand store (B19-B20)

Lecture/seminar rooms (B23-B24)


Garage and storeroom (B13)


Stairs and lift Store (B14)

Metrology laboratory (B12)

Cleaners' Office (B15)

Storeroom (B17)

front of building

Storeroom (B17)

Stairs and liftMen's and women's

toilets (B18)

Lecture/seminar room (B1a)

Lecture/seminar rooms (B1b-B2)

Main corridor

├

☺╠ ╣

Crush Hall┬

☺ Disabled-friendly lift(Not to scale)

Ground Floor ("G" rooms)

LectureTheatre(G29)

LectureTheatre(G33)

James WattMain Lecture Theatre

(G31)

Lecture room (G42)

PG Office(G45)

UG Office(G43)

Lecture Theatres (G34-G36)

30

Staff, postgraduate students' and research offices

(G23-G25) Stairs and lift

Lecture Theatres (G26-G28)

Staff offices - postgraduate (G15-

G16)

Engineering Workshops (G17-G21)

Teaching laboratory (G50-G53)

Teaching laboratory (G54-G59)

Biomedical research laboratory

(G60)

Postgraduate students and

research offices (G47)

Engines laboratory

(G48)

Automotive laboratory(UBRacing)

(G61)

Advanced Machining / Manufacturing Processes Laboratory

(G21/ G22F)

Automotive laboratory

(G48)

Main corridor

Shell Lounge (G37)

Thermodynamic automotive and

teaching laboratory

(G49)

Coffee shop (G39)┬

Internet Café (G38)

Engineering stores (G20)

Staff offices (G40-G41)

Stairs and lift

Microsystems laboratory

(G22B)

Lecture theatre (G22E)

front of building

First Floor ("F" rooms) and Lower First Floor ("LF" rooms) and Extension ("E" rooms)

┤ ╠ ╣

(Not to scale)

Teaching laboratories Mechanical Engineering

(LF3-LF5)

Academic Staff Mechanical Engineering

(F13-F15, F17)

Head of School Mechanical Engineering (F19-F20)

Administration - Engineering

(F16 and F18)

Research Staff offices Mechanical Engineering (LF1)

Academic StaffCivil

Engineering (F46-F49)

Main corridor

Student Centre(F58)

Stafffacility (F55)

Meeting Room(F25)

Administration -College

(F23/F24)

Head of College and Operations Manager

(F26 - F29)

Stairs and lift

Lecture theatre(back entrance)

(G31)

Academic Staff Civil Engineering

(F39-F44)

front of building

31

Staff Facility

(F10-F11)

Research staff Civil

Engineering (F8)

Academic staff Civil Engineering

(F33)

Finance office (F53)

Stairs and lift

Academic StaffMechanical Engineering

(LF2)

Head of SchoolCivil Engineering

(F35-F37)

Civil Engineering Academic Staff,

Postgraduate Student and Research Staff

offices (E1-E13)

Postgraduate Student offices Civil Engineering (F59)

Lecture/seminar rooms

(F31-F32)

╠ ╣

card entry ► ◄ card entry ►

(Not to scale)

Admin Civil Eng

(S32)

Stairs and lift

Men'stoilets

Academic Staff

Mech Eng (S21a)

Main corridor

32

Academic Staff offices Mechanical Engineering

(S3-S4)

Stairs and lift

Academic Staff offices Mechanical

Engineering (S7-S8)

Academic Staff officesMechanical Engineering

(S14-S20)

Academic Staff offices Mechanical Engineering (S10a-S13)

Women'stoilets

front of building

Second Floor ("S" rooms)

Design Centre( S21)

Computer Suite

and Support Team (S28,

S31a - d)Academic Staff offices

Civil Engineering(S22-S27)