3. Academic Insufficiency Procedure

Published for 2023-24

Forms

Academic Insufficiency Procedure - Appeal Form

3.1 Learning Agreements	3.4 Termination of Study on Grounds of Academic Insufficiency
3.2 Barring Students from Assessment	3.5 Appealing a Suspension or Termination of Studies
3.3 Suspension of Studies on Grounds of Academic Insufficiency

3.1 Learning Agreements

1.	If a student is experiencing significant, persistent or long-term difficulties, and UCL’s normal support mechanisms (such as Extenuating Circumstances, Reasonable Adjustments or Interruptions) are not able to provide the right level of support, the Department should normally refer the student for a Support Plan under the UCL Support to Study Procedure (see Chapter 2, Section 7).
2.	Alternatively, if a Department identifies an isolated case of poor attendance or engagement, and the student does not appear to be having any underlying difficulties, the Department may put in place a Learning Agreement.
3.	Learning Agreements can be agreed by Departmental Tutors, Departmental Graduate Tutors, Faculty Tutors, Faculty Graduate Tutors and the Vice-Provost (Education & Student Experience). Throughout this procedure, this includes equivalent posts such as Directors of Education which formally incorporate the role of Faculty Tutor and/ or Faculty Graduate Tutor.
4.	Special arrangements for a student and/or measures subject to approval can be made conditional on concluding and abiding by the conditions of a learning agreement.
5.	The learning agreement will set out what UCL will do to support the student as well as the conditions which the student agrees to meet. These conditions will usually cover some or all of, but are not limited to, the following: Completion and timely submission of coursework and other forms of work, both summative and/or formative, assessed and/or unassessed. Responding appropriately and in a timely manner to UCL communications and attending meetings with UCL staff as requested. Completion of additional work to ensure sufficient coverage of the syllabus. Providing requested information within a specified time period. Supplying proof of continuing medical or specialist treatment.
6.	Breach of a learning agreement will result in the revocation of any special arrangements made and/or measures approved and in the application of any penalties specified in the learning agreement.
7.	Learning agreements should specify the duration of the agreement and when compliance with the agreement will be reviewed. Compliance should be reviewed at least once a year.

3.2 Barring Students from Assessment

Barring students from assessment on the basis of attendance has been suspended for 2023-24

3.3 Suspension of Studies on Grounds of Academic Insufficiency

1.	Faculty Tutors/ Faculty Graduate Tutors can suspend the studies of students in their Faculty on grounds of academic insufficiency as per paragraphs 14.1 and 14.2 of UCL’s Regulations for Management.
2.	Academic insufficiency occurs when a student’s overall attendance and/or engagement is deemed to be unsatisfactory, so that it is not viable for the student to continue with their studies for the remainder of the session.
3.	All such cases must be referred to the Faculty Tutor/Faculty Graduate Tutor. If the Faculty Tutor/ Faculty Graduate Tutor confirms academic insufficiency, the expected outcome is that the student’s enrolment is suspended for up to one year, specifying at the beginning of which term the student will be allowed to return to repeat.
4.	Students must have had due warning prior to a suspension of studies.
5.	Prior to a suspension on grounds of academic insufficiency, the Faculty Tutor/ Faculty Graduate Tutor must have invited the student to a Mandatory Faculty Interview (see Section 4) to allow for an explanation of the case.
6.	To suspend a student on grounds of academic insufficiency, the Faculty Tutor/ Faculty Graduate Tutor must send a letter of notification to the student that includes details of the appeals mechanism (see below), copying the Home Department, relevant Teaching Departments and UCL Student Records.
7.	Suspensions of studies forfeit an attempt at assessment for all affected modules. A suspended student must repeat either the year or the term(s) in which the insufficiency occurred in the next academic year, repeating in attendance all modules for which the student has second attempts remaining. (Additional interruptions can be applied for, but are subject to scrutiny and approval.) If a suspension would permanently prevent progression or award of degree due to one or several forfeited second attempts at assessment, suspensions become terminations of study, unless UCL Education Services on behalf of the Vice-Provost (Education & Student Experience) suspends regulations to allow further attempts.
8.	International students with a Student Visa may find that their visa status is impacted if their studies at UCL are suspended. The law means that UCL must inform UK Visas and Immigration (UKVI) of any changes to a student’s status. Students who are on a Student Visa must read the Student Visa responsibilities guidance. If students need any further advice, they should get in touch with UCL’s Student Immigration Advice and Compliance Team who can assist.
9.	As a condition of returning to repeat after the suspension, the student must sign a Learning Agreement. Refusal to sign the Learning Agreement or breach of the Learning Agreement following an earlier suspension will usually result in Termination of Studies. If the student is having persistent, long-term difficulties, it may also be beneficial for the Department to refer the student for a Support Plan upon their return to UCL, under the Support to Study Procedure (see Chapter 2, Section 7).
10.	In cases involving poor performance in Postgraduate Research Students, separate guidance applies (see Research Degrees: Guidance on Addressing Poor Performance in Research Students).

3.4 Termination of Study on Grounds of Academic Insufficiency

1.	Faculty Tutors/Faculty Graduate Tutors can also terminate the studies of students on grounds of academic insufficiency as per paragraphs 14.1 and 14.2 of UCL’s Regulations for Management.
2.	In such cases the academic insufficiency must be deemed to be irretrievable.
3.	For any student whose studies are to be terminated in this way, it is essential that the student has previously been referred to the Faculty Tutor/Faculty Graduate Tutor for a Mandatory Faculty Interview (Section 4) and received a written warning that their studies are at risk of being terminated should the insufficiency continue.
4.	Should the insufficiency continue or should any conditions that were made for the continuation of the student’s studies at the interview and/or in the written termination warning not have been met, the Faculty Tutor/ Faculty Graduate Tutor must interview the student again.
5.	If the termination of studies is confirmed, the Faculty must issue a formal written notification of the termination of studies and the reasons for it, including a reference to the appeals procedure below.
6.	International students with a Student Visa may find that their visa status is impacted if their studies at UCL are terminated. The law means that UCL must inform UK Visas and Immigration (UKVI) of any changes to a student’s status. Students who are on a Student Visa must read the Student Visa responsibilities guidance. If students need any further advice, they should get in touch with UCL’s Student Immigration Advice and Compliance Team who can assist.

3.5 Appealing a Suspension or Termination of Studies

1.	If a student is dissatisfied with a decision to suspend or terminate their studies, appeals may be considered on one of the following grounds:

	a)	There was a significant procedural irregularity in the conduct of the procedure, that had a material impact on the fairness of the outcome.
	b)	The Faculty Tutor/ Faculty Graduate Tutor did not act in a way that was reasonable and the decision reached was not a possible conclusion that a similar process of consideration might have reached.

2.	Appeals must be submitted to the Casework Team via the 'Academic Insufficiency Procedure - Appeal Form' within ten working days of the official notification of the decision.
3.	Appeals will be considered by a senior member of staff nominated by the Vice-Provost (Education & Student Experience)/ Director of Education Services or Director of Student Operations as appropriate. The Appeal Assessor must not have been involved in the case previously.
4.	Where an appeal is upheld in part or in full the Appeal Assessor will either:

	a)	Request that the Faculty Tutor/ Faculty Graduate Tutor reviews their decision, with recommendations as required.
	b)	Appoint a Faculty Tutor/ Faculty Graduate Tutor, who may be from another Faculty and who was not involved in the original decision, to look at the case and make a new decision.

5.	Where an appeal is upheld, an outcome letter will be issued explaining what actions will be taken. A Completion of Procedures letter can be issued upon request.
6.	Where an appeal is not upheld and is rejected the Appeal Assessor must provide a clear reason for any decisions reached and confirm that the original decision being appealed against will stand.
7.	The outcome of an appeal that is not upheld will be issued in the form of a Completion of Procedures letter.
8.	If the student remains dissatisfied, once a Completion of Procedures letter has been issued confirming that the internal procedures of UCL have been concluded, students have the right to submit a complaint for review to the Office of the Independent Adjudicator for Higher Education (OIA). OIA complaints must be submitted no more than 12 months from the date of the Completion of Procedures letter, using the OIA’s Scheme Application form. The procedures and form are available from the OIA website.

Recent Changes

A guide to changes to the regulations are available from the Recent Changes page.

Student Enquiries

Student enquiries about these procedures should be made via askUCL. Students' Union UCL and your department can also give you help and advice.