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Section 4: Learning Agreements, Barring, Suspensions and Termination of Study

Published for 2020-21


4.1 Learning Agreements4.4 Termination of Study
4.2 Barring Students from Assessment4.5 Mandatory Faculty Interviews
4.3 Suspensions of Studies on Grounds of Academic Insufficiency 

4.1 Learning Agreements

1.Learning agreements are written agreements with a student meant to support students experiencing significant difficulties by agreeing a way to address problems such as, for example, coursework submission problems, communications problems, welfare concerns, problems with administrative requirements, etc.
2.

Learning Agreements can be agreed by Departmental Tutors, Departmental Graduate Tutors*, Faculty Tutors, Faculty Graduate Tutors and the Vice-Provost (Education & Student Affairs).

*In Faculties organised on a divisional or other basis, rather than on a departmental basis, this applies to the equivalent officers

3.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.
4.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.
5.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.
6.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.

4.2 Barring Students from Assessment

 

Covid-19 2020/21:

UCL has agreed that the 70% minimum attendance requirement will be suspended for the 2020-21 academic session due to the Covid-19 pandemic.  Therefore, students will not be barred from module assessments on the basis of attendance.


4.3 Suspensions of Studies on Grounds of Academic Insufficiency

1.Faculty Tutors/Graduate Faculty 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 performance, rather than that in a particular module, is deemed to be unsatisfactory, so that it is not viable for the student to continue with his or her 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 confirms academic insufficiency, the expected outcome is that the Faculty Tutor suspends the student’s enrolment 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 must have summoned the student to a Faculty interview to allow for an explanation of the case.
6.To suspend a student on grounds of academic insufficiency, the Faculty Tutor must send a letter of notification to the student that includes details of the appeals mechanism, copying the home Department, all teaching Departments and examboards@ucl.ac.uk.
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 Academic Services on behalf of the Vice-Provost (Education & Student Affairs) suspends regulations to allow further attempts.
8.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.
9.Suspended students have a right of appeal:
 a)Appeals against a suspension on grounds of academic insufficiency must be submitted within five working days of the relevant notification and will be dealt with by UCL Academic Services on behalf of the Vice-Provost (Education & Student Affairs).
 b)Should a student be dissatisfied with the outcome of the appeal, he or she may then go through the procedures set out in Section 10: Student Complaints Procedure.
10.In cases involving poor performance in Postgraduate Research Students, separate guidance applies (see Research Degrees: Guidance on Addressing Poor Performance in Research Students).

4.4 Termination of Study

1.Faculty Tutors/Graduate Faculty 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 he or she has previously been referred to the Faculty Tutor/Faculty Graduate Tutor for a formal interview 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 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.
6.Students have a right of appeal:
 a)Appeals against a termination of studies on grounds of irretrievable academic insufficiency must be submitted within fifteen working days of the relevant notification and will be dealt with by UCL Academic Services on behalf of the Vice-Provost (Education & Student Affairs).
 b)Should a student be dissatisfied with the outcome of the appeal, he or she may then go through the procedures set out in Section 10: Student Complaints Procedure.

4.5 Mandatory Faculty Interviews

1.Faculty Tutors and Faculty Graduate Tutors can summon students in their Faculty to mandatory Faculty interviews, requiring the student either to attend the interview at a set date and time or to make and keep an appointment by a set deadline.
2.If a student fails to do so, he or she will be written to by the Faculty Tutor or Faculty Graduate Tutor with a suspension warning, informing the student that failure to make and/or attend an alternative appointment by a set deadline will result in a suspension of studies.
3.If a student fails to make or attend the alternative appointment, the Faculty must send the student a formal letter confirming the suspension of studies and issuing a termination warning. The student must be informed that failure to make and/or attend a final appointment by a set deadline will result in a permanent termination of studies.
4.If a student fails to make or attend the final appointment, the Faculty must send the student a formal letter confirming the termination of studies and informing the student of the right to appeal.
5.Students have a right of appeal against a suspension or termination of studies for non-attendance at mandatory Faculty interviews:
 a)Appeals must be submitted within five working days of the relevant notification and will be dealt with by UCL Academic Services on behalf of the Vice-Provost (Education & Student Affairs).
 b)Should a student be dissatisfied with the outcome of the appeal, he or she may then go through the procedures set out in Section 10: Student Complaints Procedure.