UNIVERSITY OF WALES INSTITUTE, CARDIFF ATHROFA PRIFYSGOL CYMRU, CAERDYDD
PART 1 Welcome
1.1 Welcome from the Vice-Chancellor
1.2 The Charter Mark
1.3 Top 10 things to do once you get to University
PART 2 Things You Need To Know (Regulations)
2.5 Conduct at Examinations
2.6 Unfair Practice and Plagiarism
PA R T 1
2.10 Freedom of Information
2.11 Private Mail/Telephone Calls
PART 3 Things To Help You (Services)
3.1 Student Services
3.2 Accommodation Services
3.3 International Office
3.4 Learning Centre Services
3.5 Study Advice and Learning Support
3.6 Students’ Union
3.7 External Services
PART 4 Things You May Find Useful (Policies And Procedures)
4.1 Making a suggestion, complaint or appeal
4.2 Disciplinary Procedure
4.3 Code of Conduct
4.4 Equal Opportunities
4.5 Harassment and Bullying
4.6 Child Protection
4.7 Expectant or New Mothers
4.8 Health & Safety
4.10 Mental Health
Useful names, addresses and websites Index
Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice.
Part 1 Welcome 1.2 The Charter Mark
1.1 Welcome from the Vice-Chancellor. 1.2.1 What is the Charter Mark?
Welcome to UWIC’s new Student Handbook and congratulations! If you are reading this you The Charter Mark is a standard of customer service which demonstrates that UWIC puts
are either preparing to come to UWIC or are already a student here. Thank you for choosing its students first! The Charter sets out the standards of service which UWIC aims to achieve
to study at UWIC. We are sure you will find the experience most worthwhile and enjoyable. in respect of its students. It also sets out for students what we expect of them in return.
The purpose of this Handbook is to provide you with all the necessary basic information you By achieving the Charter Mark, UWIC demonstrates its commitment to students. By listening
need as a student at UWIC and to tell you about the type of services available. You are not to the views of students through a range of mechanisms and using their feedback, UWIC
expected to read it from cover to cover in one go, but to use it as a reference guide when you ensures that it continuously improves its services and raises student satisfaction levels
need information. Specific details about your chosen programme of study are sent to you even higher, in order to improve efficiency and effectiveness in student learning.
separately. You will also receive additional information when you enrol and participate in the The UWIC Charter ensures that staff:
induction process at the beginning of your first term. • Set standards and perform well
Without students UWIC would not exist! We try to take every opportunity to listen to and take • Actively engages with student, staff and partners
notice of your views. At the same time, you have a responsibility to make use of these various
• Are fair and accessible to everyone and promote choice
opportunities, as this can be a most valuable part of your university experience. This is your
university. Please make use of all the services and facilities we offer. If you have concerns or • Continuously develop and improve
worries about anything please ask or seek advice. Relevant phone numbers, email addresses • Use resources effectively and imaginatively
and web sites are included throughout this Handbook. Do please use our web site uwic.ac.uk; • Contribute to improving opportunities and quality of life in the communities served
it will provide you with all the information you should need in both English and Welsh.
For further information please visit the Charter Mark website
The quality of provision at UWIC has been officially acknowledged by the Government with at uwic.ac.uk/chartermark/
the award of the Charter Mark for excellence. We have held this Charter Mark since 1995
and we are the only university in the United Kingdom to have had it awarded five times.
WE HOPE YOU FIND THIS HANDBOOK USEFUL AND HELPFUL. ENJOY YOURSELF
AT UWIC AND GOOD LUCK WITH YOUR STUDIES AND FUTURE CAREER.
Professor Antony Chapman
Vice-Chancellor and Principal
1.3 ‘TOP 10’ Things To Do Once You Get To University 7. You’ll be well looked after as a student but, if things are going wrong, don’t be afraid
to share a problem. The university and the Students’ Union have all kinds of services to
Starting university is a very exciting time for new students, but it can also be overwhelming support you in your learning and your personal life. If you have a problem with your course,
if you don’t know what to expect and if it is your first time living away from home. So here are you’ll also have a course tutor who will be able to offer you help and advice. Make sure you
some ‘Top 10’ tips to get you through the first few days and months as a new student, if not know what support is available to you.
the whole of your studies.
8. Don’t leave your common sense at home when you go away to university – take care of
1 It may sound obvious, but speak to people! The first few days at university can seem your personal safety. Never leave your drink unattended in a pub/bar – you never know
daunting to begin with – you’re away from home and surrounded by complete strangers – what might be in it when you get back. Don’t walk the streets alone late at night or in the
but just remember that all the other new students are in the same boat. Don’t be afraid to early hours of the morning and, if possible, arrange to walk home with a group of friends.
smile, say hello and speak to other new students, they’re probably as nervous as you. If you can take public transport or a taxi from a reputable firm, it’s much safer than walking.
2. Attend events organised for new students or ‘Freshers’ as you’re known. Make sure you 9. Look after your possessions – don’t make yourself an easy target for potential thieves.
attend any university induction events to get all the important information you’ll need about Whether you are living in halls of residence or private/shared accommodation, keep your
your course and the university. Also make the effort to attend Freshers’ Week Fairs run by doors and windows locked when you’re not in your room and at night, and obtain adequate
your Students’ Union to find out about clubs and societies. Joining a club or society is one insurance for your personal possessions before you leave home.
of the best ways to meet people and improve your university social life. Freshers’ Fairs are
10. Even if you are really busy in the whirlwind of Freshers’ Week events, socialising and
also a great place to find out about student discounts and promotions from local companies
settling in to your course, don’t forget to call home and let your family and friends know
that you’re OK. Similarly, always tell someone where you are going and what time you
3. Sort out your finances at the start. The cost of being a student can add up, between paying expect to be back: let your flatmate know where you are.
for course fees and finding money for rent, bills, course materials and of course socialising!
As a student, you’ll need to learn how to make your money last and not go into too much Finally, enjoy yourself and have fun – you’re only a Fresher once, so make the most of it.
debt, so don’t blow all your cash in the first few weeks. Sit down and work out realistically
what you’ve got coming in, what has to go out on essentials such as rent/bills, course
books and equipment and how much you have left over each month to enjoy yourself.
4. Learn to cook and find out where the nearest laundrette is. Although you may not be as
talented as Jamie Oliver in the kitchen, you really can’t live on kebabs and takeaways for
a year. Invest in a good student cookbook which will tell you how to make great food on
a budget. It is also advisable to find out where your nearest laundrette facilities are, so that
on your first visit back home you’re not accompanied by bags of dirty washing!
5. Organise your time. University life is very different from being at school or college as you
have a lot more freedom and will be responsible for managing your own workload. It makes
sense to plan your time and get coursework out of the way in plenty of time, rather than
burning the midnight oil and writing an assignment in one night without any sleep.
6. Talk to someone about any concerns or needs you might have as soon as possible, whether
they be about personal issues, finance, disability, faith, health, childcare, part-time work or
your choice of course. Don’t be afraid to seek help and advice either before you begin at
UWIC or when you’re here. Support services are free and entirely confidential, so don’t let
things build up and get out of control.
Part 2 Things You Need To Know (Regulatons)
There are matters you need to be aware of and to abide by, so please read this section carefully.
The regulations are designed to ensure UWIC is able to meet its legal and statutory
obligations and to provide a framework for conduct, so that all can benefit to the maximum
from what UWIC has to offer.
Location: Academic Registry, Llandaff Campus
Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)
Contact(s): Assistant Registrar
PA R T 2 Telephone:
029 2041 6805
THINGS YOU In enrolling as a student at UWIC you undertake to abide by the enrolment regulations or
you may be excluded from study. UWIC interprets “student” to mean any person enrolled by
UWIC to follow a course or programme of studies which has been approved by the Academic
Board, including short programmes. You are required to enrol each academic year before the
NEED TO KNOW start of your programme of study for that year. The times of enrolment are determined by
UWIC. You will be informed of these via the UWIC website.
Enrolment is not complete until:
• A UWIC enrolment form has been satisfactorily completed (normally on-line).
• A module selection form has been satisfactorily completed (normally on-line).
• Your entry qualifications have been verified.
• Any other procedures which may be required or which you have been notified about,
have been completed.
Please make sure you have done all of these things or else you will find you may not be able
to start your programme.
For further details go to the Academic Registry website indicated above.
N.B. Information provided by UWIC about a programme of study is intended as a guide
only and does not constitute a contract between UWIC and a student or any third party,
since UWIC reserves the right to cancel, suspend or modify any programme, should the
circumstances so apply. However, any such action will have due regard for the interests
of the students on the programme.
2.2 Fees If you withdraw after the first four weeks of term your liability for fees will be
dependent upon the period of study, as set out below:
Location: Academic Registry/Exchequer
• Withdrawal during first term % of fee payable = 40%
Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)
• Withdrawal during second term % of fee payable = 70%
Contact(s): Academic Registry: Pauline James
• Withdrawal during third term % of fee payable = 100%
Exchequer: Karen Collins
If you are liable for your own fees and you do not opt to pay through a deferred fee loan, it
Telephone: Academic Registry: 029 2041 6813
is essential that you pay your fees on time. Failure to do so may result in your access to UWIC
Exchequer: 029 2041 6083/6086
facilities (including IT access) being withdrawn; you may be excluded from examinations;
E-mail: PJames@uwic.ac.uk you may be prevented from progressing to your next stage of study; you may not receive
KCollins@uwic.ac.uk an award from UWIC.
Websites: Academic Registry uwic.ac.uk/registry
Students are required to agree the method/basis for payment of tuition and registration fees Location: Academic Registry, School Offices
at the beginning of each academic year. Full details of all course fees and any registration fees Opening Hours: Llandaff 11.00 am – 2.00 pm
are available from the Exchequer Department website, as indicated above. Cyncoed 9.00 am – 12.00 pm
If you receive financial support from a Local Education Authority (LEA) and the Student Loan Colchester Avenue 10.00 am – 1.00 pm
Company (SLC), you must produce at enrolment written evidence of any contribution to be Howard Gardens 9.30 am – 12.30 pm
paid by the LEA/SLC towards your tuition fees. (This is normally your Student Support Telephone: Llandaff 029 2041 6807
Notification). Cyncoed 029 2041 6560
If your tuition fees are to be paid by a sponsor or other agency (e.g. your employer) you must Colchester Avenue 029 2041 6301
produce at enrolment a letter confirming that the sponsor accepts responsibility for payment Howard Gardens 029 2041 6969
of your fees. If a BTEC registration fee is payable, this must be paid at enrolment. Contact(s) School Offices – see list at end of Handbook
In the event of your sponsor or other agency defaulting on the payment of fees or otherwise Academic Registry: Cyncoed / Howard Gardens / Llandaff / Colchester Avenue
disclaiming responsibility, you are personally responsible for any outstanding amount due. Website: Academic Registry: www.uwic.ac.uk/registry
If you are paying your own fees or any contribution towards your fees, you may make
arrangements to pay by instalments. Please bring all documents to your enrolment session.
Unless your programme is organised otherwise, attendance at lectures, seminars, tutorials
You can obtain further information from the Exchequer web site, where you will also be able and practical classes is an integral part of your learning, without which you will not be able
to print off a Direct Debit mandate for instalments and find out the payment dates for the to fulfil the programme’s aims and objectives. Additionally, sponsors, such as your LEA and
current year. the SLC, often stipulate good attendance as a requirement for the support they provide. You
N.B. Direct Debit payment is not available for international students who must pay their are expected to attend the formal teaching sessions laid down in your programme. If you need
fees in full or on a 60%/40% basis. to be absent for a session you should advise the relevant lecturer or the Programme Director
It is recognised that students, once enrolled, may wish to discontinue their studies for a variety for absences involving a day or more. A written explanation to the Programme Director is
of reasons which may not have been apparent prior to enrolment. In recognition of this, students required together with a medical certificate for health-related absences in excess of one week.
who withdraw within four weeks of their recorded enrolment will be entitled to a refund of fees This is in your interests as it may be necessary to make special arrangements for you.
subject to any evidence of fraud or illegal acts or other outstanding debts to UWIC. If you are absent for a continuous period of four weeks without the approval of your Programme
Director, you will be deemed to have withdrawn from your studies and your enrolment will be
cancelled and, where applicable, your LEA, the SLC or your sponsor will be informed.
2.4 Assessment 2.5 Conduct of Examination
Location: Academic Registry, School Offices Location: Academic Registry, School Offices – see list at end of Handbook
Contact(s) School Offices – see list at end of Handbook Website: Academic Handbook uwic.ac.uk/registry/academic_handbook.asp
Website: Academic Handbook uwic.ac.uk/registry/academic_handbook.asp
UWIC has regulations on the conduct of examinations and these can be viewed in the Academic
UWIC’s assessment regulations can be viewed in full in the Academic Handbook. Handbook . If you are due to take an exam then ensure you are familiar with the regulations.
You will need to know exactly how you are going to be assessed on your particular The dates and times of examinations will be communicated to you, usually via a notice board.
programme. This information should be spelt out in your programme’s Student Handbook It is your responsibility to know when and where your examinations are taking place. You will
and you should also be given full details of what is expected and required for each module need to ensure you are there punctually for the start of the examination, as you will not be
or element by your Programme Director or Module Leader. The information should include allowed in if you are more than half an hour late. You will also not be allowed to leave until
details of the methods of assessment, the weighting given to different aspects, the levels 45 minutes of the exam has passed or during the last 15 minutes.
attainable, the required pass mark and deadlines for submission. Don’t forget your ID card – you will need to show this to prove your identity. If you are ill
It is your responsibility to ensure you know what is required, to hand in work on time, to or have had an accident and/or cannot take the exam, then you must report this as soon as
attend examinations when necessary and to submit details to your Programme Director of possible and send a medical certificate to the Academic Registrar. If you want to request any
any extenuating circumstances that may affect your performance or require an extension special provisions for an examination, due to a verified disability, then you need to apply for
to a deadline. Additionally, it is your responsibility to apply for any special provisions you this by the end of February or as soon as possible prior to an examination if an emergency
may be entitled to due to a verified disability. situation arises. Such requests must be accompanied by appropriate documentary evidence
You should be provided with feedback on all of your assessed work and the level of If you have a mobile phone this must be switched off during the examination and you are not
performance you have achieved. Under the Data Protection Act (1998) (See Section 2.9) this allowed to keep it on your person. It must be handed in to an invigilator or placed in a box at
includes being given the actual marks or grades obtained. For details of how this is provided, the back of the room.
see your programme’s Student Handbook or information provided by your Programme Ensure you know if you are permitted to bring anything into the examination room. If not, you
Director or Module Leader. should not have any materials with you which may lead to suspicions of unfair practice (See 2.6).
If you do not pass an assignment, a module or a programme you should normally be allowed
to be re-assessed. Your programme’s Examination Board will decide what course of action
should be taken and you will be informed of this in writing. Different programmes have
different regulations regarding re-assessment, which should be published in your
programme’s Student Handbook. Normally, you will be given no more than a basic pass mark
for re-assessed work.
In exceptional circumstances an Examination Board can allow compensation for a failure,
especially in cases where you may have been unavoidably absent due to illness or an accident.
If you wish to appeal against any academic decision, see Section 4.1 of this Handbook
or access UWIC’s Appeals Procedures in the Academic Handbook.
2.6 Unfair Practice and Plagiarism 2.7 Mitigating Circumstances
Location: Academic Registry, School Offices - Learning Resource Centres Location: Academic Registry, School Offices
Website: Academic Handbook uwic.ac.uk/registry/academic_handbook.asp Contact(s) School Offices – see list at end of Handbook
Study Skills Help uwic.ac.uk/studyadvice/index.htm Website: Academic Handbook uwic.ac.uk/registry/academic_handbook.asp
Learning Centres uwic.ac.uk/UWIC/LearningCentre
Where you are experiencing exceptional personal circumstances outside your control
2.6.1 UWIC’s regulations on Unfair Practice can be viewed in full in the Academic (e.g. personal illness or that of a close friend or relative, bereavement, accident, etc), that you
Handbook. Where there is any evidence of unfair practice UWIC takes the matter very consider are affecting your academic performance, you are advised to contact your Personal
seriously and has rigorous procedures to investigate the alleged offence. Tutor/Year Tutor as soon as the problem occurs, to try to prevent a crisis. Where you consider
Guidelines for Imposition of Penalties for Unfair Practice appear in Appendix 2. Unfair practice that such circumstances have affected adversely your academic performance, whether in
can be defined as gaining an unpermitted advantage by cheating. It involves breaking the coursework or formal examination, you should submit a Mitigating Circumstances Form,
examination regulations, copying from others, plagiarising, impersonating someone else with independent corroborative evidence to the Programme Director as soon as possible.
or making false claims. All work should be the student’s own effort in some way. This must be prior to the meeting of the Examining Board if you wish the Board to take
Plagiarism involves taking or using another person’s thoughts or writings and presenting them account of your circumstances when determining your result. The Mitigating Circumstances
as if they were your own. To avoid suspicion of this, you must acknowledge all your sources, Form and the Mitigating Circumstances Guidelines and Procedure can be found in the
using an official referencing system such as Harvard. You must not copy out passages of text Academic Handbook on UWIC's website.
from a publication word for word or simply make slight changes. You must use your own
words unless you insert a direct quotation but ,even then, you must still acknowledge any
ideas or concepts that are not your own; if you plagiarise inadvertently, you will still be
penalised. There are also study skills units on referencing and plagiarism on line at UWIC
and the Learning Centres provide advice as indicated above. For further details see Section
3.5 of this Handbook.
If you are accused of any type of unfair practice, UWIC’s procedures allow you to defend
yourself or to be represented and, if found guilty, you have the right to appeal on certain grounds.
As part of its commitment to quality and the maintenance of academic standards, UWIC
reserves the right to use plagiarism detection systems, including Turnitin. Further details
of this system are available from uwic.ac.uk/studyadvice/plagiarism.htm. It
is important that you familiarise yourself with the definition of plagiarism at the above link,
as anyone found to have plagiarised work or any other form of Unfair Practice will face the
most severe sanctions including exclusion and/or cancellation of marks, in appropriate cases.
The Vice-President (Education Officer) of the Students Union is responsible for consulting
with Schools, where appropriate, on matters appertaining to academic issues. This is done
by representing and advising students in matters relating to Disciplinary Hearings, Complaints
and Academic Appeals.
2.8 Insurance Primary objectives:
• Ease congestion and ensure smooth and effective traffic flow and management.
Location: Finance School Office • Improve the safety and security of drivers and pedestrians.
Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays) • Support UWIC’s commitment to sustainability and related planning authority requirement
Contact(s): Senior Finance Assistant to develop a comprehensive Travel Plan as a condition of planning approval.
Telephone: 029 20416064 • Make adequate provision for people with disabilities.
• Invest in the improvement of parking facilities.
A limited number of Pay & Display parking spaces are available to students on all campuses.
You are not required to register for a permit to park in these spaces.You are required to Pay
UWIC has insurance to cover its legal liability for accidental injury, loss or damage sustained & Display at the advertised tariff at all times. Students who are Blue Badge Holders are
by third parties when students are on campus or on official placements arranged by UWIC exempt from payment but must display their badge at all times. Resident students are not
as part of a student’s programme. This insurance covers acts of negligence by UWIC. permitted to park on Campus with the exception of Plas Gwyn Campus.
It should be noted that no cover exists where UWIC was not negligent.
Students with Exceptional Circumstances
UWIC does not accept any responsibility for personal property lost or damaged on UWIC A small number of Pre-Pay Parking Permits can be issued to students who believe their
premises or on official placements off-campus. circumstances are such that it is essential that they travel by car and have easy access to
Any persons causing loss or damage to UWIC property will be held personally responsible their vehicle. In making an application you will require the support of your Dean of School.
and liable for the cost of replacement or repair, as necessary. However, this does not guarantee that your application will be successful: spaces will be
Students wishing to insure either themselves or their possessions are strongly advised to make awarded on a “greatest needs” principle.
their own arrangements as no personal accident or contents cover is provided by UWIC. If you consider your circumstances warrant an application, you will find the following
If you live in UWIC halls you must arrange your own insurance for your belongings. information and application form on our parking website.
Check your policy at home first, to se if you are covered by your home insurance.
Forms: Student Application Form (PDF Document)
Guidance Notes for Student Application Form (Microsoft Word Document)
2.9 Car Parking Policy & Regulations (Microsoft Word Document)
Location: Reception at each Campus Links to Alternative Means of Transport:
UWIC Rider uwic.ac.uk/rider
Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)
Traveline Cymru travelinecymru.co.uk
Contact(s): Reception – Cyncoed/Howard Gardens/Llandaff/Colchester Avenue UWIC Green Travel uwic.ac.uk/greentravel
Telephone: Cyncoed 029 2041 6155
HowardGardens 029 2041 6154
Llandaff 029 2041 6138
Colchester Avenue 029 2041 6157
Management of UWIC car parks is performed on its behalf by Vinci Park Services UK Limited.
UWIC wishes to preserve as safe, convenient and secure a facility as possible for the benefit
of all users. The managed car parking policy is intended to provide an equitable and uniform
system for the administration of car parking amenities consistent with corporate priorities.
2.10 Data Protection
Location: Secretariat & Vice-Chancellor’s Office
Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)
Contact(s): Siân Newton –Senior Officer
Telephone: 029 2041 6076
The Data Protection Act (DPA) (1998) not only establishes the way in which personal data
(that is information about living individuals) should be handled, but also sets out the rights
that everyone has in relation to their own data.
The Act details the Principles and Conditions that all organisations have to follow when they
collect, hold, use, disclose or destroy personal data in order to ensure that they do so in a
responsible fashion, with regard for personal privacy. UWIC holds a range of personal data
PA R T 3
in both manual and electronic systems. All such data is collected, held and disclosed
in accordance with the DPA.
You have a number of rights in relation to the information that UWIC holds about
you, including the right to:
• Ask for a copy of any of your personal data (Subject Access Request).
• Prevent us using your data for direct marketing.
• Prevent us doing anything with your data that may cause you damage or distress.
You also have rights, if significant decisions about you are automated. UWIC’s Data Protection
Policy is designed to ensure UWIC complies fully with the Act and you can view the full policy
on the website, indicated above.
The Policy includes:
• A complete list of the Principles and relevant Conditions that UWIC follows.
• Details of why we need your data and what we will do with it, including who it may
be passed to.
• More information about your rights.
The website also has information about how you can make a Subject Access
Request. You also have some responsibilities for assisting UWIC to comply with the
• Informing UWIC of any changes to your details, such as a change of address.
• Informing the Senior Officer immediately if any information about another person comes
into your possession.
• Following relevant guidance if you are collecting or using personal data as part of your
studies, in an elected role or when you are undertaking research.
For further information contact the Senior Officer, as indicated above. This also applies
to students living in UWIC Halls of Residence.
Part 3 Things To Help You (Services) 3.1.2 Financial Advice
This service offers confidential and non-judgemental advice on student finance, such as
loans and supplementary grants, as well as debt problems and money management. It is also
3.1 Student Service responsible for administering the Financial Contingency Fund which provides assistance for
Opening Hours: 8.30 am – 4.30 pm (4.00 pm Fridays) those in severe financial hardship and emergency loans for students whose first instalment
Contact(s): Dean of Students - Rob Cummings of their student loan is going to be late.
Financial Advice, Counselling & Health Services Manager - Anne Curtis There is a comprehensive financial support package for full-time undergraduates who are
Disability Service Manager - Karen Robson studying for their first degree; this comprises mainly:
Career Development Services Manager - Alyson Twyman Tuition Fee Grant
Day Nursery Manager - Pauline Pritchard For 2008/09, UWIC will be charging tuition fees of £3,145 for its full –time undergraduate
Chaplain - Paul Fitzpatrick courses but welsh domiciled students who choose to study in Wales may be eligible for a
Nursing Officers: Llandaff Sue King non-repayable grant of up to £1,890 to set against these fees. This grant is not means tested
Colchester Avenue Sue King so will be available to students regardless of family income and will be paid directly to UWIC.
Cyncoed Anne Moore Tuition Fee Loan:
Howard Gardens Esther West Students will no longer have to pay fees whilst they are studying as they will be able to defer
Telephone: Student Services (Cyncoed) 029 2041 6333 their fees by taking out a fee loan, which is repaid in exactly the same way as the student
Student Services (Llandaff) 029 2041 6170 maintenance loan. The fee loan will be paid directly to the university to cover the cost of the
Day Nursery Manager 029 2041 6174 fees charged, but universities will make arrangements for students who choose to pay their
Chaplain 029 2041 7252 fees instead.
Sue King – Llandaff 029 2041 6179 Student Maintenance Loan:
Sue King – Colchester Avenue 029 2041 6178 Student maintenance loans are available to eligible students to help to meet basic living costs,
Anne Moore – Cyncoed 029 2041 6175 such as accommodation, food, clothes, travel and course costs. Twenty five per cent of the
Esther West – Howard Gardens 029 2041 6177 loan is assessed on the family’s income. For students starting their studies in 2006 or later, the
Website: uwic.ac.uk/studentservices Government will write off all student loan balances which are left unpaid 25 years after a student
finished or left his/her course, as long as the conditions of the original loan agreement are met.
Assembly Learning Grant/Maintenance Grant:
Students who come from a low income household, may be eligible for an income-assessed
3.1.1 Introduction maintenance grant of up to £2,835, which doesn’t have to be repaid. In Wales, this will be
known as an Assembly Learning Grant (ALG) and in England a Maintenance Grant. Up to £1,255
Student Services is designed to meet the support needs of all students and to offer help and
of this new grant will be paid in substitution for part of the student maintenance loan; this sounds
guidance to ensure your time at UWIC is as enjoyable and successful as possible. It comprises
complicated, but it has the effect of reducing a student’s debt by up to £1,255 per year.
• Financial Advice, Counselling and Health Services (based mainly on the Llandaff Campus
Additional grants may be available for students with specific circumstances, such as disabled
with a Health Service available on all campuses).
students and low-income students with children. Details of these grants are available from the
• Disability Service (based mainly on the Llandaff Campus). LEA or the Student Financial Advisory Service in UWIC.
• Career Development Services (based on the Cyncoed Campus). To apply for any of these grants and loans, students should contact their LEA in Wales or
• Day Nursery (based on the Llandaff Campus). Student Finance Direct in England where staff will establish eligibility and assess how much
•Chaplaincy (based on the Cyncoed Campus). financial support is available.
All the advisory services are free, confidential, impartial and staffed by professionals.
If you require any information, advice or guidance before starting or during your programme
of study, please do not hesitate to contact the relevant service.
Welsh National Bursary: 3.1.3 Counselling
For 2008/9 students who receive a full Assembly Learning Grant or Maintenance Grant
will be eligible for a Welsh National Bursary of £310. Any queries relating to this should Counselling is available to any student who may be feeling worried, anxious, upset or
be directed to the Bursary Officer on 029 2041 6143. distressed. It is an opportunity to explore emotional issues with someone who is trained to
listen, explore and offer honest feedback. It can help you to focus on things that are causing
UWIC Bursary & Scholarship Scheme
you concern. You can then decide how best to tackle problems which can be solved and
UWIC offers a means-tested bursary scheme and a range of scholarships to students who
come to terms with those that cannot. It does not tell you what to do; on the contrary it
have met specified conditions and criteria. For any queries and information related to your
respects your rights to make your own decision.
bursary or scholarship application, contact the Bursary Officer on 029 2041 6143.
Free confidential counselling is available to all students via an appointment system during
Students who already have a first degree are not eligible for any elements of this support
term-time; sessions usually take place on the Llandaff Campus but can be offered at other
package, so it may be worth contacting UWIC’s Financial Advisor to discuss the options available.
campuses on certain days of the week. Sometimes there is a waiting list for this service and
Financial Contingency Fund: you may have to wait for an appointment, at peak times, which can be made via Student
Each year the Welsh Assembly Government gives a sum of money to UWIC to disburse Services reception. The service also offers e-counselling on uwic.ac.uk/counselling but
to students who are facing financial hardship. To be eligible to apply, students must fulfil the unfortunately is not able to offer an emergency service.
residency requirements and must have applied for all the funding that is available to them.
If you want to have more information about what is available to you, visit UWIC’s Student
Financial Advisory Service’s website at www.uwic.ac.uk/studentservices/finance/ or refer to 3.1.4 Health Service
our leaflet ‘Money Matters’, which provides information on the support available and on how UWIC’s Nursing Officers provide a confidential drop-in service for help and advice on all
much things are likely to cost, as well as giving some helpful pointers on how to manage your matters of health and well-being. The Nursing Officers are experienced professionals who are
money during your time at university. committed to an integrated system of care, encompassing physical, emotional and
Our website also contains useful information for part-time, postgraduate and further psychological health and well-being. They are based in the medical centres on each campus,
education students. If you would like specific advice, based on your individual circumstances, as indicated above.
phone 029 2041 6170 to book an appointment with UWIC’s Student Financial Adviser. The Nurses can also be contacted, during term-time, via email at email@example.com
A local GP practice, based at Minster Road in Roath, also provides a medical service at the
Useful links for more information are: Cyncoed Campus for students who wish to register with that practice.
for students normally living in Wales studentfinancewales.co.uk All students at UWIC are encouraged to register, as soon as possible, with a local GP of their
for students normally living in England studentfinanceengland.co.uk choice. Further details on joining a local GP practice will be given by the nurses at induction talks
and are available on notice boards and on the Student Services website, as indicated above.
for students normally living in Scotland saas.gov.uk
Please note that medical certificates can only be issued by a GP after a week of a verified
for students normally living in N.Ireland education-support.org.uk illness. If you are registered with the Minster Road Surgery these are normally issued free of
for EU nationals studentfinancedirect.co.uk/EU charge, but an appointment should be made.
for NHS funded programmes hpw.org.uk
Student Loan Company slc.co.uk
3.1.5 Disability Service 3.1.6 Career Development Services
UWIC welcomes applications from disabled students and is constantly reviewing Career Development Services are available to you throughout your time at the University to
and improving its facilities to ensure that all students are able to benefit fully from their help you plan your future. You can even make use of these services prior to starting at UWIC
educational experience. In recent years the Disability Service has worked with 1000 if you need help choosing an appropriate programme of study.
students each year with a broad range of support needs. At the Cyncoed campus you will find a comprehensive Careers Information Room providing
It is very important that if you have particular needs, these have been discussed with the resources on a wide range of graduate careers, local and national graduate recruiters,
Admissions Tutor and the Disability Service in Student Services to enable UWIC to make postgraduate study and even information on work experience and vacation work
any necessary adjustment before you arrive to start your programme. opportunities both at home and abroad.
The Disability Service provides advice on: As well as providing up-to-date information the services are also here to provide individual
• Physical access guidance on anything from planning a year out to help with application forms. Group sessions
on career planning, effective applications and interview skills are also available and all
• Educational support
students are registered on the Blackboard module ‘Your Career’, which provides information
• Personal assistance and interactive materials you can dip into at any time you wish.
• Disabled Students’ Allowance Career advisers visit all the campuses and there are information areas on all campuses open
• Liaising with other Units and Schools in UWIC throughout the year.
• Technological support (including recording lectures) Many students now find the need for part-time work to help finance their studies and
• Study skills gain valuable work skills. The CDS Job Shop helps students find suitable work, while our
GO Wales Advisers can also help you find work ‘tasters’ and paid vacation work placements.
• Additional examination arrangements
Leavers can also receive continued assistance from our Graduate Support service.
Additional information will be made available to you on your arrival at UWIC. You are strongly advised to use Career Development Services before your final year.
As a checklist, if you are a disabled student you should:
Remember - it is never too early to start planning your future!
• Have indicated a disability on your UCAS form or contacted the Disability Service directly.
For further details visit: uwic.ac.uk/careers
• Have received a letter asking what support you require and contacted a Disability Advisor.
• Have ensured that any points suggested by the Disability staff have been undertaken
by you in the timescale recommended. 3.1.7 Day Nursery
• Have informed the Accommodation Office of any particular requirements and have The day nursery, situated on the Llandaff campus, offers 26 places for children of staff and
had them confirmed. students up to 5 years of age. A friendly, qualified team provide an exciting multi-cultural
• Make an appointment at the beginning of the autumn term to see a Disability Adviser environment based around a fun-filled curriculum.
at Student Services. Although the main intake is in September, we are happy to accept an application at any time.
It is extremely important that all of these points are covered since sometimes it can be difficult An open day is held in May each year, which allows you to meet the staff and see the nursery
to make necessary arrangements after the start of term. If, after joining the course, you find in action. The manager will provide you with information regarding nursery activities and
that your circumstances change or you develop a disability or medical condition which might procedures, and funding towards fees.
affect your study, you should inform the Disability Service immediately so they can advise you
on the support that may be available. Normally we would recommend that your Programme For further information on placing your child at the Day Nursery
Director be informed also. If, as a result of your disability, you require additional exam Contact: Pauline Pritchard - Manager
arrangements please speak to a Disability Advisor. These could include extra time, a scribe Tel: 029 2041 6174
or reader or a specific location. For further information on admission procedures for Disabled
Students see the Student Services website. For further information on applying for disability Email: firstname.lastname@example.org
grants see the ‘Money Matters’ leaflet available from Student Services or go to the Student Website: uwic.ac.uk/studentservices/daynursery
Services financial advice website.
3.1.8 Chaplaincy 3.1.11 What We Expect From You
UWIC’s chaplaincy is a place for those of all faiths and those of none. Our chaplain, Paul You will keep your appointment or advise us if you decide to cancel. We understand that
Fitzpatrick, is very experienced working within a wide range of different communities and sometimes timetable changes, emergencies or illness occur. Where possible please cancel
faith understandings. Our Chaplain has an unusual role within the university as he can (and any appointment you know you cannot keep.
will) provide confidential advice and support to all students and staff at any time of the day You will let us know if you were unable to keep an appointment or forgot about it. We know
or night - he is the university’s ‘3 O’clock in the Morning Man’! His role is both a spiritual that these things happen and sometimes you do not get the opportunity to let us know in
and deeply caring one and if you need him he will always be available. advance. We find it helpful to know why students do not keep appointments so would like
UWIC is very well provided with ‘Sacred Spaces. We have a newly refurbished Chapel in to hear from you if this happens. It also gives you the opportunity to make a fresh
Cyncoed campus which is open to all. Predominantly Christian, the curtains can be drawn appointment if you wish to do so.
to cover the walls so that all faiths (and those who just want a quiet space) may use it. There You will keep an eye on course notice boards and Students Services notice boards at your
are dedicated prayer rooms in both Colchester Avenue and Llandaff campuses which are campus. Information on services and events is regularly updated by Student Services staff
predominantly Muslim and there is a developing plan for a sacred space in Howard Gardens and sent to your programme director and placed on Student Services notice boards.
as well. All spaces have foot washing facilities and are always open. All spaces may be used If you are to take advantage of your Student Services you need to know what is going on.
by anyone at any time.
You will respond to requests for information from us and about us. We need to know what
Paul may be contacted on 029 2041 7252 or on 07917 818524. you think about services and how relevant our services are to students’ needs.
His chaplaincy is based in Cyncoed, room AO.14 in the Student Services section. Student feedback is a vital source of information for this.
3.1.9 Student Emergency Guidelines 3.1.12 Confidentiality
There may be times when you require emergency support and/or assistance. If this is the case Student Services at UWIC runs a highly confidential service and all users have the right to
during office hours, you should contact the campus Nurse or Student Services on the contact confidentiality. Certain services have additional guidelines and professional codes of ethics
numbers provided at the start of this section or 222, the campus emergency number, and to protect clients. Anybody wishing to clarify the confidentiality contract within one of the
whatever assistance is needed will be provided, if it is available. component services can do so directly and any possible breaches of confidentiality should be
Out of office hours, you should contact the emergency service required by dialling 999 raised immediately with the Dean of Students. For further details see the Student Services website.
and then inform the relevant authority in UWIC as soon as offices open again.
Student Services also produces a guidance leaflet on what to do in emergencies,
which is available from any of our offices.
3.1.10 What You Can Expect from Student Services
• An immediate, polite and professional response when you call in or phone.
• A return call to your query within five working days and a written reply within ten working
days during term time.
• An appointment with a Disability Advisor, Counsellor or Financial Advisor or for careers
guidance as soon as one is available.
• Individual appointments with Student Services staff to be honoured whenever possible.
If we arrange to meet with you we will do our best to do so.
• A service that meets your needs. We need to be sure that our services are appropriate
for your needs.
3.2 Accommodation Services 3.2.2 Halls of Residence
Accommodation Office Unfortunately, the Accommodation Service cannot guarantee all first year students a place
Location: Cyncoed Campus in Halls; the number of applicants far exceeds the number of places available. However,
normally there is no problem in finding accommodation for students even near the start of
Opening Hours: 8.30 am – 4.30 pm (4.00 pm Fridays)
term and the Accommodation Service holds a waiting list for Halls during the first few weeks
Contact(s): Accommodation Services Manager of term for any vacancies that occur. If you wish your name to be placed on this list you can
Telephone: 029 2041 6188/6189 contact the Service at the address or telephone number above.
E-mail: email@example.com Cyncoed Campus
Website: uwic.ac.uk/accommodation Accommodation at the Cyncoed Campus comprises 527 single study bedrooms in purpose
built low-rise units. Most of the rooms are in traditional Halls of Residence with meals provided
in a central dining area. Within these Halls, between 8 and 15 students share a small snack
Halls of Residence kitchen and bathrooms. All students have their own bedrooms. There are a limited number of
Location: Cyncoed Campus – Cyncoed Road self-catered standard and self-catered en suite rooms on this campus. There are also a limited
Opening Hours: 8.30 am – 6.00 pm (5.00 pm Fridays) number of single units in campus houses, flats and bedsits, which have self-catering facilities.
Broadband internet and VoIP telephone services have been installed in every room and are
Telephone: 029 2041 6339 included in your rent. It is hoped that IPTV will be available from September 2008.
Fax: 029 2041 6479 N.B As noted in Section 2.8 of this Handbook, student car parking is not permitted on this campus.
Plas Gwyn Campus
Location: Plas Gwyn – Llantrisant Road The Plas Gwyn Campus is located in Llandaff, which is approximately two miles from the City
Opening Hours: 8.30 am – 5.00 pm Centre. Although conveniently located for students attending the Llandaff Campus, being
Telephone: 029 2057 7065 only 10 minutes walk away, the Halls of Residence accommodate students attending all of
UWIC’s sites. Plas Gwyn consists of 391 single study bedrooms, all of which are self-catered
Fax: 029 2057 7540 and have en suite bathroom facilities. The rooms are grouped in flats of eight, in which
students share a communal kitchen/dining area. Broadband internet and Voip telephone
Location: Evelian Court – North Road services have been installed in every room in UWIC Halls of Residence and are included
in your rent. It is hoped that IPTV will be available from September 2008.
Telephone: 029 2061 5673
Fax: 029 2061 8889
In addition to the Cyncoed and Plas Gwyn Halls, the UWIC accommodation service has a
nomination agreement with Unite plc for the allocation of all of the rooms at Evelian Court,
3.2.1 Introduction which is situated just under a mile from the Llandaff Campus and just 2 miles from the city
centre. There are 253 rooms, all are self-catered and have en suite bathroom facilities; the
The aim of the Accommodation Office is to provide a comprehensive service for allocating kitchen is shared between four or five persons in each flat. There are a few premier (double
students to places in Halls of Residence or helping them to find private accommodation near en suite) rooms and some self-catered studio flats. All rooms are let on a single occupancy
their campus of study. We also provide information and guidance on the practical issues of basis. Internet access is available in all of the rooms. Please note that contracts for this
living in private sector accommodation. You can request information by email, in writing, by accommodation are between the student and Unite plc.
telephoning or visiting the Accommodation Service at the Cyncoed Campus as indicated above.
N.B As noted in Section 2.8 of this Handbook, student car parking is not available on this site.
Generally there are no Halls of Residence places allocated to second or third year students Full-time Residences Managers are present on the campuses and are supported by a team of
on campus and as a result they will have to seek private sector accommodation (see Section resident student wardens and security staff. They will endeavour to make the transition from
3.2.3 below). However, in exceptional circumstances the office will endeavour to assist home to university life as smooth as possible with evening and weekend duty rotas ensuring that
second year students. There are a limited number of single units in campus houses, flats and a member of staff and a student warden are always available to deal with queries or emergencies.
bed-sits, which have self-catering facilities. Application forms for one of these places can
Smoking is not permitted in any UWIC Halls of Residence.
be obtained from the Accommodation Office at the Cyncoed Campus.
3.2.3 Private Sector Accommodation From 1 April 2007, all deposits for accommodation with Assured Shorthold Tenancies have to
be paid by landlords either into a National Deposit Scheme set up by the Government or have
If you apply for assistance in finding private accommodation or are unsuccessful in obtaining Deposit Protection Insurance. Leaflets about your rights are available from the
a place in Halls of Residence, you will be sent an updated list of available houses, flats and Accommodation Office.
lodgings, together with useful facts on tenancy agreements and general housing advice. The
The Housing Act goes into much greater depth and if you are in any doubt about your status
accommodation list is printed in geographical areas and gives detailed information on type (bed-
as a tenant or do not understand anything relating to your tenancy then contact the
sit, flat, house etc), number of students needed, facilities available and cost. The list is produced
Accommodation Services Manager.
during the Spring Term and is then updated at regular intervals. The Accommodation service
also holds a housing fayre just after the ‘A’ level results in August to help students find a place
in the Halls of Residence. While the Accommodation Service tries as far as possible to use only 3.2.4 Private Lodgings (Meals Provided)
properties of a reasonable standard, not all of the properties will have been inspected, so the
list does not imply recommendation or approval. The Accommodation Service will have a list Students in lodgings take a room in a house where the landlord lives on the premises. Meals are
of students seeking to share private accommodation, together with their programme and provided and the average cost for bed, breakfast and an evening meal for 7 days is around £65.
telephone numbers. This will be sent with the private sector accommodation list. While it is You should note that landlords are free to negotiate their own charges and agree them with you.
your own responsibility to make satisfactory accommodation arrangements, the staff are After seeing the lodgings you should not move in unless you intend to stay. If you want to
available to give you as much help as possible. You can visit the Accommodation Service leave, then it is expected that a minimum of 28 days written notice be given during term time
at any time during normal office hours, as indicated above. (preferably terminating at the end of a term). The same applies if the landlord asks you to
Average private sector rents in the Cardiff area for self-catering accommodation range from leave. If some other arrangement is made and this is mutually agreeable to both of you then
£55 to £65 per week excluding services. This is usually a furnished house or flat which is this is acceptable. Please ensure you are very clear about what is included in the rental charge
shared with other students. You will have a separate bedroom and a communal bathroom, and whether there are any limitations on the use of any facilities and any rules and regulations.
kitchen and living room/dining area.
You may be asked to sign a fixed period tenancy agreement. Be careful! Before you sign 3.2.5 Accommodation Agencies
any agreement make sure that you have read the terms very carefully and understood your
obligation. If you are unsure about the terms and conditions please contact the You will be sent a list of Accommodation Agencies, which belong to a professional
Accommodation Service or you can obtain advice from the Housing Help Centre organisation called ALMA (Association of Letting & Management Agents), which is supported
on St. Mary Street, Cardiff. Tel: 029 20871448. by Cardiff County Council.
If you sign a contract and then decide to move out, you remain liable for the rent unless You should use an ALMA member if you want a quality professional service. ALMA works
someone else can be found to take over your place. In privately owned accommodation, towards providing a high quality service to clients and contributes to improving services
where the landlord is resident, it is highly likely that you will be able to give notice of leaving within the private rented housing sector. ALMA also provides information on current issues
before the end of the fixed term. You should make sure that you are going to be comfortable relating to the private rented sector including updates on changes in legislation. ALMA exists
with the accommodation before you sign anything. Nine months is a long time to be living to provide a fair deal to those who use its members’ services, so if you have any problems
somewhere where you are not happy. contact them on 029 20871448.
Most landlords will offer an ‘Assured Short Hold Tenancy Agreement’. This may bea Agencies will charge you a fee once you have accepted a property. Expect to pay no more
written or spoken agreement. The rent and terms will be what you agree. Short Hold than a week’s rent. Never pay an agency up front simply to go on their list – this is illegal.
tenancies run for a fixed period, usually coinciding with the academic year. This tenancy
offers the landlord a right to repossess the property at the end of the tenancy provided
he/she has given proper notice. Beware that if you sign an ‘Assured Short Hold’ agreement
you are bound to stay for the time you have signed for. There are no rights for you to leave
before the end date unless you have persuaded the landlord/lady to add an additional clause
giving you this right. If you do leave early, without the landlord’s agreement, you face the
possible consequence of being sued for the balance of the rent to the end of thecontractual
period. Try and persuade the landlord/lady to offer you individual contracts. A ‘Global’
contract, that is one which you all sign when you rent a place, could lead to difficulties should
everyone leave apart from yourself. One such difficulty is that you could end up paying the
rent for the whole house.
3.2.6 Special Requirements comforts package are available at each catering outlet. For best value and nutrition students
are recommended to have an evening meal, which consists of soup of the day, main choice
If you have mobility problems, a small number of bedrooms are available for use by those with options (3 choices minimum), desserts and tea/coffee or squash. Details of the Smart Card
physical disabilities. Any prospective student who has a disability is encouraged to make early use and your catering facilities are available within the ‘Smart Card’ guide available at each
contact with the Accommodation Service to discuss his/her individual needs. catering outlet.
3.2.7 TV Licences 3.2.10 Frequently Asked Questions
If you live in halls of residence and use a TV or IPTV (through your PC) in your own room Q. When do you apply for accommodation?
you are required by law to have a TV Licence; this can be purchased from any Post Office. A. As soon as you have made UWIC one of your choices of University.
Q. How do you apply?
3.2.8 Catering Facilities A. a) By completing the application form for a place in Halls. Or
b) By completing the application form for assistance in finding private rented accommodation.
Q. Where do you send the completed form?
Policy: uwic.ac.uk/facilities A. To the: Accommodation Office
University of Wales Institute, Cardiff
Each campus has its own refectory; details of opening times can be located within the UWIC Cyncoed Campus, Warwick House
web pages and within each catering outlet. Cyncoed Road, Cyncoed, Cardiff CF23 6XD
Menus are designed to meet the needs of the majority of students and are regularly reviewed Q. What will happen next?
through focus groups and student feedback surveys. A range of traditional, international and A. You will be sent an acknowledgement within 10 working days of your application form
Grab & Go deli items and Fair Trade and Organic Foods are provided. UWIC Catering and being received. Offers are then made in the following order:-
Hospitality Services hold membership of the Food & Drink Guild of the Vegetarian Society a) If you are an Unconditional Applicant, you will be measured against the allocation policy
UK and only use their approved recipes. Enhanced Sports Nutrition is also available on the and if you satisfy the allocation criteria you will be offered a place in Halls and will be
Cyncoed Campus in the Sports Café. Please take the opportunity to attend one of the Catering sent a Licence Agreement in June / July.
and Hospitality Service’s monthly surgeries (first Wednesday of each month between 12 noon b) If you are a Conditional Applicant you must wait until August when the examination
and 12.30 pm) to meet your local campus manager to discuss your catering needs. results are published, to confirm your status via UCAS. Your application will then be
Guides are available on each campus on the following: measured against the allocation criteria and if you satisfy the criteria you will be offered
a place in Halls and will be sent a Licence Agreement.
• Vegetarian Dishes and Products
c) Should your offer of a course place be conditional on examination results other than
• Smart Card & Catering
‘A’ levels, you should contact the Accommodation Office as soon as you receive
• Specialised and Religious Diets confirmation of your results.
• Carbo Boost & Sports Nutrition d) if you have obtained your grades but do not fulfil the allocation criteria you will be sent
N.B. Food and drink are not allowed in any teaching area a letter saying you have been unsuccessful in obtaining a Halls place, but your name
will be held on a reserve list. You will also be sent a full private rented accommodation
3.2.9 Meal Passes e) if you are a local student, you application will be held on a waiting list for any vacancies
Catered students will be given meal passes on registration. Please look after them carefully that occur once term has started. Most local students are successful in obtaining a Halls
because a replacement fee will be charged by the Catering Department. Students studying place once term has started.
at the Colchester Avenue Campus may take their lunch at that campus. Arrangements can Q. How is Halls accommodation allocated?
also be made for evening meals to be taken at the Colchester Avenue Campus (Monday – A. Priority for places in Halls is given to first year (18 – 20 year olds) students. However, because
Thursday), provided at least one week’s prior notice is given to the Refectory Manager the demand for Halls each year is high, the allocation criteria are distance from Cardiff and
at the Cyncoed Campus. date order of application received by the Accommodation Service. Hall places at Cyncoed
Save up to 32% on all meals with the home comforts package. The scheme enables students are suitable for students studying at Cyncoed and Colchester Avenue and places at Plas
to benefit from significant cost savings by purchasing meals “up front”. Meal packages can Gwyn and Evelian Court are available for students studying at all of UWIC’s campuses.
be taken at any campus catering outlet during standard opening hours. Details of the home
Q. When will you know what kind of accommodation you are to be offered? 3.3 International Office
A. If you have accepted an unconditional offer and applied for Halls you will be notified
in June/July. If you have accepted a conditional offer you will hear late August/early Location: Central Administration – Llandaff Campus
September following the 'A' Level results. While every effort will be made to try to give Opening Hours: 8.30 am – 5.00 pm (4.30 pm Fridays)
you your first choice of accommodation it may not always be possible because there Contact(s): Dean of International Students
may be more people seeking a particular type of accommodation than spaces available.
Telephone: 029 2041 6035
Q. How do you accept your place in Halls?
A. You will sign and return one copy of the Licence Agreement. You will also have to pay a
deposit either by credit/debit card or by cheque – details will be in the offer pack. You will Website: uwic.ac.uk/international
need to either provide credit / debit card details or the necessary cheques for the Licence
period. We are aware that you may be concerned about late payment of maintenance
grants or loans; however, the first month’s fees and the deposit would be required in order
to secure your place in halls. Attach two recent passport sized photographs (with your The International Office provides information, advice and counselling on non-academic
name on the back). Enclose your signed Agreement, Deposit and Payment of Licence Fee matters, such as finance, health care, immigration, visas, employment regulations and services
with the two photographs in the FREEPOST envelope provided and return within seven to all international (non-EU) students and their dependants, regardless of nationality, religion,
days to guarantee your place in Halls of Residence. Please make sure that all the necessary gender or status. Advice is offered free of charge and without discrimination and further
enclosures are sent at the same time as omission can cause administrative delays. details are provided in a separate International Student Handbook, in regular newsletters
Q. What if you do not want to accept the Halls accommodation offered? and on the international pages of UWIC’s web site.
A. Return the cancellation form immediately so the accommodation can be re-allocated The service operates according to the UKCOSA/AISA Code of Ethics and the rules and Code
to students on the reserve list. of Standards of the Office of the Immigration Services Commissioner. Since international
Q. What if you have a complaint about your Halls accommodation? students often experience different problems from ‘home’ students, a specialist support
A. If you are living on campus, the Residences Team is responsible for the running of the Halls team is available, which is comprised of twelve members of staff, who deal with recruitment,
and if you have any problems or queries feel free to approach the Halls Managers directly welfare, language support and study skills. Confidential counselling is also available. The
or you can go through your Student Warden. International Office works closely with Student Services and may refer students for more
general advice and counselling.
Q. How much will Halls of Residence cost?
A. Full details of the costs of the accommodation you have been allocated will be sent with Although the main International Office is located on the Llandaff Campus, two members
the offer pack. Rents differ according to the type and location of the rooms you have been of the team are based at the Colchester Avenue site. For students studying at Cyncoed
offered. Where a student has been offered catered accommodation, the catering package or Howard Gardens campuses, members of the support team will be happy to make
comprises breakfast and evening meal (weekdays), brunch (Saturday) and lunch (Sunday). arrangements to meet with students there.
Residents pay a caution deposit before moving into Halls, no reservation can be confirmed
without payment of this fee. This deposit will be returned to you at the end of the
academic year once you have vacated your room. Deductions will be made for any damage
caused to your room or the communal area for which you are responsible. Misuse of fire
appliances will not be tolerated and will result in immediate expulsion from Halls and a fine
of £150. Payment is made by either credit/debit card or by three post dated cheques paid
termly. It is important to note that all Contracts of Residence for Cyncoed, Plas Gwyn and
Evelian Court are for the full 39 week licence period. A place in Halls is not, therefore,
suitable for students who have to spend part of their study period outside the Cardiff area.
The Licence Fee is payable for the whole of the Licence Period. You are not entitled to a
remission of any part of the Licence Fee even though you may have arrived late at the start
of a term, or may have vacated the Accommodation before the end of the Licence Period.
Late payment of the Licence Fee in excess of seven days after the presenting of any
credit/debit card or cheque will result in the Resident being invoiced for an additional
10% of that part of the Licence Fee included in the cheque.
For further details, for example of health and safety issues, insurance and making a complaint,
visit the accommodation web site - uwic.ac.uk/accommodation
3.3.2 Financial Support 3.3.3 Benefits
The rules relating to your entitlements as an international student vary to some extent ‘Public Funds’ are:-
according to the length of your residence in the UK prior to the course, your country of origin
and your immigration status. The advice below on Fees, Loans, Financial Contingency Funds, - Income Support - Attendance Allowance
Benefits and Working in the UK, therefore, refer to the following categories: - Housing Benefit - Severe Disablement Allowance
• EEA students - students from Austria, Belgium, Denmark, Finland, France, Germany, - Family Credit - Invalid Care Allowance
Greece, Iceland, (Southern) Ireland, Italy, Liechtenstein, Luxembourg, Netherlands,
Norway, Portugal, Spain, Sweden, Cyprus, Poland, Malta, Estonia, Slovenia, Lithuania, - Housing as a homeless person - Disability Living Allowance
Hungary, Latvia, Slovak Republic, Czech Republic. - Council Tax Benefit - Disability Working Allowance
• Non- EEA students - students from all other countries
• Refugees If you are a national of an EEA member state you have the right to reside in the UK for the
Fees, Loans, Financial Contingency Fund: purpose of vocational training or education, provided that you have sufficient resources to
You must meet the residence rules to be eligible for the ‘Home’ rate of fee rather than the avoid becoming a burden on the social assistance system of the host member state. You can
‘overseas’ rate or for a loan or help from the Financial Contingency Fund. That is, you must claim benefits if you are a part-time student or in a vulnerable category (such as lone parent).
have been ‘ordinarily resident’ in the UK (and not wholly or mainly for the purpose of receiving However, you will need to show that you are ‘habitually resident’ in the UK and if you claim
full-time education) for 3 years before the start of the academic year in which your course begins Income Support, Housing Benefit or Council Tax Benefit it could have an effect on your
and you must be ‘settled’ within the meaning of the Immigration Act 1971. If you were away from immigration status, as the Home Office will be notified of your claim by the Benefits Agency
the UK, because you or your family were temporarily employed abroad, you may be treated as if and any future application for an EEA Residence permit may be refused.
your ‘ordinary’ residence in the UK has not been interrupted. If you do not meet the three year If you enter the UK as an international (non-EEA) student, you will need to show that you are
residence requirement (and your course is an eligible course) you may still be eligible for the enrolled on a full-time course of day time study and can pay your course fees. You will also
‘home’ rate of fee and may be entitled to apply for support towards your tuition fees, for a loan or need to demonstrate that you can support and accommodate yourself without recourse to
help from the Financial Contingency Fund if you, your husband or wife or your parents are: public funds and without working in the UK. You should not claim any benefits as not only
• recognised by the British Government as a refugee and have been ordinarily resident is the claim likely to be refused but the Benefits Agency may contact the Home Office about
in the United Kingdom throughout the period since you were so recognised; your claim. You may then have difficulty extending your leave to remain in the UK if the
Home Office doubts that you have sufficient funds to support and accommodate yourself
• UK nationals who have returned from working in another member country and have
and your dependants.
got a job in the UK and have been ordinarily resident in the EEA for the three years prior
to the first day of the first academic year of your course; Refugees and those granted Exceptional Leave to Remain Refugees are entitled to claim
benefits if they fulfil the normal eligibility requirements. Since 5th February 1996 all rights
• migrant workers from another EEA country, who have been ordinarily resident in the EEA
to Income Support, Housing Benefit and Council Tax Benefit are denied for all new in-country
for the three years prior to the first day of the first academic year of your course. If the
asylum applicants and for asylum seekers appealing against a negative decision on their
Home Office has granted you exceptional leave to remain or stay in the UK, you must meet
asylum claim made after this date. ‘In country’ applicants are those who apply for asylum after
the three year ordinary residence requirement to qualify for ‘home’ fee status, but the
entry into the UK.
settled status requirement will not apply to you.
Fees only award:
If you are from another EU country and do not meet the residence rule, you may still qualify
for ‘home’ fee status if you have been ordinarily resident in any country within the EEA (and
not wholly or mainly for the purpose of receiving full-time education) for three years
immediately preceding the start of your course. If you have home fee status you may qualify
for a ' tuition fee loan. Applications should be sent to the DfES, 2F-Area B, Mowden Hall,
Staindrop Road, Darlington DL3 9BG. You will not be eligible for a student loan if you receive
a fees only award. If you are a student from the EEA or a full-time fee paying international
student, there are different rules which apply to each group.
3.3.4 National Health Service (NHS) Treatment 3.3.7 Banks
If your course lasts six months or more you will be eligible for NHS treatment, as will your Students in receipt of an award, including EU students with fees only awards, are usually
husband or wife and children if they live with you in the UK and have been given immigration eligible for the full student package at a bank. Other international students can open bank
leave as dependants of a full-time student. You can, therefore, receive free hospital treatment accounts in the UK and will normally receive a cheque book and cash card, but, since, in most
and register as a patient with a doctor. A cost will be levied against any course of dental cases, they will not be given the full student package, they will not normally be provided with
treatment or if an operation or chiropodist is consulted. Students are advised to establish a cheque guarantee card or be granted an overdraft facility.
before a course of dental treatment begins exactly what the charges will be and if they have
been accepted as a patient of the NHS. Students must be registered with a GP in order to
obtain dental treatment as well as medical care. The information from UKCOSA states “all full- 3.3.8 Welfare Support
time international students pursuing a course of at least six months duration are exempt from The International Office can offer welfare support and advice throughout the year on
charges from the NHS. Further, these students are eligible to receive treatment on the same issues such as dealing with unfamiliar UK procedures, opening bank accounts, finding
basis as other UK residents”. accommodation, visa queries and putting students in touch with each other. The staff also
organise a social programme during the year, holding parties, cultural events and a series
of excursions within the UK. Faith facilities are also provided through multi-faith prayer rooms
3.3.5 Working in the UK on the Llandaff and Colchester Avenue sites and a Christian chapel on the Cyncoed Campus,
EEA Students: which can be adapted for use by those of other religions. Alternatively, various churches,
EEA nationals may work in the UK. No permission is needed. mosques, synagogues and temples are located not far from each campus and in the city
Non - EEA Students: centre. The International Student Welfare Officers are Natalie Buckland (Colchester Avenue
When you arrive in the UK your passport will be stamped, which will either be with a Campus) and Louise Macphail (Llandaff, Cyncoed and Howard Gardens Campuses).
prohibition or a restriction on employment. Students coming on courses of six months or You can contact them for any advice at Nbuckland@uwic.ac.uk and
longer with a restricted stamp are allowed to carry out part-time work for 20 hours a week LMacphail@uwic.ac.uk.
during term time.
These conditions also apply to students in their dissertation period, even if they are not 3.3.9 Language and Study Skills Support
attending regular lectures at university. During official university vacations (Christmas, Easter
and Summer vacations) all students are entitled to work full-time for these limited periods. It is Free language and study skills advice is offered to all international students from outside the
important that you check the stamp in your passport and adhere to these rules; otherwise you EU. Study skills classes for small groups of students with similar needs and one to one tuition
may find yourself in an illegal situation. If you have a prohibition stamp or are in any doubt, are available on appointment with the English language support tutors. Many students find
contact the International Student Welfare Officer for advice. this service invaluable when preparing for presentations, writing assignments and improving
grammar skills. The International Student Language and Study Skills Support Tutor is Emma
Bettinson and she can be contacted at Ebettinson@uwic.ac.uk.
3.3.6 Tax and National Insurance
International students working in the UK will be subject to UK taxation rules and must pay 3.3.10 Accommodation
National Insurance contributions and tax in the same way as residents of the UK. To meet this
requirement, a National Insurance Number (NINO) is necessary. Students should apply to the As an international student we normally advise that you seek self-catering accommodation
local office of the Department of Social Security; a passport is required and details of the either in Halls of Residence or the Private Sector, so that any special dietary or faith
proposed employment. It may take some time to obtain a NINO, but work can commence considerations can be adequately met. You must book Halls of Residence accommodation
at any time while an application is being processed. through the International Office who will make all the necessary arrangements for you,
provided you have applied by the deadline date.
It is generally not possible, or advisable, for you as an overseas student to book permanent
private rented accommodation before you arrive in Cardiff. The University regrets that it
cannot enter into any form of tenancy agreement or contract with a landlord on your behalf.
The International Office will be happy to book temporary accommodation for International
(non EU) students and assist you in finding permanent private rented accommodation during
the induction period.
Students from EEA member states who wish to secure private rented accommodation should Location: Cyncoed
book a room in a local guest house and be prepared to arrive well in advance of the start of Opening Hours: 8.45 am – 9.00 pm (Monday – Thursday)
your study period, allowing yourself enough time to familiarise yourself with the city and to 8.45 am – 5.00 pm (Friday)
arrange permanent accommodation. 10.00 am – 4.00 pm (Saturday)
We are sorry there are no family facilities on campus at present. If you are bringing your 12.00 pm – 5.00 pm (Sunday)
family you are advised to come to Cardiff alone, in the first instance, to arrange Telephone: 029 2041 6242
accommodation for your family as a prolonged stay in a hotel or guest house can be
expensive if your family accompanies you. Students from EEA member states can obtain
information about local Guest Houses from the Accommodation Office.
Location: Howard Gardens
Opening Hours: 8.45 am – 9.00 pm (Monday – Thursday)
3.3.11 Food 8.45 am – 5.00 pm (Friday)
Cardiff is a cosmopolitan city and is well served by ethnic restaurants and specialist 10.00 am – 4.00 pm (Saturday)
food suppliers, such as Chinese supermarkets and Hallal and Kosher butchers. Telephone: 029 2041 6243
3.4 Learning Centre Services
IT Helpdesk Location: Llandaff
Opening Hours: 8.00 am – 9.00 pm (Monday to Thursday) Opening Hours: 8.45 am – 9.00 pm (Monday – Thursday)
8.00 am – 4.30 pm (Friday) 8.45 am – 5.00 pm (Friday)
10.00 am – 4.00 pm (Saturday) 10.00 am – 4.00 pm (Saturday)
12.00 pm – 5.00 pm (Sunday) 12.00 pm – 5.00 pm (Sunday)
Internal telephone: 7000 Telephone: 029 2041 6244
External telephone: 029 2041 7000 E-mail: firstname.lastname@example.org
IT Rules & Regulations: http://student.uwic.ac.uk/myportal NB These are normal term-time opening hours. Vacation opening times will be displayed at
each Campus before the end of each term. Rarely and due to unforeseen circumstances, it
may be necessary to change opening hours. The issue and service desks and all computers
Learning Centres in these centres are closed down 15 minutes before closing time, so please remember to
Website: http://student.uwic.ac.uk/myportal check out or return any items before this time.
Opening hours: http://student.uwic.ac.uk/myportal
Location: Colchester Avenue
The Learning Centres have dedicated IT Helpdesks with trained IT adviser specialists to assist
Opening Hours: 8.45 am – 9.00 pm (Monday – Thursday) with student queries during opening hours. ‘Five Minute Guides’ are also available in the
8.45 am – 5.00 pm (Friday) open access areas.
10.00 am – 4.00 pm (Saturday)
Telephone: 029 2041 6241
3.4.2 Introduction Unlimited Broadband internet access, Hallsnet, is available in all rooms in UWIC’s Halls of
Residence and there are web links on the Library website to many of the electronic resources
Every UWIC campus has a modern, well-equipped, professionally staffed learning centre. to which the Learning Centre subscribes.
Facilities include: IT suites, specialist libraries, learning lounges and group areas, quiet study
The majority of public access workstations are Pentium 4 PCs running Windows XP on the
rooms and easy to use audio visual, photocopying and printing facilities. 24 hour internet
desktop, offering a wide range of software, including Microsoft’s Office suite, as well as other
access is available on some campuses. When you join UWIC, you gain automatic access
common applications, such as e-mail, Internet and Intranet, browsing facilities, programming
to all facilities at every Campus.
languages, statistical analysis and graphical design packages, in addition to Blackboard,
UWIC’s virtual learning environment (VLE).
3.4.21 Learning Materials and Information Skills Library and Information Services also provide free IT Training sessions on a variety of
To support your study and research, each Learning Centre is well-equipped with lending Microsoft applications, specialist software packages and enhancing your IT skills to help and
collections of books and DVDs, as well as reference collections of subject-specific journals, assist you through your course here at UWIC. We offer courses at beginner and intermediate
dictionaries and encyclopaedias; as well as an extensive art slide image library at the Howard levels; catering for all your IT requirements. For more information on IT Training or to reserve
Gardens campus. Electronic inductions are available via the web pages. Electronic resources a place on a course, please visit the website at uwic.ac.uk/isd/training.
such as e-journals, e-books and research databases are universally available using your login
and password. You can renew, reserve and request books from other campuses online via the 3.4.5 Personal E-mail Accounts
Library catalogue Locate and have access to the collections of the British Library via the inter-
library loans scheme. In addition to all of this, multi-skilled staff are available to respond to Students may use their own e-mail services for personal communications, but you are
your enquiries and provide research skills training sessions. expected to access your UWIC e-mail account for official university communication and to
check this regularly for new messages and announcements, ensuring there is enough space
in your mail box.
Each Learning Centre houses a wide range of information in a variety of formats, including 3.4.6 Photocopying
books, journals, videos, slides, on-line and CD-ROMs. Most of this material may be borrowed
and the loan periods range from 4-hour to 3-week loans. As a member of UWIC you may Each Learning Centre has black and white and colour copiers and scanners for you to use.
borrow up to 15 items at a time. Items can be renewed (extending the loan period) either in The copiers use the ID card system as a means of payment. Simply add credit by using the
person, by telephone or on-line. However, fines will be incurred on the late return of any charge machines in each campus Learning Centre. Additional printing and copying services
items. There are reciprocal arrangements in place with other local and national libraries and are available from the UWIC copy shops, which also maintain all copiers and printers within
universities, so that inter-library loans and information can be quickly accessed (see the library each Learning Centre. UWIC has a copyright licence to enable students and staff to copy
website or inter-library loans leaflet for further details). extracts from publications normally up to 5% of the work. Details of the licence are posted
next to each photocopier or check on cla.co.uk
3.4.4 Availability of IT Service 3.4.7 Rules and Regulations
Access to the IT facilities at the Llandaff and Cyncoed Learning Resource Centres and The rules and regulations covering the use of all Learning Centre services, facilities
Colchester Avenue (4th floor) is normally available as indicated above. Elsewhere, the Open IT services and Hallsnet are posted on the relevant web sites identified above. When you
Access facilities outside the centres are available to a published timetable; use of the first log on to the UWIC network, you must accept and acknowledge that you have read
computers in the libraries is subject to the opening hours of the campus Centre. Staff and these. Once accepted, you will not be prompted again, but you are bound by the rules and
students are permitted to use workstations at any UWIC campus during evenings, weekends regulations. Any breach of these is likely to result in a response from UWIC, including formal
and vacation periods provided they are registered computer users and agree to the disciplinary action.
regulations governing the acceptable use of IT facilities. 24 hour computing facilities are
available for all UWIC students to use at the Cyncoed Learning Centre and there is 21 hour
access at the Llandaff Learning Centre.
3.4.8 Wireless Access 3.6 Students’ Union
Students are able to connect their personal computer equipment to the university’s wireless Location: Central Offices Cyncoed Campus
network in order to gain access to Internet, university web services (Portal, Email, Blackboard, Telephone: 029 2041 6190
Intranet, Locate, etc) and university printing resources.
Fax: 029 2076 5569
For further information and availability of this service please visit wireless.uwic.ac.uk
or contact ISD Helpdesk.
Location: Athletic Union Cyncoed Campus
Telephone: 029 2041 6953
3.5 Study Advice and Learning Support Fax: 029 2076 5569
Learning support E-mail: email@example.com
Locations: online; learning centre training rooms and within courses.
Email: firstname.lastname@example.org Location: Llandaff Advice Centre
Telephone: 029 3041 6196
UWIC’s learning support programme aims to enhance the independent learning skills of all
students. Throughout the academic year, on all campuses, we provide bookable study skills Fax: 029 2041 6417
sessions on a wide range of topics. These include academic English and essay writing, citation
and referencing, revision techniques for exams, different types of note-taking etc. You can Location: Howard Gardens
reach us in several ways. Telephone: 029 2041 6192
1. Go to the learning centres page on your student portal: Fax: 029 2041 6193
From here you can access the pages describing our workshops, the workshop timetable,
and the page to book yourself into them using your student number. Most workshops take Location: Colchester Avenue
place in the learning centre training rooms. Telephone: 029 2041 6335
2. We also have a bank of interactive, task-based online study skills sessions available through Fax: 029 2076 5569
the virtual learning environment, Blackboard. The link is on the learning centres page
above. We review and add to the sessions regularly. In addition to the learning material
online, we have many downloadable worksheets e.g. on aspects of English grammar and President: Adam Painter
style, and an annotated reference list of useful books and websites. Telephone: 029 2041 6335
3. Email our online helpdesk: email@example.com Fax: 029 2076 5569
You can send us quick study skills queries (keep them to a few lines please) and, you can E-mail: firstname.lastname@example.org
email us in confidence a short writing sample (up to 500 words) for language appraisal.
VP Education: Hayley O’Brien
We will return the sample marked up with suggestions as to how you could improve.
You can also use the email contact to request topics for new study skills sessions both Telephone: 29 2041 6196
on and off line. E-mail: email@example.com
The learning support team also visits courses to do specialist workshops and lectures.
Talk to your programme leader about arranging a visit.
3.6.1 Introduction 3.6.3 Clubs and Societies
The Students’ Union (SU) is an independent organisation headed by two Sabbatical Officers, The Students’ Union supports the sports clubs that operate through the Athletic Union (see
elected each year by the student body to serve as trustees of the Union and to represent below) and a range of societies for students aimed at providing shared interest activities
them on various University committees. The Sabbatical Officers are supported by a part-time outside of the academic environment. If there is not an existing club or society, the Students’
voluntary executive made up of students and a team of permanent staff, headed by the Union encourages students to get involved and maybe start a new society from scratch. If you
General Manager, who manages the operations of the Union on a day-to-day basis. The SU have an idea for a new activity or one-off event or are hoping to set up a new society in the
has three main roles: to support and represent the students both locally and nationally; future, then the SU can offer initial funding of up to £100, Information and Advice, Use of
to facilitate student clubs, societies and interest groups; and to provide affordable commercial Facilities and Administrative Support. It is a great way of making new friends and developing
services to help support the development of its non-commercial operations. new skills and having fun at the same time. Visit uwicsu.co.uk for more information.
When you enrol as a student you automatically become a member of the SU which provides
valuable advice and information to help and support in many aspects of student life. From a
block grant received from the University the SU organises the performance sport competitions
3.6.4 Student Representation
through its Athletic Union and provides financial support for its authorised societies. Student Academic Representatives:
You will receive information from the SU about the University Card that you are entitled stARs are the front line representatives of the students on their course. This puts them in the
to which attracts a range of offers and discounts to you locally both on and off campus. unique position of being able to influence their own learning and that of their peer group.
Alternatively you can call into any of the site offices for further information. Membership of Becoming a stAR has numerous advantages and the job also looks good on your CV. It will
the SU is optional and should you wish to opt out you can do so by advising the Central Office gain you many more transferable skills that will help you in later life, including debating skills,
in writing. You will still be able to join clubs and societies but you will not be able to stand communication and representation.
for office, or vote and you will not be able to claim many of the discounts that the SU
As a student you will be expected to:
3.6.5 Student Sport and The Athletic Union
• Produce your University Card as a form of identity at any event organised by or associated All competitive and performance sport at UWIC is organised by the Athletic Union which
with the SU. is based at Cyncoed and is a part of the Student Union.
• Act in a responsible manner when visiting other establishments and act as ambassadors Details of all the clubs that compete can be found on the Students’ Union website:
for both the SU and UWIC uwicsu.co.uk and there will be stands at the Freshers Fayre which takes place during
the first week of term giving information on the clubs themselves, training times and trials.
• Act in a responsible manner when attending SU premises, particularly the bars late at night.
UWIC has a proud history of sporting success and, unlike many other universities, many
• All the campuses are set within residential areas and you are expected to show
of our teams compete in local and national leagues. All our teams compete on Wednesdays
consideration for residents at all times. Students found to be causing disruption or nuisance
in the BUSA (British Universities Sports Association) competition and students from all the
may face disciplinary action from either or both of the SU and the University.
schools are encouraged to participate and the Students Union supports keeping Wednesday
afternoon free for sport societies and cultural activities. Many of our students achieve
3.6.2 The Advice & Representation Centre International Honours and compete at major events such as the World Student Games,
Commonwealth and Olympics.
The SU has a VP Education and a full-time Student Retention and Representation Officer
We always want to encourage participation and if we don’t currently run a club then it is
based at its Advice Centre on the Llandaff Campus. They provide students with an
possible to set one up , and the Athletic Union is also there for individual competitors who
independent, confidential advisory service covering financial and academic issues and
want to represent the University.
provide support and representation on academic appeals and complaints. They also have
links with a range of organisations that can provide specialist advice on housing, health At the end of each year the Athletic Union hosts an Annual Sports Award event to honour
and other welfare issues. and reward the top clubs and individuals for their sporting success during the year,
culminating in the Sports Personality of the Year award.
3.6.6 Commercial Services 3.7.2 Bars, Pubs, Restaurants and Entertainment Centres
The Students’ Union provides a number of commercial services across UWIC which help As well as all the great social life on campus, Cardiff as a city is renowned for its excellent
to support the non commercial services such as welfare and advice and representation. leisure facilities. Through the students’ union newspaper and web site you can find out about
Bars all the best student nights in Cardiff, in clubs that have an official link with the SU.
Taffy’s at Cyncoed is the busiest bar offering everything from early morning breakfasts, UWICSU also works exclusively with the CIA, Cardiff Football Club and Cardiff Blues offering
lunchtime paninis and pasta; plus loads of live sport and entertainments. Howard Gardens is great student promotions, discounted tickets and competitions.
the laid back relaxed bar that is an essential part of the art and design culture and is becoming So whether it is sport, leisure, clubbing or culture, Cardiff has everything to offer. There is
recognised as one of the coolest live gig venues in Cardiff. All the bars are available at certain a wide range of bars, pubs and restaurants of all types in Cardiff and in Cardiff Bay. The city,
times for students, clubs, societies and courses to organise fund raising events. Llandaff in fact, is renowned for its excellent leisure facilities which offer amenities at very reasonable
Campus has a cosy balcony bar in the Student Centre that has pool tables and is an ideal place prices. There is also a great variety of clubs, cinemas, entertainment centres and sporting
to meet up and chill during the day. venues, including the famous Millennium Centre, St David’s Hall and the Millennium Stadium.
There are three Students’ Union shops selling a range of confectionery, groceries,
newspapers and snacks. The Store at Cyncoed has an off-licence and is open 3.7.3 Shops
in the evenings to cater for the residential students. Cardiff is an excellent shopping centre, where you will find all the major retailers. There are
also some local shops close to the campuses at Cyncoed, Colchester Avenue and Llandaff
in the suburbs of Roath and Llandaff, where there are also Post Offices. There are also major
3.6.7 Media supermarkets opposite to the campuses at Colchester Avenue and Llandaff.
This is the highly regarded Students’ Union newspaper that raises issues and provides
information for UWIC students on what is happening both on and off campus. It is an ideal 3.7.4 Buses
opportunity to engage the students in life at UWIC and Cardiff and is a great way for budding
journalists to get some of their work into print. Each campus is well served by Cardiff Bus, which runs into the city centre and other part
of the city. Stops are conveniently located outside the campuses and at Cyncoed the buses
Website actually come on to the site where there is a stop outside the main doors.
The Students’ Union will be launching its new website ready for the new academic year,
which will be one of the key ways to keep in touch with news, events, gigs. The address UWIC also operates its own bus service, the UWIC Rider, between its various campuses and
is uwicsu.co.uk so make sure you check it out. Halls of Residences. The service runs during term-time, six days per week (only evenings
on Saturdays) from 7.45 am to 11.50 pm. It is, therefore, very useful for travel between
campuses and into the city centre. Currently, when students purchase a UWIC Rider pass,
3.7 External Services they also gain free and unlimited access to all Cardiff Buses up to Zone 3 during term-time.
UWIC Rider passes for the academic year can be purchased from the Accommodation Office.
For further details of the UWIC Rider timetable please see website: uwic.ac.uk/uwicrider
3.7.1 Banking and Cash Points
For further details of the Cardiff Bus timetable please see website: cardiffbus.com
It is essential to have a bank or building society account to help you manage your finances
For travel outside of Cardiff, Traveline provides times and routes of all bus, coach, rail, ferry and
successfully. The whole range of banks and building societies is available in Cardiff City
air services in Wales free of charge. For further details contact Telephone 0870 6082608 or
Centre and local branches and many of them are easily accessible from each campus in Roath
visit the website: traveline-cymru.org.uk
and in Llandaff. There are also cash machines on each campus, although you will be charged
for using these.
Part 4 Things You May Find Useful (Policies & Procedures)
4.1. Making a Suggestion, Complaint or Appeal
To make a suggestion, contact Campus Reception
To make a complaint contact Dean of Students
Telephone: 029 2041 6305
To make an appeal contact Academic Registrar
029 2041 6801
PA R T 4
Academic Handbook: uwic.ac.uk/registry/academic_handbook.asp
4.1.1 UWIC is committed to providing high quality programmes, services and facilities for
students, staff and the general public and it thus actively encourages all its stakeholders to
T H I N G S Y O U M AY
participate fully in the development and improvement of these by making their views and
4.1.2 If you have any suggestions, therefore, concerning any matters that affect your life
and study at UWIC please let a relevant member of staff know or you can fill in a suggestion
form, which is available at the front desk of each campus or on line as indicated above.
We welcome all comments and ideas, both positive and negative, and endeavour to provide
you with feedback on the implementation of any of your views.
4.1.3 If you want to make a formal complaint or an appeal, first you need to know what
the difference is between these two processes:
• A Complaint is defined as an expression of dissatisfaction or concern you may have about
any of the facilities or services provided by UWIC or about actions or lack of actions by
UWIC or its staff. This procedure does not deal with any academic matters.
• An Appeal caters for representations against academic and examination board decisions.
4.1.4 The purpose of the Complaints Procedure is to provide a formal route through which
you can bring a complaint to the attention of UWIC and have it addressed, although every
attempt should be made initially to resolve the matter informally with the relevant person
or School/Unit. The formal procedure has three stages:
• Stage 1 – investigation by the Dean of School or Head of Unit where the complaint
has been lodged.
• Stage 2 – investigation by a senior member of UWIC staff independent of the School
or Unit involved
• Stage 3 – investigation by a panel, which will include external representation and which
the complainant and other relevant parties can attend.
The investigation at each stage would normally be completed within 30 working days and 4.2 Disciplinary Procedure
culminate in a report with a decision whether to uphold or reject the complaint and with
recommendations for any future action. If the complainant wishes to proceed to the next For further details of UWIC’s Disciplinary Procedure and the additional Halls
stage then there must be valid reasons for doing so. If a resolution cannot be reached of Residence Disciplinary Procedure:
by the end of Stage 3 then you have the right to take your complaint to the Office Contact(s): Dean of Students
of the Independent Adjudicator. Telephone: 029 2041 6305
UWIC’s full Complaints Procedure can be found on-line as indicated above, but if you Website: www.uwic.ac.uk/Studentservices
do make a formal complaint you will automatically be sent a copy. The Complaints Officer,
who co-ordinates all complaints across UWIC is the Dean of Students, who can be contacted
at Student Services at Llandaff on ex. 6170. Contact(s): Accommodation Services Manager
Telephone: 029 2041 7013
4.1.5 The Verification and Appeals Procedure can be accessed in the Academic Handbook. Website: uwic.ac.uk/accommodation
The Verification and Appeals Procedure (Post Graduate Research Degree) is also in the
Academic Handbook although in a few cases you may need to use the appeals procedure For further details of UWIC’s Students’ Union Disciplinary Procedure
of a separate awarding body. Contact: President – at the Students’ Union
If in doubt, ask UWIC’s Academic Registry, which is responsible for all Appeals procedures, Telephone: 029 2041 6190
on ex. 7030/6039 or 029 2041 7030/6039
You can only appeal on three grounds:
4.2.1 This procedure deals with problems that may arise with student behaviour; hopefully,
• that an assessment is defective in some way (e.g. there are arithmetical or factual errors) you will never need to use it! It does not cover any academic matters. There are also
• that any mitigating or exceptional circumstances have not been taken into account additional disciplinary procedures related to Halls of Residence and the Students’ Union.
• that new or additional information has become available. 4.2.2 Basically the procedure covers the following types of misconduct on or off campus,
You cannot appeal on grounds of academic judgement. In other words you cannot formally which are likely to constitute improper interference with the functioning or activities
proceed with an appeal that simply challenges a tutor’s grade or mark because you disagree of UWIC, those who work or study at UWIC or the reputation of UWIC:
with it. • violent, indecent, disorderly, threatening or offensive behaviour or language;
The process is as follows: • fraud, deceit, deception or dishonesty;
• initially an application for verification should be made within 14 days of the examination • action likely to cause or impair the health, safety and well-being of any UWIC stakeholder;
board being held; • verbal abuse, bullying or any form of harassment, intimidation, victimisation or discrimination;
• the facts of the case then have to be verified, normally within three weeks; • damage to or defacement of any property belonging to UWIC or UWIC stakeholder;
• On receipt of the outcome of verification, an application for appeal should be made within • misuse or unauthorised use of UWIC premises or property;
• any criminal offence;
• If there are grounds for an appeal, then an Appeals Committee or Board is established,
• failure to supply relevant information;
which the appellant and other relevant parties can attend. The Committee or Board will
make a decision on whether to uphold or reject the appeal. If it does uphold the appeal, the • failure to comply with previously imposed penalties.
normal procedure is to refer the matter back to the examination board for reconsideration. 4.2.3 As with the Complaints Procedure, UWIC encourages any misconduct or allegations
• The application form for Verification is available in the Academic Handbook. of misconduct to be resolved informally as quickly as possible with the persons involved. If this
is not possible or the nature of the offence is so serious, then the following steps will be taken:
• An investigating officer(s) is appointed, who will make a report, normally within 15 working
days, with recommendations dismissing the case or suggesting informal or formal warnings
are issued or the student is suspended.
• If the offence is sufficiently serious a Student Disciplinary Committee may be set up • Damage to, or defacement of, UWIC property or the property of other members of the
comprised of senior UWIC representatives. A hearing will be held and the Committee will UWIC community caused intentionally or recklessly and misappropriation of such property.
reach a decision about any action to be taken, which could include sending the student for • Misuse or unauthorised use of UWIC premises or items of property, including misuse of
counselling and advice, issuing an oral or written formal warning, requiring compensation computers or other electronic devises to transmit, receive, view or display offensive,
to be paid, imposing a fine or making a suspension or expulsion order. defamatory, discriminatory, obscene or otherwise illegal material or to introduce any virus,
• If a criminal offence has been committed then almost certainly the police will be informed. worm or other harmful or nuisance programme or file into any IT facility.
Whatever the decision, the offender will have a right of appeal to an Appeals Committee • Failure to disclose a name and other relevant details to an officer or employee of UWIC
of the Board of Governors. in circumstances when it is reasonable to require that such information is given.
• Failure to comply with a previously imposed penalty under this Code.
4.3 Code of Conduct • Behaviour that constitutes a criminal offence where it:-
4.3.1 All students are expected to conduct themselves in a reasonable and orderly manner • takes place on UWIC premises;
having due regard for other people and UWIC property. • affects or concerns other members of the UWIC community;
4.3.2 All students are expected to observe all UWIC regulations, policies and procedures • damages the good name of UWIC or brings UWIC into disrepute;
that govern the effective organisation and management of specific areas of activity within • itself constitutes misconduct within the terms of this code;
UWIC, including those relating to financial requirements, health and safety, the use of • is an offence of dishonesty.
learning facilities/resources, computing facilities/resources, child care, refreshment, sport
and recreational facilities. Copies of the regulations, policies and procedures can be obtained
from the UWIC web site, particularly on the pages of the Academic Registry and Student 4.4 Equal Opportunities
Services, and are included as part of the Academic and Student Handbooks, which can also
Location: Llandaff Campus
be accessed on the UWIC website.
Contact: Director of Operations
4.3.3 An act will be regarded as misconduct and therefore the subject of disciplinary action,
if it constitutes or is likely to constitute improper interference with the normal and legitimate Policy: uwic.ac.uk/equalitydiversity
functioning and activities of UWIC or of those who work or study at UWIC, if it affects the
freedom of others, if it endangers the safety or property of others or if it damages or is likely 4.4.1 UWIC is committed to equality of opportunity in all aspects of the life and work
to damage the reputation of UWIC. of its members. It recognises that discrimination is unacceptable in any form.
4.3.4 In particular, students are expected to observe UWIC’s Equal Opportunities Policy, 4.4.2 UWIC encourages all its stakeholders to participate fully in its endeavours, regardless
which recognises that discrimination on the grounds of gender, race, background, faith, of their gender, colour, race, religion, nationality, ethnic or national origin, sexual orientation,
sexual orientation or age and any form of harassment or bullying are unacceptable. marital status, disability or age. All individuals will be treated with dignity and respect and
4.3.5 The sale of goods or services by students on UWIC premises is not permitted, except be valued for their contribution.
with the prior approval of the Vice Chancellor and principal. Similarly, any form of gambling 4.4.3 UWIC thus has a number of policies related to equal opportunities to actively combat
on UWIC premises is illegal and will result in disciplinary action. direct and indirect discrimination, to raise awareness to help minimise the likelihood
4.3.6 The use of any illegal drugs on UWIC premises is prohibited and any dealing in illegal of intentional and unintentional discrimination and to ensure all its stakeholders comply
drugs will always be automatically reported to the police. with its policies, codes of practice and related legislation.
4.3.7 The following constitutes a non-exhaustive list of the types of misbehaviour or 4.4.4 The main Equal Opportunities policy outlines the current legislation in this area
misconduct that this Code is intended to cover: together with roles and responsibilities, the scope and aims of the policy and how it will
• Violent, indecent, disorderly, threatening or offensive behaviour or language (including be implemented and monitored. This is achieved mainly through its Equality and Diversity
possession of weapons, chemicals and acts of terrorism). Committee and the individual School Management and Planning Team meetings, where
equal opportunities is a standing item. Regular staff training is also an integral part of the
• Fraud, deceit, deception or dishonesty in relation to UWIC or its staff or in connection
with holding any office in UWIC or in relation to being a student of UWIC.
4.4.5 Subsidiary to the main Equal Opportunities policy, UWIC also has separate policies
• Action likely to cause or impair the health, safety, and well-being of any student,
and procedures, for example, Disability Equality Scheme, Race Equality, including a Race
member of staff or other employee of UWIC or any authorised visitor to UWIC.
Equality Action Plan and the Use of Inclusive Language.
• Verbal abuse, bullying or any form of harassment, intimidation, victimisation or
discrimination of any student, member of staff of other employee of UWIC or authorised
visitor to UWIC.
4.5 Harassment and Bullying 4.7 Expectant or New Mothers
Location: Llandaff Campus Contact(s): Medical Staff – Nursing Officers
Contact: Director of Operations Telephone: Llandaff - Sue King 029 20416179
Policy: uwic.ac.uk/hr/p/policies.asp Colchester Avenue - Sue King 029 2041 6178
Cyncoed - Anne Moore 029 2041 6175
Howard Gardens - Esther West 029 2041 6177
4.5.1 As part of its Equal Opportunities policy portfolio UWIC also has a Harassment and
Bullying policy and code of practice, which covers all members of its community to ensure
the preservation of each individual’s dignity.
4.5.2 The Harassment and Bullying policy and code of practice is designed to eliminate all 4.7.1 UWIC has a policy for students who are expectant or new mothers. It covers students
forms of harassment and bullying at UWIC, to provide a sensitive, fair and effective means who are pregnant and those who have given birth within the last six months and/or who are
of resolving complaints, to provide victims with guidance and support, to ensure a safe and breastfeeding.
supportive working environment and to comply with legal requirements. 4.7.2 The purpose of the policy is to ensure that being pregnant or a new mother is not
4.5.3 The policy and code of practice defines what harassment and bullying are and a barrier to a student continuing with her studies and that appropriate health and safety
then explains what they involve in relation to gender, race, disability, sexual orientation measures are in place to protect the mother and child.
and age. The roles and responsibilities of different persons and the procedures to be 4.7.3 If you become pregnant, therefore, during your studies at UWIC and subsequently
followed are outlined. become a new mother or you are a new mother when you start you programme, then you will
4.5.4 If you feel harassed or bullied you must report it to a relevant member of staff need to be familiar with the procedures you should follow. These are outlined in the policy.
immediately, so that swift and appropriate action can be taken. 4.7.4 The policy also states the arrangements that UWIC should make, if necessary, to
ensure the health and welfare of the expectant or new mother and her child, so that no
disadvantage is experienced. For example, risk assessments will need to be undertaken. If an
4.6 Child Protection identified risk cannot be controlled or removed, then UWIC could temporarily adjust the
Location: Llandaff Campus student’s study arrangements, offer alternative arrangements or allow the student to defer her
Contact: Dean of Students - Rob Cummings
4.7.5 To enable students to carry on studying while they are new mothers, the policy allows
them to bring their new young children into UWIC’s public areas and into tutorials, if the tutor
permits, but not into any teaching and learning areas or situations where other students may
4.6.1 UWIC recognises that several of its programmes involve working with young people be disturbed.
below the age of 18, for example, in teacher training and other forms of professional training, as 4.7.6 If you have any queries or need advice on breastfeeding or expressing milk,
well as in projects such as First Campus and in clinics and the use of sports facilities. UWIC please contact a Nursing Officer in the first instance as indicated above.
also runs a Day Nursery on the Llandaff campus. If you are likely to come in contact with
young people in any way on your programme then you will need to be familiar with UWIC’s
Child Protection policy, which ensures compliance with all current statutory provisions and 4.8 Health and Safety
Location: Llandaff Campus
4.6.2 UWIC’s Child Protection policy outlines the scope and aims of the policy and then
Contact: Health & Safety Adviser
describes the processes and procedures to be followed when any contact with young persons
occurs, including the need for undertaking checks with the Criminal Records Bureau (CRB). Telephone: 029 2041 6094
4.6.3 The named member of staff with ultimate responsibility for this area is the Dean Policy: uwic.ac.uk/h&s
of Students, who is approved for this role by the Care Standards Inspectorate for Wales.
4.8.1 UWIC recognises the importance of health and safety, not only to ensure the safety
and well-being of all its stakeholders, but also to fulfil the requirements of much recent
legislation in this area.
4.8.2 UWIC, therefore, has a comprehensive overarching Health and Safety policy, which is
supported by more detailed policies and procedures within each School and Unit. Similarly,
UWIC’s Health and Safety Committee is underpinned by matching committees within each
School and Unit, which involve members of specific teams that undertake health and safety 4.10 Mental Health
audits and risk assessments across all areas that the School or Unit has responsibility for.
These School and Unit committees meet at least once a term and report directly to the main Contact: Dean of Students - Rob Cummings
committee. Health and Safety is also a standing item of School and Unit management Policy: uwic.ac.uk/studentservices/index.asp
meetings and regular staff development events are held to train and update staff.
4.8.3 UWIC’s Health and Safety structure is also supported by a range of information and 4.10.1 UWIC is currently developing a mental health strategy and protocol materials. There
protocol materials, as well as by a series of regular reports, for example on accident statistics is also a Mental Health policy, which is currently under revision. The term, mental health, can
and safety checks on equipment. These are all posted on UWIC’s Health and Safety website cover a number of different experiences and conditions, which can affect a person’s ability
as indicated above. to cope with everyday life and, in the case of students, with their studies.
4.8.4 UWIC’s Health and Safety policy and the individual policies within each School and 4.10.2 Problems can be short or long term and can involve stress, depression, distress,
Unit cover areas such as emergency evacuation, personal safety, plant and equipment, health delusions, eating disorders, self-harm and mood swings. Mental Health support addresses
protection, fire precautions, waste disposal, accident procedures, control of hazardous current legislation, UWIC’s duty of care, disclosure, confidentiality and fitness to practise.
substances and traffic issues.
4.10.3 If you feel your studies are suffering and you require help in relation to any of these
4.8.5 Health and Safety notices are posted prominently around all UWIC’s campuses and kinds of conditions mentioned above, then please contact Student Services on ex. 6170 in the
there is a summary notice of general procedures to be followed in each reception area You first instance, where specialist disability support and counselling is available. The service is
should be aware of these in relation to your personal health and safety, so please take note free and confidential.
of them and they should periodically be pointed out to you, for example when you are
attending a lecture. If there is an emergency the campus number to ring is 222. If you require
further information please go to the Health and Safety website or contact the Health and 4.11 Meningitis
Safety Officer on the Llandaff campus as indicated above.
Contact: Nursing Officers
4.8.6 Health and safety and the prevention of accidents is the duty of everyone. If you
observe a hazard or risk you should notify a member of staff immediately. All accidents,
however slight, must be reported. Policy: uwic.ac.uk/studentservices/
4.8.7 You must be aware of what to do and where to go in case of a fire and the procedure
to be followed when the firs alarm sounds. These instructions will be displayed in locations 4.11.1 Meningitis is rare, but it can be particularly prevalent in closed or semi-closed
throughout UWIC. communities, such as halls of residence, where facilities and amenities are shared. It can also
be fatal, so it is extremely important that all students and staff are aware of the symptoms so
that they can recognise if someone may have it. Treating the illness promptly can make the
4.9 Smoking difference between life and death. Government guidelines recommend that every person
Contact: Health & Safety Adviser under 25 years of age should be vaccinated against meningitis.
Policy: uwic.ac.uk/hr/p/policies.asp 4.11.2 There are two types of meningitis: viral and bacterial. The former is more common,
but less serious and is spread through coughing, sneezing and poor hygiene. The latter is
more rare, but potentially more serious and requires urgent treatment. There are three strains,
4.9.1 UWIC has a “No Smoking” policy, which covers all areas of each of its campuses, A, B and C and two forms, meningococcal and pneumococcal, which are spread through
except where a specific Designated Smoking Area is provided. If you wish to smoke then close contact, including coughing, sneezing and kissing.
you must do this in the specifically designated place outside the building. No smoking signs
4.11.3 The symptoms of both types of meningitis are, for example: extreme malaise, severe
are prominently displayed around the buildings and must be observed.
headache, high temperature, vomiting, diarrhoea, aching limbs, aversion to bright light,
4.9.2 All UWIC Halls of Residence operate a strict no smoking policy in all rooms drowsiness, confusion and a rash, which may start as a cluster of tiny red bloodspots and
and communal areas. develop into looking like fresh bruises. If pressed, they do not turn white.
4.11.4 If you suspect meningitis:
• call a doctor or an emergency out of hours number immediately;
• dial (9)999 for an ambulance; or
• take the patient straightaway to a local emergency unit
Useful Names, Addresses and Websites
The Cardiff School of Art & Design The Cardiff School of Management
Howard Gardens Campus Colchester Avenue Campus
Cardiff Colchester Avenue
CF24 0SP Cardiff CF23 7XR
Tel: 029 20416647 Tel: 029 20416315/6425
Email: firstname.lastname@example.org E-mail: email@example.com
Website: uwic.ac.uk/csad Website: uwic.ac.uk/csm
APPENDIX The Cardiff School of Education
The Cardiff School of Sport
USEFUL NAMES, Cardiff
Tel: 029 204167092
Tel: 029 2041 7106
ADDRESSES & The Cardiff School of Health Sciences
Sports & Leisure Facilities
Sports Facilities Management
Tel: 029 204168 36
Cardiff CF23 6XD
Tel: 029 20416777
Website: uwic.ac.uk/cshs Website: uwic.ac.uk/sfm
Student Services Student Services -
The Student Centre Career Development Services
Llandaff Campus ‘A’ Block – Cyncoed Campus
Western Avenue Cyncoed Road
Cardiff CF5 2YB Cardiff
Tel: 029 20416170 CF23 6XD
e-mail: firstname.lastname@example.org Tel: 029 20416333
Website: uwic.ac.uk/studentservices E-mail: email@example.com
Academic Registry UWIC Students’ Union Appendix 2
‘A’ Block Colchester Avenue Campus
Llandaff Campus Colchester Avenue Approved AQSB 18/4/07
Western Avenue Cardiff
Guidelines for Committees of Enquiry on the Imposition of Penalties for Unfair Practice
Cardiff CF23 7XR
CF5 2SG Tel: 029 20416194
Tel: 029 20416015 E-mail: firstname.lastname@example.org
E-mail: email@example.com Website: uwicsu.co.uk
Website: uwic.ac.uk/registry The University is conscious that there is a spectrum of unfair practice offences which do not
fit easily into categories such as moderate or severe, especially when other factors (including
UWIC Students’ Union various levels of mitigation) have to be taken into account. This means that it is not appropriate
Accommodation Services Howard Gardens Campus simply to attempt to allocate specific penalties for specific offences, but it is possible to provide
Cyncoed Campus Howard Gardens guidelines on how the penalties might be applied.
Warwick House Cardiff
Cyncoed Road CF24 0SP The following guidelines on the appropriateness of possible penalties for different levels of
Cardiff Tel: 029 20416193 offences, and on taking account of mitigation and other factors, have been drawn up to assist
CF23 6XD E-mail: firstname.lastname@example.org Committees of Enquiry (and Examining Boards in appropriate cases) when determining the
Tel: 029 20416188/9 Website: uwicsu.co.uk penalties to impose when allegations of unfair practice are substantiated. These guidelines
E-mail email@example.com relate to cases of plagiarism, as the commonest form of unfair practice, but can easily be
Website: uwic.ac.uk/accommodation adapted for other offences, and contain examples only as a general guide.
Head of Information Systems Division The guidelines below should be read in conjunction with the list of penalties set out in the
Llandaff Campus UWIC Unfair Practice Procedure (Academic Handbook, 6L) and appended to this document.
UWIC Students’ Union Western Avenue These penalties for implementation from the start of session 2006/07 are sufficiently flexible
Central Union Offices Cardiff to enable Committees of Enquiry to impose penalties appropriate to the circumstances of
Cyncoed Campus CF5 2YB individual cases.
Cyncoed Road Tel: 029 20417000
Cardiff E-mail: firstname.lastname@example.org Committees of Enquiry (or Examining Boards) are welcome to seek advice from the Academic
CF23 6XD Website: uwic.ac.uk/isd/helpdesk Registry on specific cases.
Tel: 029 20416190
Information Services Division(Helpdesk) Appropriateness of Penalties
Llandaff Campus 1.The formal reprimand could be used for a first offence of very minor plagiarism in a piece
Western Avenue of work where there is no evidence of intent by the candidate to deceive (e.g. poor
UWIC Students’ Union Cardiff referencing). In many cases, this might be combined with an instruction to the examiners,
Student Advice & Representation Centre CF5 2YB when marking, to ignore any plagiarized text, which may result in a reduced mark. If the
Llandaff Campus Tel: 029 2041 7000 work had already been marked, it would have to be remarked accordingly.
Western Avenue E-mail: email@example.com 2.Cancellation of the mark for the piece of work in question or for the whole module would
Cardiff Website: uwic.ac.uk/isd/helpdesk be appropriate for most cases of plagiarism involving occasional paragraphs or sentences
CF5 2YB within a piece of work, with or without a recommendation to an Examining Board regarding
Tel: 029 20416496 the possibility of a resubmission (if permitted under regulations). There is flexibility within
E-mail: firstname.lastname@example.org this penalty for it to be set at a level commensurate with the nature of the offence,
Website: uwicsu.co.uk mitigation and other factors, including the percentage weighting of the assignment to the
module as a whole.
3.Cancellation of marks for all modules for the whole year in question would be appropriate
for plagiarism in respect of a whole piece of work (dissertation or other written assignment)
or a substantial proportion of a piece of work - i.e. the whole work or majority of the work
was copied from or written by someone else.
This penalty assumes that the student is full-time; an equivalent penalty for a part-time Level of Study
student would have to be determined. For example, this could mean cancelling the marks
for all modules for the year in question and some or all of the modules in the previous year. The student's status (postgraduate or undergraduate) would be irrelevant when deciding a
This penalty could stand alone or could be combined with disqualification from future penalty to impose - the same penalties would be used for either. However, it could be argued
examinations, depending on factors such as whether or not there is mitigation and the that a postgraduate student should, having already completed an initial degree, know more
level of mitigation, and whether it is a first or a subsequent offence. about referencing and plagiarism than say a Level 5 (HE Level 2) undergraduate. This would
normally be reflected not in the penalty but in the consequences of the penalty. For example,
4.The reduction of the degree result by one class or the non-award of a distinction could be
for an undergraduate student, some plagiarism in an essay for a 20 credit module would result
a stand alone penalty in specific circumstances, but would more usually be combined with
in zero for the 20 credit module, which might or might not affect the final degree classification,
one of the other penalties to increase the severity of the penalty in appropriate cases, such
whereas for a postgraduate student on a taught Master’s programme some plagiarism in the
as a second offence.
dissertation could mean zero for a 60 credit dissertation resulting in the award of a Postgraduate
5.Provision for the Committee of Enquiry to use its discretion to decide an alternative penalty Diploma instead of the Master’s degree. For a PhD/MPhil candidate it could mean the whole
is intended for use only in exceptional cases, where none of the stated penalties would be thesis fails and no award is made after several years work.
entirely appropriate. This would normally only involve modifying one of the existing
RGT March 2007
penalties to fit the circumstances of the case, but there may be specific occasions where
an alternative penalty of equivalent severity to an established penalty might better fit the
circumstances of the case. In such situations, Committees of Enquiry would be advised Appendix
to seek advice from the Academic Registry before proceeding. Penalties set out in the UWIC Unfair Practice Procedure
9.Penalties available to the Committee for Unfair Practice in Examination Conditions
Mitigation and Previous Offences The Committee of Enquiry shall apply one or any combination of the following penalties:
9.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.
Mitigation, previous offences and other factors could all influence the overall penalty. For
example, where the mark is cancelled or zero awarded for a module, mitigation or previous 9.2 The cancellation of the candidate’s marks in part or in whole for module(s) concerned,
offences could be taken into account in respect of a recommendation to the Examining Board or in all of the modules for the year in question or the equivalent for a part-time candidate,
as to whether or not a resubmission should be allowed (if permitted under regulations) and with a recommendation as to whether or not a re-assessment should be permitted, either
whether that resubmission would be for the bare pass mark only or the full range of marks with eligibility for the bare pass mark only or for the full range of marks.
(as if a first submission). 9.3 The reduction of the degree result by one class or the non-award of a distinction
No leniency should be given specifically in respect of a first offence. The majority of cases as appropriate.
are first offences and appropriate penalties should be imposed, but a second or subsequent 9.4 The disqualification of the candidate from any future University examination.
offence would normally result in the imposition of a more severe penalty. If a Committee of Enquiry decides that the above penalties are inappropriate, the
For example a candidate might be given a formal warning on the first occasion if the Committee may use its discretion to decide upon the appropriate penalty. In exceptional
plagiarism was very minor and believed to be just a matter of poor referencing, but if it circumstances where an allegation has been substantiated and the Committee is
happened again, awarding zero (cancelling the mark) for the piece of work would be concerned that this may affect the candidate’s ability to practise in a particular profession,
appropriate. Similarly, if there was plagiarism of a whole Master’s dissertation but a significant the case shall also be considered under the appropriate procedure for Unprofessional
level of mitigation, a penalty of zero for all modules in the particular level of study could be Conduct and Unfitness to Practise.
imposed, but the candidate could be allowed to retake all those modules, as a way of taking 10. Penalties Available to the Committee for Unfair Practice in Non Examination Conditions
account of the mitigation, but if unfair practice was subsequently repeated, then it would be The Committee of Enquiry shall apply one or any combination of the following penalties:
appropriate to impose a penalty of zero for all modules in the particular level and 10.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept.
disqualification from future examinations.
10.2 An instruction to the examiners, when marking, to ignore any plagiarized text, which
Within the existing penalties, it is possible to create subtly different penalties for the same may result in a reduced mark.
offence in order to take account of mitigation. For example, for two candidates found guilty of
10.3 The cancellation of the candidate’s marks in part or in whole for module(s) concerned,
collusion and awarded zero for their work with a recommendation to the Examining Board that
or in all of the modules for the year in question or the equivalent for a part-time
both be allowed to resubmit, it is possible to distinguish between them in order to take account
candidate, with a recommendation as to whether or not a re-assessment should be
of mitigation in respect of one of them by recommending that one student resubmits for the
permitted, either with eligibility for the bare pass mark only or for the full range of marks.
bare pass mark only while the other resubmits as if a first submission for the full range of marks.
10.4 The reduction of the degree result by one class or the non-award of a distinction, INDEX
10.5 The disqualification of the candidate from any future University examination. Reference Section
If a Committee of Enquiry decides that the above penalties are inappropriate, Accommodation 3.2/3.3.10
the Committee may use its discretion to decide upon the appropriate penalty. Accommodation agencies 3.2.5
In exceptional circumstances where an allegation has been substantiated and the
Advice and Representation Centre 3.6.2
Committee is concerned that this may affect the candidate’s ability to practise
in a particular profession, the case shall also be considered under the appropriate Appeals 4.1
procedure for Unprofessional Conduct and Unfitness to Practise. Assessment 2.4
11. Penalties for Unfair Practice in Research Degrees The Committee of Enquiry shall apply Association of Letting and Management Agencies (ACMA) 3.2
one or any combination of the following penalties: Athletic Union 3.6.4
11.1 The issue of a formal reprimand to the candidate, a written record of which shall be kept. Attendance 2.3
11.2 The disqualification of the candidate from the degree with a right to resubmit the thesis. Banking 3.7.1/3.3.7
11.3 The disqualification of the candidate from the degree with no right to resubmit the thesis. Bars 3.6/3.7.2
11.4 The disqualification of the candidate from all future University examinations and Benefit Allowances 3.3.3
qualifications.If a Committee of Enquiry decides that the above penalties are
Borrowing (Learning Centres) 3.4.3
inappropriate, the Committee may use its discretion to decide upon the appropriate
penalty. In exceptional circumstances where an allegation has been substantiated and Bursaries 3.1.2
the Committee is concerned that this may affect the candidate’s ability to practise in a Buses 3.7.4
particular profession, the case shall also be considered under the appropriate procedure Car parking 2.8
for Unprofessional Conduct and Unfitness to Practise.
Career Development Services 3.1.6
Cash points 3.7.1
Catering Facilities 3.2.8
Charter Mark 1.2
Child Protection 4.6
Clubs and societies 3.6.3
Code of Conduct 4.3
Data Protection 2.9
Day nursery 3.1.7
Disability Service 3.1.5
Disciplinary Procedure 4.2
Emergency guidelines 3.1.9
Equal Opportunities 4.4
Expectant mothers 4.7 Records Management policy 2.10
External services 3.7 Referencing 2.6/3.5
Fee refunds 2.2 Restaurants 3.7.2
Fees 2.2/3.1.2 Retro 3.6.7
Financial advice 3.1.2/3.3.2 Rules and Regulations (Learning Centres) 3.4.7
Financial Contingency Fund 3.1.2 Scholarships 3.1.2
Freedom of Information 2.10 Shopping 3.6.6/3.7.3
Gap Year 3.1.2 Smoking 4.9
Grants 3.1.2 Student Loan Company (SLC) 2.2
Halls of Residence 3.2.2 Student Services 3.1
Harassment and Bullying 4.5 Student Union 3.6
Health and Safety 4.8 Study Skills 3.5/3.3.9
Health Service 3.1.4 Suggestions 4.1
Information Systems Division (ISD) 3.4 Supermarkets 3.7.3
Insurance 2.7 Tax 3.3.6
International Office 3.3 TV Licences 3 .2.7
IT Services 3.4.4 Unfair Practice 2.6
Language Support 3.3.9 UWIC Rider 3.7.4
Learning Support 3.5 Welfare Support (International Students) 3.3.8
Library 3.4 Working in the UK 3.3.5
Learning Centres 3.4
Meal passes 3.2.9
Mental Health 4.2.10
Money Management 3.1.2
National Health Service 3.3.4
National Insurance 3.3.5
New mothers 4.7
Personal E-mail Accounts 3.4.5
Post Offices 3.7
Private lodgings 3.2.4
Private Mail/Telephone Calls 2.11
Private sector accommodation 3.2.3
Publication scheme 2.10