Calling all Associate and
Partner College Students!
All students registered for certificates,
diplomas, foundation degrees and top-up
degrees in the associate and partner colleges
This document contains important information about the University Student Data System and
other University procedures concerning your award. It gives instructions on how to use the
Student Data System and how to check the information we hold about you. For example, if
your address is incorrect on the student data system, you may not receive your end of year
results or an invitation to attend a congregation ceremony, so, please read this document
When you enrolled on-line at the start of the academic year, you should have claimed your
Kent IT account which enables you to access the Kent website: http://www.kent.ac.uk/ If you
have not already done this, follow the instructions set out at the end of this document under ‘To
Get a Kent ID number’.
The student portal to access this information can be found at:
- click on the Student Data System “GO” button you will then be prompted for your User
ID & password.
Forgotten your password? Don’t worry, go to:
If you change your name and are identified by a different name than is on the
University’s record, you must supply the necessary evidence to the University’s
Student Records Office to enable it to be changed. This is particularly important where
there might be an earlier record under a different name. (You could end up with two
certificates for different awards under two different names – not wise!)
If you have a disability which affects your studying, you should already have declared
it and there should be a note on your data system account: Details & Study: Disability.
If you have not previously declared a disability, you should notify your college
immediately with the necessary evidence as soon as possible. You might be entitled to
support; the University’s Disability and Dyslexic Support Service is there to help you
too – email: email@example.com for further information and advice or consult the
You should check on your data system account that all the modules which you studied
previously and are studying this year are recorded there under Details and Study: My Modules.
(The modules for each term might not be on your record until after week 4 in any term).
If you wish more details of how the final result for your award will be arrived at, you should
consult the details of the University’s Credit Framework on its website:
Foundation and Top-up Degrees:
Transcripts of your academic performance for the year will be sent to you at the end of the
academic year (including those who first registered in February), normally within two weeks of
the Board of Examiners’ Meeting for your course, subject to the following:
If you owe any monies to the University by the time the Board of Examiners meets, in
accordance with University policy, your results will be withheld. For details, access
your website – My Study: Finance Status.
If you think that there is an error, you must contact the University Finance Office
immediately to ensure that any error or misunderstanding is corrected – 01227 823953
or by email at: firstname.lastname@example.org
Any communication with you will be to the home address we hold on your data system
account. If you do not keep this up-to-date and it has changed, you will not receive any
communication from us. Please check your Home Address on your data system account,
My Study: My Details: Home Address; if it has changed or there is any error, please
notify your college of the change or error to ensure that the address to which your
results are to be sent is on your record.
Your end-of-year or final results will be published on the Web, under My Details and My Study:
My Exam Results. You should also receive a transcript showing these results. (Exam marks
will not be displayed until after the Examining Boards have met).
Extenuating Circumstances: Condonement, Compensation and Concessions
HNCs and HNDs: The University’s Credit Framework allows students who may have
failed a module to have it ‘condoned’ or ‘compensated‘ so that the credits for a failed
module can still be awarded in certain circumstances. This permits students to complete
However, under the rules for HNCs and HNDs, this cannot be done; failing
performances cannot be overlooked. Students may not submit an application for special
treatment or an appeal on the grounds of mitigating circumstances or the failure of
examiners to take concessionary evidence into account. There is one exception: where
students consider that the examiners have rejected or failed work submitted late, but the
student has documentary evidence confirming that the late submission was due to
particular circumstances for which a concession would normally be given e.g. sickness,
personal circumstances. Work submitted late and about which the student has not
informed the tutor in advance will only be accepted for marking at the discretion of the
tutor concerned, and may not receive a mark higher than ‘pass'.
Degrees, including Foundation degrees:
The terms of the University’s Credit Framework apply.
If you wish to apply on concessionary grounds for an extension to a coursework
deadline, or a delay in sitting an exam, you must apply before the deadline for the
coursework in question or the date on which exam takes place. The application forms
are held in your college.
In appropriate cases, when presented with concessionary evidence, the Board of
Examiners might permit a redoing of work ‘as for the first time’, which means that the
work will not be penalised.
Resits or Re-Submissions:
If you have failed a module and are required to resit it or re-submit any assignments, you will
receive instructions from your college giving you details of the work to be done and the date by
which it must be submitted. Unless there has been any formal extension to that deadline, the
examiners will be under no obligation to receive and mark any work submitted after the due
date. The marks for resits are usually curtailed to PASS/FAIL – in numerical terms: 40% only
will be awarded for a Pass.
HNCs and HNDs:
1. Failed assignments may be resubmitted on one further occasion during the
2. Such resubmitted assignments may achieve no higher mark than ‘PASS' (40%).
3. Two failures of an assignment will entail the failure of the module.
Review Procedures: Appeals
Required to withdraw - If a Board of Examiners recommends that a candidate should be
required to withdraw from the University after failing a programme where the candidate has
not exhausted the provisions for resit, the candidate has the right to make representation, in
writing and/or in person, before a decision on that recommendation is confirmed. Candidates
will be informed of the procedures in such cases on notification of their results.
Concessionary evidence - A candidate has the right to apply for a review of the degree result
where the candidate considers that concessionary evidence was not properly considered by the
Board of Examiners and/or where there is additional evidence of medical or exceptional
circumstances that could not, for good reason, have been submitted before the deadlines for
Applications – Appeal Applications must be made within 21 days of the publication of results.
Evidence of medical or exceptional circumstances should have been made available earlier.
Additional evidence will be considered only if there are good reasons why the evidence could
not be presented by the due date. Requests for review should be made in writing with full
supporting evidence to the relevant University Faculty. The form is to be found at:
There is no right of appeal against the academic or professional judgment of the Examiners.
Students registered for 15 month top-up degrees are reminded that, if they are entitled, they
must apply to their LEAs a second time after their first year for support to cover the remaining
3 months of their registration.
Associate and Partner College students, who complete their qualifications successfully, will be
invited to a Congregation Ceremony in the November following the Examiners’ Meeting at
which final results were decided. Instructions will be sent to eligible students in late September
or early October. If you have not received any communication from the University’s
Congregation Office by mid-October, please contact them direct on: 01227 824347 or email:
You should check that the Congregation Details on the Student Data System are correct. If you
have been living in lodgings while you have been a student and know that you are about to
leave that address, you must change your record.
THIS IS ESSENTIAL FOR ALL ASSOCIATE AND PARTNER COLLEGE STUDENTS:
To get a Kent ID Number:
If you have not already done so, you should get a note of your Kent ID number – on your ID
card which you received at Registration – and go to the following web page:
To claim your IT account now, follow the instructions there. (You will need: your Kent
ID number; your date of birth and a passport size photograph of yourself as a .jpg file).
If you claimed your account on enrolment, but have by now forgotten your password,
you should contact the University’s IT Service Reception 01227 824777 or the
Information User Services’ Helpdesk: email@example.com (01227 824999).
Your Kent IT account gives you access to your personal data system account so that you can
help ensure that the personal information held about you is accurate and kept up-to-date.
Details of what data is held in your record and how to access it can be found at the following: