Regulation 2C: Courses Leading to the University Doctorate by Taught Study and Research

Contents

1) Definitions

2) Admission

3) Course Regulations

4) Modules and Units of Study

5) Structure of University Awards

6) Responsibilities of Supervisors

7) Programme of Study

8) Time-Limit

9) Assessment

10) Appropriate Engagement with Studies

11) Student Health

12) Determination of Results

13) Action to be Taken in Respect of Acadmic Failure by Students

14) Award

15) Structure and Content of Re-Assessment

1. Definitions

The following definitions shall apply in respect of these regulations:

Award: Any formal qualification awarded by the University to an individual student.

Core Module: A module which is compulsory for students registered on a specified course.

Course: A collection of modules or units of study grouped under a specific title, the details of which have been approved by Senate as leading to the Doctorate.

Co-requisites: Modules which must be studied concurrently by students registered on a specified course.

Course Regulations: The regulations governing one or more specified courses.

Credit: In a modular course, the unit of academic value by which successful completion of a module contributes to a student’s programme of study.

Examination: A written assessment with fixed time-limit conducted under examination conditions in an examination hall designated by the Head of Records and Examinations for the purpose. Examinations which are not unseen may be either seen, where the student is advised of the content of the paper prior to the examination although the paper is written under normal examination conditions, or open-book for which students may bring into the examination specified material which can be highlighted or underlined but not annotated.

Examination Period: A period which is set aside for the conduct of examinations.

In-Course Assessment: Any assessment which is not an examination and which shall not exceed such maximum requirements as may be determined by Senate from time to time.

Level D (FHEQ Level 8): Modules, the standard of whose learning outcomes is appropriate to a postgraduate award at Doctoral level (FHEQ Level 8) as defined in the National Qualifications Framework.

Marking Criteria: The guidelines for marking approved from time to time by Senate which are to be interpreted by examiners in the context of the subject.

Module: A separate identifiable self-contained unit of a course of study which is at a specified level, is assessed and is given a credit value.

Module Assessment: The processes by which it is ascertained whether, and at what standard of performance, a module has been completed and the learning outcomes thereof achieved.

Module Catalogue: Documentation which describes the modules available to students.

Option Module: A module which is optional for students registered on a course.

Part 1: That part of the course which shall comprise modules or other designated units of study equivalent to at most 50% of the total assessment for the course.

Part 2: That part of the course which shall be a period of research leading to the submission of a thesis.

Precursor: A module, the study hours of which a student shall be required to have completed in order to proceed to a subsequent specified module or modules, but for which credit may not necessarily have been awarded.

Prerequisite: A module in which a student shall be required to have received credit in order to proceed to a subsequent specified module or modules.

Programme of Study: The specific modules or other units of study pursued by individual students within the context of an approved course.

Unit of Study: An element of Part 1 of a course which is not organised as a module and is designated in the course regulations.

Any reference in these regulations to Senate shall be deemed to include a reference to any committee of Senate designated by Senate for the purpose.

Any reference in these regulations to the Director of Planning and Academic Administration, Head of Department/School, or other named officer of the University shall be deemed to include a reference to any person designated by that officer for the purpose.

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2. Admission

2.1 Any student admitted to the Doctorate course under these regulations shall be required as a minimum to:

i) either

a) be a Masters level (FHEQ Level 7) graduate of Keele, of any other University approved for this purpose, or of the Council for National Academic Awards; or

b) be a graduate of Keele, of the Council for National Academic Awards of or any other University approved for this purpose, who also has appropriate professional experience; or

c) be any other person whose qualifications and/or relevant professional experience are deemed by the Senate to be acceptable. Persons applying under this sub-clause may be required to take a qualifying examination; and

ii) meet any particular entry requirements for the course applied for, as specified in the relevant course regulations; and

iii) enrol in each session with the University by a date to be determined by the Head of Records and Examinations; and

iv) comply with the requirements under the provisions of Regulations 11 & 12 to provide a valid UK contact address at all times whilst enrolled as a student; and

v) in the case of international students, provide a valid passport and visa for inspection upon enrolment and at any other time requested by the University for which they will be given notice.

Please note that students who do not abide by points i-v will be withdrawn from the University

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3. Course Regulations

(Guidance Notes) 

3.1 There shall be course regulations in a form approved by Senate.

3.2 The course regulations shall specify the designation of the award.

3.3 In course regulations, any proposed deviation from, or modification to, Regulation 2C in respect of any course shall require the approval of Senate.

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4. Modules and Units of Study

4.1 The credit value for any module shall be determined by reference to a common currency whereby one unit of credit represents the typical outcome of 10 hours of study. All modules shall have a credit value which is a multiple of 5, and no module shall have a value of less than 10.

4.2 Where a module or unit of study is available for more than one course, its status as a core or option may vary between courses.

4.3 Precursors, prerequisites and/or co-requisites may be defined for any module or unit of study.

4.4 Any fieldwork or similar requirements shall form part or all of one or more specified modules or units of study subject to any timetabling or other constraints. Any fieldwork or similar activity may be scheduled either within the approved semester dates, or at other times.

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5. Structure of University Awards

5.1 A course leading to the award of the Doctorate shall comprise both a Part I and Part II as defined in 1 above.

5.2 Part I shall consist of modules or units of study to the equivalent of not more than 50% of the total assessment for the award.

5.3 Part II shall consist of a thesis which shall contribute no less than 50% of the total assessment for the award.

5.4 Course regulations may permit a student who has successfully completed Part I to submit a dissertation of 15000 to 20000 words with a view to being examined for the award of MRes.

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6. Responsibilities of Supervisors

6.1 The responsibilities and duties of supervisors shall be prescribed by Senate from time to time.

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7. Programme of Study

7.1 All students shall be required to register for their programmes of study for the coming academic session by such a date as shall be determined by the Head of Records and Examinations.

7.2 No student shall undertake additional modules or other units of study outside of his/her approved programme of study without the prior approval of the Head of Records and Examinations.

8. Time-Limit

8.1 A thesis must normally be submitted no later than the following periods after initial registration:

Full-time student 60 calendar months

Part-time student 84 calendar months

8.2 The period in 8.1 may be extended by the Senate for good cause on the recommendation of the supervisor.

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9. Assessment

(Guidance Notes)

Part 1 (Modular courses)

9.1 All modules shall be assessed in accordance with the University’s agreed marking criteria, either by:

       9.1.1 in-course assessment conducted during the semester(s) in which the module(s) is/are completed; or

       9.1.2 examination during an examination period; or

       9.1.3 a combination of both 9.1.1 and 9.1.2.

9.2 The method of assessment for each module, including the weighting for each element of the assessment, shall be notified to students.

9.3 The minimum mark for a pass in each module shall be 50%. Where a student satisfies the examiners in a module, he/she shall be awarded the appropriate credits.

9.4 A student who passes a module in which he/she has previously failed, shall be credited with the minimum mark for a pass irrespective of the actual mark achieved.

9.5 The assessment of all modules shall be University assessments.

9.6 A student who has been awarded credit in a module shall not be permitted to be reassessed in that module with a view to improving his/her mark, save under the provisions of 13.1 (ii) below.

Part I (Non-modular courses)

9.7 All assessments shall be undertaken in accordance with the University’s agreed marking criteria.

9.8 The assessment methods for individual or groups of units of study shall be defined in the course regulations. The principles set out in 9.1 to 9.6 above shall apply.

Part II

9.9 A student is required to submit a thesis, the minimum and maximum lengths of which shall be defined in the course regulations but shall be in the range 50,000 60,000 words.

9.10 All students shall be required to attend an oral examination.

9.11 The thesis must be written in English except that in language subjects it may, at the discretion of the supervisor, be in the language concerned.

9.12 The thesis must be the student’s own account of his/her research and must be accompanied by such declaration to this effect as Senate may require. Any breach of this regulation may result in an allegation of academic misconduct under the terms of Regulation 8.

9.13 Every copy of a thesis submitted must be accompanied by an abstract not exceeding 300 words.

9.14 The greater portion of the thesis must have been undertaken subsequent to the initial registration of the student. Any work undertaken earlier must be so acknowledged.

9.15 Students shall submit the thesis in such form and such manner as shall be determined by Senate from time to time.

9.16 Any thesis previously submitted to Keele or any other University may not normally be resubmitted, except as part of re-examination. However, a student may incorporate in a thesis work which has already been part of a thesis submitted for a higher degree in this or any other University, provided that this is clearly indicated in the thesis and on the form of entry and in the thesis.

9.17 Before the degree is conferred the candidate must lodge a copy of the thesis with the University Library, bound in a manner prescribed by the Library, which will be the property of the University.

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10. Appropriate Engagement With Students

(Guidance Notes)

10.1 Any student failing to engage appropriately with their studies within two weeks of a final academic warning being issued may be required by the Senate to withdraw from the University at any stage in the programme.

10.2 Failure to engage appropriately with studies shall include non-attendance at compulsory learning and teaching events, non-attendance at examinations and/or failure to submit assessments without prior consent.

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11. Student Health and Wellbeing

(Guidance Notes)

11a. Student Health 

11a.1.    All students are advised to register with a General Practitioner.  Students resident on campus have the ability to register with the General Practitioner on campus.  Off-campus students are advised to register immediately with a General Practitioner who covers their residential address. 

11a.2.    Students must be in an adequate state of physical and mental health to enable them to continue with their studies. If there is sufficient evidence, as deemed appropriate by the Director of Planning and Academic Administration, that ill health may prevent a student from satisfactorily completing his/her studies, The University may at any time require a student to undertake a full medical examination by a qualified medical practitioner of the University’s choice, and, if appropriate, and on the recommendation of the medical practitioner, require a student to take a compulsory leave of absence. A student on compulsory leave of absence shall be permitted to resume his/her studies at a time deemed appropriate by the University, and only on a recommendation by a qualified medical practitioner, that he/she is fit to continue with his/her studies.

11.1 Students must be in an adequate state of physical and mental health to enable them to continue with their studies. Information on Leave of Absence, which may be an option for those needing a break from their studies to support their health and wellbeing, is included in Regulation 10, Student Health and Leave of Absence.

11b. Leave of Absence 

11b.1.   Definition of Leave of Absence 

11b.1.1.   A Leave of Absence is defined as an approved absence from the University of greater than 15 days’ duration but normally no more than 12 months’ duration, during which time a student is not undertaking any study.

11b.1.2  For students experiencing difficulties but wishing to continue their studies, they should refer to the University’s Extenuating Circumstances Policy.

11b.2.   Requests for Leave of Absence 

11b.2.1.   A student may be permitted to take a leave of absence from the Universityonly with the prior agreement of the relevant Head(s) of School/School Director or Research Institute Director, for a specified period, normally a semester or one academic year.

11b.2.2.   A student can request a leave of absence for the following reasons:

     i.    Medical reasons, as recommended by the Campus GP and/or medical practitioner

     ii.   Maternity/paternity/adoption leave

     iii.  Bereavement

     iv.  Other valid personal reasons

     v.   Personal Financial Hardship

     vi.  To change course

     vii. To undertake work experience not included as a formal  course-based work placement

11b.2.3.   The University will request documentary evidence to support a leave of absence request. 

11b.2.4.   Any student who requests a leave of absence must do so through the University’s established procedures, which are outlined in the Leave of Absence Policy and Procedure.

11b.2.5.   A case conference may be convened to assist the University in managing emerging concerns related to a student’s physical and mental health, and to identify appropriate measures to support the student.  The process for the convening of a case conference is outlined in the Student Health and Leave of Absence Policy at Section 5. 

11b.2.6.   Any student who takes a leave of absence should be aware that the programme of study on which he/she is registered may change or cease to be offered during the period of leave of absence and that the student upon return to the University may be required to undertake a different or amended programme of study.

11b.2.7.   Students are requested to respond to any communications received from the University regarding re-registration at the conclusion of their leave of absence. These communications will normally be received no later than one month before the leave of absence is due to complete. 

11b.2.8.   If a student fails to respond to communications within the timeframe outlined at 2.6 above, he/she shall be withdrawn.  

11b.2.9.   Due to the University’s responsibilities as a Highly Trusted Sponsor (HTS), International students who apply for, and are granted, a leave of absence will have their Visa curtailed and will need to return to their home country for the duration of the leave of absence.  Any student who chooses to take a leave of absence should be aware that the University’s sponsorship may be removed and that they may not be able to return to study following a leave of absence.

11b.2.10. Where in respect of 2.1 above there is disagreement between Heads of School/School Directors or nominee for students on dual honours programmes, the Head of Records and Examinations shall make the final decision.

11b.3.   Leave of Absence for Periods in Excess of One Academic Year 

11b.3.1.   Only in exceptional circumstances will applications for a leave of absence in excess of one academic year be considered.  Any such applications should be made in writing to the Head of Records and Examinations, who shall, informed by specialist advice (if necessary) determine what conditions, if any, shall apply to the permission. Consideration will also be given to whether the period of maximum registration shall be extended, within the terms set out in Ordinance IV, Section 4.

11b.4.    Compulsory Leave Of Absence 

11b.4.1.   In certain circumstances the University may recognise that a student’s state of health is such that it is in their interest and that of the University for a leave of absence to be taken, even if it has not been applied for. The University may, based on expert advice: 

        a) Require the student to discontinue the programme of study via a leave of absence until the University is satisfied that the student may resume;

        b) or, in exceptional circumstances, be withdrawn from the University.

11b.5. Student Redress Against Decisions To Require Leave Of Absence 

11b.5.1.   A student may seek to challenge the finding of the University to require leave of absence or withdrawal. 

11b.5.2.   Applications can be made only on one or both of the following grounds: 

        i.    Procedural irregularity in the conduct of the case;

        ii.   There is new evidence that can be substantiated, including extenuating circumstances, which was not known at the time, and may have affected the outcome had it been known to the Committee and that there is a valid reason for not making it known at the time.

11b.5.3.   Applications shall be submitted in writing to the Pro Vice-Chancellor for Education and Student Experience within 10 working days of the date of the letter sent to the student informing them of the decision. 

11b.5.4. The Pro Vice-Chancellor for Education and Student Experience will then consult with the Chair of the Leave of Absence Review Committee or a designated representative. If they are of the view that no prima facie case exists, the Pro Vice-Chancellor for Education and Student Experience will so advise the student within 10 working days, stating the reasons. In such circumstances it will be open to the student to follow the provisions of the University Grievance Procedure (see 7 below).

11b.6. Leave Of Absence Review Panel 

11b.6.1.   In cases where a decision regarding compulsory leave of absence is challenged and it is agreed by the Pro Vice-Chancellor for Education and the Student Experience that the evidence admitted should be considered, a Leave of Absence Review Panel would be convened. The Leave of Absence Review Panel shall be constituted as follows: 

        i.   The Chair shall be a Dean from a different Faculty to that of the student; The Director of Human Resources and Student Services or their representative; and a Head of School from a different Faculty to that of the student.

        ii. The panel shall be quorate only if all members are in attendance.

11b.6.2  The Panel shall have the power to co-opt additional members as required. 

11b.6.3  No member of a case conference team who has previously considered the case shall be eligible to be a member of the Leave of Absence Review Panel. 

11b.6.4  The Committee will be attended by a Secretary from Planning and Academic    Administration, who is not a member but who will be present throughout the proceedings.

11b.6.5.   Powers of the Leave of Absence Review Panel 

        i.    Save as provided for under (ii) below, the Leave of Absence Review Panel shall have no power to overrule the judgement of a case conference team but is empowered to refer a case back to the case conference team for reconsideration in the light of the new evidence and the Panel's findings. In such circumstances, the case conference team shall consider the case afresh.

        ii.   Where the appeal derives from a proven procedural irregularity in the conduct of the Case Conference proceedings, the Case Conference shall be empowered to grant whatever remedy it considers reasonable and practicable in the circumstances.

11b.7.   Grievance 

11b.7.1.   Following exhaustion of the Leave of Absence review procedures, a dissatisfied student may submit a grievance to the University Council under the terms provided by Statute 21 (23). Grievances must be submitted within 28 days of the letter informing the student of the outcome of the appeal and must be made in writing to the Secretary to Council. Grievances can only be made on one or both of the following grounds:

        a) Procedural irregularity in the conduct of the case;

        b) There is new evidence that can be substantiated, including extenuating circumstances, which was not known at the time of the review, and may have affected the outcome had it been known to the Committee and that there is a valid reason for not making it known at the time. 

11.1 Students must be in an adequate state of physical and mental health to enable them to continue with their studies. Information on Leave of Absence, which may be an option for those needing a break from their studies to support their health and wellbeing, is included in Regulation 10, Student Health and Leave of Absence.

12. Determination of Results

12.1 There shall be a Board of Examiners for each course approved by Senate which shall determine and make recommendations to Senate on:

       i) the student’s mark for each module or unit of study; and that

       ii) the student be permitted to proceed from Part I to Part II of the course; or

       iii) the student not be permitted to proceed from Part I to Part II of the course; or

       iv) the student be awarded the Doctorate; or

       vi) the student not be awarded the Doctorate; or

       vii) the student, having pursued the option available under the provisions of 5.4 above, be awarded the degree of MRes; or

       vii) the student be required to withdraw from the University.

12.2 No student shall be permitted to proceed from Part I to Part II unless he/she has achieved all required credits or passed all units of study and/or has satisfied such other criteria as may be required by the course regulations.

12.3 No student shall be permitted to continue to pursue a programme of study where it would be impossible for him/her to complete the course and do so within the approved time-limit.

12.4 A student who has failed one or more modules or units of study on two occasions shall be required to withdraw from the course.

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13. Action to be Taken in Respect of Academic Failure by Students

13.1 Where the student has not been required to withdraw from the University, the relevant Board of Examiners shall determine whether:

       i) the student shall be permitted to be re-assessed once only in the failed module(s) or units of study, either:

            a) at the next examination period; or

            b) with or without attendance on the module(s) or unit(s) of study at the next opportunity; and/or

       ii) in the case of failure in an option module(s) or unit(s) of study, the student shall be permitted to pursue an alternative option(s) with attendance during the following session or calendar year but not subject to the limitation imposed by 9.4 above; or

       iii) the award of the Doctorate be made once revisions have been made to the thesis to the satisfaction of the Board; or

       vii) although the required standard for the Doctorate has not been met, the submission is of sufficient merit to justify the student being permitted to re-present the thesis and to submit to a further oral examination within two years from the date of the decision at the relevant meeting of Senate.

13.2 A student who is permitted to be re-assessed in any form of in-course assessment other than the thesis shall not be permitted to re-submit modified versions of his/her original work, but shall be required to submit for assessment a new work from that which originally failed to satisfy the examiners.

13.3 Where a student who has been examined under the provisions of 5.4 fails to satisfy the examiners in the dissertation, the examiners shall follow the provisions available for the retrieval of the failure under Regulation 2A.

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14. Award

(Guidance Notes)

14.1 A student shall be eligible for the award of the Doctorate who has successfully completed both Parts I and II of the course.

14.2 Neither the Doctorate nor an MRes awarded under the provisions of 5.4 above shall be graded.

15. Structure and Content of Re-Assessments

15.1 Where a student is required to be re-assessed for one or more modules or units of study prior to the start of the following academic year, the re-assessment shall, unless the relevant Board of Examiners decides that this is not practical, be of the same structure and be based upon the same syllabus as the assessment at the time of the initial failure, but need not include those elements of assessment in which the student has already satisfied the examiners.

15.2 Where a student is permitted to be re-assessed in one or more failed modules or units of study without attendance on the module(s) or unit(s) of study, the following arrangements shall apply:

       i) for re-assessment within one year of the initial failure, the re-assessment shall, unless the relevant Board of Examiners decides that this is not practical, be of the same structure and be based upon the same syllabus as the assessment at the time of the initial failure;

       ii) for re-assessment beyond one year of the initial failure, where the structure of the assessment is different from that at the time of the initial failure and/or the re-assessment is to be based upon a different syllabus, the Head of Department/School concerned shall make arrangements for the student to be:

            a) informed of changes in the structure of the assessment and the syllabus content; and

            b) offered, at an appropriate charge, the opportunity of attending relevant classes and/or receiving other appropriate academic assistance.

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