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► Sanctions Policy April 2009
UNIVERSITY POLICY ON SANCTIONS FOR STUDENT DEBT (REVISED 1 APRIL 2009)
Introduction
The Senate agreed that the following sanctions policy should apply to students who are in debt to the University. The sanctions policy aims to address the following issues:
· changes in the Government policy in relation to student financial support which has increased the number of students contributing to tuition fees and thus the potential amount of debt.
· increase in the number of international and postgraduate students which has again led to increase in debt.
· Data Protection and Human Rights Acts implications which make it no longer permissible to withhold examination results.
Policy
1. This policy applies to all students who are in debt to the University irrespective of whether or not they are sponsored.
2. When students are informed by Finance that they owe money, they should be told of the implications for them as set out below.
3. The sanctions set out below should not be imposed until discussions have been completed with the student concerned (eg over the scheduling of debt repayments) or while negotiations are continuing on behalf of the student with Student Services, Advice & Representation Centre staff or external agencies. The sanctions set out below will be lifted if a student makes an agreement with the Finance Department to pay in instalments and shall remain lifted provided payments are made in accordance with the agreed schedule. No sanctions will be applied to a student in debt without the prior authorisation of the officer(s) appointed by the relevant Head of School.
4. The sanctions for debt to the University should be as follows:
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DEBT
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SANCTION
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1. 'Substantial' academic related debt of £500 or over (e.g. for tuition fees; library fines, non-returned library books; overpayments of bursaries, subject specific allowances or other University awards).
2. Disciplinary fines.
3. The Chief Operating Officer shall review annually the threshold level for 'substantial' academic related debt.
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1. Student’s Library borrowing rights and access to University computing facilities normally withdrawn.
2. Enrolment with the University for the following year normally prevented (unless arrangements have been made with Finance for repayment).
3. Possible debarment from the Conferment of Degrees (decision of the Secretary-Registrar or his nominee)
4. Formal transcripts, diplomas, certificates relating to academic performance and references normally withheld.
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2. Non-substantial academic debts which are under £500 and other sundry debts (such as local debts in Schools e.g. bench fees, resource pack fees).
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1. Student’s Library borrowing rights normally withdrawn
2. Formal transcripts, diplomas, certificates relating to academic performance and references normally withheld
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3. Accommodation-related debts and fines.
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1. A Residences Licence may be terminated by the University in the event of a student having failed to pay when due all or any part of the Residences Licence Fee.
2. Under the terms of a Residences Licence a student may not be permitted to remain in a room at the beginning of a new term if any part of the Licence Fee which is due for payment is still outstanding.
3. Non-payment of residence fees by the deadline stated in the offer letter may mean withdrawal of a place of residence.
4. Returning students who do not clear debts or come to an arrangement to do so by 30th June will have their offer of a place in residences for the following academic year withdrawn
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5. That when Finance informs students of their debts, they should be encouraged to seek help and financial advice from the Advice & Representation Centre and/or Student Support.
6. That when Finance inform students of their debts they should reiterate the students’ rights and responsibilities in this area as set out in the Regulations of the University. This notification should be well in advance of any rights being withdrawn.
7. That details of sanctions applied for student debt be included in the Students' Guide to Tuition and Residence Fees sent out to all new students and returning students.
8. That, when students are informed by Finance that they are subject to sanctions for debt they should be informed that normally, it will take up to 24 hoursafter they have paid off their debts before their full University access (e.g. Library borrowing rights or use of computer facilities) will be restored.
9. That the procedure for the award of hardship funds should include a statement from an appropriate member of academic staff on academic performance and attendance.
10. That, beyond the sanctions set out in 4 above, LIS should set out their own sanctions for library debts which should be set out for students in the Enrolment Pack. Where the library debt becomes substantial normal University Regulations for substantial debt should apply.
11. That Schools/Combined Honours should take responsibility for preventing students from entering the next academic year, including entry to sandwich placements (see 4 above). This should be done by holding back handbooks, timetables and other essential documentation, not allocating students to tutorial groups, etc.
12. Students in debt to the University may be issued their results by the Schools/Combined Honours via a transcript clearly marked as "Provisional" which is not signed by the Programme Tutor or endorsed with a School stamp. Schools may continue to provide students in debt with necessary information about assessments or referred assessments.
13. This sanctions policy will be implemented through the procedures set out in Appendix 1.
14. The sanctions policy and procedures should be reviewed annually by the Registry and Finance and Business Services in consultation with the Schools.
JGW/1.4.09
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