York St John University Document Directory

Welcome to our policy and procedure documents store. We hope you will find this a useful resource throughout your time with York St John University. Other useful policy and procedure documents are available via the Staff Information Point and the Committee Directory. The Document Directory is maintained by Registry. Any queries, please contact us.

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Regulations for Programmes of Study

University of Leeds Ordinances and General Regulations

• Ordinance VI: Taught Postgraduate Awards (and related Regulations)
• Ordinance IX: First Degrees and Undergraduate Awards
• Ordinance XX: Affiliated Colleges and Institutions

York St John University General Regulations

• Undergraduate Programmes of Study
• Postgraduate Programmes of Study
• Regulations for the Award of Honorary Degrees

Marking Scales for Undergraduate and Postgraduate Programmes of Study

• Marking Scales for Undergraduate and Postgraduate Programme of Study

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Academic Appeals and Student Complaints

• AAC1 - Student Complaints Procedure
• AAC2 - Student Complaints: A Brief Guide
• AAC3 - Student Appeals Procedure
• AAC4 - QAA Code Mapping Document: Academic Appeal and Student Complaints on Academic Matters
• AAC5 - Student Appeals: A Brief Guide

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Academic Framework

• AF1 - Principles underlying the Academic Framework
• AF2 - York St John Qualifications Descriptors
• AF3 - The Undergraduate Curriculum Key Skills Outcomes
• AF4 - Modularisation of Graduate Diplomas, Postgraduate Diplomas and Masterships
• AF5 - Flexible Learning Framework
• AF6 - Joint Honours Framework
• AF7 - Principles for the Structure of Programmes of Study from Session 2000/2001
• AF8 - Learning & Teaching Strategy 2002/3 - 2004/5
• AF10 - Framework for York St John University Awards
• AF11 - Widening Participation Strategy 2007-2012
• AF12 - The Level 1 Student Academic Experience
• AF12i - Structure and Processes for Level 1 Study (Discussion and Consultation paper)
• AF14 - Regional Academic Partnership Strategy 2007-2012
• AF15 - Access Agreement

Honorary Degrees and Fellowships and University Titles

• AF13 - Regulations for the Award of Honorary Degrees and Fellowships
• AF13i - Honorary Degree Nomination Form
• AF13ii - Honorary Fellowship Nomination Form

• AF16 - University Titles
• AF16i - Honorary Visiting Professors Appointments Policy
• AF16ii - Conferment of the Title of Emeritus Professor

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Academic Session Dates

Academic Session 2008/9

• Dates of Term 2008/9
• Standard Semester Calendar 2008/9

Academic Session 2009/10

• Dates of Term 2009/10
• Standard Semester Calendar 2009/10
• Exam Schedule 2009/10

Future Academic Sessions

• Standard Semester Calendar 2009/10 to 2013/14
• Exam Periods and Exam Board Dates 2009/10 to 2013/14

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Assessment Handbook

• ASS1 - Policy on Assessment
• ASS2i - Regulatory Framework for Assessment (To Session 2008-2009)
• ASS2ii - Regulatory Framework for Assessment (From Session 2009-2010)
• ASS3 - Course Participation Regulations
• ASS4 - Examinations: Conduct and Practice
• ASS5 - Examinations and Assessment: Marking Conventions
• ASS6 - Extenuating or Mitigating Circumstances
• ASS7 - Examination and Assessment Arrangements for Students with Disabilities
• ASS8 - APL/APEL Assessment Implications
• ASS9 - Cheating and Plagiarism
• ASS9i - University Approach to Dealing with Plagiarism
• ASS10 - Conduct of Assessment Panels and Board of Examiners for Progress and Award
• ASS11 - Retention of Student Work
• ASS12 - Roles and Responsibilities of External Examiners (see also EE1)
• ASS13 - Procedures for Appeals Against the Results of College Examinations and Assessments
• ASS14a - Key Aspects of Assessment
• ASS14b - Marking, Feedback and Moderation
• ASS14c - Examples of Assessment Criteria
• ASS15 - QAA Code of Practice Mapping Document: Assessment
• ASS16 - Examination and Assessment Arrangements of York St John
• ASS17 - Procedure for Transfer of Marks
• ASS18 - Judgemental Marking Scale (2007)
• ASS19 - Policy on Overlength Work
• ASS20 - Anonymous Marking
• ASS21 - Examination and Assessment Schedule 2008-9
• ASS22 - Late Submission of Work

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Collaborative Provision

• CP1 - Collaboration Handbook
• CP2 - Register of Collaborative Provision
• CP3 - QAA Code Mapping Document: Collaborative Provision

Partner Approval

• CP4 - Collaborative Partnership Approval Flowchart
• CP22 Collaborative Risk Assessment Tool to be submitted with the Statement of Intent
• CP5a Part A - Statement of Intent pro forma
• CP5b Part B - Due Diligence Enquiries pro forma
• CP5c Part A ii - Appendix - extension to the Statement of Intent for additional programmes with an existing partner
• CP6 - Collaborative Partner Proposal pro forma
• CP7 - Proposals for New Collaborative Partners: Institutional Site Visits
• CP8 - Off-Site Centre (venue) Audit Checklist for the approval of supplementary delivery venues

Programme & Staffing Related Approvals
See also section Programme & Module Approval: Validation Events

• CP9 - Collaborative Partner Programme Document Template including guidance
• CP10 - Programme Specification Template
• CP11 - Module Template
• CP12 - Procedure for the Approval of Associate Tutors

Evaluation and Review

• CP13 - Process for Collaborative Annual Review
• CP14 - Annual Programme Evaluative Reports - Guidance for Partners
• CP15 - University Liaison Representative (ULR) Report Form
• CP16 - Guidance on Faculty/School Annual Reports on Collaborative Provision
• CP17 - Periodic Review of Approved Collaborative Provision

Other

• CP18 - Guidance on Publicity Material involving Collaborative Arrangements
• CP19 - Policy for the Appointment of Overseas Agents
• CP20 - Role of the University Liaison Representative
• CP21 Collaborative Library Provision for students registered to partner institutions whose programme has been validated by YSJU
• CP23 Partner Representation on Validation and Review Panels - role of Facilitator

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Data Protection

• DP1 - Policy on Data Protection
• DP2 - Compliance with 1988 Data Protection Act
• DP3 - Policy on Data Protection in the Handling of Admissions
• DP4 - Student Data Collection Notices

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External Review and Audit

• EAR1 - General Statement
• EAR2 - Procedures for Quality Assurance Agency Institutional Audit
• EAR3 - Procedure for Ofsted Inspections
• EAR4 - QAA Subject Review: Action Pro Forma

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External Examiners

• EE1 - Roles and Responsibilities of External Examiners 2009-10
• EE2a - External Examiner Appointment Nomination Proforma Session 2010-11
• EE2b - Collaborative Partner External Examiner Appointment Nomination 2009-10
• EE3i - External Examiner Report Form 2008-09
• EE3i - External Examiner Report Form 2009-10
• EE3ii - Chief External Examiner and External Examiner for Joint Honours Report Form 2009-10
• EE4 - QAA Code Mapping Document: External Examining
• EE6 - External Examiner Expenses Claim Form 2009-10
• EE7 - Response to External Examiner's Report Form
• EE8 - additional information to inform the role of External Examiners appointed to YSJU programmes delivered through a collaborative arrangement with a partner institution

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Financial Resources

• FR1 - Financial Regulations
• FR2 - Expenses Policy and Procedures 2008
• FR2ii - Visitors (non-staff/non-VL) Expense Procedure
• FR2iii - Expenses Claim Form for External (non-staff / non-VL)
• FR3i - Procurement & Purchasing Procedures
• FR3ii - Procurement & Purchasing Policy
• FR4i - External Mentors Claim Form
• FR4ii - External Mentor Expenses Claim Form
• FR4iii - Visiting Lecturer Claim Form
• FR4iv - Counselling Supervisors Claim Form
• FR4v - Sessional Counsellor Claim Form
• FR4vi - Instrumental Tutor Claim Form
• FR4vii - Change of Bank Details Form

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Governance

• GOV1 - Instruments and Articles of Government (approved 2.10.08)
• GOV2 - Memorandum of Articles & Association with York St John Enterprises Ltd
• GOV3 - Memorandum of Articles & Association of York St John Endowment
• GOV4 - Corporate Planning Statement 2008
• GOV5 - Appointment of Chancellor

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Monitoring and Review

Annual Monitoring

• MNR3 - Annual Evaluation 2008-09
•     MNR3i -  Annual Evaluation Reporting on 2008-09
•     MNR3ii - PER Template and Guidance (Faculty of Arts)
•     MNR3iii - PER Template and Guidance (Faculty of Business & Communication)
•     MNR3iv - PER Template and Guidance (Faculty of Education & Theology)
•     MNR3vi - PER Template (Faculty of Health & Life Sciences)
• MNR5 - Audit Checklist for Annual Evaluative Reports
• MNR6 - Guidance on Module Evaluation

Periodic Review

• MNR1 - Procedures for Internal Monitoring and Review
• MNR7 - Guidance on Internal (Periodic) Reviews
• MNR8 - Schedule of Internal (Periodic) Review
• MNR9 - External Peer Observation on Internal Review of a Subject Area - External Peer Report Proforma
• MNR10 - Internal (Periodic) Review: Action Plan Pro Forma

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Programme and Module Approval

• PMA13 - QAA Code Mapping Document: Programme Approval, Monitoring and Review
• PMA15 - QAA Code Mapping Document: Placement Learning
• PMA17 - QAA Code Mapping Document: Careers Education, Information and Guidance (CEIG)

Programme & Module Approval

• PMA1 - Policy and Procedures for Programme and Module Approval

    Modules

• PMA2 - Module Approval Pro Forma (New and Amended Modules)
• PMA3 - Guidance on Completing the Module Approval Pro Forma
• PMA5 - Guidance on Writing and Submitting New Modules for Validation
• PMA5i - Module Description Template
• PMA26 - Guidance Defining Module Status on Award Bearing Programmes on Module Descriptions

    Programmes

• PMA4 - Programme Specifications
• PMA7 - Guidance on Outline Proposals for Programmes (including Outline Proposal Proforma)
• PMA8 - Validation Process for New Programmes - including programme specification and programme document templates
• PMA8i - Revalidation Process
• PMA8ii - Programme Specification and Programme Document Template (for revalidated programmes)

    Programme & Module Amendments

• PMA24 - Modifications to Existing Programmes
• PMA6 - Guidance on Submitting Amendments to Modules
• PMA33 - Deadlines for Amendments to Modules

Faculty Scrutiny

• PMA31 - Guidance to QECs on the Pre-validation Scrutiny Process
• PMA29 - Process for the Approval of University Certificates and Diplomas

Validation Events

• PMA28 - Nomination of External Panel Members for Validation Events (criteria and nomination pro forma)
• PMA9 - External Reviewer's Report Pro Forma
• PMA23 - Roles of Validation/Review Panel Members
• PMA20 - Advice for Validation Panels - Equal Opportunities Checklist
• PMA22 - Key Issues for Validation Panels
• PMA22ii - Key Issues for Foundation Degree Validation Panels
• PMA22iii - Key Issues for Collaborative Validation Panels
• PMA27 - Responses to Validation/Revalidation Conditions and Recommendations

Joint Honours Pairings

• PMA25 - Validation Processes for New Pairings within the Joint Honours Framework
• PMA25ii - Outline Proposal Proforma for the Approval of a Pairing of Subjects already Validated in the Joint Honours Framework

Independent Learning Units

• PMA10 - Independent Learning Units: Policy and Procedures
• PMA11 - Independent Learning Units: Pro Forma
• PMA12 - Independent Learning Units: Guidance for Writing a Proposal Form

Guidance Notes

• PMA14 - Guidance on Disabled Student Requirements
• PMA16 - Guidance on Placement Learning
• PMA18 - CEIG Policy Document
• PMA19 - CEIG Guidance Notes
• PMA21 - Validation Processes - relative to the requirements of disabled students
• PMA30 - Guidelines for the Internationalisation of Programmes and Modules
• PMA32 - Aide Memoire on Flexible and Distributed Learning for Programme Designers

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Physical Resources

• PR1 - Policy for Sustainability
• PR2 - Security Policy
• PR3 - Parking Policy

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Quality Assurance Framework

• QAF1 - Glossary of Definitions and Abbreviations
• QAF2 - Policy on Quality Assurance and Enhancement
• QAF3 - Policy on Academic Standards
• QAF4 - QAA Code of Practice: Policy and Procedures
• QAF5 - Academic and Managerial Structure
• QAF6 - Committee Structure: Roles and Responsibilities
• QAF7 - University of Leeds Accreditation Agreement
• QAF10i - Procedures Relating to the Withdrawal or Termination of Programmes with particular reference to Withdrawal in a Current Application Cycle
• QAF10ii - Quality Assurance on Terminating Programmes
• QAF11 - Roles in Academic Quality and Standards Assurance and Enhancement
• QAF12 - Quality Assurance Handbook

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Research

• RES1 - Research Student Handbook (Policy and Procedures)
• RES2 - QAA Code Mapping Document: Postgraduate Research Programmes
• RES3 - Policy on Intellectual Property Rights and Research
• RES5 - Ethical Guidelines for Research Consultancy and Project Work
• RES6 - Protocol for Using Internet Research Resources
• RES7 - University Research Strategy 2009-2012
• RES8 - YSJU Definitions of Units, Clusters, Centres and Institutes
• RES9 - YSJ University Research Leave Policy

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Student Recruitment and Admissions

• SRA1 - Admissions Policy
• SRA2 - Admissions Procedures
• SRA3 - Non-Standard Entry and Admission with APL (Advanced Standing) or APEL Proforma
• SRA4 - QAA Code Mapping Document: Recruitment & Admissions
• SRA5 - Policy on Data Protection in the Handling of Admissions
• SRA6 - Admission of Students & Criminal Conviction
• SRA7 - Policy for Applications from Candidates not offering Standard School Leaving Qualifications, and Candidates for admission on the basis of Transferred Credit (Procedures for applications requiring APL/APEL)
• SRA8 - Alternative Entry System (MSES) Guide to Essay Writing
• SRA9 - Alternative Entry System (MSES) Administration Guide
• SRA10 - Admission of Students under the age of 18

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Student Record System

• SRS1 - Request for Access to SITS Student Record System
• SRS2 - Brief Overview of the Student Record System
• SRS3 - Guide to e:Vision
• SRS4 - Online Mark Entry Guide 2008-9

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Student Support and Guidance

• SSG2 - Guidelines on the Content of Module Handbooks
• SSG3 - The Academic Tutor System
• SSG4 - Guidelines for Academic Tutors
• SSG5 - Academic Tutoring: Guidelines for Students
• SSG6 - Student Reference Procedures
• SSG7 - QAA Code Mapping Document: Students with Disabilities
• SSG8 - Graduate Profiling
• SSG10 - International Office Procedures
• SSG11 - Helping Students in Difficulty - A Guide for Academic Tutors and Other Staff
• SSG12 - Student Confidentiality Policy
• SSG13 - Student Experience Partnership

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Student Services Policies and Procedures

• SSPP1 - Student Support Policy
• SSPP2 - Student Equal Opportunities Policy
• SSPP3 - University Code of Conduct: Disciplinary Procedures & Code of Discipline for Students
• SSPP4 - Disability Policy
• SSPP5i - Student Confidentiality Policies: Contact by Third Parties
• SSPP5ii - University Students on Exchange Schemes
• SSPP5iii - International Students on Exchange Schemes and other Programmes outside the European Area (EEA)
• SSPP5iv - International Students on Partnership Schemes
• SSPP6 - Race Equality Policy
• SSPP7 - Misuse of Drugs, Alcohol and other Substances
• SSPP8 - Statement for Students with a Disability
• SSPP9 - Examination and Assessment Arrangements for Disabled Students
• SSPP10 - Meningitis Policy
• SSPP11 - Helping Students in Difficulty - A Guide for Staff
• SSPP12 - Referral Proforma
• SSPP13 - Exit Interview Proforma
• SSPP14 - Cause for Concern Proforma
• SSPP15 - Guidance on Disabilities Related to Validation Processes
• SSPP16 - Student Services Emergency Protocols
• SSPP17 - Policy for Reacting to a Student Death
• SSPP19 - Policy on Sexual Orientation: Student
• SSPP20 - Information & Communication Technology (ICT) - Acceptable Use Policy
• SSPP21 - Health & Safety Information for Students
• SSPP22 - No Smoking Policy
• SSPP23 - Code for Communal Living
• SSPP25 - Students' Religion & Belief Policy
• SSPP26i - Joint Honours Procedural Checklist: Change of Module
• SSPP26ii - Joint Honours Procedural Checklist: Programme Transfer
• SSPP26iii - Joint Honours Procedural Checklist: Withdrawal
• SSPP28 - Strategy for Student Progression and Success
• SSPP29 - Student Mental health Policy
• SSPP30 - Joint Honours Learner Development Strategy
• SSPP31 - Disability Equality Scheme
• SSPP32 - Student Finance Review Procedures
• SSPP33 - Standards Review Procedures
• SSPP34 - Students' Union Disciplinary Procedures
• SSPP35 - Student Financial Regulations (incorporating SSPP18, SSPP27 and SSPP32)
• SSPP36 - Student Transition Planning Group Recommendations

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Student Registry Procedures

Guides

• STU1i - Enrolment of New Students and Re-enrolment of Continuing Students
• STU1ii - Enrolment Guide 2009-10
• STU1iii - Enrolment Guide for Staff 2009-10
• STU2i - Registration for Modules and Module Change Procedures
• STU2ii - Module Selection Instructions 2008-09
• STU4 - Changes of Programme
• STU6 - Student Intercalation
• STU8 - Withdrawal of Students from University
• STU10 - Student Transferring Institution
• STU11 - Leave of Absence
• STU12 - Professional Registration
• STU15a - Failed or Deferred Assessment Guide 2008-9
• STU15d - Policy and Procedure for Dealing with Student Health and Conduct in Respect of Programmes Leading to Professional Registration and Practice with the Public
• STU16a - Issue of Student ID Cards
• STU19 - Council Tax Exemption
• STU20 - Transcripts and Replacement Certificates
• STU24 - Definition of Full-time and Part-time Programmes of Study
• STU25 - Satisfactory Academic Progress Policy For Students Receiving US Financial Aid
• STU26 - Return Of Title IV Funds Policy For Students Receiving US Financial Aid
• STU28 - Attendance Monitoring and Reporting for International Students

Forms

• STU3 - Application for Change of Module
• STU5 - Application for Change of Programme
• STU7 - Application for Intercalation
• STU9i - Notification of Withdrawal from Programme
• STU9ii - Notification of Presumed Withdrawal
• STU13 - Request for Consideration of Mitigating Circumstances
• STU14 - Late Module or Programme Change Declaration Form
• STU15b - Application for Re-examination Semester 1
• STU15c - Application for Re-examination Semester 2
• STU16b - Photos for Student ID Cards
• STU17 - Notification of a Change of Home or Term-Time Address
• STU18 - Notification of a Change of Name
• STU20i - Transcript Request Form
• STU20ii - Interim Transcript Request Form
• STU22 - Quittance Form
• STU23 - Application for Internal Repeat of Failed or Deferred Modules
• STU27 - Placement CRB/ISA Requirement and ISA Factsheet

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Teaching and Learning

• TL5 - Learning & Teaching Strategy
• TL6 - Peer Observation of Learning & Teaching
• TL8 - Teaching Timetable Implementation Strategy
• TL9 - E-Learning Strategy

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