Programme Administration and Support Service
Information for students
Find out more about teaching and attendance, assignments and assessments, and making changes to your course.
The Programme Administration and Support Service (PASS) is here to support you with any queries about your course.
Below you can find information on some of the most common topics we are asked about.
If you would like to know more, you can contact the relevant PASS team directly.
Contacting staff and meetings
The York St John University academic community is committed to responding effectively, appropriately, and in a timely manner to student communication. Whilst recognising that students may communicate via a range of media, including Moodle, these expectations relate to the use of email.
To this end, during term time, all lecturing staff will:
- Publish, outside their office door or online (on Moodle module pages or similar), their weekly office hours, appointment sheets, or other information indicating their availability.
- Respond to you within 2 working days, normally between the hours of 9.00pm and 5.00pm. This may be a holding email if, for example, a reply requires discussions to take place with others. However, the holding email will indicate a time-frame within which you can expect a full reply.
- Use the email 'out of office' facility to identify alternate contacts when on leave or absent from campus.
All students will please:
- Respect the office hours and appointment times and use these times appropriately.
- Use email to contact staff where possible.
- Contact the Programme Administration and Support Service if you have not had a response after 2 working days.
The Programme Administration and Support Service will follow this up to ensure you receive a response as soon as possible.
Please be aware that part time staff may not be able to respond within 2 days so if you have an urgent query please contact the Programme Administration and Support Service.
Office hours and appointment times are guaranteed times when you can meet with a tutor but lecturing staff will also be accessible at other times. Whilst we want to be as available as possible, lecturing staff do have a lot of demands on their time, so please be patient if they are not immediately available to see you. If there is ever anything urgent, please do contact the Programme Administration and Support Service as someone else may be able to help you.
When emailing staff, please remember to include your name, student number and programme. Please email from your York St John email account for data protection reasons. We also ask that you include a subject line so that your email is not rejected as junk mail.
It would be helpful if you would also reply to emails within 2 days.
During student vacation periods it may not be possible to contact your tutor. Please contact the Programme Administration and Support Service if you have any urgent queries.
You may receive an invitation from your Academic Tutor to attend a Support to Study meeting. The purpose of initial meetings is usually to support you where there may be issues with your progress on the programme. You will be able to discuss options for support with your tutors in order to keep on track with your studies. You may also be invited by the Programme Administration & Support Service to attend a Support to Study meeting following initial meetings with your Academic Tutor, to investigate serious and exceptional shortcomings in student performance or programme participation, and to instigate or recommend help, remedial measures, or disciplinary action relating to academic matters such as non-attendance or non-submission of work.
You can find out more information about the Support to Study process on the Policies and documents pages.
Your Course Leader or Module Leader may call an Academic Misconduct meeting if they suspect plagiarism within your academic work.
Your tutor will investigate any evidence of plagiarism during the meeting and make any recommendations that they deem appropriate.
More information about Academic Misconduct meetings can be found in our academic misconduct policy.
You can request a reference through the Programme Administration and Support Service. A member of the team will act on your behalf and circulate your request to relevant members of staff including your Academic Tutor. The contact details for each School can be found on our Contact Us page.
For teacher training students, please contact the specific reference request email address ITEreferences@yorksj.ac.uk.