School Admin Unit
Information for students
Find out more about teaching and attendance, assignments and assessments, and making changes to your course.
The School Administration Unit (SAU) 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 SAU 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 and/or online (via Moodle module pages or similar), their weekly office hours, appointment sheets, or other information indicating their availability.
- Respond to you within two 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 School Admin Unit if you have not had a response after two working days.
The School Admin Unit 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 two days so if you have an urgent query please contact the School Admin Unit.
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 School Admin Unit 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 two days.
During student vacation periods it may not be possible to contact your tutor – please contact the School Admin Unit if you have any urgent queries.
You may receive an invitation from your School Office to attend a Case Consultation meeting. The purpose of the meeting is 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 can find out more information about Case Consultation meetings on the Policies and Documents webpages.
A Standards Review meeting is to discuss exceptional shortcomings in your performance or programme participation and instigate or recommend help, remedial measures, or disciplinary action relating to academic matters.
Normally, a Case Consultation would have been held before a Standards Review, except in exceptional circumstances. If you need to attend a Standards Review, you will be contacted by a member of your School Administration Team with an invitation. You can find out more information about Standards Reviews on the Policies and Documents webpages.
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 School Administration Unit. 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.
Teaching and attendance
Please report any absence using the online absence form.
You must tell us if you are unable to attend any programme related sessions, for example lectures, seminars, workshops, tutorials, field trips etc.
When you join a programme at the university, you will be assigned an Academic Tutor from your School(s). Your Academic Tutor will be able to advise you on various aspects of your study, for example which optional modules you should take to enhance your knowledge of your chosen area of study.
If you are unable to identify who your Academic Tutor is, please contact the relevant School Administration office.
Postgraduate students: in most cases your Course Leader will also be your Academic Tutor.
You should be able to book a tutorial with an academic member of staff using their provided booking system.
You can find the contact details for the relevant member of staff using the staff directories on our Academic Schools webpages.
If one of your timetabled sessions is postponed, a notification will be sent by email, text or Moodle with as much advance notice as possible. A notice will always be placed on the door of the room.
Please keep your contact details up to date on e:Vision to ensure you receive notifications and check your York St John University email account regularly.
If you have lost your Student ID card, for York campus students, please check at the Porter's Lodge and the Information Services Desk in Holgate to see if it has been handed in. For London campus students, please email contactYSJLondon@yorksj.ac.uk.
For more information on registering attendance, please visit the Attendance monitoring page.
You can request a replacement card at a charge of £5.00, or free with a crime reference number.
More details about replacing and changing your Student ID card can be found on the Replacement ID Cards page.
Assignments and assessments
You can find your assignment and deadline dates on the Moodle page for each module. Please get in touch with the relevant School Administration office if you have difficulty locating this information.
For more information regarding exam dates, please see our key academic dates page.
The university has set resit period dates which are listed on the key academic dates page.
If you were unsuccessful with your first submission you will be informed by the Student Records team, and they will let you know if you have an opportunity for a resit.
Information about the resit deadline for your assignment will be available on the module Moodle page. If you are unsure about how to submit your resit please contact your relevant School Administration Office.
For more information regarding resits, please see the Reassessment webpage.
In all cases it is advised to upload assignments at least 3 hours before the deadline in case of any technical issues. It is your responsibility to ensure the assignment is uploaded in time.
If you are experiencing problems with uploading your assignment, please contact your relevant School Administration Office.
Some modules have work which requires hard copies to be handed in.
Please check the number of copies required for a given assignment and remember to attach a cover sheet. For York campus students, these should be handed in to the relevant School Admin Unit office. You can find our office locations on our Contact Us page.
When submitting hard copies you will be asked to complete a receipt and you'll need the following information:
- Student number (on your ID card)
- Module Tutor (in case of dissertations this should be your supervisor)
- Module code
- Module title
- Assignment number (if there is only one assignment for your module, enter 001)
- Assignment type - please consult the assessment information on Moodle.
For York campus students, hard copies of your marked work can be collected from the relevant School Administration office and you will be advised when they are available to collect.
For London campus students, please email contactYSJLondon@yorksj.ac.uk.
To submit your assignments late, please use the late submission link on Moodle.
Information on the current penalties for late submissions can be found on our Late or non-submission of work page.
If you feel you are unable to meet an assignment deadline, it is important that you act as soon as possible. Information on what to do can be found on our Exceptional circumstances page.
Please remember that the university has a number of resources available to support you throughout your studies. This includes:
For contact details and further information please visit our Student pages.
Please visit the Progression webpage for more information on how to progress on your programme.
Your modules and making changes to your course
You can find out which modules you can take by looking at the Programme Specifications for your course.
Your academic school may also publish this information on Moodle. If you cannot find which modules you are able to take, then you should contact your relevant School Administration Office.
If you cannot see your modules on Moodle then you should contact the relevant School Administration Office, making sure you include you student number and the code(s) for the missing module(s).
We recommend discussing any changes to your modules or course with your Course Leader first.
You will then need to fill in a request form.
Application forms and more details about changing modules can be found on the Changing modules page.
Application forms and more details about changing your course can be found on the Changing course page.
It is your personal choice to change your mode of study from full-time to part-time or vice versa. Most courses are flexible enough to study part-time and you can check this on your course's Programme specifications.
Speak to us at the School Administration Unit, your Academic Tutor or Course Leader to explore your options to change.
For postgraduate students, please contact your Course Leader.
If you decide to change to part-time study, you will have the same rights and access to university facilities as a full-time student but your period of study will be longer. Your programme will need to be readjusted to part-time study.
You will need to find out about the financial implications of changing by contacting the Finance team on firstname.lastname@example.org.
Before suspending your studies, you will need to meet with your Associate Head or Associate Dean and your Course Leader to discuss the reasons for suspending your studies.
Once this meeting has taken place, you will need to fill out an application form. The form and further information can be found on our Suspension of studies page.
There will be possible financial implications of suspending your studies, and you are encouraged to speak with our Funding Advice team.