CONDITIONS OF ENROLMENT

MAIN PARAMETERS
1. General a. This document provides a formal statement of the Conditions of Enrolment which apply to both parties (i.e. the student and the OCA) from the point at which an enrolment fee is accepted by the OCA until the student ceases to be ‘active’ (for definition, see 3d below). By enrolling with the OCA, all students are deemed to accept these terms and conditions. b. The Conditions of Enrolment are sent out to all students at the point of enrolment – or re-enrolment – and are also freely available on the OCA website. All students are urged to read them prior to starting work on their course unit. Should any student be unable or unwilling to agree to the conditions set out in this document, a full refund is available, provided the course materials are returned to the OCA Head Office in an ‘as new’ condition within 14 days of receipt (see 5a for more details). c. The Conditions of Enrolment cover the contractual relationship between the student and the OCA. There are, however, two other important documents which all students should be aware of and are also freely available. These are:  the Student Regulations. These provide more details of the ‘academic rules’ which govern the interactions between students, the OCA and our validating university (the University for the Creative Arts - UCA). The Student Regulations include the Academic Regulatory Framework which defines the parameters for obtaining an HE qualification. It also contains the more detailed versions of policies and procedures such as Mitigating Circumstances or Tutor Transfers. the Student Handbook. This document provides practical advice for students on how to get the best out of their learning experience with the OCA. The Student Handbook contains an important Partnership Statement, developed jointly with the OCA’s Student Association (OCASA), which seeks to capture the spirit of the relationship between students and the OCA; in particular this expands on the principle that both parties have responsibilities, as well as rights.

d. The OCA undertakes to consult with OCASA over any significant changes to the Conditions of Enrolment. Interpreting what constitutes a ‘significant’ change is for the OCA. However, OCASA representatives have the right to raise any concerns through the Teaching and Learning Committee. 2. Status as an undergraduate or personal development learner a. In line with the OCA’s open access policy, all students whose enrolment is accepted will have access to tutorial support and will be supported to derive maximum value from their studies. However, not all those who enrol will be able to reach degree level standards – or indeed will wish to complete the full degree programme. This leads to two parallel strands of OCA learners: those who are studying with a view to gaining an HE qualification (undergraduates) and those studying for pleasure and personal development (personal development learners). Both groups study the same materials and carry out the same assignments, but the type of feedback given by tutors will vary according to the strand1.
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Students in the undergraduate strand will receive (potentially) more challenging feedback, pitched at the relevant HE level; while personal development students will receive feedback designed to raise their skills and understanding, but without necessarily reaching degree level.

b. Students in the personal development learner strand cannot submit their work for formal assessment. Students on their first Level 1 (HE4) course unit who are undecided should seek advice from their tutor. c. Students who start out in the personal development learner strand may be able to move into the undergraduate strand, provided their tutor agrees that they appear to have the potential to reach the required standards. Such a decision has to be made before the deadline for submitting work for assessment at the end of the first course unit, as it is not possible to claim retrospective credits for units which were not assessed at the time.

d. It is the student’s responsibility to notify OCA Head Office if they decide (having consulted with their tutor) to change strands. 3. Coverage

a. These Conditions of Enrolment apply to all students enrolling on all course units at all levels, irrespective of which strand they are on, other than where stated explicitly. b. Separate Conditions of Enrolment apply to postgraduate students. c. Students on the undergraduate strand will also be registered with the UCA. The dual registration starts from the point at which work is submitted for assessment at the end of the first unit. From then on, students will be subject to the relevant regulations of the UCA, as well as those of the OCA. The OCA’s Academic Regulatory Framework, included in the Student Regulations, is based on the equivalent UCA document and ensures the two frameworks are consistent (and see Section 8 below).

d. The OCA’s Conditions of Enrolment (subject to amendments, additions and other changes introduced from time to time) continue to apply during the entire period a student is active or until they graduate2. ‘Active’ students are defined as falling into one of the following groups:     4. on-programme (course unit is in progress); awaiting assessment of most recently completed course unit; had work assessed within the last 12 months, but not yet re-enrolled; on an agreed deferment from current course unit.

Entitlement

a. Payment of the enrolment fee for course units entitles all students to defined core components. These fall into three groups (programme of study, advice and guidance, and community). b. The core components under programme of study are:     c.
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a set of the course materials which provide a structured learning pathway; individual tutorial support to provide feedback on assignments for a period of up to 24 months (other than when extensions are approved in advance); a library of resources to support students’ learning pathways and widen understanding3; assessment of work at the end of each course unit with a view to the award of HE credits (undergraduates only), if successful.

The core components under advice and guidance are:

A student completing their final Level 3 (HE6) course unit ceases to be ‘active’ from the point at which their degree class is notified, following a Degree Board.
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It is acknowledged that, as at 1 September 2012, coverage of library resources is limited. However, the OCA is committed to expanding the range of such resources as quickly as possible and progress will be reviewed by the Teaching and Learning Committee on which students are represented by OCASA.

st

   

an induction unit, to help students get the best out of their learning experience – especially those who are new to HE and/or open learning4; guidance materials to provide additional advice on key aspects of the teaching and learning model; telephone and email support from OCA Head Office staff as and when difficulties are encountered in following the chosen programme; access to reasonable learner support if financial or other barriers prevent students from following their chosen programme. interaction with fellow students through the OCA Student website; membership of the OCA Student Association (OCASA); access to student discounts such as the NUS Extra card.

d. The core components under community are:   

e. There are other components which students are strongly encouraged to access (e.g. study visits, student generated initiatives). However, these are not part of the core entitlement and their availability cannot be guaranteed across all subjects and geographical areas. f. The course unit fee as quoted is non-negotiable. In particular, any students unable or unwilling to take up one or more of the components listed above will not be entitled to a partial refund.

FINANCE AND ICT-RELATED
5. Financial aspects a. For a period of up to 14 days after receipt of the course materials, students can claim a full refund by returning the materials complete, in excellent condition, securely packed and by recorded delivery - to arrive at the OCA by the end of the 15th day. After this initial period, the materials will be deemed to belong to the student and will be nonreturnable. b. The OCA accepts that, for students living outside the UK, it will sometimes be unrealistic for materials to be returned in the timescale set out in 5a. Where this is the case, overseas students must notify the OCA by email by the end of the 14th day if they want to take up the full refund offer, providing a target date for return of the materials in excellent condition, as described above. c. Once the 14 days have elapsed, the OCA will still consider making a partial refund for a period up to 30 days of receipt of course materials. The amount to be refunded would depend on the level of the course unit but is calculated on the basis of charging for the course materials, distribution costs, up-front fee for the tutor, and administrative costs – but refunding the balance. Refunds are not payable after the 30 days have elapsed.

d. If students have paid for multiple course units up front, but decide to withdraw before starting a second or subsequent course unit, they will be entitled to a full refund for any course units not yet started, provided they inform OCA Head Office before the course materials are dispatched. For any course units where materials have already been dispatched but no assignments have been submitted, the provisions of paragraphs a, b and c above will apply.

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At the time of issuing these Conditions (September 2012), the Induction unit was still being finalised. It is hoped to have it available for launch during December 2012.

e. Any refunds paid will be calculated on the basis of the fee actually paid by the student at the time of enrolment, not the fee currently applying (if there has been a subsequent increase). f. Different fee levels apply depending whether students live in the UK, outside the UK but within the EU, or outside the EU. Up to date information on fees is always available on the OCA’s website at: http://www.oca-uk.com/help/fees-and-enrolment#d3

g. Where students live outside the UK, OCA accepts no financial liability for any additional costs that may be levied by customs offices, whether in the destination country or in any of the countries through which OCA-related packages may pass in transit. Individual students will be responsible for meeting any such costs. h. Fees for OCA course units and supplementary charges are adjusted from time to time. Such increases will be announced in advance and are normally introduced with effect from 1st September each year. OCASA will be consulted over any price increase in advance, but the final decision rests with OCA Trustees. i. j. Any price increases will only be applied from the point at which on-going students reenrol. No supplements will be levied mid-course. No refunds are made if students withdraw after the initial refund period, other than where responsibility lies with the OCA. Students who are meeting their fees through instalment payments will still be responsible for paying the balance outstanding at the time of withdrawal. The OCA reserves the right to suspend tutor support for any student who is paying by instalments but falls behind with their payments. This will be reinstated when the outstanding payments are received in full (although no additional time for study will be given, unless an application for deferment or extension has been approved). Students who experience financial hardship should contact the Senior Academic Co-ordinator (Learner Support) immediately, so as to explore the scope for making special arrangements. Any payments still outstanding after a period of 28 days will be referred to OCA’s debt collection agency and subject to a surcharge of 15% (plus VAT at the prevailing rate) to cover the collection costs incurred. Any such surcharges (including legal fees) will be the responsibility of the student and are legally enforceable.

k.

l.

m. Any students with outstanding debts will not be permitted to submit their work for formal assessment. 6. Use of ICT a. Given the open learning model of the OCA, it is essential that students are able to have regular use of a computer with internet access (for exceptions see f below). b. In addition, all students must be competent at carrying out basic tasks using a computer. Examples of ‘basic tasks’ include receiving and sending emails, adding and opening attachments, searching the web, and opening and running files from the web5. There may be additional requirements applying to specific course units (e.g. access to, and familiarity with, notation software for Composing Music and photo-manipulation software for Photography students). These latter requirements will be made clear in the course materials. c. The OCA will provide limited support by email or phone for ICT queries directly related to their OCA learning experience (e.g. issues with registering for the student website or opening a video on the blog). However, the OCA accepts no responsibility for providing general technical ICT support.

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More details are given in the Admission Requirements document in the Student Regulations.

d. It is students’ responsibility to maintain their computer in good working condition and to resolve any software issues that are not directly linked to the OCA websites or course materials. e. All students are required to use effective, up to date virus protection at all times. The OCA also commits to adopting best practice in securing and maintaining its systems. However, the OCA cannot be held liable for any problems with students’ ICT equipment arising from actual or alleged viruses or Trojans emanating from tutors or Head Office. f. The OCA is willing to make occasional exceptions to the requirement for students to have access to ICT (i.e. the position set out in paragraph a above). Exceptions may include students with special or additional learning needs, or those in custodial institutions who are not able to use a computer or access the internet. In such circumstances, students must make the position explicit with the OCA Head Office at the time of enrolling – or within the 14 day window for full refunds. If the OCA is willing to make exceptions to this general principle and provide a customised arrangement, this will be confirmed in writing (or by email) and the position explained to the tutor on the student’s behalf.

g. If the OCA turns down a request to deliver tutor services on a non-ICT basis at the outset (i.e. as in f), a full refund will be given. However, if a student does not explain the situation and gain exemption at the outset – but subsequently withdraws as a result of not being able to carry out basic tasks using ICT – that will not be grounds for any refund after the 30 day window. h. If any student were to become unable to use ICT, after having started the course unit in good faith (e.g. because of a new medical condition), OCA would use its best endeavours to keep providing tutorial support on a flexible basis and without additional charge. However, this cannot be guaranteed and students would be asked to provide evidence of the new circumstances (e.g. a letter from their doctor or qualified medical practitioner). 7. Data protection a. The OCA will keep personal data of two types:  data which has a direct relevance to managing the learning process (e.g. contact details, tutors allocated, assignments submitted);  data which enables the OCA to monitor its open access, and diversity and equality policies (e.g. highest prior qualification reached, ethnicity). Data on the latter is only reported in aggregate. b. In defined situations only, the OCA will keep personal data concerning physical or mental health. Such situations arise when students notify additional needs, or are applying for a deferral or extension on medical grounds. c. Personal and learning-related information directly relevant to individuals’ study will be passed to tutors - but never to any third parties, without students’ express prior permission.

d. Details about students’ personal finances will only be kept where they are directly relevant, such as in connection with making payments by instalments, or applications for funding from the OCA Learner Support Fund or Student Finance England (or Wales or Northern Ireland). Such financial records are destroyed as soon as they cease to be directly relevant. e. The OCA is registered with the Information Commissioner’s Office and has its own Data Protection and Confidentiality Policy (see Student Regulations). All data will be held under the provisions of that policy. In brief, information must be:  fairly and lawfully processed;

       f.

processed for specified purposes; adequate, relevant and not excessive; accurate and up-to-date; not kept for longer than is necessary; processed in line with individuals’ rights; secure; not transferred outside the European Economic Area without protection.

adequate

Students registered on a degree programme will also be asked to supply personal and learning-related data for the UCA’s records (for registry and accreditation purposes). All such data supplied to the UCA will be held under the provisions of the latter’s own data protection policy.

ACADEMIC PATHWAYS
8. Academic Regulatory Framework a. A number of key requirements, in terms of processes and timescales, are set out in the Academic Regulatory Framework. These also deemed to be a part of the Conditions of Enrolment, so far as undergraduates are concerned. b. The full document is set out in the Student Regulations, but students’ attention is drawn in particular to the sections on:            c. maximum period of registration for a degree (i.e. 12 years) – Section 2.36; target period for completion of Levels (i.e. 4 years) – Section 2.5 rules applying to ‘interruptions’ (gaps between completion of one unit and enrolment on the next one) – Section 2.6 withdrawals – Section 2.7; transfers between course units – see Section 2.8; assessment marks – see Section 3.2; deadlines for assessment events – see Section 3.3; deferred assessment – see Section 3.4; failure and re-assessment – see Section 3.5; appeals against assessment outcomes – see Section 3.67; plagiarism and malpractice – see Section 3.9.

Students’ attention is also drawn to the Offensive Content Policy in the Student Regulations. This expressly forbids the creation, display, production and circulation of content which could be perceived as abusive or offensive - and applies to work in any form or any medium. Admission requirements

9.

a. Although OCA course units are designed to be open access, there are three general requirements which apply to students enrolling on all course units, namely facility in
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Every effort will be made by the OCA – in conjunction with UCA, our validating university – to apply flexibility in any instances where students were registered for the full degree prior to the introduction of this time limit. 7 Please note that the only grounds for making an appeal against an assessment outcome are if the process itself has been unfair or flawed in some way. In particular, there is no right of appeal against the grade awarded. Academic judgements made by the assessors are in any case subject to scrutiny by external examiners appointed by UCA, the validating university.

written English, regular use of a computer with internet access, and basic ICT skills. More details are set out in Section 6 of these Conditions of Enrolment and the Admissions Requirements document in the Student Regulations. b. Students who enrol on course units without meeting these requirements will not be eligible for a refund unless a resolution has been agreed with the OCA from the outset and confirmed in writing (or by email). c. Although not a requirement, students who have struggled with Level 1 (HE4) course units (e.g. marks in the low to middle 40s) are strongly advised to talk through future options with a member of the Academic Services team at Head Office before enrolling onto a Level 2 (HE5) unit. It is even more important to take stock between Levels 2 and 3 (HE5 and 6); students are not normally recommended to go onto Level 3 (HE6) unless they have a good chance of completing their degree successfully; but the options are best discussed on an individual basis.

10. Direct entry to higher levels a. Those in the undergraduate strand must complete all the specified credits at each level before progressing to the next level8. This requirement applies also in situations where applications have been made for credits to be awarded at the lower level by accreditation of prior learning (APL). The application must have been submitted before students may enrol on a higher level course unit. b. Having completed the final course unit at one level (or having applied for APL to achieve the equivalent position), students are permitted to enrol straightaway on a course unit at the higher level, before receiving the result of that assessment. However, if the outcome from the assessment (or APL submission) is a fail, they will be required to suspend/defer their studies at the higher level until they have secured the credits required at the lower level through resubmission. c. In extreme cases (i.e. when students fail even on resubmission to gain the lower level credits), the student would regretfully be withdrawn from the degree programme – although they may qualify for an Exit Award. The student would also have the option of completing the higher level unit as a personal development learner should they wish, provided it was clearly understood they would not be able submit their work for assessment, since they would no longer be registered with the accrediting university.

d. Any students applying to enrol on a Level 2 or 3 (HE5 or 6) without being able to provide evidence of having obtained all the credits at the lower level learning will be advised that they will be classed as a personal development learner and not be eligible for formal assessment of the work on the higher level course unit (but see Footnote 8 for a possible exception). Such students will be required to complete a form indicating their understanding of this position.

COURSE-RELATED
11. Updating of course materials a. The OCA is continually improving its course materials9 and there will therefore be occasions on which students will still be studying the previous version of a course unit, despite a revised one having been issued subsequently. b. In such situations:
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There could be occasional exceptions to this general rule (e.g. students wishing to study the three Composing Music units in sequence), but any such exemptions must be agreed with the Academic Registrar in advance and confirmed in writing. 9 OCA will use best endeavours to give advance notice of plans for revisions of courses, so students should usually be aware in advance if a new version of a course is imminent.

  

students should continue to use the original materials, as sent out at the beginning of their course unit; tutors will continue to provide feedback on the assignments as defined in the original version (if different); work will be assessed against the criteria applying at the time of the original course materials being sent out.

12. Withdrawing course units a. The OCA will, from time to time, withdraw course units as they come to the end of their useful life and introduce similarly focused – but more up to date – course units. b. In such situations:    OCA will give a minimum of 3 months’ notice of such withdrawals; tutor support will be provided for (up to) the full 24 month period for students already enrolled on the course units to be phased out; credits for such units will continue to be valid for (up to) the full 12 year period during which students must complete their degree programme.

13. Copying course materials a. Students may copy10 excerpts from OCA-supplied course materials, provided it is for their own use in connection with their studies. b. However, copying material for passing on to third parties outside the OCA is expressly forbidden. Failure to observe this instruction would result in disciplinary action being taken against the student. 14. Allocation of tutors a. It is the responsibility of the OCA to allocate tutors to students for all Level 1 (HE4) and Level 2 (HE5) course units. Generally, different tutors will be allocated as and when students re-enrol, as there is benefit to the student from receiving different - but complementary - insights. b. In exceptional cases (e.g. where students have an area of special interest), they may indicate a preference for a specific tutor - but the OCA is not obliged to allocate the requested tutor. c. For all Level 3 (HE6) course units, students have a right to indicate a preference for a tutor on the list approved for that course unit. Whilst the OCA will use best endeavours to make that tutor available, it will not always be possible. In these circumstances, the OCA will suggest suitable alternatives. If the preferred tutor is not available, this does not constitute grounds for a refund, provided a suitably qualified alternative is offered. Definition of ‘suitable’ in this context is a matter for the OCA.

15. Transfer of tutors a. It is a shared responsibility between students and tutors to make this key relationship work effectively. The principles are set out in the Partnership Statement, included in the Student Handbook. b. However, if problems arise which cannot be resolved informally and amicably, students may request a tutor transfer. The details of this procedure are set out in the Tutor Transfer Policy in the Student Regulations.
10

The reference to ‘copying’ here is to photocopying or scanning for private use. Using excerpts from the course materials in assignments, without appropriate references, would of course constitute plagiarism.

c.

If students are granted a formal deferral (see Section 17), it may not be possible to reallocate the same tutor, when they resume their studies. The decision will be taken by the OCA on the basis of tutor availability.

16. Access to tutor a. The core entitlement (see Section 4) includes an allowance for receipt of individual feedback from the allocated tutor for each of the assignments (typically 5 or 6) set for the course unit. Students in the undergraduate strand should also share their learning log/blog with their tutors from time to time, since logs form part of the assessment process. More guidance on this is provided in the Student Handbook. b. Exercises and/or projects set out in the course materials (as opposed to the assignments) are provided to help students work towards the next assignment and are not designed to be submitted to tutors. Tutors will try and help on request between assignments on an informal basis, but such requests should be contained within reasonable bounds. c. In order to give an idea of what would be ‘reasonable’:  small queries (say, requiring a 5-minute response) – no more than one a week on average;  more complex advice (say, requiring up to half an hour in all, including drafting emails or speaking over the phone) – no more than one a month on average. In any disputed situations, the interpretation of what is ‘reasonable’ rests with the OCA. 17. Duration of course unit, including deferrals and extensions a. Students have a period of 24 months, after dispatch of the course materials, within which to complete the course unit. This allowance already builds in some ‘slack’ for unproductive periods, since most students complete course units in around 9 to 15 months. b. If circumstances arise which place a question mark over students’ likelihood of being able to complete the course unit in this timescale, they have a right to request a deferral (stopping the clock during the 24 month period for a defined period, after which the original timescale is resumed) or an extension (putting the final deadline back). c. Such requests must be made in good time, following the Deferrals Extensions and Reinstatement Policy, as set out in the Student Regulations. Students may be asked to provide evidence to support their case.

d. In considering such requests the OCA will take into account the progress made before the change in circumstances. In particular students should be aware that, if they have not submitted at least 3 assignments during the original period, it is unlikely that an extension would be granted. e. Undergraduates should note that the maximum period of registration for the full degree is 12 years (for details see the Academic Regulatory Framework)11. This means that, over the period of study as a whole, the average time taken per unit needs to be under 2 years. This allowance takes into account the facts that part–time degrees elsewhere typically take 6 years (i.e. half the OCA allowance) and that most students take less than 24 months to complete a course unit in any case. 18. On-line etiquette
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As stated in Footnote 6, every effort will be made by the OCA – in conjunction with UCA, our validating university – to apply flexibility in any instances where students were registered for the full degree prior to the introduction of this time limit.

a. All students participating in online forums and blogs must follow the rules of netiquette: ‘netiquette’ is the term used for internet or network etiquette. Conventions include not typing in capitals or enlarging fonts for emphasis, which is considered to be the equivalent of shouting. b. Students are also required to exercise discretion over any references to tutors or other students in forums, blogs or social networking sites, whether internal to the OCA or external. In particular, students must not make inflammatory or provocative comments or give unbalanced accounts of incidents or interactions. c. The OCA reserves the right to delete inappropriate comments on the student website and blog (WeAreOCA). The OCA will also take disciplinary action (see Section 22) against students who make comments which are inflammatory or provocative, or give unbalanced accounts of incidents or interactions.

19. Packaging of student work a. All students sending work in for assessment must package their work with great care and keep copies or a record of any work submitted, wherever possible. The OCA cannot accept responsibility for loss or damage to any work submitted for assessment, however caused. 20. Use of student work a. As a condition of enrolling on an OCA course unit, students grant the OCA a license to reproduce any of their work (including written work, photographs of art work, or original musical scores or photographs) for promotional purposes. In granting this license, students retain the copyright on their work.

PROBLEMS AND RESOLUTIONS
21. Complaints a. Tutors and Head Office staff will, of course, provide support and encouragement; but ultimately it is the responsibility of individual learners to commit to their studies, submit assignments and generally take ownership of their own learning. b. Any students who are unhappy with any aspect of their experience with the OCA, should take it up informally and in a timely manner with the individual concerned first, wherever possible. If the issue cannot be resolved satisfactorily through informal channels, they should go through the stages set out in the Complaints Procedure in the Student Regulations. c. The Complaints Procedure is designed to cover circumstances which are not governed by detailed policies and procedures as set out in the Student Regulations. In situations when the procedure is already covered by specific policies, both parties (the OCA and the student) must take the steps as set out in that document. In short, the Complaints Procedure is not available to be used by students where the correct procedures have been followed, but the outcome is not the one desired by the applicant.

d. Students have no right of appeal to UCA unless they are registered with that institution (see Section 3); and until the procedures in the OCA’s own Complaints Procedure have been exhausted. e. If students make a vexatious complaint (a complaint which alleges serious malpractice on the part of the OCA but which, on investigation, is found to be clearly untrue), the OCA has a right to take disciplinary action (see Section 22). f. Students may seek informal advice from OCASA, the OCA Student Association, regarding any aspects of their learning experience with OCA.

22. Disciplinary action a. The OCA reserves the right to cease providing tutorial support and/or to reject an application to re-enrol. Circumstances in which this may be applied include: i. misuse or misappropriation of OCA materials; ii. when the student has made a succession of complaints which are judged to be unfounded. In such situations, a point is reached beyond which it is in neither the student’s nor the OCA’s interests to continue with a relationship which has clearly broken down. 7 days’ written (email) notice will be given to the student before such a decision is taken; and a partial refund will be given where not all the assignments have been completed. iii. when a malicious allegation is made against an OCA employee, fellow student or tutor which, on investigation, is found to be wholly unfounded. In such a situation, no notice would be given and no refund would be payable. b. In both of the above situations, students have a right of appeal to a sub-committee of the Board of Trustees, whose decision will be final.

FACE TO FACE TUITION
23. Withdrawal of face to face mode a. With effect from 1st September 2012 the face to face mode will no longer be available for new enrolments. However, all students already enrolled on a course unit with face to face support will be able to complete that unit under the previous arrangements, subject to the usual deadline of 24 months. a. It will no longer be possible for students who have received face to face feedback to continue with previous arrangements once they have completed their current course unit. They are reminded, however, that alternatives may be available (e.g. feedback via Skype). b. If any students in the undergraduate strand feel this would seriously impair their chances of completing their qualification they are invited to discuss their individual situation with the Senior Academic Co-ordinator (Learner Support). No guarantee can be made that alternative arrangements can be put into place - but the OCA will explore all reasonable options. 24. Provision of tutors during period of phasing out face to face feedback a. Whilst every effort will be made to honour existing commitments to students with face to face tutoring, it is possible that an existing tutor who provides face to face support may resign before all students have completed their course units. In such circumstances students will be offered an alternative tutor in the area, provided that one is available. However, in some instances there may not be an alternative tutor with expertise in the specific subject area within reasonable travelling distance. If this happens, students will be offered the open learning mode for the balance of the course unit. b. If students felt strongly that they did not want to transfer to the open learning mode if a tutor resigned and an alternative was not available in the area, they would be able to claim a refund for the balance of the course unit not completed. If agreed, this would be calculated on the following basis: i. the cost of the materials is non-refundable; ii. tutor fees for assignments which have already been completed are nonrefundable;

iii.

tutor fees for all assignments not yet submitted will be refunded on a pro rata basis without incurring any additional administrative charge (recognising that the situation is not of the student’s creation).

25. Cancellation of face to face sessions a. In the period until the completion of the current face to face course unit, any students wishing to cancel or reschedule a previously arranged feedback session for any reason other than sickness or another emergency must give at least 5 working days’ notice to their tutor. If cancellations are made less than 5 working days before a scheduled session, the fee for that session will be forfeited unless students can demonstrate that the reason was sickness or another emergency; they will be required to provide supporting evidence in such a case. b. If a tutor has to re-arrange a scheduled tutorial, every effort will be made to give as much notice as possible. The student will be consulted over the re-arranged time and their commitments taken into account so as to minimise any inconvenience. No refund is payable in these circumstances, unless the session has to be cancelled (as opposed to re-arranged) and no suitable replacement tutor is available.

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