BSc in Operating Department Practice Programme Handbook April 2012 Contents



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CONFIDENTIALITY


Students may have access to confidential information and are required to comply with the Data Protection Act. There is also a professional duty to respect confidentiality. This would include non disclosure of this information to any third party, other than in accordance with the relevant professional code or in accordance with the law. Students should only discuss service users within a learning environment ensuring confidentiality and anonymity are appropriately assured.
Information gained as part of practice education experience can only be used anonymously in both discussion and written work. Consent must be obtained from a service user when the student wishes to use the experiences, for example as a ‘case study’. Service users must not be identifiable by others. Discussion of service users outwith a structured learning environment is not permitted even if anonymity has been preserved.

The written informed consent of service users must be obtained before using identifiable clinical information, such as photographs and videos. Wherever possible, such material should be anonymous (merely blanking out the eyes of a facial photograph is not acceptable).

Students are reminded that the transfer of service user documentation and/or information pertaining to Service Users should not, under any circumstances, be removed from the Service Provider’s approved location. This includes the use of any electronic devices.
Any breach of confidentiality will be dealt with by way of the School of Health and Life Sciences' Fitness to Practise procedure. This procedure allows each case to be determined on an individual basis as to whether it is a minor offence or major offence.
If a breach is deemed, by the Subject Lead, to be a minor breach, the student will be required to meet with the Subject Lead and an appropriate course of action agreed following discussion with the student.  Again a record will be kept in the student’s file and their academic adviser notified.  This course of action may result in a zero score for the particular assignment but the student would be given the opportunity to resubmit as a second diet.
A major offence, or repeated minor offences, will be reported in writing to the Head of Department and then passed via the Dean of School to the Fitness to Practise Committee for consideration and action as necessary.  The outcome of this could range from an admonition or reprimand to withdrawing the student from the programme.
The contents of this document do not absolve students from complying with other University regulations currently in force. The requirements of the professional/statutory body and/or University Regulations may be revised from time to time and students are expected to comply with all revisions, as well as with the policies/procedures/codes of practice partners.
I HAVE READ, UNDERSTOOD AND AGREE TO ABIDE BY THE ABOVE CODE OF PROFESSIONAL CONDUCT AND FITNESS TO PRACTISE. I UNDERSTAND THAT A SIGNED SHEET WILL BE RETAINED BY THE DEPARTMENT CONFIRMING THIS.
Your Programme Leader will ask you to sign a class register to indicate you have read, understood and agree to abide by the Code. If you require any clarification or guidance before signing please do not hesitate to ask your tutor.
SCHOOL OF HEALTH AND LIFE SCIENCES

Code of Professional Conduct and Fitness to Practise – Procedures for Staff and Students



Introduction

Successful completion of professional programmes does not equate solely to academic performance but requires students to have demonstrated professional attributes and have adhered to the requirements of the Code of Conduct. A student registered for any award that allows him/her eligibility to apply for consideration for registration with the appropriate regulatory body is subject to Fitness to Practise procedures.


Principles

  1. All pre-qualifying programmes hosted by the School of Health and Life Sciences (SHLS) are subject to fitness to practise procedures.

Although this Code focuses on pre-qualifying programmes, it is expected that ALL students will comply with the ethos of this code. The University cannot declare a registrant as not fit to practise. It can only advise the IBMS/RCCP/BPS/HPC/NMC/SSSC or GOC of a registrant’s behaviour, report the outcome of a student disciplinary hearing or Fitness to Practise Panel etc. The IBMS/RCCP/BPS/HPC/NMC/SSSC or GOC would decide independently whether to accept an applicant onto the register where fitness to practise breaches have been noted.


  1. Applicants and Programme publicity

    1. Information regarding Fitness to Practise and Professional Codes of Conduct are available on the School website and the SHLS Student and Staff Portals.

    2. Applicants will be provided with a copy of the SHLS Code of Conduct when the offer of a place is made.




  1. Students and the Code of Professional Conduct and Fitness to Practise (henceforth referred to as the SHLS Code)

    1. Programmes must provide a briefing session on the SHLS Code for all students starting their programme of study and a follow up session at the beginning of each successive academic session as part of the programme transition strategy.

    2. SHLS Code documentation and agreement sheet to be signed will be issued at the session.

    3. Attendance at these designated briefing sessions covering all aspects of the SHLS Code, and the implications of failure to comply with it, is mandatory for all students.

    4. Students are deemed to have read regularly (at least at the start of each Semester) and understood the SHLS Code of Professional Conduct and Fitness to Practise regulations and procedures.

    5. Students who do not agree to abide by the Code may be required to withdraw from the programme of study.

    6. Each programme should ensure that students are made aware of the support services available to them.

    7. Good Character: If a student has a conviction or caution during the programme. Students should be reminded that they must tell the programme provider if they have any charges, convictions or cautions during the programme. The programme provider should investigate in accordance with the programme regulations. Good character issues include conduct, behaviour or attitudes that are not compatible with professional registration as well as any new cautions or convictions.

    8. Break in a student’s programme: If a student has a break in an approved programme, they should be assessed on their return. They should self declare their good health and good character and the programme provider should consider whether there is a need to refer the student for further assessment and support. If necessary, the student should be referred to occupational health, or additional verification of good character should be obtained through for example, references or a CRB or PVG check.




  1. School procedures for consideration of breaches of the SHLS Code


Report of student misconduct can come from any source, including from the student himself/herself, fellow students, university or practice placement staff, service users, or members of the public.
Information relating to the alleged misconduct should be reported to the Subject Lead in the first instance. In the case of alleged misconduct occurring on a placement, academic staff members who are supervising the students’ practice based learning, have a responsibility to inform the Head of Department and Subject Lead immediately of the alleged misconduct and any details relating to disciplinary procedures within the placement agency to which to the student may be subject. The Head of Department will consider the offence in conjunction with the Subject Lead.
Minor offences/misconduct

Where a minor breach of the Code occurs, the Subject Lead shall document the issues and an appropriate course of action may be agreed following discussion with the student. A record will be kept in the student personal file and the Studies Adviser will be informed. The Head of Department will be notified of the breach.


For all other offences/misconduct which involve a breach of the SHLS Code and call into question the student’s fitness to practise, the procedure described below shall be followed.
In addition any personal or health matter arising which calls into question the student’s fitness to practise or may affect the student’s ability to follow his/her programme of study or take up the associated profession the procedures described below shall be followed.



  • Reports of breaches of the SHLS Code or other questions about a student’s fitness to practise shall be submitted to the student’s Head of Department in writing.




  • When a student has committed repeated minor offences or a first or subsequent major offence, or if the student’s fitness to practise is in doubt for other reasons, the Head of Department, through the Dean, will report the case in writing to the School Fitness to Practise Committee, specifying the issue that needs to be addressed and including any documentation concerning the matter. The Head of Department shall seek guidance when assessing Fitness to Practise matters in relation to health or disability. The Head of Department shall also write to the student, informing him/her that the matter has been referred to the School Fitness to Practise Committee for consideration, explaining the reasons behind the referral, and enclosing a copy of the report.




  • Composition of the School Fitness to Practise Committee shall include an external member, the Dean/Vice Dean/experienced academic within the student’s discipline, 1 experienced academic outwith the student’s discipline, a student association representative and 1 appropriate member of the GCU academic staff from outwith the Department. A proportion of the panel will have received disability equality training to advise on disability issues should they arise. The Associate Dean Learning Teaching and Quality shall be in attendance.




  • The Dean/Vice Dean of the School shall chair the Committee and shall appoint one of the other two School staff Committee members as Secretary to the Committee. None of the members of the Committee shall have previously been involved with the matter or have a personal interest. Five members constitute a quorum. The Chair has the casting vote if necessary. The Secretary to the Committee will ensure that appropriate legal advice is obtained through the office of the Academic Registrar if required.




  • The written referral will be considered by the Chair of the Committee with the Secretary. The Chair has authority to decide if it is appropriate for a student to remain on the programme while Fitness to Practise procedures are taking place or if the student should be suspended on a temporary basis pending the outcome of the hearing. Advice maybe sought from other members of the Committee if required. The student and the Head of Department/Subject Lead will be informed immediately of the decision taken.




  • The School Fitness to Practise Committee must meet to hear the student’s case as soon as practicable and certainly no later than three weeks from submission of the written referral.




  • The School Fitness to Practise Committee shall take into consideration the processes, procedures, protocols and services available within the University, which the student may/should be referred to, in determining the outcome of the case.




  • The student shall be provided with information regarding the procedures and advised as to who may accompany them to any meetings. At each stage of the process, the student should be reminded of the support services available to him/her through the School, the rest of the University, and the Students’ Association. The Secretary to the School Fitness to Practise Committee will write to the student inviting the student to submit a statement and any supporting statements from witnesses before a specified date. The date specified for the response to be received must be at least ten days from the date of the Secretary’s notifying letter.




  • In the event that the student provides a medical certificate from his/her General Practitioner indicating that the student is unwell and unable to attend, the School Fitness to Practise Committee may in its absolute discretion decide to postpone the hearing until the student is medically cleared to attend or to proceed in the student’s absence.




  • The student will send to the Secretary to the School Fitness to Practise Committee his or her response to the allegation(s) and any supporting statements from witnesses, together with an indication of whether the matter is admitted or denied, in advance of the hearing.




  • The Secretary to the School Fitness to Practise Committee shall arrange for the case to be heard by the School Fitness to Practise Committee. The Secretary will send details of the date, time, venue and membership of the committee to all attendees, including the student and members of the committee, along with a copy of all the documentation concerning the case, including the student’s statement and any supporting statements provided.




  • In accordance with Glasgow Caledonian University’s Appeals Procedure (http://www.gcu.ac.uk/registry/secretariat/AssessmentRegulations.html) the student may be accompanied by a person of their choice. At the hearing the Head of Department shall present the report and any further relevant information. The student or his or her representative may make a statement.  The School Fitness to Practise Committee may then ask questions. Both the Head of Department and the student may request the attendance of witnesses, who may be asked questions by the student and / or the School Fitness to Practise Committee. Witnesses cannot be compelled to attend. At the conclusion of evidence the student or his or her representative shall have the right to address the School Fitness to Practise Committee. If a student is unable to or chooses not to attend, the School Fitness to Practise Committee may in its absolute discretion decide to postpone the hearing until the student is able to attend or to proceed in the student’s absence.




  • The Head of Department, the student and the student’s representative shall then be required to leave so that the School Fitness to Practise Committee can deliberate and come to a decision.




  • The evidence presented at the hearing will normally be oral evidence, given by witnesses appearing in person, however, the Committee may accept a witness's written statement in certain circumstances.




  • The Committee shall have power to adjourn to another date, as it thinks fit.




  • Before imposing a penalty or other requirement, the School Fitness to Practise Committee shall decide whether the nature of the matter raises specific concerns regarding fitness to practise that require consultation with a statutory or professional body and/or to seek legal advice. In that event the Committee may adjourn to consult the relevant professional or statutory body and/or University legal advice before determining the sanction or other action.




  1. Possible outcomes to allegations of breaches of the Code

If the School Fitness to Practise Committee, acting by majority (the Chair shall have a casting vote in the event of an equality of votes) and taking into consideration the processes, protocols and services available within the University, finds there has been a breach of the SHLS Code of Professional Conduct and/or confirmed other matters affecting the student’s Fitness to Practise then the School Fitness to Practise Committee may impose a penalty within the categories described under the provisions below:





  1. an admonition

  2. a reprimand

  3. attachment of such conditions as it thinks fit to:

  4. the continued pursuit of the student's studies,

  5. his or her general conduct,

  6. disqualification of the student from use of or access to any University service or facility or premises for such period as the Committee may decide;

  7. disqualification from appropriate examinations/assessments and or practice education

  8. suspension of the student from membership of and/or attendance at the University for a specified period not exceeding one year;

  9. withdrawal of the student from the Programme;

  10. and/or referral of the matter to the police

    1. The School Fitness to Practise Committee may suspend a penalty, subject to agreed conditions.  In addition to any of the above, the School Fitness to Practise Committee may require, if appropriate, that any damage be made good.

    2. A record of the breach and any outcome shall be kept in the student’s personal file until graduation or they leave the university whichever comes first.

    3. If no case to answer is found all documentation will be destroyed.




  1. Physical or Mental Illness

    1. If it appears to those considering an allegation of misconduct that the student in question is or has been suffering from a mental or physical illness or mental instability, the proceedings may be adjourned for the preparation of a medical report.

    2. If there is medical evidence that the student is suffering from mental or physical illness or mental instability, those dealing with the case may suspend or terminate the proceedings, if it is felt appropriate to do so. It may be made a condition of suspension or termination of the proceedings that the student seeks medical treatment and produces evidence subsequently to confirm that this is being/has been received.




  1. Recording/Documentation/Follow Up

  1. At the termination of the proceedings, the Secretary to the School Fitness to Practise Committee will write a short report.  The report will set out the issue that was addressed by the Committee, a brief summary of evidence received, the grounds for the Committee’s findings, the decisions taken, and the factors taken into account in deciding any penalties or other actions.  A copy of the report shall be sent to the Committee members, to the student, the Dean and to the Head of Department. Placement provider(s) and /or professional body and / or statutory body may be notified as appropriate.

  2. A copy of the report will be placed in the student's personal file.

  3. Any student who fails to co-operate with the procedures defined in this document (other than for reasons beyond his or her control) may be charged (in addition to the original charge) with the disciplinary offence of contempt of the University Fitness to Practise Procedures.

  4. A failure to comply with any penalty imposed under these procedures shall be referred to the University Disciplinary Committee.

  5. Where the decision of the School Fitness to Practise Committee is withdrawal from the Programme or withdrawal from the University and the student does not make representation under the University’s Complaints and or Appeals procedures the Director of Quality & Academic Registry will be notified for information. School Fitness to Practise Committees will provide an annual report to the Director of Quality or delegated authority, which will act to review activity.




  1. Procedure on appeal to the University Fitness to Practise Committee

                1. A student may appeal in writing within seven days, the decision of the School Fitness to Practise Committee.

                2. Appeals will be submitted and dealt with in accordance with GCU Appeals Procedures.


SCHOOL OF HEALTH AND LIFE SCIENCES

Fitness to Practise Procedures - Offences




Minor Offences


Violation of the various rules and regulations relating to student conduct issued from time to time with the authority of the University Senate. You are deemed to have read regularly (at least at the start of each Semester) and understood the rules and regulations of the University relating to student conduct, specified in the GCU Code of Student Discipline. The following is a non-exhaustive list of examples of minor offences:


  • Noise

  • Anti-social behaviour and/or language

  • Improper use of non-controlled substances(e.g. alcohol and tobacco)

  • Minor damage to, or unauthorised use of, University or partner organisation’s property

  • Minor breaches of safety regulations

  • IT based anti-social or unreasonable behaviour

  • Refusing to fulfil minor contractual obligations

In addition to those specified in the GCU Code of Student Discipline the following is a non-exhaustive list of examples of School of Health and Life Sciences (SHLS) specific minor offences:



  • A first time / single instance of moderately disrespectful, inconsiderate, impolite or unreliable behaviour towards service users, fellow students, members of the university or partner institutions, or the public.

  • A first time / single demonstration of inadequate regard for the dignity, privacy or views of service users, fellow students, members of the university or partner institutions, or the public.

  • Failure to maintain appropriate standards of appearance and personal hygiene.

  • Minor disruption of the delivery of the teaching and learning experience of fellow students.

  • Failure to follow instructions/protocols


Note: A number of minor offences committed by one student or a group of students may constitute a major disciplinary offence.
Any of the minor offences specified above when committed in another institution which students attend as part of a University course or when committed by students on placements or field trips will be considered under the SHLS Code of Conduct.

Students’ Association Offences


The University Senate has empowered the University Students’ Association to act as disciplinary body in terms of the regulations and procedures specified in the Students’ Association Code of Discipline as authorised by the University Senate. You are deemed to have read and understood the Students’ Association Code of Discipline regularly (at least at the start of each trimester).

Major Offences


The following is a non-exhaustive list of examples of major offences:
Those specified in the GCU Code of Student Discipline:

  • Offences in connection with examinations or assessments which are intended to allow the student to obtain an unfair advantage.

  • Falsification or misuse of university documents including degrees, diplomas and certificates.

  • Use of the work of other students, past or present, or substantial and unacknowledged use of published material or violation of copyright material presented as the student’s own work.

  • Avoidance or attempted avoidance of security procedures to gain access to files and work done by users of university computing equipment.

  • The use or attempted use of university computing equipment to gain unauthorised access to computing facilities outwith the university campus and/or access to web or other IT related material as defined in the university regulations pertaining to the use of Information Technology facilities.

  • False pretences or impersonation.

  • Theft, fraud, misapplication of or gross negligence in connection with funds or property of any kind.

  • Causing negligent or wilful damage to or on property or premises owned or controlled by the University or to or on premises to which access has been gained through membership of the University.

  • Deliberate and malicious misuse of safety equipment.

  • Riotous or disorderly conduct affecting good order within the University or persistently noisy or disruptive behaviour anywhere in the University.

  • Assault.

  • Harassment, discrimination or incitement including harassment discrimination or incitement on the grounds of race, sex, sexual orientation, national origin or religious or political belief or identified in the appropriate university policies which you are deemed to have read regularly (at least at the start of tremester) and understood.

  • The use, abuse or touting of controlled substances.

  • Contravention of the Copyright Licensing Agency (CLA) Higher Education Trial License – August 2005 which states as at December 2006:

Students may only scan, for study purposes, books, journals and other copyrighted material within the terms of fair dealing – 5% or one chapter of a book or up to 5% or one article from a journal issue (See university copyright policy for further details). Single copies only may be taken for personal use. Scanning for multiple usage may only be undertaken by designated university personnel.

  • Unauthorised use of the University’s internet and e-mail connections as defined in university regulations pertaining to the use of Information Technology facilities.

  • Contravention of established procedures, working practices or regulations dictated by current legislation or authorities.

  • Non-return of any equipment or property loaned from the University or a partner organisation.

  • Any conduct or activity of any nature which may bring the University into disrepute whether such conduct or activity takes place either in the University or outside the University, including violent behaviour, threatening violence and immoral or obscene conduct.

  • Failure to comply with the Dean of School (or equivalent) in relation to a minor offence or failure to comply with the decision of the Senate Disciplinary Committee in the case of an appeal against a decision of a Dean (or equivalent) in relation to a minor offence.

In addition to those specified in the GCU Code of Student Discipline:



  • Breaches of confidentiality

  • Repeated minor or first major instance of disrespectful, inconsiderate, impolite or unreliable behaviour towards service users, fellow students, members of the university or partner institutions, or the public.

  • Repeated minor or first major instance of inadequate regard for the dignity, privacy or views of service users, fellow students, members of the university or partner institutions, or the public.

  • Repeated failure to maintain appropriate standards of appearance and personal hygiene.

  • Repeated minor or first major instance of deliberate disruption of the delivery of the teaching and learning experience of fellow students.

  • Repeated failure to follow instructions/protocols despite having received appropriate guidance.

Any of the major offences specified above when committed in another institution which students attend as part of university studies or when committed by students on placements or field trips will be considered under the SHLS Code of Conduct.



Fitness to Practise Procedures Flowchart




FTP documentation to student

Briefing Session







Student signs & returns

Not agree – may be withdrawn




Filed in student record

Confirmed annually



Break in Programme

Conviction/Caution during programme





Self declare good health & character

Inform Programme Leader, who informs Subject Lead




Programme Leader investigates as per programme regulations

Programme Leader and Subject Lead



Continue

Further assessment

Further assessment

Continue


Continue


Withdraw


Continue

Withdraw


Fitness to Practise Procedures upon Receipt of Report of Student Misconduct


Record in student

file




Appropriate member of staff discusses with student



Studies adviser, Subject Lead and HoD informed



Minor Offence/ Reported to Subject Lead

Misconduct

Subject Lead informs HoD Document issues

Discussion with student Agree action

Record in student file



All other offences/ Reported to HOD in writing
Studies Advisor informed


Misconduct

HOD reports, through Dean, to

FTP Committee & writes to student

FTP Chair decides whether continue/

Suspend from practise pending hearing HODinformed

FTP Secretary requests student statements

FTP Committee hears case Not proven Documentation

destroyed


Proven Penalty agreed


Secretary prepares report


Sends to Committee members, HOD, Dean & Student





Copy in file





Appendix Eleven

Credit Control and Debt Management Policy

Contents


Attendance Policy for all Glasgow Caledonian University Students 30

1.Attendance Policy Statement 30

4. Student Absence 30

7. Honours Awards 42

LEVEL 1 60

Pass (40-54% of sub-section mark) 60

Work disjointed 60

Lacks relevant selection of content 60

Good (55-69% of sub-section mark) 61

LEVEL 3 62

Lacks selection of relevant content 62

1.APPLICATION OF CODE 69

Explanatory Notes for the Pre-Joining Health Form 85

1.0 Immunisation and Health Clearance for Serious Communicable Diseases 86

2.0Infection Control Practices 87

3.0Vision 87

4.0Hearing 87

5.0Speech 88

6.0Dyslexia and other learning difficulties 88

7.0Mobility and manual dexterity 88

8.0Chronic or recurrent medical conditions such as diabetes, epilepsy, asthma, skin conditions (e.g. psoriasis, eczema) 88

9.0Mental Health 89

10.0General Health 89

Additional Sources of Advice and Support 89

Skill National Bureau for Students with Disabilities: http://www.skill.org.uk 89

Pre-Joining Health Form 89

Code of Professional Conduct and Fitness to Practise – Student Guidance 94

PERSONAL BEHAVIOUR 94

BEHAVIOUR TOWARDS OTHERS 95

APPEARANCE 96

LEARNING 97

DUTY OF CARE 98

CONFIDENTIALITY 98

Code of Professional Conduct and Fitness to Practise – Procedures for Staff and Students 100

Fitness to Practise Procedures - Offences 106

Minor Offences 106

Students’ Association Offences 106

Major Offences 107

Fitness to Practise Procedures Flowchart 109

3.Counselling Services & Funding Advice 115




Introduction

Contained within this document are the terms and conditions under which debt owed to Glasgow Caledonian University is controlled. The aim of the Credit Control and Debt Management Policy of Glasgow Caledonian University is to ensure that the debt profile of the University is managed effectively, that debt owed to the University is converted into cash in a timely manner, that debt converted to cash is maximised and any potential bad debt is minimised. The University has many sources of income, which are collected by different methods. This policy specifically covers the collection of Student Fees, Sponsorship Income and Commercial Debt.



  1. Students

As detailed in the Fees and Refund Policy all students on a programme of study at Glasgow Caledonian University will be required to pay tuition fees and all other charges in respect of each academic year of the period of study.
The Fees and Refund Policy provides guidance on funding that may be available to students together with guidance on the payment terms and methods that apply.

Any student experiencing financial difficulties in repaying their University debts are invited to contact the Finance Office to discuss their account by telephone on 0141 331 8195 or by email on arstudent@gcu.ac.uk . In addition the University has experienced members of staff who will be able to provide advice for a wide range of issues that students may be facing. Full contact details are available in the Counselling Services and Funding Advice section of this Policy.

Students retain the ultimate liability for the payment of their fees. This applies in the event of payment default by a third party sponsor, such as the Student Loan Company or corporate sponsor/employer.
The University reserves the right to apply sanctions against any students who do not pay their fees, or make satisfactory arrangements to pay, during the course of their studies. Sanctions that can be applied are detailed in Section 3. The University reserves the right to claim any late payment charges, interest, legal or other debt collection costs from students who fail to pay in accordance with any agreements made with the University.


  1. Overdue Student Debt Collection Procedure – Sanctions applied

Whilst the procedure to collect monies outstanding is specific to each individual case the following steps will be taken for all types of outstanding student debt:



  1. First reminder from the University – 14 days after due date

  2. Second reminder from the University – 28 days after due date

  3. Application of sanctions which will include some or all of the following;

    • Withholding coursework and examination results

    • Removal of IT facilities i.e. access to e-mail, Blackboard, Library Services.

    • Suspension from classes

    • Prevented from registering or re-registering unless payment is made or payment plan is agreed

    • Prevented from graduating unless payment is made or payment plan is agreed

  1. Legal Action Notice from the University – student will incur a £30 administration fee when this letter is sent

  2. The University utilises the employment of professional and reputable debt collection agents, together with any interaction with government agencies as required.

    • Should this action be required a recovery fee equal to 10% of the outstanding amount will be levied against the student

    • Students who leave the University with any outstanding debt will be traced via the Debt Collection Agency engaged by the University and debts will be recovered via the appropriate legal process.

  1. Withdrawal from Programme of study

Note: Returned cheques will incur a £30 administration fee.


The University reserves the right to request payment in full prior to registration or re-registration from any student who has had previous outstanding debts to the University.

  1. Counselling Services & Funding Advice

The University has a Positive Living Team who can assist students in a wide range of additional support; they offer both practical and counselling support to help students be successful in their studies.


The Positive Living Team can be contacted on 0141 273 1143 or e-mail positiveliving@gcu.ac.uk or fill in the online referral form on:  www.gcu.ac.uk/student/positiveliving       


  1. Sponsorship and Commercial Debtors

The University’s standard terms and conditions state that all invoices are due for immediate payment. Exceptions to this must be agreed in advance with the Depute Director of Finance.

  1. Overdue Sponsorship and Commercial Debt Collection Procedure

Sending reminders to debtors is the responsibility of the Credit control team within Finance. In most cases this will consist of a prescribed process dictated by time and responses from the debtor.

Whilst the procedure is specific to each case the following steps will be taken to recover debt:

  1. Written reminder from the University

  2. Final reminder from the University

  3. Direct Contact from the Credit Control team at GCU

  4. Referral to a Debt Collection Agency


If the student has arranged for the fee to be paid in whole or in part by a sponsor, the Finance Office will invoice the Sponsor directly. In the event of a sponsor defaulting on payment, it is the student’s responsibility to pay the fees. The student will receive an invoice for all outstanding fees. This invoice will be due immediately as per the standard terms and conditions.
Queries on commercial debt should be made to the Accounts Receivable team by emailing arcommercial@gcu.ac.uk or calling 0141 331 8195.


  • 1 This information is detailed in the University Academic Calendar approved annually by Senate: term-time and holiday or vacation times are defined by the University’s academic calendar. Where programmes do not follow the usual September to June pattern, term-time means any period when a student is scheduled to be undertaking academic work. For example, when a student should be: attending classes and lectures etc;

  • preparing for exams;

  • undertaking coursework activities;

  • preparing essays, dissertation or thesis.




2 Paragraph 470 of the UKBA Policy Document: “Tier 4 of the Points Based System – Policy Guidance (version 09/11) states:

It is your responsibility to judge whether a student’s absence is authorised or unauthorised. For example, if a student will be absent for a prolonged period, perhaps because they are ill or pregnant, you may decide this is authorised. You must judge whether or not they will then be able to pick up their studies straight away without repeating a previous period of study. If they need to repeat, you and the student should probably agree that they will need to defer. See ‘Sponsorship ends’ for details of how to report that”.


Paragraph 474 (Under “Sponsorship ends”) states:
If a student defers their studies after they arrive in the UK, their permission to stay will no longer be valid as they will not be actively studying. As well as telling us about their deferral you must also advise them to leave the UK. When they are ready to resume their studies they will have to make a new application for a visa”.
http://www.ukba.homeoffice.gov.uk/sitecontent/documents/employersandsponsors/pbsguidance/guidancefrom31mar09/sponsor-guidance-t4-050911.pdf?view=Binary


3 This includes the payment of fees to the University even if no other financial award is received by the student.

4 See “Writing Up (postgraduate students) paras 424 & 425 Tier 4 of the Points Based System – Policy Guidance, version 09/11” http://www.ukba.homeoffice.gov.uk/sitecontent/documents/employersandsponsors/pbsguidance/guidancefrom31mar09/sponsor-guidance-t4-050911.pdf?view=Binary



5 The Unsatisfactory Attendance Proforma (ARSR8) and the Student Withdrawal Form are not currently in ISIS, but can accessed using the following link:Path: Login to My Caledonian > Staff tab > Scroll down to Administration Staff box, click on University Documents > Click on Academic Registry Documentation > Click on Student Records > Under Student Records Proforma, click on Attendance Letter Proforma



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