1. There shall be a Committee of the Senate, entitled the Termination of Studies (Appeals) Committee, which shall be empowered to receive and determine appeals from undergraduate students against termination of their studies.
2. The members of the Termination of Studies (Appeals) Committee shall be: a Vice-Principal (Convener); one representative of each School agreed by the relevant Dean (this shall normally be an Associate Dean or the Convener of an appropriate examination board); the Students' Assessors on the Senatus; and at least one but no more than two members of the executive of the Students’ Association.
3. Any three members of the Committee shall constitute a quorum, so long as at least one member is a member of the executive of the Students’ Association, and provided that the Committee would not be reduced to two members by virtue of regulation 4.
4. A School representative shall not be a party to the decision of the Committee on an appeal by a student of his or her own School, but it shall be competent for the Convener and the other members of the Committee to consult him or her.
5. The intimation to be made to a student of termination of his or her studies, his or her right of appeal and the procedure to be followed shall be issued in the name of the Dean of the School concerned and shall in all Schools conform as nearly as practicable to the style indicated in the Schedule to these Regulations.
6. On receipt of an appeal it shall in the first instance be considered by the relevant School Board or School committee which shall make recommendations to the Committee, such recommendations being for the Committee's guidance only.
7. The Committee is empowered in its own discretion to hear an appellant orally, but no right to oral hearing is conferred upon appellants.
8. The Committee is empowered also to consider representations by School committees against termination of studies made on behalf of a student who has not formally appealed.
9. The Committee is empowered to obtain all such information or opinions as it may consider desirable.
10. A record shall be kept, in the form of minutes of meetings, of all appeals presented to the Committee, which shall include particulars of each appeal, the decisions reached and the grounds of the decisions.
11. The decisions of the Committee, which shall be final, shall be reported to the Senatus and to the appropriate School Board in each case.
12. In the event that an issue involving any of the protected characteristics under equality legislation arises, any committee or University officer has discretion to adjourn proceedings to seek a the necessary advice. This may be at any stage, but is at the sole discretion of the committee or member(s) of staff involved.
School of ...
By Degree Regulation (to be specified) you are required to pass degree examinations in .. papers in Part .. of the .. examination before (e.g.) the expiry of the year following the date of first matriculation. As you have failed to comply with this regulation I must inform you that your studies are now liable to termination. Your case will now be considered by the Termination of Studies Committee of the School of ……The Committee will normally make one of the following decisions:
(a) to permit you to continue in attendance but to require that you repeat your current year of study;
(b) to grant you extended class certificates (also known as extended due performance or EDP) in the courses in which you have failed to allow you to sit the degree examinations again next December or April/May and, if necessary, in July, without your being required to attend classes; should you be successful in the examinations you will be permitted to resume full-time study in the year following; if not, your studies will again be liable to termination;
(c) to terminate your studies now.
You are invited to submit a letter of appeal to the Committee to explain your poor performance and to indicate to the Committee which of options (a) - (c) you would prefer. The Committee, in reaching its decision, will take into account any extenuating circumstances such as illness or other disability or adverse family or personal circumstances. The Committee may request further information or reports.
If you wish to submit a letter of appeal you should do so by writing to the School Manager within ten days of the date of this letter. The letter should be addressed to: the School Manager, School of .. The University of Dundee, Dundee DD1 4HN; it may alternatively be emailed to the School Manager [or other member of staff] at ………….. Your letter should be accompanied by any documents you wish to submit in support of it. Medical grounds should be supported by a medical certificate and other grounds should be as fully substantiated as possible. You may ask a doctor, member of academic staff or any other person to write to corroborate statements you have made or otherwise to support you. You should ask this person also to write to the School Manager as soon as possible and you should indicate in your appeal that evidence is to be expected from this person.
Should the School Termination of Studies Committee decide, through selection of options (a) or (b) or in some other way, that you may continue your studies in the University then you will be informed of this as soon as possible and given details of the circumstances under which your studies may continue.
If, on the other hand, the School Committee should decide that your studies should be terminated your letter of appeal, and any supporting documents, will pass to be considered by the Termination of Studies (Appeals) Committee of the University Senate. Regulation 7 of the Termination of Studies (Appeals) Regulations empowers this Committee "in its own discretion to hear an appellant orally, but no right to oral hearing is conferred upon appellants". If you believe that such a personal appearance would have anything material to add to what you state in your letter of appeal then please say so in your letter. No expenses which you may incur in making a personal appearance before the Committee, if it exercises its discretion to hear you orally, can be reimbursed by the University.
This is your only opportunity to submit a letter of appeal and all the factors in support of your case should be produced at this stage since they will not be admissible after a decision has been reached. Any information which you provide will be treated in the strictest confidence.
Your Adviser of Studies, the University Chaplain, the Students’ Assessor and the Students' Association are all available for consultation if you wish their guidance. You are advised to get in touch with one or other of these people, or one of your tutors, if you intend to submit a letter of appeal. Your Personal Tutor may also be available to assist.
If you choose not to submit a letter of appeal then the School Committee will still consider your case but may do so in the absence of knowledge of some factors which you may consider relevant. In any case, academic staff will be asked for their opinions and recommendations about your future studies.
If you do not wish to submit a letter of appeal or if your studies are terminated then you are welcome to avail yourself of the facilities provided by the University Careers Service to help you in seeking employment or vocational training.
If you intend to withdraw from your course here and do not wish to have the possibility of your studies being formally terminated then you should inform me of this within ten days of the date of this letter. If there is anything in this letter that you do not understand then please contact me or the School Manager as soon as possible.
Dean of the School of ...