Key contacts and procedures

1.1 Academic Registrar's Department

All Faculty Offices form part of the Academic Registrar's Department and undertake much of the academic administrative work of the faculties. When trying to discover which administrator is dealing with a particular matter, initial contact should be made with the Faculty Registrar in charge of the appropriate Office:

Arts Ms Maureen Sweetman Ext 22213
Engineering & Applied Science Ms Lyn Paton Ext 22869
Law Ms Margaret Murphy Ext 23622
Mathematical Studies Miss Frances Hubbold Ext 23747
Medicine, Health & Biological Sciences Mr Richard Tank Ext 24410/71-3794
(School of Medicine) Mrs Janine Morris 71-6583
New College Ms Linda Jespersen Ext 77-227
Science Mr Gareth Morgan Ext 22820
Social Sciences Dr Karen Piggott Ext 22599
An individual file is kept for each student in the appropriate Faculty Office. The file contains registration particulars, local and permanent addresses, references and reports and other official correspondence. Tutors may consult these files and are asked to keep the files up to date by supplying copies of correspondence about their students. (See also Section 2.1).

1.2 Student Recruitment and Admission to the University

Student recruitment is an increasingly important activity and Ms Louise Campbell (Ext 24392) would be glad to hear from tutors and supervisors willing to undertake visits to schools. The University holds two Preview Days for sixth-formers in June/July and members of staff may be asked to contribute to these or to help with other school visits to the University. It is important that we continue to enjoy the respect and confidence of schools and that each applicant receives careful and courteous treatment.

For all full-time undergraduate courses leading to a first degree admission to the University is through the Universities and Colleges Admissions Service (UCAS). Details of the procedures involved are given in the UCAS annual handbook and 'Instructions for the completion of the Application Form'; copies of the latter may be consulted in Faculty Offices or the Admissions Office, Administration Building. The UCAS Handbook is available electronically from the UCAS website (http://www.ucas.ac.uk.) Details of internal administration procedures are set out in an annual circular, "Notes for Undergraduate Selectors." In the case of a student seeking to transfer to Southampton from another university, tutors are not authorised to make a firm offer to the candidate without prior reference to the Admissions Office (Ext 23712) or, in Engineering, the Faculty Office. (See Section 1.1).

For all postgraduates other than applicants for the PGCE and Social Work courses, admission to the University is by direct individual application, and a formal letter of acceptance or rejection is sent to candidates from the Academic Registrar's Department. Supervisors are required to ensure that each prospective postgraduate student has completed an application form for the course and that references are checked, and particulars of the course to be followed are reported to the Faculty Office for transmission to the Faculty Board. Details of the administrative procedures involved are set out in an annual circular, "Notes for Postgraduate Selectors;" additional copies are obtainable on request from the Admissions Office (Ext 22837).

All visiting and exchange students, including ERASMUS/SOCRATES students, should be asked to complete an application form. Alicen Pomroy (Ext 22473) co-ordinates the ERASMUS/SOCRATES programmes. No promises of accommodation should be made to visiting or exchange students.

There are specific procedures for dealing with applications from students who have a disability, information on which is available from Maggi Spreadbury (Ext 24731).

Tutors wanting advice/information on different aspects of student registration should contact the following officers:

Undergraduate Admissions:(UCAS procedures in general and in all Faculties other than that listed below)
Miss Angela Milln - Ext 23726
Engineering & Applied Science:
Ms Lyn Paton - Ext 22869

Postgraduate Admissions:
Miss Angela Milln - Ext 23726
Medicine, Health & Biological Sciences
Mrs Karen Hockley - Ext 24411

Student Recruitment:
Miss Angela Milln Ext 22760
Ms Louise Campbell Ext 24392
(International) Ms Jo Nesbitt Ext 22761
(International) Ms Sian Williams Ext 25779

Registration: General procedures
Miss Elizabeth Mears Ext 22355

Examinations: General arrangements
Mrs Pam Broad Ext 22383

Graduation: General arrangements
Mrs Eileen Norman Ext 23620

1.3 International Recruitment

Ms Jo Nesbitt (Ext 22761, e-mail jln) and Ms Sian Williams (Ext 25779, e-mail shw2) and Mrs Sirin Myles (Ext 25080, e-mail sm5) can offer their expertise to individuals on opportunities for student recruitment. They can be contacted about market information, contacts overseas and the acceptability of international qualifications. They also produce a regular e-mail newsletter on issues affecting international recruitment. To be included on the mailing list, please contact Sian Williams.

Members of staff given leave of absence for overseas visits are encouraged to promote the University's courses to their hosts, and literature can be obtained from Miss Gemma Farmer (Ext 22772, e-mail glf2) for this purpose. Lists of formal and informal international links are produced annually and can be at the Academic Registrar's website(http://www.soton.ac.uk/~acreg). For advice on academic links, guidelines for formal agreements and Memoranda of Understanding, contact Jo Nesbitt (Ext 22761, e-mail jln).

1.4 Grants to Students

Undergraduates

Department for Education and Employment (DfEE) information and circulars on grants and loans for 2001/02 are available for reference in each Faculty Office.

Postgraduates

Particulars of postgraduate (e.g. EPSRC) awards are available from Heads of Department or from Miss Jill Speake, Room 3009 of the Administration Building. Information about Arts and Humanities Research Board studentships is available from the Arts Faculty Office. Students on PGCE courses are normally eligible for a mandatory award from their LEA.

1.5 Grants for Additional Study

Grants (including in approved cases travel costs) for study during the vacations may be payable in the Faculties of Arts, Engineering and Applied Science, and Law only.

Application forms for required vacation study are obtainable from Faculty Offices (or Departments in the case of Science). After completion by the student, the form should be certified by the Head of the Department and returned to the Faculty Office (detailed instructions are given on the forms themselves).

The rates of grant for additional study vary according to circumstances and, particularly, location. Details of the current rates are obtainable from Faculty Offices (or Departments in the case of Science). The greater part of any grant for study abroad is paid in advance to the student. Other grants may be paid in advance in cases of hardship.

Postgraduate students not supported by Research Councils may apply for assistance to attend conferences if no other source of financial assistance is open to them. Forms are available from Miss Jill Speake, Room 3009, Administration Building.

1.6 Correspondence with Local Education Authorities and other Sponsoring Bodies

The Academic Registrar is the 'Authorised Officer' of the University for all such correspondence (including certificates of attendance) which must not be sent direct to an Authority or sponsor by a tutor. The Faculty Office concerned will, of course, contact a tutor on any enquiry from an LEA about a student if other than routine matters are in question. It should be noted particularly that students' claims for supplementary allowances require signature by the Academic Registrar (or by staff designated to sign documents on his behalf, normally the Faculty Registrar) before submission to an LEA. Other members of staff are not authorised to endorse such forms.

1.7 Accommodation

Departmental or course selectors are issued separately with necessary information on UCAS and internal procedures. However, tutors are often called upon to assist in interviewing candidates, and at this stage misunderstandings have arisen over residential accommodation. The facts are that first-year accommodation in a university residence is guaranteed to the following categories of students only:

  1. UK undergraduate entrants who firmly accept either an unconditional offer or a conditional offer and meet the terms of that offer;
  2. All overseas, EU and Channel Islands undergraduate entrants without dependents (regardless of whether Southampton is their first or insurance choice);
  3. All undergraduate clearing entrants;
  4. All postgraduate entrants without dependents.
All overseas entrants, except those bringing dependents to Southampton, are guaranteed University accommodation for the normal duration of their course.

In addition, UK undergraduate entrants who accept Southampton as their insurance choice are guaranteed a first-year place in a university residence within four weeks of the start of session. These guarantees do not cover students who live locally, have dependents or who do not return their accommodation application forms by the stipulated deadlines. The residence application form gives candidates a chance to state their preferences between traditional halls (some meals provided); self-catering halls; or approved lodgings with bed and breakfast provided by a resident landlord/landlady. Although every effort is made to give entrants their first preference, that is not always possible. Fees are reviewed annually. Agreements are for 30 weeks in catered halls and 39 weeks in self-catering halls.

Tutors must be careful not to mislead those who are not entitled to University accommodation, as this can lead to disappointment and resentment. Many of these students will have to live in lodgings, at least for the first few weeks. Far fewer places are available for senior undergraduate students than for first-year students and many students will not be offered a further year in hall during their studies here. They will be expected to find private accommodation, usually in shared rented houses.

Postgraduates are not eligible for catered halls, although at the Glen Eyre and Wessex Lane complexes some meals may be able to be provided in term-time by special arrangement only. Agreements for self-catering halls are on a 39 or 50 week basis. South Hill and Montefiore III have a large number of single rooms with ensuite facilities for postgraduates only. Wolfe House, Highfield Hall, has 18 studio flats for postgraduates. Accommodation is particularly difficult to find for married students with children and students are advised to come alone initially and then to send for their families when accommodation has been secured. Any enquiries regarding accommodation should be made to the Accommodation Officer. The Accommodation Office deals with both University-owned and privately rented accommodation and is located in Building 16. (Ext 23994 (Reception & General Office), 23500, 23548, 23510).

The University has some fully accessible accommodation suitable for students with various disabilities, some of whom require personal or domestic care. Tutors are asked to note that such accommodation is not limited to Clarkson House. Therefore tutors are asked not to give students with disabilities the impression that Clarkson will be their main choice of accommodation, since other choices may be available. Such students should be referred to the Assistant Accommodation Officer, Mrs Amanda Niblett (Ext 25874) or the Disability Co-ordinator, Debbie Viney (Ext 25644).

1.8 Council Tax

Most student accommodation is exempt but, if students live with others who are not students, the situation is more complex. The Student Advice & Information Centre, in the Students' Union, can provide help where necessary.

1.9 Regulations for Students

The General Regulations for students, listed in the University Calendar (Section IV), include information on procedures for student attendance, opting out of membership of the Students' Union, transfer and withdrawal from courses. Regulations for the conduct of examinations (Section IV) and for higher degrees (Section V) are also shown in the Calendar, which is available on the University's website. A Student Handbook, which includes summaries of the General Regulations, is issued to new students. If anyone requires a copy of the Regulations (or any other University policy document) in an alternative format (e.g. braille or audiotape), they should contact the Disability Co-ordinator, Debbie Viney, Ext 25644.

1.10 Student Course Representation

The Academic Registrar's Department and the Students' Union have been working together to develop the system of course representation at the University. As part of this initiative a resource pack has been produced to support Departments/Schools/Faculties in raising the profile of student representation and working with their student representatives. In addition, the Students' Union has produced Course Representative Handbooks and will be providing training for student representatives.

Staff support, both moral and practical, is of paramount importance to the development and success of Student Course Representatives. This can occur through the sharing of information, or access to their fellow students through occasional announcements at the beginning of lectures. These may sound like small gestures, but they could make all the difference

Probably the most useful way in which Departments can support Student Course Representatives is to have a named member of staff, such as a member of the Staff/Student Liaison Committee, who acts as a liaison point between the Department and students. If your Department has such a member of staff, it would be very useful to give their name to your students. If a student is interested in becoming a Student Course Representative, (s)he should be directed to the Membership Services Department in the Students' Union or the departmental Office, where the resource pack is available.

1.11 Safety and Security

1.11.1 Safety

The University Safety Policy and associated guidance can be accessed from the Safety Office Home Page at http://www.soton.ac.uk/~safety

SAFETY RELATED RESPONSIBILITIES OF STAFF IN SUPERVISORY POSITIONS

The use of the terms "supervisor" and "supervision" in this document are in relation to safety, and not in relation to academic matters. This needs to be clearly understood as what might be considered an appropriate level of supervision for academic purposes may well not be adequate for safety purposes. The role of supervisory staff is particularly important in achieving day-to-day health and safety. They have a key role in ensuring that staff and students under their control adhere to departmental rules and procedures.

Responsibility TO ASSESS ALL ACTIVITIES TO IDENTIFY HAZARD AND EVALUATE RISK, AND TO ENSURE ADEQUATE RESOURCES ARE MADE AVAILABLE TO IMPLEMENT THE NECESSARY SAFEGUARDS

Guidance Guidance on assessments can be found in the Management of Health and Safety at Work Regulations and associated Approved Code of Practice. One approach is to undertake a broad-brush assessment of work activities in order to identify workplaces and activities where there is a possibility of significant risk. These should then be assessed in detail, and the results of the assessment recorded. If it is possible to identify workplaces and activities where the risks are not significant, these can be noted, and no further assessment will be needed unless circumstances change. The quality of risk assessments will be monitored during departmental safety inspections.

Responsibility TO PROVIDE ADEQUATE JOB TRAINING, INSTRUCTION AND SUPERVISION FOR STAFF AND STUDENTS

Guidance Training needs may be identified by a systematic analysis of the tasks involved. The Training and Development Co-ordinator can provide assistance. When considering training needs, the past experience and previous training of those expected to perform the task is particularly important. What might be appropriate for one person performing a particular task might not be appropriate for another person carrying out the same task. Nobody should be expected to undertake any work for which they have not been trained. Guidance on supervision of students is contained in the CVCP document "Health and Safety Responsibilities of Supervisors Towards Postgraduate and Undergraduate Students".

Responsibility TO ATTEND APPROPRIATE INDUCTION AND OTHER TRAINING COURSES

Guidance All members of staff will be expected to receive training arranged by or on behalf of the Head of Department (see responsibilities placed on Heads of Departments and on Staff and Students). There may need to be special courses for supervisory staff in addition to these, but this can only be determined by analysis of training needs. All those delegated safety related duties should receive training relating to those duties.

Responsibility TO TAKE ADVICE FROM SPECIALIST ADVISERS WHERE APPROPRIATE

Guidance Specialist advisers should be consulted whenever the existing knowledge, training and experience is insufficient to adequately assess the hazards or risks associated with an activity or project. The provision of non-routine items of personal protective equipment (PPE) is an area where such advice is likely to be needed.

1.11.2 Security An information leaflet 'Safe and Sound - a guide to protecting yourself and your possessions' is available from the Student Advice and Information Centre, Students' Union Building. All students are advised to take note of the guidelines contained in this leaflet. Personal alarms may be purchased from the Students' Union Shop or from the Student Advice and Information Centre. Security Staff may be contacted at any time via the Maintenance Control Centre (Ext 22811).

1.12 Equal Opportunities Officer

The University has a designated Equal Opportunities Officer, Zelda Franklin, Ext 22945, who is responsible for promoting the development and implementation of the University's Equal Opportunities Policy, and to act as a focus for external and internal enquiries about equal opportunities in the University. The Equal Opportunities Officer's responsibilities pertain to both staff and students, although the Students' Union also has an identified Equal Opportunities Officer, Ext 25211.

1.13 Equal Opportunities Co-ordinators

Each Budgetary Group has up to two Equal Opportunities Co-ordinators - nominally one to represent academic/academically-related staff, and the other to represent other staff.

The Equal Opportunities Co-ordinators are volunteers and their role is:

The Equal Opportunities Co-ordinators are:

Mrs M StricklandISVRExt 22294
Ms A Collins Careers Advisory ServiceExt 23346
Ms E G McFarlaneLibraryExt 23451
Mr M Cliburn Accommodation Office Ext 23510
Ms J JonesOcean Technology Division (SOC) Ext 26097
Mrs C Budden Academic Registrar's Ext 24741
Dr W Forster Mathematical Studies Ext 25144
Mrs K F GloverMathematical StudiesExt 25149
Mr J Draper Estates and BuildingsExt 24016
Mrs R J JonesMontefiore HallExt 78-48041
Mrs F C Mar-Molinero Language Centre Ext 23298
Mr H Glaser E&CS Ext 23670
Ms C Telfer Computing Services Ext 23689
Mr R Bentley Social Sciences Ext 22635
Mrs S Barnes Medicine (SGH) Ext 27974

1.14 Harassment Contacts

The University has a Harassment Policy: a copy is available from the Personnel Department or the Student Advice & Information Centre, and is also contained within the "Personnel Policies and Procedures" file. The Policy applies to all members of the University community.

The Harassment Contacts are a group of volunteers, to whom a recipient of harassment can go and speak in complete confidence. They are there to listen, to hear and to understand what has happened, and to offer help and support whether or not an individual wishes to make a formal complaint.

If you want further advice on the details of the Harassment Policy, please contact the Equal Opportunities Officer.

A list of Harassment Contacts is provided below. You can choose to go to any one of these contacts - not necessarily the one in your department. You may also choose to speak to your Head of Department or to a member of the Personnel Department, or your trade union representative.

Jo Doyle Planning Ext 23331
Hugh Glaser Electronics and Computer Science Ext 23670
Philippa Reed Engineering Sciences Ext 23763
Jacquie Smith Politics Ext 22512
Gemma Fulford Economics Ext 23829
Dr Bridget Wilkins Pathology Ext 71-4946
Karen Haynes Winchester School of Art (Design) Ext 26960
Maureen Strickland ISVR Ext 22294

1.15 Staff Training and Development

The University's Staff Training and Development Programme offers a range of courses, seminars and workshops. These include events on various aspects of student support. Suggestions are always welcome for new topics. Full details of training events on offer are published in the Training and Development programme which is circulated by the Training and Development Unit to all staff across the University. The Training Unit is also an NVQ Assessment Centre and manages a New Horizons Programme (Youth Employment Training), which offers employment training opportunities for 16-18 year olds within the University. Each faculty runs its own programme of staff development activities and similar sessions can be arranged to meet the more specific needs of faculty groups. For further information contact:

Tony CooperTraining and Development Manager Ext 23800
Kathryn Moir Senior Personnel Officer, Training & Development Ext 24051
Mike Ward Manager, Vocational Development Ext 23727

Faculty and budgetary group Co-ordinators for Staff Development:

Ms M Z Strickland Faculty of Engineering Ext 22294
Dr R Beddard Faculty of Law Ext 22647
Dr C Potts Faculty of Mathematical Studies Ext 23651
Dr C Stephens School of Medicine Ext 24557
Ms L Leverett Faculty of Science Ext 23293
Professor D Hill Faculty of Social Sciences Ext 22514
Ms P Marley School of Biological Sciences Ext 23349
Dr M Brown Hartley Library Ext 22371
Dr D Wong Computing Services Ext 23682
Ms C Hann Teaching Support & Media ServicesExt 25331
Ms J Doyle Planning Ext 23331
Mr D Phillips School of Health Professions Ext 25305
Dr M Gobbi School of Nursing and Midwifery Ext 71-4132

1.16 Data Protection Act

As a general principle, information collected about students will be stored as a permanent part of the record and used only for the purposes for which it was collected, to enable the University's central and legitimate activities (mainly teaching and research) and the procedures which underpin those activities (e.g. admitting, registering, accommodating and examining students, and compiling records and statistics, and developing a continuing relationship with the University through the University of Southampton Society) to be undertaken efficiently. The information collected will be no more than is necessary for these purposes. For the purposes of the Data Protection Act 1998, the Data Controller is the University of Southampton and the University will attempt to ensure that this information is as accurate as possible; kept up to date; and safeguarded from unauthorised disclosure. It will however be disclosed in certain appropriate circumstances, for example in references to prospective employers or to another university; or in cases where this is necessary to fulfil the University's statutory obligations to authorised bodies; or to other parties in the pursuit of the University's legitimate interests, for example publishing examination results and providing reports to grant awarding authorities. The University may be called upon to cooperate with the police in crime investigation, and with certain other public authorities and in such circumstances personal data may be released.