1.1 School Offices

School Offices undertake most of the academic administrative work relating to students. When trying to discover which administrator is dealing with a particular matter, initial contact should be made with the Manager in charge of the appropriate School Office:

An individual file is kept for each student in the appropriate School 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 Katy Prosser (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 'Notes for Applicants'; copies of the latter may be consulted in School Offices or the Admissions Office, Administration Building. The UCAS Handbook is available electronically from the UCAS website (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 their School Admissions staff.

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 Admissions Office. 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 Deputy Dean (Academic) for transmission to the School 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 Deb Viney (Ext 23959).

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

1.3 International Recruitment

The International Office can offer expertise to individuals on opportunities for internationalisation including student recruitment. The office can be consulted on market information, international contacts and the acceptability of international qualifications.

Admissions Tutors may wish to refer to the International Office website www.international.soton.ac.uk which offers useful information on current recruitment activities and advice on international qualifications.

Members of staff given leave of absence for overseas visits (including conferences) are encouraged to promote the University's courses, facilitate links and feedback information on overseas institutions. Literature and advice can be obtained from the International Office for this purpose.

The University holds a list of formal and informal international links which are updated annually and can be found at www.studentservices.soton.ac.uk Advice on academic links, guidelines for agreements and Memoranda of Understanding can also be obtained from the International Office.

The International Office team can be contacted in the first instance via phone: x22772/26808 or via the following emails: cjlg@soton.ac.uk, jco@soton.ac.uk.

1.4 Grants to Students

Undergraduates

Department for Education and Employment (DfES) information and circulars on grants and loans for 2003/4 are available for reference in each School Office.

Postgraduates

Particulars of postgraduate (e.g. EPSRC) awards are available from Heads of School or from Miss Jill Speake, Room 3009 of the Administration Building 37. Information about Arts and Humanities Research Board studentships is available from the School of Humanities. 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 some Schools.

Application forms for required vacation study are obtainable from School Offices. After completion by the student, the form should be certified by the Head of the School and returned to the School 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 Director of Student Services 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 School 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 Director of Student Services (or by staff designated to sign documents on his behalf, normally the School Manager) before submission to an LEA. Other members of staff are not authorised to endorse such forms.

1.7 Accommodation

School 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 international, EU and Channel Islands undergraduate entrants without dependents (regardless of whether Southampton is their first or insurance choice);
   

3. All postgraduate entrants without dependents.
   
   

All international-fee paying 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. Since the closure of Clarkson House, this accommodation is available in a number of different halls of residence. 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 www.calendar.soton.ac.uk 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 Student Services 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 Schools 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 Schools 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 School and students. If your School 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 School 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 www.hr.soton.ac.uk/safety/

SAFETY RELATED RESPONSIBILITIES OF STAFF WITH DELEGATED MANAGEMENT RESPONSIBILITY (Staff with 'devolved management responsibility' will include Heads of Research Groups, Heads of Teaching Programme and academic supervisors. Further advice on the role of the research supervisor can be found in the Health and Safety Executive publication 'Managing health and safety aspects of research in higher and further education', available on loan from the Safety Office)

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 CONTROL MEASURES
Guidance	Guidance on assessments can be found in the Management of Health and Safety at Work Regulations and associated Approved Code of Practice. Advice is available from ASAs. Generic assessments can be included in departmental safety policies. Specific activities where there is a possibility of significant risk should be assessed in detail, and the results of the assessment recorded in writing. Risk assessments will identify the control measures required to work safely. Where resources are inadequate to supply or implement control measures, the supervisor must ensure that the activity does not proceed. Training needs and the level of supervision should be included as part of an assessment. Assessments should be reviewed whenever there is a change in the nature of the work, or at least annually. Those responsible for carrying out assessments must be trained in appropriate techniques. 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 should be identified by risk assessment. When considering training needs the past experience and previous training of those expected to perform the task are 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. The Training and Development Manager and ASAs can provide assistance in defining training needs and in providing training courses.
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 Schools. 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.
Responsibility	TO MONITOR THE WORK OF THOSE BEING SUPERVISED
Guidance	Supervisors must monitor that those they supervise are working in accordance with risk assessments and are using necessary control measures. Should an accident or other incident occur to staff or students under their control, supervisors should investigate the causes, take necessary remedial action, and issue appropriate reports to their line manager, School Safety Officer and to the Safety Office.

1.11.2 Security