Appeals against Outcomes of Other Academic Processes

Appeals against termination of registration on academic grounds through the formal warning procedure

If you have genuine concerns about the College’s decision to terminate your registration through the formal warning procedure, you may be able to appeal against the outcome. (The formal warning procedure is governed by the Undergraduate Regulations).

If your registration has been terminated by the College Board of Examiners, you should refer instead to the guidelines on appeals against the outcomes of exams.

Submitting an appeal

Please make sure you have read and understood the Academic Appeals Guidance as well as the Academic Appeal Procedure Flowchart before submitting an appeal. If, having read these documents, you feel that you have grounds for an appeal and that your case meets all of the necessary requirements, you must fill in the Appeal Form and submit it to the Academic Quality and Policy Office by the deadline.

The Appeal Form and supporting documents should be completed and sent in hard copy to:

Academic Quality and Policy Office
Founders East 054
Royal Holloway University of London
Egham
Surrey 
TW20 0EX

An electronic copy can also be sent, in addition to the compulsory hard copy, to appeals@royalholloway.ac.uk.

Once you have submitted your appeal, all communication must be made in writing (via letter or e-mail). Please do not phone the Academic Quality and Policy Office as we are not able to discuss individual cases over the phone.

Whilst your appeal is being investigated, your registration may be temporarily reinstated until the appeal outcome is known (see FAQ below). Decisions will be taken on a case by case basis, and this is not automatic.

What to include in your appeal submission

Your submission must include all of the following:

The Appeal Form, completed in full;

Supporting Evidence (where appropriate)

  • all documentary evidence which you wish to be investigated and considered, both the original documentation and any which have been officially translated into English where necessary;
  • where relevant, an explanation for why you were previously unable to disclose any of the evidence or information
  • clear indication of how each piece of evidence relates to your appeal
  • where relevant, a signed record of all comments or remarks made by the examiners which, in your view, indicate bias

The College is not obliged to take on any additional matters which are introduced later in the appeal process, e.g. when you respond to the Initial Findings Letter. Therefore, you must ensure you include all relevant issues and supporting evidence.

Please be aware that the College may check the authenticity of any supporting evidence with the originator.

Deadline

Appeals must be submitted in writing by the student to the Academic Registrar (via the Academic Quality and Policy Office, appeals@royalholloway.ac.uk) within one month of the date on which your letter of termination was posted by the College.

Extensions to the appeal deadline are not normally granted. If you require an extension to the appeal deadline, you should send an email request to appeals@royalholloway.ac.uk before the deadline with a clear explanation for your request to extend the deadline. You will receive email notification of whether your request has been accepted as soon as possible.

It is important that you allow yourself plenty of time to complete the appeals process, as you must ensure you have grounds for appeal and are able to collate relevant documentary evidence. You are also advised to consult the Student’s Union Advice and Support Centre before submitting an appeal.

It is important that you keep to the strict deadlines of the appeals process. Please do not wait until the evening before the deadline as it may take time to process your submission. Late appeals will not be investigated unless there are exceptional circumstances which are supported by documentation deemed acceptable by the Head of Academic Quality and Policy.

The Investigation and Outcome

Your appeal will be investigated by a senior officer from the Academic Quality and Policy Office, who will act as the Investigating Officer. Whilst your appeal is being investigated, your registration may be temporarily reinstated until the outcome is known.

The Investigating Officer will decide in the first instance whether or not the issues you have raised fall under the appeals procedure, and whether or not you have given reasonable grounds and provided enough evidence. Where you do not have adequate grounds for an appeal or enough evidence, your appeal can be dismissed without further investigation.

If the Investigating Officer decides to proceed with his/her investigation, this will be done entirely through letters/emails. The Investigating Officer may request additional information, an expert opinion or, in exceptional cases, a meeting. During busy times of the year (e.g. during the summer vacation), a holding letter may be issued if the initial investigation is expected to take more than two months to be completed, and there will therefore be a delay in issuing an outcome.

Please note:  Staff in your department/school may be shown all or part of your appeal submission and be asked to comment in writing and/or provide the Investigating Officer with any relevant email records.

The Investigating Officer’s findings will be presented in writing to the Deputy Principal or nominee, who will decide on one of the following outcomes:

  • Reinstate your registration in full (subject to any conditions which s/he may wish to impose)
  • Confirm the decision to terminate your registration
  • Organise for an Appeals Committee to investigate the matter further through a formal hearing

If you do not have grounds for appeal, or sufficient evidence, the Investigating Officer will dismiss the case, write to inform you of the reasons for this and withdraw your provisional registration at the College.

The Investigating Officer will inform you in writing of the decision of the Deputy Principal or nominee and the reasons for it. In this Completion of Procedures letter you will be provided with the link to the website of the Office of the Independent Adjudicator and if you are dissatisfied with the outcome of your appeal you may ask them to review your case, provided you meet their grounds for investigation.

Appeals against penalties applied for assessment offences (including but not limited to plagiarism, collusion and examination offences)

If you have genuine concerns about the College’s decision to penalise you for an assessment offence, you may be able to appeal against the penalties. (The assessment offences procedure is governed by the Regulations on Assessment Offences, which also includes guidance on what constitutes an assessment offence.)

Submitting an appeal

Please make sure you have read and understood the Academic Appeals Guidance as well as the Academic Appeal Procedure Flowchart before submitting an appeal. If, having read these documents, you feel that you have grounds for an appeal and that your case meets all of the necessary requirements, you must fill in the Appeal Form and submit it to the Academic Quality and Policy Office by the deadline.

The Appeal Form and supporting documents should be completed and sent in hard copy to:

Academic Quality and Policy Office
Founders East 054
Royal Holloway University of London
Egham
Surrey 
TW20 0EX

An electronic copy can also be sent, in addition to the compulsory hard copy, to appeals@royalholloway.ac.uk.

Once you have submitted your appeal, all communication must be made in writing (via letter or e-mail). Please do not phone the Academic Quality and Policy Office as we are not able to discuss individual cases over the phone.

Whilst your appeal is being investigated, your registration may be temporarily reinstated until the appeal outcome is known (see FAQ below). Decisions will be taken on a case by case basis, and this is not automatic.

What to include in your appeal submission

Your submission must include all of the following:

The Appeal Form, completed in full;

Supporting Evidence (where appropriate)

  • all documentary evidence which you wish to be investigated and considered, both the original documentation and any which have been officially translated into English where necessary;
  • where relevant, an explanation for why you were previously unable to disclose any of the evidence or information
  • clear indication of how each piece of evidence relates to your appeal
  • where relevant, a signed record of all comments or remarks made by the examiners which, in your view, indicate bias

The College is not obliged to take on any additional matters which are introduced later in the appeal process, e.g. when you respond to the Initial Findings Letter. Therefore, you must ensure you include all relevant issues and supporting evidence.

Please be aware that the College may check the authenticity of any supporting evidence with the originator.

Where to find help and advice

The Advice and Support Centre at the Students’ Union is able to provide support and advice before, during and after an appeal (tel. +44 (0)1784 276700).

Royal Holloway is a friendly and caring community, offering an extremely high level of student welfare support to help you get the most out of your time here.  We understand that there are a large number of factors that can negatively influence your attendance, academic performance and productivity, but there are also many places you can look to for advice and guidance. Please follow this link to the College’s Student Welfare pages.

If you have any queries relating to your intended appeal that cannot be answered by the Students' Union, please contact the Academic Quality and Policy Office (tel. +44 (0)1784 414699, e-mail: appeals@royalholloway.ac.uk). Please make sure you read the relevant appeals guidelines before contacting the office.

Deadline

You must submit your appeal in writing to the Academic Registrar (via the Academic Quality and Policy Office, appeals@royalholloway.ac.uk) within 15 working days of the date on which the outcome of the assessment offence meeting was sent to you.

Extensions to the appeal deadline are not normally granted. If you require an extension to the appeal deadline, you should send an email request to appeals@royalholloway.ac.uk before the deadline with a clear explanation for your request to extend the deadline. You will receive email notification of whether your request has been accepted as soon as possible.

It is important that you allow yourself plenty of time to complete the appeals process, as you must ensure you have grounds for appeal and are able to collate relevant documentary evidence. You are also advised to consult the Student’s Union Advice and Support Centre before submitting an appeal.

It is important that you keep to the strict deadlines of the appeals process. Please do not wait until the evening before the deadline as it may take time to process your submission. Late appeals will not be investigated unless there are exceptional circumstances which are supported by documentation deemed acceptable by the Head of Academic Quality and Policy.

The Investigation and Outcome

Your appeal will be investigated by a senior officer from the Academic Quality and Policy Office, who will act as the Investigating Officer.

The Investigating Officer will decide in the first instance whether or not the issues you have raised fall under the appeals procedure, and whether or not you have given reasonable grounds and provided enough evidence. Where you do not have adequate grounds for an appeal or enough evidence, your appeal can be dismissed without further investigation.

If the Investigating Officer decides to proceed with his/her investigation, this will be done entirely through letters/emails. The Investigating Officer may request additional information, an expert opinion or, in exceptional cases, a meeting. During busy times of the year (e.g. during the summer vacation), a holding letter may be issued if the initial investigation is expected to take more than two months to be completed, and there will therefore be a delay in issuing an outcome letter.

Please note:  Staff in your department/school may be shown all or part of your appeal submission and be asked to comment in writing and/or provide the Investigating Officer with any relevant email records.

  • to amend or set aside the decision
  • to confirm the decision
  • to organise for an Appeals Committee to investigate your case further

The Investigating Officer will inform you in writing of the Vice-Principal’s decision and the reasons for it. In this Completion of Procedures letter you will be provided with the link to the website of the Office of the Independent Adjudicator and if you are dissatisfied with the outcome of your appeal you may ask them to review your case, provided you meet their grounds for investigation.

Reconsideration of requests for special assessment arrangements

If you have genuine concerns about the College’s decision regarding your request for access arrangements for assessment, you may be able to appeal against the decision. The access arrangements for assessment procedure is governed by the Regulations on Access Arrangements for Assessment.

Before submitting an appeal you are strongly urged to discuss the matter with staff in the Disability and Dyslexia Office.

Submitting an appeal

Please make sure you have read and understood the Academic Appeals Guidance as well as the Academic Appeal Procedure Flowchart before submitting an appeal. If, having read these documents, you feel that you have grounds for an appeal and that your case meets all of the necessary requirements, you must fill in the Appeal Form and submit it to the Academic Quality and Policy Office by the deadline.

The Reconsideration of Requests Form and supporting documents should be completed and sent in hard copy to:

Academic Quality and Policy Office
Founders East 054
Royal Holloway University of London
Egham
Surrey 
TW20 0EX

An electronic copy can also be sent, in addition to the compulsory hard copy, to appeals@royalholloway.ac.uk.

Once you have submitted your appeal, all communication must be made in writing (via letter or e-mail). Please do not phone the Academic Quality and Policy Office as we are not able to discuss individual cases over the phone.

What to include in your appeal submission

Your submission must include all of the following:

The Appeal Form, completed in full;

Supporting Evidence (where appropriate)

  • all documentary evidence which you wish to be investigated and considered, both the original documentation and any which have been officially translated into English where necessary;
  • where relevant, an explanation for why you were previously unable to disclose any of the evidence or information
  • clear indication of how each piece of evidence relates to your appeal

The College is not obliged to take on any additional matters which are introduced later in the appeal process, e.g. when you respond to the Initial Findings Letter. Therefore, you must ensure you include all relevant issues and supporting evidence.

Please be aware that the College may check the authenticity of any supporting evidence with the originator.

Where to find help and advice

The Advice and Support Centre at the Students’ Union is able to provide support and advice before, during and after an appeal (tel. +44 (0)1784 276700).

Royal Holloway is a friendly and caring community, offering an extremely high level of student welfare support to help you get the most out of your time here.  We understand that there are a large number of factors that can negatively influence your attendance, academic performance and productivity, but there are also many places you can look to for advice and guidance. Please follow this link to the College’s Student Welfare pages.

If you have any queries relating to your intended appeal that cannot be answered by the Students' Union, please contact the Academic Quality and Policy Office (tel. +44 (0)1784 414699, e-mail: appeals@royalholloway.ac.uk). Please make sure you read the relevant appeals guidelines before contacting the office.

Deadline

Appeals must be submitted in writing by the student to the Academic Registrar (via the Academic Quality and Policy Office, appeals@royalholloway.ac.uk) within one month of the date on which your letter of termination was posted by the College.

Extensions to the appeal deadline are not normally granted. If you require an extension to the appeal deadline, you should send an email request to appeals@royalholloway.ac.uk before the deadline with a clear explanation for your request to extend the deadline. You will receive email notification of whether your request has been accepted as soon as possible.

It is important that you allow yourself plenty of time to complete the appeals process, as you must ensure you have grounds for appeal and are able to collate relevant documentary evidence. You are also advised to consult the Student’s Union Advice and Support Centre before submitting an appeal.

It is important that you keep to the strict deadlines of the appeals process. Please do not wait until the evening before the deadline as it may take time to process your submission. Late appeals will not be investigated unless there are exceptional circumstances which are supported by documentation deemed acceptable by the Head of Academic Quality and Policy.

The Investigation and Outcome

The Academic Registrar or nominee will consider your appeal and take one of the following courses of action:

  • reject your appeal if you do not have grounds for appeal or sufficient evidence
  • forward your appeal to the College Board of Examiners Executive Committee for consideration
  • forward your appeal to the Principal, or a nominee not involved in the original decision, for consideration

The outcome of your request for reconsideration will be communicated to you in writing. In this Completion of Procedures letter you will be provided with the link to the website of the Office of the Independent Adjudicator and if you are dissatisfied with the outcome of your appeal you may ask them to review your case, provided you meet their grounds for investigation.

Appeals against a decision made by a Fitness to Practise Panel

If you have genuine concerns about the decision made by a Fitness to Practise Panel, you may be able to appeal against the decision. 

Grounds for appeal

You can only appeal against the termination of your registration (on the grounds of fitness to practise) if one or more of the following grounds apply to your situation and you have sufficient evidence for this:

  • There is evidence of a failure to follow the procedures set out above, and which might cause reasonable doubt as to the fairness of that decision;
  • Fresh evidence can be presented which you could not with reasonable diligence have disclosed before the decision was made and which might cause reasonable doubt as to the fairness of that decision;
  • The Panel’s decision was perverse given the evidence which was available at 
  • the time.

In each case, the evidence must cast reasonable doubt on the fairness of the decision to terminate your registration on the programme of study.

Once you have made such an appeal, your registration on the programme may be provisionally reinstated pending the outcome of the appeal, but you will not be permitted to attend any placement.

Deadline

Appeals must be submitted in writing to the Head of the Academic Quality and Policy Office (via appeals@royalholloway.ac.uk) within one month of the date on which you were formally notified of the decision. 

Appeal Form

The Appeal Form and supporting documents should be completed in full and sent in hard copy to: 

Academic Development Office
Founders East 054
Royal Holloway University of London
Egham
Surrey 
TW20 0EX

An electronic copy can also be sent, in addition to the compulsory hard copy, to Appeals@rhul.ac.uk. 

Once you have submitted your appeal, all communication must be made in writing (via letter or e-mail). Please do not phone the Academic Quality and Policy Office.

Initial findings

The investigating Officer will write to you with one of the following outcomes:

Upheld - If the appeal panel decides that your training should not have been terminated, the Principal may reinstate your registration on the programme. The outcome will be sent to you, the relevant professional body and your Programme Director who will then decide on an appropriate way for you to resume the programme.

Partly-upheld - If the appeal panel decides that your training should not have been terminated, but nonetheless agrees that there are concerns which must be addressed, it may recommend clear targets with specific criteria and deadlines in order to monitor your achievement. You may also be asked to interrupt your training for an agreed period of time.

Not upheld - If the appeal panel upholds the decision to terminate your training, the outcome will be sent to you, the relevant professional body and your Programme Director, and your provisional registration on the programme will be withdrawn. You may be moved onto another programme if possible.

Please follow the guidance on response and completion below. 

Response and Completion

If you are dissatisfied with the outcome of the Initial Findings letter, you may request a review by completing this form. Please be aware that there are limited grounds on which you may request a review, and this will not normally result in a full reinvestigation of your case.

Your request for review form will be considered by a member of the Academic Quality and Policy Office who will determine whether you have fulfilled the grounds sufficiently to warrant a review of your case. If you have not fulfilled the grounds, it will be determined that the investigation is complete and you will be sent a Completion of Procedures Letter confirming the College’s final decision on your appeal and the completion of the College’s internal procedures.  Once this letter has been issued, the College will not act on any further requests to investigate the matter.

If you have fulfilled one or more of the grounds for review, your case will be presented to the Review Panel who will make a final decision. They may request that further investigation is carried out to aid their decision-making, or hold a meeting of the Panel to fully consider the case. Please note that this will only occur in the most complex of cases.

Once the Review Panel have made their decision, you will be sent a Completion of Procedures Letter confirming the College’s final decision on your appeal and the completion of the College’s internal procedures.  Once this letter has been issued, the College will not act on any further requests to investigate the matter.

If you are dissatisfied with the outcome you can ask for your case to be reviewed by the Office of the Independent Adjudicator for Higher Education (OIA).

This option becomes available to you only after the College’s internal procedures have been completed. The College will send you a Completion of Procedures Letter with a link to the website of the OIA at the appropriate time, after which you will have three months in which to refer your case to the OIA, if you meet their grounds for investigation.

 FAQ's

My registration has been terminated; could it be reinstated during/after my appeal?

If your registration has been terminated but the Investigating Officer decides that your grounds for appeal and supporting evidence meet the necessary requirements, your registration at the College may be provisionally reinstated whilst your appeal in being investigated, so you should attend classes and complete any required work (unless advised otherwise).

If it is clear from the start that an administrative or procedural error has been made, the Vice-Principal (Education) may be asked to consider fully reinstating your registration at the College without further investigation.

If your registration has not been provisionally reinstated during the investigation into your appeal you should not attend any classes or assessments but wait for the outcome of the investigation (unless formally advised otherwise).

If your appeal is upheld and your registration reinstated, the College will do everything they can to make sure that you are not disadvantaged by any time missed as a result of the termination of registration.

If it is decided that you do not have sufficient grounds for appeal or enough evidence, the Academic Registrar or nominee will write to you and your Programme Director explaining that your appeal has been dismissed and your temporary registration on the programme will be withdrawn.

What is an Appeals Committee for an appeal against termination of registration?

The Deputy Principal or nominee who is presented with your appeal against the termination of your registration (after a formal warning procedure) may decide to convene an Appeals Committee to investigate your case further.

The Appeals Committee will include the Deputy Principal or nominee as Chair, the Dean from the faculty in which you studied, and two other members of academic staff from your faculty, but not from your department/ school.

What process does an Appeals Committee for an appeal against termination follow?

The Investigating Officer will be responsible for setting the date and place of the hearing, for notifying you and the members of the Committee of the arrangements, and for sending copies of all relevant documentation to you and members of the Committee in advance.

The Appeals Committee may invite one or more representatives from your department/school to attend all or part of the hearing to answer questions.

You may be accompanied by another student or member of College staff to help you present your case; otherwise the hearing will be conducted in private.

What is an Appeals Committee for appeals against an assessment offence penalty?

The Vice Principal or nominee who is presented with your appeal may decide to organise for an Appeals Committee to investigate your case further.

The Appeals Committee will include the Vice-Principal as Chair and two other members of academic staff, not from your department/school, whose role will be to advise the Vice-Principal. 

What process does an Appeals Committee for an assessment offence penalty follow?

The Investigating Officer will be responsible for setting the date and place of the hearing, for notifying you and members of the Committee of the arrangements, and for sending copies of all relevant documentation to you and members of the Committee in advance.

The Appeals Committee may invite one or more representatives from your department/ school to attend all or part of the hearing to answer questions.

You may be accompanied by another student or member of College staff to help you present your case; otherwise the hearing will be conducted in private.

 

Royal Holloway, University of London logo
07/12/2016