Minor and major changes to programmes of study, repeat years, interruptions.
Students sometimes wish to take courses that don't fit their degree requirements, but are reasonable variations. (See `Minor Concessions' below.)
Students sometimes wish to take extra courses.
Students sometimes wish to change their degree programme, either within our range of degrees, or to another subject entirely.
Students sometimes need to repeat a year, usually for medical reasons.
Students sometimes wish or need to suspend their study for a semester or a year, either because of illness, or because of major external commitments such as a (relevant) business, or international level sporting representation.
All of these procedures require the positive engagement of the Personal Tutor.
Some changes you are authorized to make yourself; some changes require approval from the School Curriculum Approval Officer (inf-scao@inf) or from the Senior Personal Tutor (inf-st@inf); and some changes require approval from College. The necessary authorizations are summarized below in each section: make sure you get them. You must not approach College directly.
Taking non-standard courses requires obtaining permission from the School Curriculum Approval Officer, who will copy the ITO asking them to record the concession on Euclid. It is then your job (for non-Honours students) or the ITO's job (for Honours/Masters students) to enrol the student for the courses in the usual way.
Interruptions, and sometimes degree changes, require making alterations to the student's record on Euclid. This cannot be done directly, but must be done by filling in the "Request a Change to Programme Details" form available from the Actions button in the Programme tab of the student's Euclid record. Please ensure that you add "email@example.com" to the "Send copy of request to staff email:" field of the form.
For non-Honours years, you can give permission for your tutees to take up to 40 credits of additional level 7/8 courses. No formal concession is required, but you should note on Euclid that you have discussed with the student whether they can cope with it, and agreed it. The 40 credit limit includes any courses taken class-only.
Honours students may be allowed to take up to 40 credits of level 7/8 courses, or 10 credits of level 9/10/11 courses, but this requires College permission, which should be sought through SCAO.
MSc students may, with College permission sought through SCAO, take up to 20 extra credits at any level.
All students can take extra courses class-only, i.e. as an observer, with the permission of their Personal Tutor. As a courtesy, the consent of the course organizers should be obtained. Undergraduate students may take up to 40 credits class-only (but counting also any additional courses taken for credit); MSc students up to 60. (For MSc students, university regulations require the consent of the Programme Director, but in Informatics this is delegated to Personal Tutors.)
Formal concessions are required for any student who wishes to take a combination of courses that does not match the Degree Programme Table for the degree. We are usually pretty relaxed about this, as long as it's a request that makes academic sense. The most common cases are:
To obtain these concessions, fill in the School's Concession Request Form.
Repeating a year is a concession, granted by the Senior Personal Tutor at the request of the Progression Board, sometimes requiring College approval. Once permission to repeat a year has been granted, you should fill in the Euclid form to implement it, using the "Year of Programme Only" option (unless there is also a change to the degree programme).
If you are discussing the possibility of a repeat year with one of your tutees, you should bear the following in mind:
A student on an assessment-only repeat year does not pay tuition fees, just a matriculation fee. They must check the funding situation with their funder, or with The Advice Place. They should be able to retain their eligibility for council tax exemption, but will need to see Student Administration about this.
For a repeat year on the current degree:
The most common situations here are students switching out of a combined honours degree into single honours, and students switching between the various flavours of our single honours degrees, or on/off the MInf programme.
All changes require permission from the School Curriculum Approval Officer (firstname.lastname@example.org). This should be sought by email (including, as always, the student's UUN in the Subject header). Trivial changes such as between BSc and BEng will always be approved; changes of subject area (e.g. CS to AI/CS) may require discussion, and concessions to allow the student's previous study to be valid for the new programme. SCAO will advise on these matters. In this case, the SCAO will usually ask the ITO to implement the change, although in some cases you may be asked to do it yourself.
Students who do not pass the Honours hurdle in UG2, and who then fail to make the re-admission hurdle in UG3, and who then need to take re-sits to complete an Ordinary degree, are required to switch to the Ordinary degree after the June diet of UG3. If the UG3 Progression Board makes this decision, it is your job to implement the change. The degree title is "BSc Ordinary Sciences INF", and the degree code is UTBSCINFIS1F. Select the `Request Programme Change' button, and enter data appropriately.
In general, other schools will only accept students in good academic standing, though in exceptional cases it may be possible to get a concession. Negotiations should begin as early as possible with the receiving school, following the College policy documented at the College wiki page on programme changes.
These are extremely rare, and will also require switching back to year 1 of study, save in the exceptional case of a student who is qualified for direct 2nd year entry in the receiving college. MVM will not consider a student who has ever failed a university course. AHSS will consider applications from students who have failed up to 40 credits. Negotiations must begin early (the AHSS deadline for transfers in is usually 1 April, or late January for eduation and nursing), and must follow the protocols of the receiving college. Contact their College Office for details.
An Authorized Interruption of Study "stops the clock" for a student, and is usually granted when a student has a long term illness (or other condition) that will take a semester or a year to deal with. It is also used when a student wishes to take a year out to pursue a relevant business etc. activity (such as running a start-up), or wants to take time out for, e.g., training for a World Championship or Olympic event.
If you think an interruption may be appropriate, please consult the College policy on interruptions at the College concessions page, and/or consult the Senior Personal Tutor. In summary: