Procedures and Policies


Academic Progress, Unfair Practice and Appeals

You are expected to engage fully in the programme and your engagement and progress on the programme will be monitored by the Academic Progress Committee, operated as part of the Board of Studies.  Failure to engage in the programme could lead to your exclusion from the programme. Details can be found at https://intranet.cardiff.ac.uk/students/your-study/your-rights-and-responsibilities/attendance-and-engagement

It is important that you understand the rules about unfair practice: plagiarism, collusion and cheating including presenting other people’s work as your own.  Further guidance is provided in the Assessment Handbook. If you break the rules you will be subject to Unfair Practice Procedures: https://intranet.cardiff.ac.uk/students/your-study/exams-and-assessment/sitting-your-exam/cheating-and-unfair-practice

If you have a complaint or grievance or wish to appeal the outcome of a complaint or grievance you should follow Cardiff University’s procedures.  In the first instance you are advised to contact the MEP Programme Director via Walesmep@cf.ac.uk. More information can be found at: http://www.cardiff.ac.uk/govrn/cocom/student/

Any marks you receive for your work are provisional until confirmed, following the meeting of the Examining Board.  You cannot appeal the decision of the Examining Board unless you believe there has been an error in the Board’s decision. Appeals are only permitted within limited grounds.

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Extenuating Circumstances, Absence and Interruption of Study

There may be occasions where because of extenuating circumstances you are not able to complete an assessment by the stated deadline, need to delay the start date or order in which modules are taken, or temporarily withdraw from the programme.  In all such cases you are advised in the first instance to contact the MEP Programme Administrator who will advise what course of action to take or arrange for you to have contact with a senior tutor or other academic colleague.

It is important that you make us aware of any extenuating circumstances, especially in advance of any assessment submission deadlines.  If you think you are not able to meet a deadline, or on reflection met a deadline but think that there were circumstances that adversely affected your performance, you should complete an Extenuating Circumstances Form. These are available on the VLE or from the programme administrator.  Failure to meet an assessment deadline without approved extenuating circumstances will result in a mark of zero.

Extenuating circumstances do NOT include circumstances that can be foreseen and planned for. Where possible professional or personal circumstances should be planned for and discussed with your mentor. So for example school inspection will not be accepted as an extenuating circumstance. Personal illness may be accepted if it can be shown that such illness has impeded your ability to study and/or undertake the assessment and in such a case a letter from a health professional is usually required. Bereavement of a close family member at a critical time resulting in lack of engagement in studies or the inability to meet a deadline may be accepted if a death certificate is provided.  All cases of extenuating circumstances that are applied for are considered by an Extenuating Circumstances Committee which operates under Cardiff University’s established procedures.  Normally, in approved cases, the Committee will grant an extension to a deadline, though other action may also be appropriate. Further details about extenuating circumstances.

If there are circumstances such as ill health that impact on your ability to study over a longer period of time, you may need to apply for an interruption of study.  Similarly, if you are temporarily unable to meet the eligibility criteria for continuing on the programme then you should be proactive in managing the situation.  Depending on the module(s) affected, you may be able to re-engage with that module in the following annual cycle and in the meantime take an alternative module out of number order (excepting modules 1, 8 and 9).  Alternatively, your studies may be delayed by up to one year. The maximum period you have to complete the programme is five years.

Extenuating Circumstances Procedures
Extenuating Circumstances include Illness/Hospitalisation, Personal/Emotional Difficulties/Depression (e.g. victim of crime, eviction, financial, anxiety) and Bereavement (close family e.g. parents, siblings, grandparents).

Extenuating circumstances do NOT include those which should be accommodated within the scope of your working practices such as examination periods, or school inspection.  Adverse weather conditions and transport issues are not normally considered as extenuating circumstances but each case is considered in relation to the particular circumstances.  For example, the proven breakdown of public transport on the way to a learning event and where you had provided for some contingency would be considered.

If you miss an assessment deadline and do NOT have acceptable extenuating circumstances you will be awarded a mark of zero, and if you are given the opportunity to re-sit or re-submit, your mark is capped at 50%.  However, if you DO have acceptable extenuating circumstances, you might be given the opportunity to re-sit or re-submit and in such a case this would be counted as your ‘first sitting’ and without a capped mark.

If you have extenuating circumstances which need to be taken into account for more than one module, such as in the case of a chronic illness, you should make a separate request on each occasion.

You are permitted to submit notification of extenuating circumstances that may have affected or that may affect your performance in any assessment as soon as the circumstances arise, and where possible before the element of coursework is due to be submitted. If these circumstances are accepted you are likely to be given extra time to complete the assessment.  The Examining Board will NOT compensate your extenuating circumstances by awarding extra marks.  In the majority of cases, it will only compensate your circumstances if you were to fail a module and having taken into account your circumstances, might then give you the benefit of being able to re-take or re-submit as a ‘first sitting’ without a capped mark.  Retrospective requests will only be considered where it can be shown that there was good reason preventing you from making a request in advance of a deadline.

Notification of extenuating circumstances must be made in writing completing an ‘Extenuating Circumstances Form’ (see below) and sent to the MEP Administrator.  Requests must be accompanied by relevant supporting documentation (e.g. medical/Doctor’s letter, Student Counsellor Letter, copy of Death Certificate).

Please note that you will be notified of the Extenuating Circumstances Committee’s decision via Email and/or letter.  The email will be sent to your Cardiff University Email Address only, so please check your University email address daily.  If by letter, this is sent to your home address.

If you have queries about extenuating circumstances at any time please do contact the MEP Administrator. The MEP Office will be able to ensure you get appropriate and timely advice.

Extenuating Circumstances Form (MS Word, 74.0KB)

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Attendance at Learning Events and Absence Procedures

Attendance at the MEP Learning Events is compulsory.

If you are unable to attend a Learning Event then you are required to complete and return the below absence form for approval.

Please submit this form to walesmep@cf.ac.uk. Forms must be submitted prior to or on the day of the Learning Event that you will be absent from.

Absence forms must be submitted with the required supporting documentation either before or within a 2 week period following your absence.

All absences will need approval from the MEP Office. Absence forms submitted without the required supporting documentation will be recorded as unapproved absences. Failure to engage procedures may be initiated where students have more than 2 unapproved absences in any 1 academic session which could result in forced withdrawal from the programme. Annual Leave should not be given as a reason for non-attendance at Learning Event days.

*Please note the absence form should be used for recording absence for Learning Event days and also for short periods of absence from employment. If you are unwell and not in employment for a prolonged period you will need to contact us as this may affect your eligibility for the programme and you may be required to take a formal Interruption of Study.

MEP Absence Form (MS Word, 49.0KB)

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Student Support Services

As a student registered on the MEP you will have also have access to Cardiff University’s student support services such as counselling, financial advice, and online support and guidance for study, and avoidance of plagiarism. There is also a disability and dyslexia service, and chaplaincies.

If you have a specific need to support your learning you should in the first instance contact the MEP Programme Administrator who will be able to advise you and put you in contact with the appropriate support. For example, if you have a disability you may benefit from advice from the School’s Disability Officer or from the Cardiff University’s Student Support Centre. You may be eligible to apply for financial assistance to ensure that you have the right equipment to support your learning. If you are deaf or dyslexic you may choose to inform us and in such cases marks will not be deducted for minor errors in spelling and grammar. If you suffer from a chronic illness we will advise you on how to apply for consideration of extenuating circumstances.

MEP Programme Administrator:

Miss Sarah Evans

Email: EvansS45@cardiff.ac.uk

Telephone: 029 208 70947

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Student Card Request Form

To request a student card, please complete this student card request form (MS Word, 58KB), and send along with a passport sized photograph of yourself to:

Masters in Educational Practice

School of Social Sciences

Glamorgan Building

King Edward VII Avenue

Cardiff

CF10 3WT

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Staff Student Panel

What does the Staff Student Panel do?
They say it’s good to talk, and we hope you’ll want to help us ensure that the MEP Staff Student Panel (SSP) works well.

  • The SSP is a chance for a representative from each Learning Group to meet to discuss the development of the MEP and to reflect on how your experience could be improved.
  • The SSP acts as a bridge between you and all the staff involved in delivering the MEP.
  • The SSP is a forum for students to get their voices heard about the issues that have a direct impact on your experience.

Your feedback is really important to us.  We want to hear your views on to how develop the MEP, both for you and your future cohorts.

How will the Staff Student Panel work?
ssp diagramThe SSP meets during the lunch break at each Learning Event (except for Module 1).

More details will be sent to all via their Cardiff University email.

The panel will follow the structure shown in the image.

So what do you need to do now?
Well the first thing you need to do is to elect a representative from your Learning Group.

How do I do that?
At each Learning Event you will be asked to choose your Learning Group representative.

If you are interested in being a representative for your learning group you need to read below what we are asking you to do.

What does being a Learning Group rep actually have to do?
You will be representing your Learning Group so we’d like you to have meaningful chats/conversations with your group about matters they want to raise (positive feedback is welcome as well as comments on areas where the programme could be improved).

You would have to spend your lunch break at one Learning Event a year talking about your groups issues and experiences.

If students wish to report any concerns regarding their External Mentor experience students are urged to contact the MEP Office so that appropriate action can be taken, individual student concerns should not be raised at the SSP.

Student Representatives should see themselves as the links between the different Learning Groups.  This may mean you can collaborate to coordinate student social activities – e.g.: end of term parties etc

A copy of the suggested draft agenda (MS WORD, 32KB).

What if I wanted to be a Chair or Secretary for my regions SSP?
At the first meeting of the SSP a Chair and a Secretary will be elected from amongst the Learning Group reps.

The Chair and Secretary are responsible for keeping accurate records of the meeting e.g. minutes and action points which will form the basis of their annual report to the MEP Board of Studies.

There will be staff members at each meeting to provide advice and support.

The SSP Chair and Secretary’s University email addresses will be available to students so that students can get in touch with their feedback and issues to consider at the SSP (Student Chairs and Secretaries should not be contacted with personal matters, students are reminded that the University Support Services are available should you need any support. The University offers a free counselling service for students and also offers support for students with dyslexia and disabilities – please contact the MEP Office for any further information regarding this).

For further information about the roles of Staff student Panel members please click on the below information for Postgraduate Student Rep Co-ordinators: http://www.cardiffstudents.com/your_voice/academic_reps/

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Quality Assurance and Student Voice

Cardiff University is responsible for all matters relating to delivery, management and quality assurance of the MEP programme.  Cardiff University, the School of Social Sciences and, in turn, the MEP programme employs rigorous quality assurances processes.

The MEP is managed on a day-to-day basis by the MEP Programme Director, and supported by an academic, administrative and technical team from across the HEI alliance.

The MEP Board of Studies provides a link between the MEP and the Cardiff School of Social Sciences management structure. The Board of Studies performs all duties assigned to a Board of Studies under Cardiff University’s Senate Regulations.  It oversees day-to-day programme organisation and delivery, the management of student progression and extenuating circumstances and other routine matters. The Board of Studies regularly reviews and updates programme documentation, and schedule and organize marking of assessment. It is also responsible for annual programme review and evaluation.  The Board of Studies is chaired by the MEP Director, and includes academic colleagues responsible for programme delivery across the four institutions.

There is a Staff-Student Panel for the programme and student representatives from that panel are invited to the Board of Studies meetings.

As a participant on the MEP you will:

  • be provided with opportunities to provide feedback on your experience of the programme in the form of feedback questionnaires, regional face-to-face discussion groups and other online feedback;
  • be represented on the Board of Studies;
  • be consulted in the processes of programme evaluation.

We value student voice and our approach has been developed in partnership with students.

See: https://www.cardiffstudents.com/your-voice/academic-reps/

Student voice is an opportunity for you to express your opinions and take part in decision making regarding planning, implementation and evaluation of your educational experience.

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Frequently Asked Questions


What are the consequences of failing a summative assessment?

The pass mark for each assessment is 50%.  If you fail an assessment you are given one opportunity to resit the assessment in the resit period. You do not have to undertake a new task but instead address the shortcomings of the original and you will be provided with feedback on your original submission to help you with this. The maximum mark that can be achieved for a failed resit is 50 %. If you fail to pass on the second attempt you will be required to withdraw from the programme.

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What are the consequences of failing to submit an assignment on time?

All submissions are to be received by 2pm.  You will be deemed to have failed by non-submission. You will be permitted to make a ‘second attempt’ at the assessment with a capped mark of 50%.

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What can be done if I am experiencing problems with my External Mentor?

Please contact the MEP Programme Director. Depending on when the problem is reported, every effort will be made to allocate a new External Mentor if the problem is considered irreconcilable.

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What should I do if I wish to make a complaint?

In the first instance you should contact the MEP Programme Director. If your complaint is against the MEP Programme Director, you contact the Head of the Cardiff School of Social Sciences. Otherwise you should follow the Cardiff University procedures.

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What happens when a piece of coursework is investigated for unfair practice?

The School operates a common policy and procedure across all programmes. In such a case you will be notified of this.

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What do I need to get a merit or distinction in the programme?

In order to be eligible for a merit award in the programme your Final Mark (the combined weighted average of the marks for each of the modules) must be between 60% and 69%.  In addition you must achieve a mark of at least 60% in the Project module and have an average mark of at least 55% in all the taught modules. In order to be eligible for a distinction award in the programme your Final Mark (the combined weighted average of the marks for each of the modules) must be above 70%. In addition you must achieve a mark of at least 70% in the Project module and have an average mark of at least 65% in all the taught modules.

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What if I cannot attend a module learning event?

Please contact the MEP Programme Administrator as soon as possible. It may be that you can attend a learning event in an alternative venue.

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Who do I contact if there are circumstances affecting my performance on the programme?

Please contact the MEP Programme Administrator as soon as possible. You should submit an Extenuating Circumstances Form.

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What should I do if I having problems with the VLE?

Please contact the MEP Technical Support Team for advice. Their contact details are: MEPTechSupport@cardiff.ac.uk, or telephone (029) 208 70969

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