Academic Management Office
Service Provider Information
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Academic Advice (UMP Students) Usually your Academic Advisor or Subject Coordinatorss/Senior Tutors will be able to advise you on your programme. Sometimes, especially if you have had extensive illness or have failed and need advice about getting back on track, a member of the Programme Support Team in the Academic Management Office will need to be consulted. All members of the Programme Support Team can advise on regulations and Examination Committee decisions and can, in certain circumstances, give permission for changes in programmes after deadlines. How Your Academic Advisor or Subject Coordinators should be consulted first and if possible clarify the issue with you before you consult with the Programme Support Team. To make an appointment with the Programme Support Team you should call the PA on 01865 484074 or email modhelp@brookes.ac.uk.
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Addresses We can hold a home, term-time, work and correspondence address for you on our student records system. It is important that we have up-to-date address information for you so that we are able to remain in contact with you for the duration of your course. How The quickest way to make a change to your address is to do so using your PIP. If, for some reason, you are unable to do so, you can complete a form which you can obtain from the Academic Management Office. It is also possible to make a change to your address when you enrol or via email. Points to note If you are a current student and are emailing us with a change of address you must use your Brookes email account so that we can verify your identity.
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Award Aim Changes (Non Modular Students) As part of your enrolment with the University, we record the final award that you are aiming to achieve (for example Certificate of Higher Education, BA/BSc or MA/MSc). This is important because it enables us to assess whether you have passed your course when the time comes, charge the appropriate fee, record the length of time that it will take you to complete your course and produce accurate student status documentation for you such as Attendance Letters and Council Tax Exemption Certificates. You may need to change your award aim as a result of an examination committee or a personal decision. How If you wish to change your award aim you should contact your course leader and explain how you wish to change and your reasons.
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Award Aim Changes (Modular Students) As part of your enrolment with the University we record the final award that you are aiming to achieve (for example Certificate or Diploma of Higher Education or BA/BSc). This is important because it enables us to assess whether you have met the requirements of your course when the time comes, charge the appropriate fee, record the length of time that it will take you to complete your course and produce accurate student status documentation for you such as Attendance Letters and Council Tax Exemption Certificates. You may need to change your award aim as a result of an examination committee or a personal decision. How
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| CAS Number Request Form | CAS Number Request Form (International Students) form
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Combined Studies Combined Studies is an opportunity for students on the UMP to redirect or broaden their studies in Stage II beyond the normal limitations of named subjects. If you have successfully completed Stage I or expect to shortly, and are thinking that your present course may no longer meet your aspirations, you may find the solution in Combined Studies. How For full details of subject regulations, examples and information about how to apply and plan a proposal you should obtain the ‘Guide to Combined Studies’ which is available from the Academic Management Office.
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Enrolment for continuing students Enrolment is important because it enables the University to collect fees, ensure that your course and personal information are correct and that you are able to use its facilities. If you are on the UMP or started your course in September you will need to enrol at the start of each academic year. If you are not on the UMP or a September starter you will need to enrol on the anniversary of the start of your course. We will send you enrolment instructions in good time before you are due to re-enrol. These instructions will give you guidance on how to re-enrol remotely using your PIP or by post. In taking advantage of these procedures you will avoid lengthy queues on your return to the University.
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Enrolment for New Students Enrolment is important because it enables the University to collect fees, ensure that your course and personal information are correct and that you are able to use its facilities. You will be expected to enrol before you start your course. How We will send you enrolment instructions in good time before you are due to enrol. These instructions will give you guidance on how to complete most of your enrolment remotely using your PIP or by post. In taking advantage of these procedures you will avoid lengthy queues when you come to the University.
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Subject Changes (UMP Students) As part of your enrolment with the University, we record the subject(s) in which you are specialising if you are working towards a named award. This is important because it enables us to ensure that you are following the correct programme of study and on successful completion of your course, that you receive an appropriately titled award certificate. You may wish to change your subject of study if you consider your original subject(s) is unsuitable. How The easiest way to request a change of subject, is using your PIP page. Once your request has been submitted your tutors will consider whether to approve it or not. If, for some reason, you are unable to make the request using your PIP page, you should complete form M101 and organise for the relevant tutors to sign it to indicate their approval. Point to Note New students in year one of their course are not permitted to change subject in their first semester of study.
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General Enquiries
Point to Note If your enquiry leads to the requirement of a provision of one of the services listed please see the relevant service for timescales.
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| Illness and other problems (Mitigating Circumstances) | Illness and other problems (Mitigating Circumstances)If your performance in an assessment is seriously impaired by circumstances beyond your control which you could not reasonably accommodate, then you should make a claim for an allowance under mitigating circumstances. HowGo to your PIP Student Record and Results page and follow the Mitigating Circumstances link which will take you to a form which you must complete giving details of your case. You should do this as soon as possible. In all cases you will be required to provide satisfactory documentary evidence to support your claim – if you fail to supply satisfactory documentary evidence your request will be turned down. The only exception is for very short extensions to an assessment deadline (up to one week), where you may be allowed to self-certify your difficulties if there is a valid reason why you cannot provide evidence. Points to noteIf your claim for mitigating circumstances is approved then you will be granted an extension to your submission deadline of up to four weeks or allowed to re-sit your examination (or, in certain situations only, an entire module). The University does not increase marks on the basis of mitigating circumstances. This is because the Further information see: http://www.brookes.ac.uk/services/asd/registry/sas/mit%20circs.html
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Library Cards Your Library card is important because it is proof of your student status and enables you to attend lectures, sit examinations and access and borrow books from the Library. You should carry it with you at all times. You are expected to keep the Library card that you obtained when you first enrolled for the duration of your course. However, we can provide you with a replacement, if you have lost your card or if, for some reason, your card is out-of-date. How You can order a replacement student card from shop.brookes.ac.uk. Once you have ordered your card, it will be ready for collection from the Academic Management Office (AMO) 24 hours later. To collect your card you will need to show some photographic ID. AMO is open from Monday - Friday between 9.30am and 4.30pm. During weeks 0 and 12 we are open until 7pm on a Tuesday. Points to note The £7 fee will be waived if your card was stolen and you can provide a crime reference number from the Police or if any of the information contained on the card are incorrect.
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Mode of Study Changes (Non Modular Students) As part of your enrolment with the University we record the mode of study that you are following. This is important because it enables us to charge the appropriate fee, record the length of time that it will take you to complete each stage of your course and produce accurate student status documentation for you such as Attendance Letters and Council Tax Exemption Certificates. You may need to change your mode of study as a result of an examination committee or a personal decision. If you wish to change your mode of study you should contact your course leader and explain how you wish to change, for how long and your reasons.
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Mode of Study Changes (UMP Students) As part of your enrolment with the University we record the mode of study that you are following. This is important because it enables us to charge the appropriate fee, record the length of time that it will take you to complete each stage of your course and produce accurate student status documentation for you such as Attendance Letters and Council Tax Exemption Certificates. You may need to change your mode of study as a result of an examination committee or a personal decision. How
Further information
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UMP Module Registration Your academic record, in the form of the modules that you have taken and are due to take is held on our student records system, along with the marks and grades that you receive as you progress through your course. It is your responsibility to inform us which modules you intend to take. How We recommend that you register your modules through your PIP page. If, for some reason, you are unable to do this you can fill in a module registration form (different forms are available depending on what you want to do). Forms are available from the Academic Management Office. This will require signatures from your tutors by way of confirmation that they are happy with what you are planning to do. Your completed forms should be posted through the Academic Management Office letterbox which is situated just outside the office. Points to note We are unable to process forms which miss the UMP deadlines so please ensure that you ensure they are submitted on time.
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Module Syllabi A module syllabus is a document which contains detail about the content, assessment and learning outcomes of the module. Module syllabi are made available to current students so that they can obtain a clear picture of what to expect from a module or for past students who need evidence or a reminder of areas studied whilst at University. How Module syllabi are available via the UMP Handbook link within your PIP. If, for some reason however, you are unable to access PIP you can request module syllabi at a cost of 50 pence each at the Academic Management Office Counter, via email at amo@brookes.ac.uk or by calling us on 01865 483455.
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Permanent withdrawal from your course
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Permanent Withdrawal If you are unhappy at the University or with your course you can withdraw. How
You will then receive a letter confirming the University’s acceptance of your decision. Point to note You should resolve any issues that this decision may create regarding accommodation, tuition fees etc. Useful Link back on course is an impartial advice and guidance service for people who have withdrawn from higher education before completing their studies. They offer support to people who are interested in returning to education or exploring other positive options. |
Personal Details – updating It is important to make sure that your personal details such as your title, name and date of birth are accurate and kept up-to-date. We can change this information for you as required. How
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Academic Advisor Changes – UMP students Each student on the Undergraduate Modular Programme is assigned to a Academic Advisor who can provide academic guidance and advice. The assignment is usually based on your subject of study. If you would like to change your Academic Advisor you are free to do so, subject to the authorisation of your proposed new Academic Advisor. How The quickest way to change your Academic Advisor is do so using your PIP page. If for some reason, this is not possible you can obtain a request form (M82) from the Academic Management Office.
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PIP Help Each student that is enrolled with the University has their own Personal Information Portal (PIP) page. PIP is a suite of web pages through which you can view and maintain your personal and academic programme details. How
Points to note If your enquiry leads to the requirement of a provision of one of the services listed please see the relevant service for timescales.
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PIP Passwords Each student that is enrolled with the University has their own Personal Information Portal (PIP) page. PIP is a suite of web pages through which you can view and maintain your personal and academic programme details. Access to PIP is controlled by a password which you must enter each time you logon. If you forget your password you can request a new password. How You can request a new password from the Academic Management Office counter, Library or Computer Services reception at Gipsy Lane or the Library or Computer Services Help Desk at Harcourt Hill or Wheatley. If you are not able to come to the University you can telephone us on (01865) 483455 and we will send your password to an address that we hold for you.
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| M144E Project and Dissertation Guidelines for Students | |
Proof of Student Status (Attendance letters and Council Tax Certificates) |
Proof of Student Status If you require proof that you are studying at Brookes, for instance, to open a bank account or to organise exemption for payment of Council Tax we can provide you with an Attendance Letter or Council Tax Certificate. How
Your council tax certificate/attendance letter will be available for collection from the Academic Management Office counter. Please bring your Library card with you as proof of identity. Points to note In Semester 1 of each academic year, council tax certificates cannot be obtained until you have fully enrolled.
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References for students We can confirm details of your attendance at Brookes to companies requiring a reference. How The reference request should be made in writing by the company concerned. The request can be posted or faxed to us and must contain signed authority from you to release the information. Points to note Personal references can only be provided by your tutors.
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Time Out from your Course (Temporary withdrawal) If you are experiencing difficulties and feel that a period of ‘Time Out’ from your course will help, you can request a break from your course. How If you are a modular student, you should first discuss the practicalities with your Academic Advisor or Subject Coordinators. If having done so, you still wish to make a request for approved time out you should complete form M201 ‘Approved Temporary Withdrawal’ , providing details of the amount of time required (semester 1, semester 2 or the academic year). The Academic Management Office will respond in writing to inform you whether your request has been approved. Non-modular students should make the request to their course leader. If you are an UMP student making a late request for Temporary Withdrawal i.e. after week 8 of the semester for which you are making the request then you will need to fill in the form M201L. Points to Note Whilst you are on ‘Time Out’ from your course you are not enrolled with the University and so although you may use the Library, you will be unable to borrow books and your access to the computing facilities will be suspended. You are advised to read the ‘Options Booklet, available from the Students Union Advice Centre for details of the financial and other implications of taking time out. On-Line Forms M201: Modular Programme Approved Temporary Withdrawal Request M201L: Modular Course Late Approved Temporary Withdrawal Request
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Transcripts (UMP Students) A transcript is a copy of your course academic record. It details the modules that you have taken and their credit value, grades that you have obtained along with details of your final award. How You will automatically be sent a transcript once you have completed your course. However, Modular Programme students may order additional copies at a cost of £10 each in person at the Academic Management Office counter, via email at amo@brookes.ac.uk or by calling us on 01865 483455. Points to note If you are a student on a non-modular course your transcript will be produced by your Faculty.
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Visas and Immigration If you are a national of a country which is not in the European Economic Area (EEA) or Switzerland you will need to have permission to come to the UK as a student. Following changes to the UK immigration system in 2009, the University will no longer be issuing visa letters for students to obtain entry clearance. We will now be issuing a Confirmation of Acceptance for Studies (CAS). The following guide has been put together to help you apply for a Tier 4 student visa to start your new course at Oxford Brookes. |
