PGR Welcome Book 2015-2016

GENERAL INFORMATION
For Research Students entering the School of

Civil Engineering in the session 2015/2016
CONTENTS
SECTION
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
Welcome Letter
Civil Engineering Forms To Complete
Universitys Ethical Review Process
Procedures for Research Students
Council Tax Exemption
Computing Facilities
Main Library and Information Services
Room Bookings
Supervision
Monthly Supervision
Student Guide on Protecting Immigration Status
(Tier 4 students)
Mentors
Authorised Absence
Leave of Absence Request Form
Guidelines on Undergraduate Teaching by Postgraduate
Students
Writing Up Status and Continuation Fee
Submission and Examination of Research Degree Theses
Map of the Civil / Mechanical Engineering Building
September 2015
Postgraduate Office
School of Civil Engineering
University of Birmingham
Edgbaston
Birmingham B15 2TT
United Kingdom
Telephone: 0121 414 4160
Dear Research Student

We are pleased to welcome you to the University of Birmingham and the
postgraduate research family of Civil Engineering.
The information contained in this folder is designed to help you feel at home in your
new environment as quickly as possible. The first section contains information
mainly pertinent to Civil Engineering, the others deal with University-wide matters.
Inevitably your energy will be devoted largely to your research project and you will
soon form a close relationship with your supervisor to define a programme of work to
enable you to achieve your research degree within the time-scale allocated (e.g. three
years for a full-time PhD). Each supervisor has an individual approach to research
and it is important that student and supervisor establish a modus operandi agreeable to
both. Whatever way of working is adopted by the student, there are formal
procedures in place to monitor progress and to ensure that suitable actions are taken.
A thriving postgraduate research activity is very important to us and your wellbeing is
our concern. We are committed to making your stay here as rewarding and pleasant
as possible. You will find in the notes that a number of people are available to be of
help to you. Please feel free to contact them if you need advice or help.
We look forward to your success in Civil Engineering.
Professor M Tight
PGR Tutor
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FORMS TO COMPLETE
CIVIL ENGINEERING
NEW RESEARCH STUDENT
REGISTRATION FORM
SURNAME (Family Name):
FORENAME(S):
ID NUMBER:
NATIONALITY:
LEAD SUPERVISOR:
SECOND SUPERVISOR:
DEGREE STUDYING:
DATE OF ENTRY:
ROOM NUMBER:
INTERNAL TELEPHONE NUMBER:
LOCAL ADDRESS:
HOME TELEPHONE NUMBER:

MOBILE TELEPHONE NUMBER:
EMAIL ADDRESS*:
* This is very important as it is the standard way of communicating with you.

To be completed and returned within 2 weeks of arrival to Helen Booth,
Research Administrator, Postgraduate Office, Room G45.
SCHOOL OF CIVIL ENGINEERING

Avoiding Plagiarism: A Learning Contract
I acknowledge that, as a student of this University, I should work to develop my understanding of
plagiarism; its meaning, significance and implications.
I agree to participate in the provision made available by the University and my School to develop
good academic practice and an understanding of ways of referencing the work of others.
I agree to take steps to avoid plagiarism, including seeking information on the rules and practices
related to plagiarism which apply to my work.
I agree to adhere to the Universitys code of values and to observe the rules on good academic
citizenship.
I accept that unacknowledged use of the work of others and presenting that work as my own
represents cheating and, as such can lead, in some circumstances to me being required to leave
the University.
In return the School which has principal responsibility for my programme:
Will provide learning opportunities within the programme to develop awareness, at a level
appropriate to the stage of study, of how to avoid plagiarism and its implications.
Will respond to reasonable requests for clarification on what constitutes plagiarism and
for advice on how to avoid it.
Will provide a statement(s) which sets out how to prepare and present assessed work.
Signed
(Student)
Dated
(Supervisor)
Dated
(Print Name)..
ID No: ..
Signed
(Print Name)
To be returned to Helen Booth, Postgraduate Office, Room G45, Civil Engineering.
FINANCE INFORMATION SHEET

FAMILY NAME
FIRST NAME(S)
ID Number
DEPARTMENT
SUPERVISORS
EMAIL ADDRESS
CONTACT TELEPHONE NUMBER
Bench Fee To Be Paid

(Amount, if applicable will be stated
on offer letter)
Please delete as appropriate
Annual Payment
One Off Payment
Please complete in the box below how you will be paying your tuition fees (for
example, self, EPSRC, overseas government).
How Funded? (e.g. self, EPSRC,
overseas government)
Name and Address of Sponsoring Body
Reference Number of Grant
Once completed, please return to Helen Booth, Postgraduate Office (Room G45)
in Mechanical and Civil Engineering Building.
CIVIL ENGINEERING
WELCOME FILES
SURNAME (Family Name):

FORENAME(S):
ID Number:
I confirm that I have read and understood the information

contained in the Welcome Files and will abide by the terms and
conditions set out by the School and University.
Signed:
Date: ...
To be returned to Helen Booth, Research Administrator,

Postgraduate Office, Room G45, Civil and Mechanical
Engineering.
(3)
UNIVERSITYS ETHICAL
REVIEW PROCESS
How to Apply for Ethical Review for a New Postgraduate Research (PGR)
Student Project
All new PGR student projects undertaken by PGR students first registered as from
1st September 2008 will be subject to the Universitys Ethical Review Process. The
Universitys Ethical Review Process will replace any previous arrangements for the
ethical review of PGR student projects at School/College level.
Step 1 Self Assessment
The online ethical self-assessment form should be completed by the students
supervisor in discussion with the student for all new PGR student projects.
The self-assessment form should be completed before the start of any substantive
research (including pilot studies, but excluding literature review). At the latest,
ethical approval should have been sought by the end of year 1 for full-time PGR
students (pro-rata as appropriate for part-time students). The end of year 1 progress
review should record whether ethical approval has been sought.
If the Self Assessment Form indicates that no further ethical review is required, then
ethical review is completed and work can then begin on the project. If the Self
Assessment Form indicates that further ethical review is required, the academic
supervisor (in consultation with the PGR student) should continue to step 2 below and
complete an Application for Ethical Review.
For ESRC funded projects, funds will not flow until ethical approval has been
confirmed. Therefore, if an Application for Ethical Review is required, funds will not
be released until this has been reviewed and approved by the relevant Ethical Review
Committee.
Fill out the Self-Assessment Form online.
Step 2 Completion of Application for Ethical Review
If the Self Assessment Form indicates that further ethical review by one of the three
University Ethical Review Committees is required, the academic supervisor (in
consultation with the PGR student) must initiate the second step of University ethical
review by downloading the Application for Ethical Review Form, completing it and
submitting it to the Research Ethics Office, via email.
Please note that if an AER is required it should be completed by the supervisor in
consultation with the PGR student, and submitted by the supervisor.
Step 3 Review by University Committee
Following the electronic submission of the Application for Ethical Review by the
supervisor, the third step of the University ethical review process consists of the
review and approval by one of the University Ethical Review Committees (ERC).
Once the ERC has made a review decision on an application, the decision is then
notified to the supervisor and PGR student.
(4)
PROCEDURES FOR
RESEARCH STUDENTS
PROCEDURES FOR RESEARCH STUDENTS

The Research Administrator, Miss Helen Booth, Room G45 (Extension 44160) will
arrange for you to meet your supervisor(s) and help with arranging office
accommodation within the School. Please return the Registration Form to Miss Booth
within 2 weeks of your arrival. Subsequent changes of address/other contact details
should be notified to Miss Booth as well as any change in your circumstances relating
to your research activities in the School (e.g. change of room/internal telephone
number/email address, commencement of writing-up period, imminent viva, intention
to leave, change in status, etc).
A swipe card system is in place for access to the building out of hours. Whilst on the
subject of rooms, it is accepted that people will want to bring their own electrical
equipment into the School, such as kettles, heaters, etc (especially during the winter
months). If you bring any items of electrical equipment into the School, you must
contact Mr Peter Thornton, Room G63 (Extension 44207), so that he can inspect and
test them before they are put to use. Please note that electric toasters are not
allowed in the building and will be removed.
Pigeon holes for research students mail are situated between the F59A and F59B
research rooms and the normal procedure is for researchers to collect their own mail.
The pigeon holes are in alphabetical order. When you quote your correspondence
address, it is useful to put your first name, surname, department and you must
also include your room number.
Provision of a room, desk, filing cabinet, etc, together with access to photocopying
and computing facilities should be arranged through your supervisor(s).
In the case of fire, when an alarm will sound please leave the building as quickly as
possible and assemble at the front of the building.
If you have an accident and/or require first aid, please inform one of the Schools first
aiders. Their names and contact details can be found on noticeboards around the
building.
Thefts are not unknown in the building therefore please keep your property
(particularly wallets, purses, cash, mobile telephones, laptop computers, etc) and
valuable University equipment secure. You are advised to obtain property insurance
for personal belongings as they are not covered by the University policy.
Many of you will be involved in experimental work which has health and safety
implications. The Schools Health and Safety Policy is available from the Schools
Safety Officer (Laboratory, Extension 45094).
You must register on-line as soon as possible upon arrival. This can be done via
www.my.bham.ac.uk.
You will have been informed who is to be your principal supervisor and who will be
your second/joint supervisor. The principal supervisor is normally the person
responsible for the overall direction of your research project. The second supervisor
may share this responsibility on a joint basis or may act in a more pastoral role. Your
principal supervisor will clarify the situation for you. You will also have the
opportunity to meet a mentor.
(5)
COUNCIL TAX EXEMPTION
Council Tax > Who is council tax exempt?

For a detailed list of who is exempt from paying council tax, it's worth having a
look at the official criteria on the Directgov - Life at University web pages, as
well as the information here.
Who is exempt from paying council tax?

Only full-time registered students are exempt from paying council tax, and even then there are circumstances
that may affect this.
Generally, you are classed as council tax exempt if you are a full-time student living in a property on your own,
or with solely other full-time students. In these circumstances, your household would not pay any council tax.
Who is considered a full-time student for council tax purposes?

You are usually considered to be a full-time student for council tax purposes if you are:
enrolled on a course for at least one academic year

required to attend for at least 24 weeks out of the year
and if your course involves at least 21 hours a week of study, tuition or work experience (or a
combination of these things)
If you're unsure, its best to contact your council directly.
What if I live with someone who is not a student?

The rules are different if you live with someone who's not a full-time student - but your household could still get
a discount.
Generally, the presence of one non-student renders the whole house liable for 75% council tax. How this is paid
is up to the people in the house, but you shouldn't assume that because you're a student you don't have to pay.
It's well worth sitting down with your house mates and discussing the options available to you.
To apply for your discount, you will still need to complete the appropriate self exemption form.
Writing-up students
Full-time research students who are in the process of writing up their thesis may be liable for paying council tax.
You should contact your local council to determine whether or not you will remain exempt. You certainly
shouldn't assume that you will be exempt, even if you were before you started writing up. More information is
available in the writing up students Knowledge Base article.
Contacting your council

If you need to contact your local council you'll be able to find their details on the Directgov Local Council
Directory.
(6)
COMPUTING FACILITIES
COMPUTER PROVISION
On arrival you should discuss with your supervisors your computer requirements
and they will ensure that you will be supplied with the equipment necessary to
undertake your research.
GENERAL CONDITIONS OF USE OF COMPUTING AND NETWORK FACILITIES
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University of Birmingham 2012
University of Birmingham General Conditions of Use of Computing and Network Facilities
CONTENTS
1.
Introduction and Scope .............................................................................................................................. 3
2.
Data Protection Act 1998 ........................................................................................................................... 4
3.
Licence Registration and Prevention of Piracy ....................................................................................... 5
4.
Commercial Exploitation of Inventions/Intellectual Property ............................................................... 6
5.
Security of Computer Information ........................................................................................................... 7
6.
Use of Social Media (Blogs, Wikis, Forums, Email, etc.) ........................................................................ 8

Introduction and Scope ........................................................................................................................... 8
Rules ....................................................................................................................................................... 8
The Use of Social Media in Courses or Teaching ................................................................................ 10
Moderation ........................................................................................................................................... 10
Complaints ............................................................................................................................................ 10
7.
General Conditions Relating to Use of Systems ..................................................................................... 11
8.
Consent to Intercept and Disclose Data.................................................................................................. 12
9.
Disciplinary Offences ............................................................................................................................... 13

General ................................................................................................................................................. 13
Hacking and Viruses ............................................................................................................................. 13
Infringement of Software Licences and Copyright ............................................................................... 13
Offensive, Indecent and Defamatory Material and Messages .............................................................. 14
Disciplinary Offences ..................................................................................................................... 14
Exceptional Circumstances ............................................................................................................. 14
Network Management and Network Security ...................................................................................... 14
Wilful Damage ..................................................................................................................................... 14
Unsolicited Bulk Email ........................................................................................................................ 14
Harassment ........................................................................................................................................... 15
Access to Data ...................................................................................................................................... 15
Impersonation ....................................................................................................................................... 15
Disciplinary Offences Committed External to the University .............................................................. 15
Further Action ...................................................................................................................................... 15
10. Other Matters ........................................................................................................................................... 16

University Liability .............................................................................................................................. 16
Additional Information ......................................................................................................................... 16
11. Centrally-Provided Computing Facilities .............................................................................................. 17
Introduction and Scope ......................................................................................................................... 17
Registration and Use ............................................................................................................................. 17
12. Equipment ................................................................................................................................................. 18
13. Further Conditions ................................................................................................................................... 19
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1. INTRODUCTION AND SCOPE

1.1. The General Conditions of Use of Computing and Network Facilities is one of a suite of
documents which forms part of the Universitys Information Security policy. The
provisions of the General Conditions of Use of Computing and Network Facilities are
required to be observed by all members of the University, and constitute part of the
Conditions of Employment for all Staff.
1.2. This Code applies to all Staff, Registered Students and third parties such as collaborating
organisation, external contractors, contingent workers, and other contributors, having
access to the Universitys information resources, computing and/or network facilities.
1.3. For the purposes of Ordinances on Student Discipline, these Conditions of Use have the
status of a Code of Practice approved by Council (Ordinance 5.5.2 (i) and 5.6.3 (a) (i)).
1.4. Unless otherwise stated, the Conditions of Use apply to all computer users and to all
computer equipment within or operated by the University and its contractual associates.
1.5. In these Conditions of Use, 'computer', 'computer system' and 'network' mean those that
fall into one or more of the following categories:
i.
ii.
iii.
iv.
v.
the property of the University or leased/rented to it;

on loan to the University from third parties;
the property of parties to University contracts located within the University, or
attached to University computers, computer systems or networks;
used within the University network, irrespective of ownership;
used to gain access to University computing and network facilities or systems,
irrespective of ownership, and 'computing and/or network resources' includes any
such property.
1.6. The University Network includes all communication equipment which transmits
information electronically.
1.7. Section 11 defines Conditions of Use particularly relevant to centrally-provided computing
and information facilities.
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2. DATA PROTECTION ACT 1998

2.1. All members of the University shall comply with the requirements of the Data Protection
Act 1998 ("the Act"). The Act enunciates eight principles relating to the collection,
storage, processing, and disclosure of personal data:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
data shall be obtained and processed fairly and lawfully;

data shall only be held for specified and lawful purposes;
data shall not be used or disclosed except in accordance with the Act;
data shall be adequate, relevant and not excessive for those purposes;
data shall be accurate and up-to-date;
data shall not be kept any longer than necessary;
an individual has the right, at reasonable intervals and without undue delay or
expense, to know what personal data may be held about him/her, to access those
data, and (where appropriate) to have those data corrected or erased;
security measures shall be taken to prevent unauthorised access to data and to
prevent accidental loss or damage.
2.2. It is a criminal offence to disclose another individuals personal data, unless the disclosure
is with consent or is allowable by one of the specified limited circumstances described in
the Act.
2.3. Every person considering the collection, storage or use of personal data must consult the
University Data Protection Officer before such collection, storage or use, and must follow
the registration procedure adopted by the University. This applies irrespective of the
ownership of the computer on which it is intended to store the data.
2.4. All members of the University must comply with the University's Data Protection Policy
available at:
http://www.legalservices.bham.ac.uk/data_protection_policy/
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3. LICENCE REGISTRATION AND PREVENTION OF PIRACY

3.1. All licences concerning hardware and software must be registered with the University and,
where appropriate, signed by an authorised signatory within the College, School or Budget
Centre.
3.2. Where software has been electronically downloaded from IT Services computer systems
requiring authentication, the user must read and comply with the licensing conditions for
that software, and the act of downloading indicates acceptance of the licensing conditions
pertinent to that software.
3.3. Similarly, where software has been electronically downloaded from elsewhere, such as the
Internet, the act of downloading indicates acceptance of the licensing conditions pertinent
to that software. Before downloading the software the user must ensure that the licensing
conditions have been read and do not conflict with University policy or interests.
3.4. Where software is required by University staff, any legal queries must be referred to Legal
Services prior to downloading.
3.5. Registration and signature will occur at Budget Centre or University level depending on
the nature of the licence.
3.6. All persons who are licensed to use software or who control access to any computing
and/or network resources must take reasonable care to prevent the illicit copying and use
of software and documentation.
3.7. No person shall introduce any software or other material requiring a licence for which a
valid licence is not in place.
3.8. The University reserves the right for access to be granted to computer audit staff without
notice to enable them to check against an inventory of licensed software and hardware.
Any unlicensed software or hardware or illicit copies of documentation will be removed by
such audit staff and reported to the Director of IT Services, who may initiate disciplinary
proceedings.
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4. COMMERCIAL EXPLOITATION OF INVENTIONS/INTELLECTUAL PROPERTY

4.1. The commercial exploitation of software or hardware developed using University
computing and/or network resources must be referred to the University's Licensing
Manager for the proper construction of a Licence, in accordance with the Terms and
Conditions of Employment or, for students, in accordance with Regulation 5.3 or other
such regulation as may be in force from time to time.
4.2. As specified in Regulation 5.3, copyright in software produced or developed by students
will be assigned to the University. Students will, in consideration of such assignments, be
afforded the same rights as members of staff as laid down in the University Regulation
'Patents and the Exploitation of Inventions'.
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5. SECURITY OF COMPUTER INFORMATION

5.1. All persons responsible for computer equipment of any kind must take adequate
precautions to ensure that the physical environment is secure in order to prevent illegal
access to equipment and/or theft. The level of physical security must be appropriate to the
type and location of the equipment.
5.2. In all instances where sensitive information of any kind is held, irrespective of whether or
not Data Protection legislation applies, every effort must be taken to ensure that adequate
security measures are in place.
5.3. All information must be stored appropriately to guard against media or mechanical failure.
A suitable backup strategy and implementation must be adopted, appropriate to the type
and location of the equipment.
5.4. All computer procedures and data are subject to review by the University's Internal and/or
External Auditors without notice, and in particular the Internal Auditor is responsible for
periodically reviewing adherence to information security policy and assessing the
appropriateness of security measures at a local level.
5.5. Further guidance on security of information and what constitutes reasonable measures
appropriate to various types of computer equipment can be found in the Universitys
Information Security policy and associated Codes of Practice and Standards.
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6. USE OF SOCIAL MEDIA (BLOGS, WIKIS, FORUMS, EMAIL, ETC.)

INTRODUCTION AND SCOPE
6.1. Social media offer exciting and innovative ways for the University to expand and elevate
its presence and to publicise, enhance and promote the positive activities of the University,
its staff and its students. It also provides a medium through which to promote healthy
academic debate about controversial subjects or areas of research. The University wholly
supports and encourages the use of these media for such purposes by its staff and students
subject to the rules outlined in this section and the principles of Academic Freedom as
defined in the Universitys Statutes (Ordinance 3.18).
6.2. This section applies to all forms of social media and, for the avoidance of doubt, includes
email. For the purposes of this policy, social media is defined as personally-provided
material which is made available through web-based and other means over public and
private networks. This would include collaborative projects, wikis, blogs, microblogs,
content communities, social networking, virtual worlds, email, and any other media
sharing similar characteristics.
6.3. This section applies to the use (use or using, for the purpose of this policy, means
providing, posting, uploading, inputting, sending, submitting, commenting or using) of
social media when the content (including links) refers to or is related to the University and
its activities or the Universitys staff or students or their activities, whether indirectly or
directly. It applies whether a person is using this form of media for University purposes or
other purposes, whether a person is acting independently or as part of a group, whether a
person is acting on behalf of themselves or on behalf of a group or organisation, whether it
is internal or external to the University and whether or not use is authorised or instructed
by the University or its members.
RULES
6.4. The author of the particular form of social media, for example a blog, is solely responsible
for its content including the monitoring and checking of comments made on it by others.
6.5. Unless specifically stated, all views and opinions expressed by members of the University
(within social media) are the individual's own, and do not reflect any official position of
the University of Birmingham. The author must make it clear that they speak on their own
behalf. The University will not be responsible for or hold any ownership over the content.
6.6. The University may make an exception to this rule in specific circumstances from time to
time by giving written authority to a member of staff to use this form of media for
University purposes. Written authority in accordance with this paragraph will be given by
the Director of External Relations or nominee.
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6.7. Social media content must not refer to or include material or information that:
i.
ii.
iii.
iv.
v.
is in conflict with, or jeopardises, the Universitys interests, is in any way

inconsistent with the individuals contractual duties to the University or is in
pursuance of unauthorised commercial activities;
may damage the reputation of the University of Birmingham or any of its
members;
unfairly criticises, communicates grievance, complaint or discontent, with the
University or any of its staff or students;
publicly attacks an individual or organisation, whether or not that individual is a
member of the University;
may cause annoyance, anxiety, offence, upset or harm to another individual or
which may constitute bullying or harassment as defined in the Universitys
Harassment and Bullying Policy accessible at:
http://www.equality.bham.ac.uk/policy/Policies/Harassment__Bullying_Policy.pdf
vi.
vii.
may be defamatory, pornographic, obscene, indecent, offensive, threatening,

injurious or objectionable save where there are Exceptional Circumstances as
defined in paragraphs 9.8 i, 9.8 ii or 9.8 iii below;
discriminates or is in breach of the Universitys Fairness and Diversity Policy
accessible at:
http://www.equality.bham.ac.uk/policy/Policies/Fairness__Diversity_Policy.pdf
viii.
ix.
is confidential to the University, or its members;

constitutes personal data regarding the University of Birminghams students or
staff and/or the publication of which would constitute a breach of the
Universitys Data Protection Policy, accessible at:
http://www.legalservices.bham.ac.uk/documents/Data_Protection_Policy._Dec_2007.pdf
x.
xi.
xii.
invades an individuals privacy or seeks to impersonate another individual,

organisation or entity, whether real or fictitious;
the use of which constitutes a misappropriation or infringement of intellectual
property rights;
is in breach of the Universitys Codes of Practice on Plagiarism accessible at:
http://www.as.bham.ac.uk/legislation/docs/COP_Plagiarism.pdf
for students, and:

https://intranet.birmingham.ac.uk/hr/documents/public/plagiarism-staff.pdf
for staff.
xiii.
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endorses or promotes any product, opinion, or cause, or represents personal

opinions as endorsed by the University of Birmingham or any of its members,
without express written authority from the Director of External Relations or
nominee;
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xiv.
is in breach of the Universitys Code of Practice for Research, accessible at:

http://www.birmingham.ac.uk/Documents/university/legal/research.pdf
xv.
may constitute or incite criminal activity.
6.8. Nothing in this paragraph 6.7 is intended to have the effect of limiting academic freedom
as defined in Ordinance 3.18 of the Universitys Statutes.
THE USE OF SOCIAL MEDIA IN COURSES OR TEACHING

6.9. Social media provides a useful and creative tool through which to promote and facilitate
learning. Any person who uses social media as an educational medium must provide
students with clear instructions regarding how they are to use and contribute to it as part of
their learning experience, including the application of this Code of Practice.
MODERATION
6.10. In normal circumstances, the University does not screen, moderate, approve, review or
endorse the particular content of social media except where express written authority is
given and a written exception is expressly identified by the University.
COMPLAINTS
6.11. Any complaints or concerns about content on these forms of media may be directed to IT
Services via email at itsecurity@contacts.bham.ac.uk .
6.12. The University will respond to claims pertaining to material which is in breach of this
policy by immediately removing any content. If the material is on a system to which the
University does not have the necessary access to remove the content, the author or
information owner will be required to remove it. Failure to remove the material may
constitute a disciplinary offence.
6.13. The material may be reposted once the claim is evaluated if not found to be in breach of
this Code or general law.
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7. GENERAL CONDITIONS RELATING TO USE OF SYSTEMS

7.1. Every person who connects to and uses computing and/or network resources owned or
controlled by the University shall abide by these General Conditions of Use, the University
of Birmingham Information Security Policy and associated Codes of Practice and
Standards, as well as satisfying the registration conditions currently in force in respect of
the Budget Centre(s) controlling the use of the equipment or associated facilities.
7.2. The provisions in any local Conditions of Use which may be drawn up shall not override
the provisions within the General Conditions of Use of Computing and Network Facilities.
7.3. University computing and/or network resources are provided for University purposes
which means those concerned with undergraduate, postgraduate or other courses, research,
personal education, development, administration, or other work authorised by the
appropriate Head of Budget Centre.
7.4. Persons connecting to and using computing and/or network resources external to the
University must abide by any conditions of use and satisfy any registration conditions
imposed by the external agency, such as the JANET UK Acceptable Use Policy.
7.5. All users must act so as to cause as little inconvenience or nuisance to other users as
possible and must co-operate with other users to ensure equitable use of shared resources.
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8. CONSENT TO INTERCEPT AND DISCLOSE DATA

8.1. All users of University information facilities consent to the examination, monitoring or
interception of data, communications or contents of computers by the University for lawful
purposes whenever deemed necessary, together with the authority to pass such data to third
parties, either as required by law or to fulfil the University's contractual obligations. This
work is normally carried out by IT Services, on behalf of the University, in order to meet
operational and security needs of the University and related investigatory activities. The
lawful purposes may include:
i.
ii.
iii.
iv.
v.
vi.
vii.
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Compliance with legal obligation;

Prevention or detection of crime;
Prevention or detection of misconduct;
Investigation of alleged misconduct;
Determining if communications are relevant to the University where an
employee is absent, for whatever reason;
Establishing whether the use of the email system or the Internet is legitimate and
in accordance with the Information Security policy and its associated Codes of
Practice and Standards; or,
Ensuring the effective operation of email and Internet facilities.
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9. DISCIPLINARY OFFENCES
GENERAL
9.1. Breach of the Conditions of Use is a disciplinary offence that may result in the suspension
of access to the University computing and/or network facilities, and further disciplinary
proceedings. The following are also disciplinary offences:
i.
ii.
iii.
Incitement to conduct leading to a breach of any provision of these General

Conditions of Use shall itself constitute a disciplinary offence;
Failure to comply with relevant local or international legislation while using or
accessing the University computing or networking facilities constitutes a
disciplinary offence;
Failure to comply with the conditions of Section 11 (Centrally-Provided
Computing Facilities) is also a disciplinary offence.
HACKING AND VIRUSES

9.2. Any person who wilfully and knowingly gains unauthorised access to a computer system
or attempts to disable a computer system commits a disciplinary offence.
9.3. Any person who wilfully, knowingly and without authorisation introduces or attempts to
introduce malware or other harmful or nuisance program or file, or to modify or destroy
data, programs or supporting documentation residing on, or existing internal or external to
a computer, computer system or network commits a disciplinary offence.
9.4. Any person who wilfully, knowingly and without authorisation denies access or attempts
to deny access or otherwise interferes with the legitimate operation of computers or
computer systems, or uses any University computer, computer system or network to carry
out such actions against an external computer system, commits a disciplinary offence.
INFRINGEMENT OF SOFTWARE LICENCES AND COPYRIGHT

9.5. Any person who wilfully, knowingly and without authorisation uses a computer, computer
system or network to access, disclose, publish, take or copy programs data or supporting
documentation or any other material or attempts to do so in infringement of intellectual
property rights, licence conditions, contractual rights, copyright or confidentiality,
wherever the act occurs, commits a disciplinary offence.
9.6. Where the University is rendered liable for any damages from such infringement, the
University reserves the right to recover such damages from the person infringing the
intellectual property rights, the licence conditions, the contractual rights, copyright or
confidentiality.
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OFFENSIVE, INDECENT AND DEFAMATORY MATERIAL AND MESSAGES

DISCIPLINARY OFFENCES
9.7. Any person who knowingly and without authorisation uses a computer, computer system
or network to access or carry out any of the following activities commits a disciplinary
offence, unless they are carried out under the provisions stated in Exceptional
Circumstances below:
i.
ii.
iii.
the creation, storage or transmission of any offensive, obscene or indecent

images, data or other material;
the creation, storage or transmission of material which is designed to or is likely
to cause annoyance, inconvenience, distress or needless anxiety;
the creation, storage or transmission of defamatory material.
EXCEPTIONAL CIRCUMSTANCES
9.8. Activities described in the preceding paragraph may be allowable if performed by:
i.
ii.
iii.
Staff specifically designated by the Director of IT Services to investigate security

and other incidents, when their activities are in connection with those incidents
Staff in the course of their recognised research, provided such research has been
made known in advance to the Director of IT Services
Students in the course of their supervised research provided such research has
been approved in advance by the Director of IT Services.
NETWORK MANAGEMENT AND NETWORK SECURITY

9.9. Any unauthorised person who attempts to monitor traffic on the University Network or any
person who attempts to connect an unauthorised device with the intention of monitoring
traffic (i.e. eavesdropping) commits a disciplinary offence.
9.10. Any person who knowingly enters a restricted area without authorisation commits a
disciplinary offence. For the purposes of this condition, restricted area includes all ducting
and other containments or conduits carrying network equipment or cables.
WILFUL DAMAGE
9.11. Any person who negligently or by any wilful or deliberate act jeopardises the physical
integrity of any computing and/or network resource, computer equipment, associated
environmental conditioning equipment or physical network and power connections
associated accommodation commits a disciplinary offence.
UNSOLICITED BULK EMAIL

9.12. Any person who sends unsolicited bulk email commits a disciplinary offence, unless it is
for official University purposes, or being sent to a mailing list which has been set up with
the consent of the list members and the email is consistent with the purpose of the mailing
list. Care must be taken to ensure compliance with The Privacy and Electronic
Communications (EC Directive) (Amendment) Regulations 2011, the Data Protection Act
1998, and other such legislation, as may be enacted from time to time.
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HARASSMENT
9.13. Anyone who uses University computer and computer network facilities in order to carry
out or facilitate racial, sexual or any other form of harassment commits a disciplinary
offence.
ACCESS TO DATA
9.14. Anyone who wilfully and knowingly acts to impede a security, disciplinary or operational
investigation commits a disciplinary offence. This includes the removal or destruction of
relevant data or hardware and/or withholding passwords and encryption keys.
IMPERSONATION
9.15. Anyone who wilfully, knowingly and without authorisation makes use of a computer,
computer system or network in order to impersonate another individual, company or
entity, whether real or fictitious, commits a disciplinary offence.
DISCIPLINARY OFFENCES COMMITTED EXTERNAL TO THE UNIVERSITY

9.16. Any person who wilfully, knowingly and without authorisation uses any computer,
computer system or computer network originating in the University or connecting to any
University computer, computer system or network to commit any of the actions listed
above on a computer, computer system or network external to the University commits a
disciplinary offence.
FURTHER ACTION
9.17. In addition to any other disciplinary penalties applying to staff and those provided for
under Regulations for student discipline, the University reserves the right to:
i.
ii.
iii.
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deny all further access to relevant computer, computer systems and computer
networks indefinitely or for a defined period of time;
recover all reasonable costs howsoever incurred in investigating and subsequent
restitution of computer, computer systems and computer networks resulting from
any actions listed above;
refer any possible criminal action to relevant law enforcement agencies or
authorities.
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10. OTHER MATTERS

UNIVERSITY LIABILITY
10.1. The attention of all members is drawn to the fact that the University will not accept
liability for claims made by third parties arising out of the application and use of data,
information or results obtained from University computing facilities.
10.2. The University accepts no responsibility for the loss of any data or software or the failure
of any security or privacy mechanism.
10.3. Liability will only be accepted by the University for provision to third parties of
computing and network resources where a contract to this effect has been negotiated and
signed by the Registrar and Secretary.
ADDITIONAL INFORMATION
10.4. The University Data Protection Officer is the Director of Legal Services.
10.5. Copies of University Regulations are available on the University's web pages.
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11. CENTRALLY-PROVIDED COMPUTING FACILITIES

INTRODUCTION AND SCOPE
11.1. This Section applies to any 'computer', 'computer system', 'network', or 'service' under the
central management or control of the University through IT Services. All users of such
equipment or services are required to abide by the provisions of this Section, and all
services covered by this Section are also covered by the terms of this document as a whole.
REGISTRATION AND USE

11.2. All use of computing and/or network facilities shall be made on the understanding that the
use is for University purposes, and every registration of a user and subsequent allocation of
computing and/or network resources shall be made on the understanding that use is solely
for the registered user who is allocated the resource. Use shall not be made of resources
allocated to another user unless such use is specifically authorised by the Director of IT
Services. This Code of Practice prohibits a person from allowing a third party to make use
of computing or network facilities in an unauthorised manner.
11.3. Where the University has specifically agreed that a contract or grant will involve the use of
computing and/or network resources without payment, the level of resources to be
provided must be agreed beforehand with the Director of IT Services. Where the
University has specifically agreed that a contract or grant will involve payment for the use
of computing and/or network resources, the rate of payment must be agreed beforehand
with the Director of Finance; and the level of resources with the Director of IT Services.
11.4. Any other registered use may be the subject of a charge, to be agreed upon prior to
registration, the user being personally liable to reimburse such charge. Failure to reimburse
by the date specified will lead to the suspension of access for that use, until reimbursement
is made.
11.5. Inappropriate use made by or authorised by staff or students of computing and/or network
resources may constitute a disciplinary offence and may render the user or authoriser liable
inter alia for reimbursement of charges incurred. This includes any activity which wastes
significant University resources, including time of computer support staff.
11.6. Where registered users are allocated a computer identifier (such as a userID, password or
other form of credentials), they must make all reasonable endeavours to ensure that its
confidentiality and integrity are maintained. Registered users must report any suspected
breach of such security to the Director of IT Services immediately.
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12. EQUIPMENT
12.1. No computer equipment or associated facilities shall be removed from their location
without authorisation. Authorisation must be obtained from the relevant Head of College,
School or Budget Centre or their nominee. Users are responsible for and must take
reasonable care of any equipment loaned to them and may be required to pay the value of
any equipment damaged or not returned.
12.2. Users must not interfere with the use by others of computing and/or network resources. In
the event of suspected misuse of facilities by a user, the Director of IT Services may
temporarily suspend use of or access to computing and/or network resources, pending
further investigation.
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13. FURTHER CONDITIONS

13.1. The above conditions may be supplemented from time to time by conditions relating to
specific equipment made available to members of the University by special arrangement
(e.g. Study Contracts with Computing Suppliers, etc.).
Mr Lee Sanders
Registrar and Secretary
May 2012
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MAIN LIBRARY AND

INFORMATION SERVICES
INFORMATION SERVICES
Some useful email addresses for information regarding:
Library Services - http://www.library.bham.ac.uk/

IT Services - http://www.it.bham.ac.uk/
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ROOM BOOKINGS
ROOM BOOKINGS
Research students may need to request a room for a meeting.
****************************
Research supervisors are able to book the following rooms directly:
F25
Design Centre Meeting Room
David Weale Suite (LF5)
*****************************
Other rooms within the Civil and Mechanical Engineering building such as the
Lecture Theatres and Basement Rooms have to be booked through Learning
Spaces on 46617 or going on to the website at:
https://intranet.birmingham.ac.uk/as/learning-spaces/index.aspx
Room bookings should be made at least 48 hours in advance.
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SUPERVISION
SUPERVISION
I
Introduction
Regular meetings should take place between you and your supervisor(s). It is natural
that different supervisors have different ways of relating to their students, according
to character and the nature of the research field. However, there are fundamental
requirements that should be observed concerning the responsibilities of all supervisors
and to eliminate any misconceptions, these are listed below.
Before accepting a research student, a supervisor should have supervised/cosupervised at least one project of sufficient depth and academic quality for the
degree to which the student ultimately aspires.
The supervisor should ensure that sufficient resource (equipment, finance,

technical support, etc) is available to enable the research student to undertake the
work without undue delay or interruption.
The supervisor should help the research student to plan his/her work, indicating
milestones where appropriate.
It should be borne in mind that most students have funding for only a limited
period and it is the supervisors responsibility to assist their research student to
submit his/her thesis on time.
The supervisor should meet their research student regularly on a weekly / monthly
basis. The Graduate School Supervision Record (Routine) Form GRS2* should
be completed each time the supervisor meets the research student with the original
copy being placed on the research students file in the Postgraduate Office. A
minimum of one GRS2 form should be completed every four weeks. It is the
responsibility of the student to ensure that sufficient forms have been completed
and submitted to the Postgraduate Office. Students with an insufficient number of
completed GRS2 forms on file will not be allowed to proceed to the following
year of study.
The Development Needs Analysis should be discussed between the supervisor and
research student and the Development Needs Analysis Form (GRS1A*) must be
completed and a copy placed on the research students file in the Postgraduate
Office.
* The Graduate School forms are available on the web at :
Graduate School Supervision Record (Routine) Form GRS2
https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/rsa/
progressreviews.aspx
Development Needs Analysis Forms

https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/skills/dna.aspx
Civil Engineering has an annual review procedure for students and this is
explained in Section II Administrative Procedures for Research Students.
These are to determine whether or not a student should continue in his/her work.
In addition to the above, the reviews offer an opportunity to examine the
objectives and direction of the work being undertaken and provide a chance to
make appropriate adjustments.
Procedures describing the mechanics of monitoring research students which have

been adopted by Civil Engineering, are given in Section III Monitoring of Research
Students.
If you need further information on any aspect of being a research student, you should
contact one of the following:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
Main supervisor
Second supervisor
Research Administrator, Miss Helen Booth, Room G45
Postgraduate Research Tutor, Professor Miles Tight, Room S22
Research Mentor
Research Welfare Tutor
Student representatives on the Research Staff/Student Liaison
Committee
In the unlikely event of major problems with your research, you should attempt to
resolve these with your supervisor/associate supervisor. If problems persist you
should consult the Postgraduate Research Tutor, Welfare Tutor or Mentor. As a last
resort, you should refer matters to the Head of Civil Engineering (Professor Mark
Sterling). You are advised to consult these people in turn, starting with your
principal supervisor, and to put serious issues in writing and copy this to the
Research Administrator for your file.
The Academic Office, Guild of Students and the Student Support and Counselling
Service are also potential sources of help with many different matters.
II
Administrative Procedures for Research Students
All actions and responsibilities prior to Research Students arriving are carried out by the Research
Admissions Tutor and the Research Administrator.
Event
Arrival in Civil
Engineering
Action Required
Notification to the Research
Administrator.
Registration
Registration on-line and with

the Academic Office for MSc
by Research, MPhil or PhD
and re-registration every
September.
Notification to Research
Administrator.
Allocation of Mentor and
informal 3 month review.
Room Allocation
Mentor
Annual Review *
At this stage, assessor and

supervisor(s) to decide
whether student should
continue or be advised to
transfer to MSc by Research
or to withdraw.
Intention to
Submit
Intention to Submit form to be

completed by Research
Student.
Examiners to be nominated
by the supervisor(s) and
approved by the Head of
School and subsequently by
the Chair of the University
Board of Postgraduate Studies
(BPS).
Appointment of
External and
Internal
Examiners for
theses
Award of
PhD/MSc by
Research/MPhil
Leaving the
School
Administrator.
Administrator.
Immediate Responsibility
Student and Supervisor(s).
Monitored by Research
Admissions Tutor.
Student, prompting required
by supervisor(s). Reminder
from Academic Office.
Overall Responsibility
Head of School
Supervisor(s)
Head of School
Student/supervisor(s). Review
form to be filed with Research
Administrator
Research Administrator to
send out reminders and all
necessary documentation.
Research Student and the
academic staff involved to
organise date for review.
Paperwork to be returned to
Research Administrator.
Postgraduate Research Tutor
to follow up any issues and
inform Academic Office if any
action is required.
Research Student and
supervisor(s).
Student
Supervisor(s) to nominate
examiners. These to be
approved by the Head of
School and then forwarded to
the Board of Postgraduate
Studies (BPS). Research
Administrator to be notified of
nominations.
Supervisor(s)
Head of School
Research Student and

Supervisor(s)
Student
* Form available from the Research Administrator
Student
Head of School
Student
Head of School
III
Monitoring of Research Students
In accordance with University requirements, Civil Engineering operates a system for

monitoring research students by means of annual assessments. The system works as
follows:
Year 1:
Month 1 (During Induction Period)
Formal meeting between student and supervisor(s). The roles of supervisor(s), mentor and
student should be discussed. In addition the following activities should be undertaken:
Development Needs Analysis (DNA) form completed.

Health and Safety issues discussed and where appropriate risk assessments
undertaken.
Welfare arrangements discussed.
Draft project timetable for the first year produced.
Handbook distributed and relevant forms completed and returned to the Research
Administrator.
Student asked to make an appointment with a mentor.
Month 2
Student submits first GRS2 form to the Research Administrator. (These forms should now be
submitted on a monthly basis until the end of the students registration. Responsibility for
submission of these forms lies with the student.)
Month 3
Student contacted by the Research Administrator and asked to either supply the date of their
meeting with the mentor or asked to confirm that they do not wish to avail themselves of this
service.
Month 9 11
First Year Review. Meeting with supervisor(s) and student to be held after the review in
order to discuss any matters arising.
N.B. Month 9 is the latest that MSc by Research/MPhil students should be reviewed.
Year 2:
Month 12
DNA discussed.
Draft timetable for second year produced.
Month 15 17
Reflection on project timetable / thesis planning meeting.
Month 21 23
Second Year Review held.
Meeting with supervisor(s) and student to be held after the review in order to discuss any
matters arising.
Year 3:
Month 24
DNA discussed.
Draft timetable for third year produced.
Month 33 36
Third Year Review meeting.
Meeting with supervisor(s) and student to be held after the review in order to discuss any
matters arising.
Month 36+
Supervisor(s) inform the Research Administrator of students status and viva date.
Inform Research Administrator of the outcome of the viva.
NOTE:
All paperwork regarding supervision meetings, reviews, development needs analysis, etc
needs to be given to the Research Administrator, Postgraduate Office (Room G45).
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MONTHLY SUPERVISION
MONTHLY SUPERVISION FORMS
All research students must complete a monthly GRS2 form with their supervisor and submit
to Helen Booth in Room G45, Postgraduate Office, before the end of each month.
GRS2 forms are available on the University Graduate School website or from Helen Booth in
Room G45, Postgraduate Office.
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STUDENT GUIDE ON PROTECTING

IMMIGRATION STATUS
(TIER 4 STUDENTS)
Protecting your immigration status

while studying at the University of
Birmingham
The information in this Guide is correct at the time of publication.
The University will not accept liability for any claims or
inconvenience experienced as a result of its use. For up-to-date
information, please visit: www.ukba.homeoffice.gov.uk
Contents
Introduction
1. Your responsibilities under Tier 4 of the Home Office Points
Based system
2. Record-keeping duties
Student passports, visas and Biometric
Residence Permits
Student Academic Technology Approval Scheme certificates
Student contact details
3. Reporting duties
a. Failure to arrive, to arrive on time
b. Unauthorised absence
c. Significant changes to study plans
d. Withdrawal of sponsorship
e. Refusal of a visa extension application
f. Moving into a different immigration category
g. Criminal behaviour and/or breaking of immigration
conditions
4. University of Birmingham duties when assigning a
Confirmation of Acceptance of Studies to existing students
extending their visa to stay in the UK under Tier 4
a.
Visa Workshops
b.
Visa checking sessions
c.
Your responsibilities
5. Tier 4 time limits (five-year cap)
www.intranet.birmingham.ac.uk/as/studentservices
6. Summary of obligations
7. Summary of University of Birmingham position on protection
of its Highly Trusted Sponsor Licence
(General) and the University of Birmingham is your immigration

sponsor.
If it is not our number on your visa you must contact the ISAS as
quickly as possible and they will send you details of what to do to
switch to the University of Birmingham.
8. Resources
Introduction
The University of Birmingham is licensed by the Home Office as a
Highly Trusted Sponsor (HTS) under the Points Based System
(PBS), and can act as an immigration sponsor for visa purposes
for eligible students admitted to study at the University.
The University has certain specified obligations to the Home
Office which are outlined in this Guide. The University will ensure
that it protects its HTS Licence and by doing so, ensure that we
can recruit and retain international students.
SECTION 1
An introduction to your responsibilities under Tier 4 of the
Home Office Points Based System
Who should read this guide?
This Guide is for students who are non-European Economic Area
(EEA) citizens and who have a Tier 4 (General) student visa.
Students with a visa for any other immigration category should
contact the International Student Advisory Service (ISAS), at
www.studenthelp.bham.ac.uk as different rules will apply.
How do I know if I have had my immigration sponsored by
the University of Birmingham?
Your Tier 4 (General) student status is printed on your visa or
Biometric Residence Permit (BRP) together with the Sponsor
License Number of the University of Birmingham. The University
Sponsor Licence Number is: T7N18X2X1. If this number is on
your visa/or Biometric Residents Permit it means that you have
used a Confirmation of Acceptance for Studies (CAS) provided by
the University of Birmingham to apply for your visa under Tier 4
Until you can prove that you have made an application to switch
immigration sponsor, you cannot attend classes or receive
supervision at the University of Birmingham.
Why should I read this Guide?
You are personally responsible for your own visa. The University,
Home Office, and other resource areas provide information about
visas but it is your responsibility to:
Apply for your visa on time;

Provide the correct documents when you apply for your visa;
Keep your visa and passport safe at all times;
Live in the UK in accordance with the conditions of your visa;
Follow appropriate advice when it is given;
Check that your visa does not expire while you are in the UK;
Leave enough time before your visa expiry date to make a new
application.
This Guide explains the reporting and record-keeping duties that

the University of Birmingham must undertake as a Highly Trusted
Sponsor, as well as your responsibilities as a Tier 4 (General)
Student.
The Home Office can contact the University to ask about your
student status, and the progress you are making with your
studies, at any time.
You may be requested to participate in one-to-one during future
Home Office and/or University audits of our HTS processes. If
this is should happen, you will be briefed in advance so that you
know what to expect. If you are interviewed you must remember
that the audit is not about you but about the University and how
we manage our HTS Licence.
When should I read this Guide?

It is important that you read this Guide before you start your
studies at the University of Birmingham because in registering as
a student, you are agreeing to meet your responsibilities under
Tier 4 and applicable compliance requirements of the University
of Birmingham.
Keep a copy of this Guide and refer to our website regularly to
check for updates and you must ensure you are familiar with the
Immigration Rules applicable to you.
Who, at the University of Birmingham, is responsible for
record-keeping and reporting to the Home Office?
Record keeping is undertaken by Admissions, the ISAS and
Registry. Registry is responsible for all reporting to the Home
Office.
Who can help me with a visa/immigration question at the
University of Birmingham?
Immigration-related query should be sent to the ISAS at
www.studenthelp.bham.ac.uk
You can also contact the UK Council for International Student
Affairs (UKCISA).
How is immigration advice monitored at the University of
Birmingham?
Staff in the ISAS are the only staff at the University permitted to
provide you with immigration advice and guidance.
The ISAS works within the UKCISA Code of Ethics for advising
international students. Our immigration advice and services are
regulated by the Office of the Immigration Services Commissioner
(OISC). It is illegal for anyone who is not regulated by the OISC to
give immigration advice.
You are able to seek professional advice outside the University,
for example from an immigration solicitor. If you are being given
advice by someone outside the University you must tell the ISAS
as it would not be appropriate for you to take advice from two
sources.
If you take advice from the ISAS you will be given a clear set of
options that meet immigration law. If you decide to ignore correct
advice and take steps that would result in a refusal of your visa,
the University reserves the right to withdraw immigration
sponsorship and ask you to return home and apply for new entry
clearance as a student.
SECTION 2
Record-keeping duties
a. Student passports, visas and Biometric Residents Permit
(BRP)
The University is required by law to keep copies of the biometric
page of your passport and copies of your visa/BRP (these are
known as immigration documents). New students to the UK will
have a visa in their passport. Students who have already been
in the UK and have extended/switched their leave to remain will
have a BRP.
What this means for the University
The University will take and keep a copy of your immigration
documents at (1) registration when new students arrive for the
first time with their first visa for the University of Birmingham, or
(2) whenever you extend your visa to continue your studies you
will be required to bring your new immigration documents to be
copied.
Please note: Whether or not you have provided us with a copy
of your immigration documents when you arrived or renewed
your visa, the University of Birmingham reserves the right to ask
you to provide us with your originals to re-copy or scan if the
need arises (and to include a copy with any request for
authorised absence or leave of absence).
What this means for you
It is your responsibility to provide us with your immigration
documents to evidence your entitlement to study in the UK;
If you apply for an extension to your Tier 4 (general) visa you
will be required to bring your new immigration documents
immediately so that your student file can be updated;
Failure to provide the necessary documents within the

requested timeframe will mean that the University will presume
you do not have the necessary permission to be in the UK. The
University is obliged by law to ensure that we only permit
students with the correct permissions to study at our University.
If we do not have this evidence from you the University will
withdraw our immigration sponsorship from you;
You are advised to always keep photocopies of your passport
and/or travel document and visa and/or BRP as well as your
originals for your own records - please make sure you store
these separately!
b. Student Academic Technology Approval Scheme
Certificates
The University is required by law to keep a copy of all Academic
Technology Approval Scheme (ATAS) certificates approved for
certain students during studies at the University of Birmingham.
If you are a student who needed or needs ATAS what does
this mean for you?
Entry Clearance
(a) It means that you cannot make an application for your visa
without an approved ATAS certificate. You must make sure
that you apply for your ATAS certificate with enough time to
wait for a decision and then, if it is approved, apply for your
visa;
(b) You must ensure that a copy of your ATAS approval is sent to
Admissions
(c) If your ATAS is refused you must contact Admissions
immediately
Extending your visa in the UK
(a) You MUST ensure that you have enough time to apply for,
and receive a decision, on your ATAS certificate before your
visa expires;
(b) Check the Foreign and Commonwealth Office (FCO) website
for details of ATAS and how long it will take
(c) If YOU fail to make your ATAS application in enough time, the
University will not assign you with a CAS and this means that
you will have to take a leave of absence, return home and

wait for a decision on your ATAS application. If you are
successful you will be assigned a CAS and can make a new
application for entry clearance to return to the University.
(e) You must ensure that you attach a copy of a valid ATAS
certificate to your CAS request form
The University is required by law to inform the Home Office if

you fail to arrive when expected.
Failure to attend could result in a report to the Home Office

and/or the University withdrawing immigration sponsorship.

Registry will report to the Home Office the details of any student
who fails to arrive when expected to do so.
c. Student contact details

The University is required by law to keep a record of your
current home address, term address, email addresses and
telephone number

It is your responsibility arrive on time to start your course, as
indicated on your CAS. It is your responsibility to re-register
online at www.my.bham.ac.uk at the beginning of each
academic year;
Study Abroad: If you are undertaking an exchange or study

abroad period as part of your course, the University will
continue sponsoring you for the time you are outside the UK on
the condition that agreed contact points are met. Your School
will organise the expected contacts. They will advise us if you
fail to attend. Failure to attend could result in a report to the
Home Office and/or the University withdrawing immigration
sponsorship.

You must keep your address details up to date. Student
contact details are stored on the central student records
system and can be updated at any time by both University
staff and by YOU via the student portal at
www.my.bham.ac.uk
What do you have to do?
It is your responsibility to ensure your address, telephone
number and email details are up-to-date. You can do this
easily via your my.bham access.
Your permanent address refers to your home address
overseas; your term-time address refers to your current termtime address in the UK.
In addition, it is your responsibility to inform the Home Office if
your contact details change.
If your immigration permission is an entry clearance visa
obtained in your home country, you must make any changes
via the Migrant Change of Circumstances form; or if your
immigration permission is held in the form of a BRP (obtained
as an extension in the UK), you must make amendments
online via the Home Office web pages
SECTION 3
Reporting duties
a. Failure to arrive on time to start your course
If you are reported to the Home Office for having failed to

register, your visa will be curtailed (shortened) by the Home
Office and, if you are coming to the UK, you not be permitted to
enter the UK, or if you are already in the UK, you will be
expected to leave the UK as soon as possible.
b. Attendance and absence
you fail to attend expected learning contact points.
Your attendance is monitored under the University Code of
Practice on Student Attendance and Reasonable Diligence. If
you fail to meet your academic obligations as a student your
School will contact you to discuss if there are any issues and
get you back into your studies as quickly as possible.
Failure to respond to your School could impact your ability to
continue as a student. If you fail to meet your expected
learning contact points for Home Office purposes, your School
will contact you. If you fail to respond and improve your
situation and miss all of your expected learning contact points,
the University will inform the Home Office.
Placements: If you are completing a work placement in the UK
as part of your course, monitoring and reporting rules still apply.
Your School will organise the expected contacts with your
Placement Provider. They will advise us if you fail to attend.
Fieldwork: If you are undertaking fieldwork away from the

University as part of your research degree, the University will
continue sponsoring you on the condition that agreed contact
points are met. Your supervisor will agree the mechanism for
maintaining contact during your fieldwork with you. For periods
of fieldwork you must apply for authorised absence (for details
see:
https://intranet.birmingham.ac.uk/as/studentservices/enquiries/a
uthorised-absence-international-students.aspx).
Failure
to
maintain contact could result in a report to the Home Office
and/or the University withdrawing immigration sponsorship.
Withdrawal of sponsorship by the University will mean that your
current immigration permission will be curtailed and you will
have to apply for a fresh visa in order to return to the UK
Your School can provide you with information about your
expected attendance during your studies.
What this means for you?
If you are not engaging as required with your academic
obligations and in particular your expected academic learning
contact points, you risk being reported to the Home Office and
having your visa curtailed and have to return home.
You must make sure that you attend your studies and if you
cannot that you tell your School immediately;
Authorised Absence
If, for exceptional reasons, you need to have a brief leave of
absence from your studies, or for postgraduate researchers
you are to undertake a period of fieldwork, attend a
conference or take a holiday from your studies, you must
seek permission PRIOR to your absence through the
authorised absence procedure (for further details and an
authorised absence request form see:
https://intranet.birmingham.ac.uk/as/studentservices/enquiries
/authorised-absence-international-students.aspx).
Please note: If you are taking absence that is outside the
normal absence periods (e.g. vacation periods) then you
must:
o Advise us at the time (e.g. not retrospectively!) if you
require absence;
o You must submit an authorised absence request form
and provide the reason for the absence, supporting
evidence (for example, a letter from your doctor),
booking form for a conference and confirmation of how
long the absence will be;
When you have submitted your request form, the University
will consider whether the request has been received in time, if
it is reasonable and if we are able to grant it under your status
as a student.
If your request is approved your absence will normally not be
reported to the Home Office. You will always be advised if it
is being reported.
The maximum period that will be granted for a leave of
absence is eight (8) weeks. For full details please contact the
ISAS.
Leave of Absence
If you are affected by circumstances that prevent you from
continuing with your studies and you need to take a longer
term absence from your studies, you must apply for a leave of
absence. For further details see:
https://intranet.birmingham.ac.uk/as/studentservices/enquiries/lea
ve-of-absence.aspx and the Code of Practice on Leave of
Absence Procedures:
https://intranet.birmingham.ac.uk/as/registry/legislation/codesofpr
actice/index.aspx
If you need to take a leave of absence from your studies you
must;
o Advise us at the time (e.g. not retrospectively);
o You must submit a leave of absence request form and provide
the reason for the absence, supporting evidence (for example,
a letter from your doctor) and confirmation of how long you
expect the absence will be;
When you have submitted your request form, the University will
consider whether the request has been received in time, if it is
reasonable and if we are able to grant it under your status as a
student.
may be taking or exchanges that form an integral part of your

course.
What this means for you?
You must ensure that you discuss changes with your School as
quickly as possible and agree any changes with them first.
If you transfer from one programme of study to another at the
University, Registry will notify the Home Office of this change.
If your new course is of the same duration as the old course
and you have enough time on your current visa to complete it,
you do not have to get permission from the Home Office to
make the transfer.
If your new course is shorter than your original course, you
must notify the Home Office of the transfer by emailing:
migrantreporting@ukba.gsi.gov.uk
If your request for leave of absence is approved, this will;

normally be reported to the Home Office and this will result in
them curtailing your visa. You will always be advised if your leave
of absence is being reported to the Home Office.
If your new course is longer than your original course and you
require an extension to your visa, you must make a further visa
application (see: Visa Workshops). You should be aware that
the Home Office may refuse your request and so the transfer of
course is at your own risk. The University is not responsible if
the Home Office refuses your transfer.
Please do not assume that if you tell us after something has

happened that the University is obliged to grant your request or
not to report to the Home Office. The University will consider each
request on a case by case basis and make an appropriate
decision based on University Regulations and UK immigration
rules.
d. Suspending, deferring or withdrawing from your studies

you suspend, withdraw or defer from your studies and/ or in
doing so it terminates sponsorship.
c. Significant changes to your study plans

The University is required by law to inform the Home Office of
any significant changes to your study plans.
What this means for the University?
There are regulations in place to ensure that any changes to
your study plans are recorded and processed between your
School and Registry. This includes changes to the location of
your studies or details concerning any work placements you

The University must ensure that this reported.
If the University agrees to your request, Registry will notify the
Home Office.
You were issued a visa to study at the University of
Birmingham and so if for any reason you stop studying (e.g.
because you formally suspend or defer your studies), the
Home Office will expect you to return to your home country

without delay
You will not be able to enrol at the new university until you
have made this application;
Your current immigration permission will be curtailed and you

are expected to leave the UK and when you were returning,
to the UK, to make a new visa application when you are able
to resume your studies
If you last applied for your Tier 4 permission on or after 05

October 2009, you must make a fresh Tier 4 application. You
will require a CAS from your new university and should
contact the ISAS there for assistance;
You do not have to inform the Home Office if you interrupt

your studies. The University will inform the Home Office of
this change.
You should be aware that the Home Office could refuse your
request and so you enrol at another university at your own
risk.
This report will result in the Home Office curtailing your visa
e. Transferring to a new university with HTS status
The University is required by law to tell the Home Office that
you will be transferring to another institution.
You must contact the University you are transferring to as
quickly as possible and they will advise you on what you must
do to switch sponsorship from the University of Birmingham to
them. This report will result in the Home Office curtailing your
visa issued for study at the University of Birmingham.
The University of Birmingham will not advise you on this nor
will we check any of your switching documentation. This is to
avoid any risk of refusal and the subsequent impact that will
have on your immigration status. Therefore it is between you
and your new University.
You do not have to inform the Home Office that you are
discontinuing your studies with us..
If you last applied for your Tier 4 permission before 05
October 2009 and you have enough time on your visa to
complete your new course, you must contact the Home Office
and request permission to change institution using the
Permission to Change Tier 4 Sponsor application form.
There is a fee for this application.
f. Refusal of a visa extension application

any visa extension application you make is refused.
The University will report refusals to the Home Office. The
University is only permitted to have a certain number of
refusals; therefore we need to know when a visa has been
refused. If you need a new CAS to make a second
application, the University will not provide you with a new
CAS until we are satisfied that you can make a new
application that is not at risk of refusal. We will ask for a scan
of your refusal letter to assess the reasons and will expect
you to correct any aspects that resulted in the original refusal.
If you cannot demonstrate this to the University, we reserve
the right to protect our HTS licence and decline to grant any
further CAS. This means you would have to return to your
home country.
Whether you are in the UK or in your home country, if your
visa is refused you must scan a copy of the refusal to the
ISAS.
Refusal of your visa application is a very serious matter and
must be dealt with immediately. If your visa application is
refused you must scan a copy of the letter you received from
the Home Office (all the pages must be sent. If you have
dependants you must send copies of their letters too).
.
Send your scan to www.studenthelp.bham.ac.uk
g. Criminal behaviour and/or breaking of immigration
conditions
The University is required by law to inform the Home Office if it
becomes aware of the fact you have engaged in any criminal
activity and/or broken the conditions of your immigration
permission.
Any breach of immigration rules will be communicated to the
Head of the International Student Advisory Service who would
investigate the matter and report findings to the relevant person
in the University. The University is obliged to inform the Home
Office of any criminal offence and/or breach of visa conditions
that you disclose, or if any offence is known or suspected. For
example, offences might include:
Overstaying
Working illegally
Claiming public funds
Failure to register with the Police when required to do so
It is a criminal offence to become an overstayer by being in the
UK and allowing your current immigration permission to expire
without having made an in-time application for further leave to
remain.
It is a criminal offence to work more hours than are stated on
your visa/BRP.
It is a criminal offence to claim public funds when you are not
entitled to do so.
It is a criminal offence not to register with the Police when
required to do so.
In addition, engaging in any such action would result in you

facing penalties under the Universitys Disciplinary
Procedures.
You should seek urgent advice from the ISAS if you think
your planned actions may lead you to commit a criminal
offence.
h. Moving into a different immigration category
you move into a different immigration category.
Registry will inform the Home Office if you have moved into a
different immigration category (e.g. Tier 2)
If you move into a different immigration category, you must
inform the ISAS immediately and provide proof of this
change.
SECTION 4
The University of Birminghams duties when assigning a
Confirmation of Acceptance of Studies to existing students
who need to extend their permission to stay in the UK under
Tier 4 (general)
The University will assign a CAS to applicants/students who, to
the best of our knowledge, can make an application that meets
the criteria outline by the Home Office. This means, for example,
that if you are a continuing student who is extending their existing
visa or if your visa has been refused or if you are switching to the
University of Birmingham, the University requires you to meet our
criteria before a CAS will be issued:
(a) Visa expiry date
You will be contacted by the ISAS before your visa is due to
expire. We will contact you in sufficient time for you to
prepare your application before your visa expires;
(b) Visa workshops
The ISAS runs visa workshops during the week. The

workshops are approximately two hours long and there are
two workshops:
i) The first will take you through the process and explain
what you need to prepare;
ii) The second will take you step-by-step through the online application process and how to make an
application
(c) Document checking
The document checking service is an opportunity for you to
bring the original documents you have prepared in the
workshop and have documents checked by the ISAS.
You will be expected to bring the correct original documents
to the checking session and
You will be expected to bring a full set of copies of all your
documents including your passport current visa and
photographs (the ISAS will keep the copies)
When we check your documents we will then sign your CAS
form to confirm that a CAS can be assigned to you. If you
have failed to bring the correct documents and/or copies of
your documents, the ISAS will NOT sign your CAS form.
Why will we refuse to sign the CAS form?
If you cannot provide us with the correct documents then it is
highly likely that your application will not meet Home Office
criteria and will be refused therefore the University will not risk
assigning a CAS to a student whos application will be
refused and you will NOT be assigned a CAS.
Your visa is your responsiblity the ISAS is very happy to
provide you with workshops to help you prepare and send
your application but you must do everything needed to make
that application.
You will be expected to attend the workshops allocated to you
if you cannot you can request in advance to rearrange
these with the ISAS;
You will be expected to read the links we send to you before

your workshop in order to be prepared;
You will be expected to prepare the correct documents you
will be advised as per Home Office guidance;
Checking sessions are mandatory - You will be expected
to attend a checking session on time and bring with you the
correct documents and correct copies;
You will be expected to listen and pay attention to the advisor
during the sessions;
You will be expected to submit your own application on line
and post your documents to the Home Office on time (e.g.
before your visa expires);
You will agree to keep us informed of the progress of your
application including sending us a scan of refusal documents
if your visa is refused or taking your passport and new BRP to
Student Enquiry Services to scan and have your new visa
checked.
SECTION 5
Tier 4 time limits (five year cap)
Since April 2012, the Home Office has imposed a limit on the
length of time that anyone can study at degree-level or above in
the UK on a Tier 4 (General) Student visa or an old style Student
visa (which pre-dated the Tier 4 (General) Student immigration
category).
This rule may affect you if you are making an application to enter
or remain in the UK for degree-level study and, if that permission
were to be granted, it would result in you spending more than 5
years studying at degree level or above in the UK.
There are exemptions to this rule:
The Home Office has exempted certain courses from the cap.
For details, please refer to the Tier Policy Guidance. The
UKCISA site contains further information:
http://www.ukcisa.org.uk/International-Students/Immigration/Making-a-Tier-4-General-application-in-the-UK/Time-limit-capon-study/
If you have completed a degree level course in the UK which
was at least 4 years long and you now wish to study a Masters
level programme at university, the cap is extended to 6 years.
(This does not include courses which were longer than
expected due to re-sits/repeat years of study);
The Home Office has exempted students studying a PhD at
university for the time you are registered on the programme.

However, no further permission to be in the UK under Tier 4 will
be granted once the PhD is complete, if a further grant of leave
would mean you spend more than 8 years in the UK as a Tier 4
(General) Student / old style Student visa holder
The University normally asks new applicants about prior study in
the UK before coming to Birmingham so it is likely we have
assessed your case if you have previous study in the UK.
However, if you are thinking of further study in the UK and would
like help calculating how long you have studied at degree level or
above in the UK, contact the ISAS.
The University is unable to sponsor your studies in the UK or
support your visa extension application if, in making an
application, you contravene the Home Office time limit.
Section 6
A summary of duties and responsibilities
In summary, your immigration responsibilities are to:
Provide the University with a copy of your passport and
visa/BRP
Inform the University if you apply for an extension of permission
to be in the UK under Tier 4 or if you switch into another
immigration category
Provide the University with a copy of your ATAS certificate (if
applicable)
Inform the University of your current contact details via the
my.bham portal
Attend your course and make progress with your studies
Consult with the ISAS and follow University processes if there

are any changes to your circumstances prompting you to
interrupt, transfer or withdraw from your course
Leave the UK within 60 days if you decide to interrupt or
withdraw from your course, or if your studies are terminated or
you complete your studies early
Not breach the conditions of your visa by working more hours
than the Immigration Rules permit, claiming public funds or by
failing to register with the Police and make updates as
appropriate
Report any change of circumstance to the Home Office using
the Migrant Change of Circumstances form found online for
BRP holders
The changes that you are required to tell us/report are:
Changes to your personal details;
Criminal convictions that you have not previously disclosed;
Changes to your contact details;
Changes to your representatives details;
Changes to your family members details if they are in the UK
as your dependants;
Make sure that you always keep your visa valid and that you
never become an overstayer by allowing a visa to expire. It is
your responsibility to apply for a new visa before your current
permission expires and provide the University with a copy of any
new visa granted. Do not exceed the time limit imposed by the
Home Office for study at degree level and above
BY UNDERTAKING THESE RESPONSIBILITIES, YOU ARE
ABLE TO PROTECT YOUR IMMIGRATION STATUS.
In summary, the University of Birmingham's immigration
responsibilities are to:
Check that students have valid visas to study;
Take and keep copies of passports and visas/BRPs;
Maintain up-to-date contact details;
Report to the Home Office if you fail to start your course on
time;
Report to the Home Office if you fail to meet academic points of
contact;
Report to the Home Office any student who makes changes to

their student status;
Report to the Home Office any significant changes in
circumstances;
Check that students do not exceed the five year cap.
BY UNDERTAKING THESE RESPONSIBILITIES, THE
UNIVERSITY OF BIRMINGHAM IS ABLE TO PROTECT ITS
HIGHLY TRUSTED SPONSOR (HTS) STATUS.
SECTION 7
Summary of the University position on protecting its Highly
Trusted Sponsor licence.
1. Application/Admission
1.1 The University will assign a CAS in respect of all eligible
students admitted to a relevant programme of study when:
(a) the student has unconditionally accepted the offer from
the University; and
(b) there are no remaining academic and/or English
Language conditions.
1.2 The University may require students wishing to be assigned
a CAS to provide further information and documentary
evidence to the University to satisfy itself that the student is
an eligible student;
1.3 The University will not assign a CAS to a student on a
Distance Learning programme.
1.4 Assigning a CAS does not guarantee that a student will be
successful in securing a Tier 4 (general) visa;
1.5 The University is not responsible for any visa decisions
made by the Home Office and does not accept any liability
for any student failing to obtain a visa and/or for the
consequences and/or losses (whether financial or
otherwise) of such failure;
2. Right to Study Checks
2.1 The University reserves the right to refuse to enrol or
permit attendance for any non-EEA student who cannot
present evidence of appropriate to study;
2.2
The University reserves the right to prevent any nonEEA student from enrolling until it has checked their
2.3
2.4
immigration status by seeing, checking and taking a

copy of, the student's passport and their visa;
The University reserves the right to withdraw
immigration sponsorship of students who do not enrol;
The University reserves the right to withdraw
immigration sponsorship of students who do not attend
a right to study check or who do not provide evidence
for a check to be carried out.
3. Study, Attendance and leave of absences

3.1 The University reserves the right to withdraw
immigration sponsorship of students who do not attend
expected contact points and who do not participate in
their studies as required for their programme of study;
immigration sponsorship of students whose studies are
suspended for any period of time including (but not
limited to) suspension in accordance with relevant
University Regulations;
immigration sponsorship of students who undertake a
repeat/resit as an external student;
immigration sponsorship of students who transfer
programmes if the student does not remain an eligible
student;
immigration sponsorship of students who undertake a
period of study or work or work experience/placement
outside the University (except where the study,
placement or work experience forms an assessed part
of the programme of study);
3.6 Following a request from the student, the University will
assign a new CAS to a student who is deemed eligible
to return to their studies after a period of absence when
immigration sponsorship was withdrawn. This will be
carried out in accordance with appropriate University
Regulations
4. End dates and extensions to study
4.1
4.2
The eligible period of immigration sponsorship for

taught programmes is defined as running from the
formal programme start date until the date the
student is expected to attend teaching and/or attend
examinations and/or submit assessment. For taught
programmes, students are not normally sponsored after
completion, even if they are awaiting results, unless
there are extenuating circumstances requiring an
extension to studies.
This would be granted in
accordance with appropriate University Regulations;
The eligible period of immigration sponsorship for
research programmes is defined as running from the
formal programme start date until the end of the
maximum period of registration and may include a
period of nominal registration. If the student is awarded
their degree before the end of his/her maximum period
of registration a report will be made to the Home Office
if applicable. If a student is permitted to formally extend
his/her registration, following a request from the
student, the University will, if the student is an eligible
student, assign CAS for the student in respect of the
extension period up to the point of re-submission and/or
examination.
5. Deferral, suspension, withdrawal and completion

5.1 The University will withdraw immigration sponsorship of
students whose studies are deferred or suspended under
appropriate University Regulations;
students who withdraw or are deemed withdrawn under
appropriate University Regulations;
students who are no longer in full-time study/externally
registered.
6. Refusal or removal of immigration sponsorship
6.1 The University reserves the right to decline to assign a
CAS; and/or withdraw a CAS which it has assigned to a
student and/or withdraw immigration sponsorship of
students in circumstances where the University has
reason to believe that the student or students concerned

is/are or is/are likely to be:
i) in breach of the conditions of his/her visa; and/or
ii) engaging in terrorism; and/or
iii) engaging in criminal activity and/or
iv) where immigration sponsorship of a particular student or
group of students would, in the opinion of the University,
pose a risk to and/or compromise the University's
Sponsor Licence.
6.2 Where the University:
a) declines to assign a CAS; or
b) decides to withdraw a CAS which it has assigned to a
student; or
c) decides to withdraw immigration sponsorship in respect
of a student,
and the student believes that this decision was
inappropriate, the student may follow the appropriate
University Regulation but may need to do so from outside
the UK if returning home is in the best interest of their
immigration status
7.
General
7.1 The University will collect and retain any such information
about its applicants and students as it deems necessary for
the purposes of complying with its HTS obligations;
7.2 The University will retain this information in accordance with
the Sponsor Guidance, the Data Protection Act 1998 and
the University's Data Protection Policy;
7.3 The University will share information with the Home Office
to the extent that the University believes is required to
comply with its HTS obligations.
7.3 The University is obliged to comply with its HTS obligations.
As such the University cannot accept any liability for any
loss (financial or otherwise) experienced directly or
indirectly by any student as a result of any actions or
omissions on the part of the University which the University
believes are necessary or desirable to comply with the
University's HTS obligations.
SECTION 8
Resources
Where can I locate the UK Immigration Rules?
www.ukba.homeoffice.gov.uk/policyandlaw/immigrationlaw/immig
rationrules
Where can I locate the Home Office Tier 4 Policy Guidance?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adultstudents
Where can I locate guidance about applying for ATAS
clearance?
https://www.gov.uk/academic-technology-approval-scheme
Where can I locate the Tier 4 (General) Student application
form for in-country extension applications?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adultstudents
Where can I locate the Tier 4 (Permission to Change Tier 4

Sponsor) application form?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adultstudents/changes
Where can I locate information relating to PBS Dependant
applications? www.ukba.homeoffice.gov.uk/visasimmigration/studying/adult-students/family
Where can I locate University student attendance policy?
http://www.birmingham.ac.uk/Documents/university/legal/studentattendance-reasonable-diligence.pdf
Where can I locate the Code of Practice on Leave of Absence
procedures?
http://www.birmingham.ac.uk/Documents/university/legal/leaveof-absence.pdf
Where can I obtain specific guidance about extending a Tier

4 (General) Student visa from within the UK?
http://www.ukba.homeoffice.gov.uk/visasimmigration/studying/adult-students/
Where can I locate the University Leave of Absence

application form?
https://intranet.birmingham.ac.uk/as/studentservices/enquiries/lea
ve-of-absence.aspx
https://intranet.birmingham.ac.uk/as/studentservices/graduatesch
ool/rsa/leavesofabsence.aspx
Where can I locate form VAF 9 and Appendix 8 for Tier 4

(General) Student applications made from my home country?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adultstudents/apply-outside-uk
Where can I locate University Code of Practice on Student

Attendance and Reasonable Diligence?
http://www.birmingham.ac.uk/Documents/university/legal/studentattendance-reasonable-diligence.pdf
Where can I locate the Migrant Change of Circumstances

form?
www.ukba.homeoffice.gov.uk/visas-immigration/studying/adultstudents/changes
Where can I locate the University re-sit/repeat arrangements?

http://www.birmingham.ac.uk/Documents/university/legal/taughtprogramme-module-assess.pdf
http://www.birmingham.ac.uk/Documents/university/legal/regulatio
ns-part7.pdf
Where can I locate the online change of circumstances form

for BRP holders?
www.ukba.homeoffice.gov.uk/visas-immigration/while-in-uk/do-ineed-brp/responsibilities
Where can I obtain information about Police Registration

procedures in the UK?
https://intranet.birmingham.ac.uk/as/studentservices/international/
visas/policeregistration.aspx
(12)
MENTORS
INITIAL MENTORING MEETING

Research students should be given a minor review within 3 months of
commencing their research studies.
This review is intended to assess whether the student has settled in and to
flag up if there are any potential issues which he/she feels that they could not
discuss with their supervisor. Since the main purpose of this work is not to
focus on the academic content, this review should be undertaken by one of
the mentors. The student is not required to produce any work for this
meeting.
The current mentors are:
Mentor
Dr Cynthia Carliell-Marquet
Dr Andrew Quinn
Professor Ian Jefferson
Email Address
C.M.Carliell@bham.ac.uk
A.D.Quinn@bham.ac.uk
I.Jefferson@bham.ac.uk
Room Number
F43
F41
E01
A mentor is a member of academic staff who will undertake duties similar to

(but not identical to) those of a personal tutor for undergraduates. This role is
considered to be purely pastoral and is provided as a safety net in case the
relationship between the student and their supervisors breaks down.
However, it must be stressed that mentors will not act as an additional
supervisor and in the majority of cases will not be familiar with the students
area of research. Discussions between the mentor/mentor equivalent and
student will remain confidential if the student so wishes.
Please contact a mentor directly to arrange a time and appointment. The
student can choose the mentor that they wish to go to.
The Initial Mentoring Form is attached which should be completed and
returned to Helen Booth, Postgraduate Office (Room G45), in order that we
can note that this has been completed.
It is important to note that if a student has any issues relating to their
supervision that they wish to discuss (in confidence), they should contact an
academic mentor. Mentors can be contacted at any time throughout the year.
School of Civil Engineering

PhD/MSc by Research/MPhil
Initial Mentoring Meeting
Name of Student:
Lead Supervisor:
Co Supervisor:
Name of Mentor:
Date of Meeting:
Issues Raised:
Actions:
Please return completed form to Helen Booth, Postgraduate Office (G45)
(13)
AUTHORISED ABSENCE
AUTHORISED ABSENCE
All overseas students (Tier 4) must complete an Authorised Absence form if they are away
from the University, for example on holiday, attending conferences, carrying out research
elsewhere.
Registration still continues and a Return from Authorised Absence form must be completed
upon return.
Authorised Absence forms can be obtained from Helen Booth, Room G45, Postgraduate
Office.
For Home/EU students permission must also be sought from the supervisor for any absence
from the University.
(14)
LEAVE OF ABSENCE
REQUEST FORM
LEAVE OF ABSENCE
A Leave of Absence form is required if a research student needs to suspend their
studies for a particular reason, for example, illness, family problems. This
enables the registration period to be altered in consideration.
The research student needs to complete the Leave of Absence form together
with their main supervisor and the form needs to be signed by the Head of
School/Research Postgraduate Tutor. Supporting documentation as to why the
leave is being requested, for example a doctors/hospital note, needs to be
attached to the form.
The form is then passed to the Academic Office and is sent to the Research
Progress Board for approval. Once a decision has been made a letter from the
Academic Office is sent to the research student stating the revised research
dates.
The Leave of Absence form is available from the University Graduate School
website.
(15)
GUIDELINES ON
UNDERGRADUATE TEACHING
BY
POSTGRADUATE STUDENTS
Code of Practice
Teaching and Academic Support of
Undergraduate and Postgraduate Taught Students
by Postgraduate Teaching Assistants and Undergraduates
2014-15
UNIVERSITY OF BIRMINGHAM
CODE OF PRACTICE ON THE TEACHING AND ACADEMIC SUPPORT OF
UNDERGRADUATE AND POSTGRADUATE TAUGHT STUDENTS BY
POSTGRADUATE TEACHING ASSISTANTS AND UNDERGRADUATES
Code of Practice
2014-15
Index of points
1.
Preamble
2.
Postgraduate Students involved in teaching or academic support
3.
Undergraduate Students involved in teaching or academic support
4.
General Provisions
5.
Responsibilities of the School in relation to Training
6.
Responsibilities of the School in relation to Supervision and Monitoring
7.
Responsibilities of the College
Code of Practice
2014-15
1.
Preamble
1.1
This Code of Practice applies to all teaching and academic support of

undergraduate and postgraduate taught students by postgraduate students or
other undergraduate students where the student providing the teaching or
support is doing so in addition to their own programme of study. It does apply
to students carrying out teaching or academic support duties as a condition of
receipt of a studentship.
1.2
This Code of Practice does not apply to those students undertaking teaching
duties as part of their approved programme of study, for example those on
teaching training programmes or those undertaking peer marking as part of a
module. For these students separate provisions are made for their training and
supervision and for quality assurance of their activities. This Code of Practice
does not apply to Honorary Lecturers or contracted staff of the University who
may also be students. For these students the regulations and terms applicable
to all academic staff apply.
1.3
This Code of Practice differentiates between postgraduate students and

undergraduate students in terms of the type, the amount and the level of the
teaching or academic support that they may do.
1.4
This Code of Practice differentiates between teaching, academic support,

formative assessment and summative assessment.
1.4
.1
Teaching includes undertaking occasional lectures, holding seminars

and tutorials, facilitating workshops, assisting with the supervision of
undergraduate research projects or dissertations and all activities
included under academic support. The teaching may involve a measure
of responsibility and discretion in a limited field; it may also involve
substantial preparation at least equal to and sometimes greater than the
time spent in actual teaching.
1.4
.2
Academic support includes laboratory demonstrating and helping

students in classes with practical work including laboratory-based work,
study skills workshops, assisting with fieldwork activities, mentoring,
managing e-learning discussion boards, peer assisted support and
language laboratory support. The academic support should not involve
any substantial1 amount of preparation and should be closely supervised
by the academic staff member responsible for the module.
1.4
.3
Formative assessment includes assessment that does not contribute

to the final award (as a mark or as credit), but is undertaken for
developmental purposes. Formative assignments, essays or
presentations may be required of students in order for feedback to be
provided prior to students undertaking a piece of assessed work which
does count towards the degree classification.
Substantial preparation for students involved in academic support is considered to be where the time
spent on preparation is equal to, or more than, the time spent on delivery of the academic support.
Code of Practice
2014-15
1.4
,4
Summative assessment includes assessed work which contributes to

the final award (as a mark or as credit), such as unseen examinations,
essays, dissertations or presentations.
1.4
.5
It is noted that some activities may fit into more than one of the
categories above, for example fieldwork which may involve leading
activities including devising the schedule for the work (more likely
considered as teaching) or may involve supporting academic staff by
providing additional support as a source of advice (more likely
considered as academic support). In such cases the academic member
of staff responsible for the module should use their judgment, consulting
with the Head of School if necessary.
2.
Postgraduate Students involved in teaching or academic support
2.1
A Head of School may appoint postgraduate students as Postgraduate

Teaching Assistants (PGTAs). Postgraduate Teaching Assistants may be
known by another name in some Schools but the duties and responsibilities
should be commensurate with those described in this Code of Practice.
2.2
Postgraduate Teaching Assistants may be involved in the teaching of and in

the provision of academic support for undergraduate and postgraduate
taught students following appropriate training and subject to supervision by
academic staff.
2.3
Postgraduate Teaching Assistants will not be the sole or main supervisor of an

undergraduate research project or dissertation including MSci/MEng projects.
Postgraduate Teaching Assistants will not be module convenors, responsible
for a module and may only deliver such teaching as specified in this Code of
Practice.
2.4
Postgraduate Teaching Assistants may be involved in the formative

assessment of undergraduate students at all stages of an undergraduate
programme and of postgraduate taught students.
2.5
Postgraduate Teaching Assistants may be involved in the summative

assessment of undergraduate students at stage 1 of an undergraduate
programme, where this assessment is subject to supervision and moderation
by academic staff.
2.6
Postgraduate Teaching Assistants may be involved in summative

assessment at stages 2 and 3 or for postgraduate taught students where
each individual piece of assessment does not exceed more than 10% of the
overall mark for the module and the total does not exceed 30% of the overall
mark of the module. In all cases, this assessment should be subject to
supervision and moderation by academic staff.
2.7
Where a School wishes to make an exception to this rule (i.e. to allow PGTAs
to be involved in summative assessment other than as specified in 2.6), the
proposal should be approved in advance by the Director of Education of the
College that owns the programme, with a copy of all approvals being provided
to Academic Services annually.
Code of Practice
2014-15
2.8
Each School will complete a PGTA checklist as part of the BIQAES process
for consideration by the College Quality Assurance and Enhancement
Committee.
3.
Undergraduate Students involved in teaching or academic support
3.1
A Head of School may approve in exceptional cases the use of undergraduate

students in the provision of academic support for undergraduate students
where this academic support is subject to appropriate and documented
supervision by academic staff.
3.2
Undergraduate students may not be involved in the teaching of undergraduate

students or in the marking of assessed work, whether formative or summative.
Where a School wishes to make an exception to this rule based on the
expertise of the undergraduates concerned, or in relation to a particular piece
of assessed work, this should be approved in advance by the Director of
Education of the College that owns the programme, with a copy of all
approvals being provided to Academic Services annually.
3.3
Each School will provide an annual report to the College Quality Assurance
and Enhancement Committee outlining the use made of undergraduates
including the number employed and on which modules, the activities they have
been involved with and the training and support provided by the School. The
College will confirm that these reports have been received and reviewed
through the BIQAES Annual Checklist.
4.
General Provisions
4.1
The terms and duties of engagement must permit the Postgraduate Teaching
Assistants and any undergraduates involved in academic support to complete
the work for their own degree within the normal time period for that degree.
4.2
The teaching hours of a full time student who is a Postgraduate Teaching

Assistant shall not exceed six hours per week averaged across the academic
year. Training, preparation and marking time should be included in this six
hour period. The weekly maximum may be redistributed across the academic
year with the prior agreement of the student concerned.
4.3
The rates of remuneration shall be as determined from time to time by the

University, and may be subject to limit by research councils or other sponsors.
4.4
Neither Postgraduate Teaching Assistants nor undergraduates involved in

academic support shall attend Boards of Examiners.
5.
Responsibilities of the School in relation to Training
5.1
Postgraduate Teaching Assistants and undergraduates involved in academic

support must receive appropriate training and support for the duties they are
required to perform. This shall include attending generic training provided
centrally by the University, i.e. a core module (ILT001) and a further module
(one of ILT002-008) based on the type of teaching and academic support
undertaken by the individual postgraduate. This should also include discipline
specific and module specific training provided by the School/College.
Code of Practice
2014-15
5.2
It shall be the responsibility of Heads of School to satisfy themselves that

appropriate procedures are operated throughout the School for determining
the suitability of individual students to undertake any teaching or academic
support requested of them. Module conveners are responsible for ensuring
that Postgraduate Teaching Assistants and undergraduates have relevant
knowledge of the discipline and the subjects to be covered, a strong command
of English (or the relevant language if undertaking activities in a foreign
language) and/or the requisite computing or laboratory skills. Interviews or
practical tests may be used to assess these skills and experience. Where
practicable a probation period should be in operation.
5.3
The School should ensure that students involved in demonstrating have

hands-on experience of the equipment to be used and guidance concerning
the common problems and expected outcome of the experiment, and have
been fully briefed on the safety procedures for that experiment and those in
force for the laboratory concerned; a note of such guidance given should be
retained.
5.4
Postgraduate Teaching Assistants involved in marking should be given

information and guidance on marking schemes, assessment criteria and
worked examples where appropriate.
5.5
Colleges and Schools should establish procedures for capturing and

monitoring PGTA training activities, with the results being provided to relevant
parties, including CLAD for the purposes of training provision planning. This
data should include, but is not limited to, the nature and volume of teaching,
academic support, and assessment activities undertaken by Postgraduate
Teaching Assistants and Demonstrators, but should not include those students
who are carrying out these activities as a condition of receipt of a studentship
6.
Responsibilities of the School in relation to Supervision and Monitoring
6.1
In each School using Postgraduate Teaching Assistants there should be an

identified member of staff, the co-ordinator, responsible for overall coordination, monitoring and quality assurance (which may be carried out by
different staff). This could include observation of teaching sessions, the use of
evaluation forms, or holding review meetings for all students involved in
teaching or academic support to discuss issues and techniques. Particular
attention should be given to new appointments and a probation period
considered.
6.2
Each Postgraduate Teaching Assistant should have a mentor, an

experienced member of staff who could provide advice and support as
necessary. Where possible this should be someone in addition to the member
of staff identified as the co-ordinator, but may be the research mentor.
6.3
In all cases a member of academic staff shall be responsible for the work of
the Postgraduate Teaching Assistants and for the module overall, both for the
delivery of teaching and for assessment.
7.
Responsibilities of the College
7.1
The College, through the College Quality Assurance and Enhancement
Code of Practice
2014-15
Committee, will monitor the appointment, training, supervision and monitoring

of Postgraduate Teaching Assistants and undergraduates involved in
academic support through the completion of a PGTA checklist by each
relevant School and through direct consideration via School Review. The
College will also monitor the academic progression of students who undertake
these duties in order to ensure timely completion of research objectives.
7.2
The Director of Education for the College that owns the progamme will be the
approval body for any exceptional appointments (as detailed above).
7.3
The College, through the Quality Assurance and Enhancement Committee,

will report any concerns in relation to generic training, remuneration,
supervision or other concerns to the University Quality Assurance and
Enhancement Committee.
(16)
WRITING UP STATUS AND

CONTINUATION FEE
CONTINUATION FEE
All postgraduate research students in writing up status (that is the period

following the end of normal registration, for which tuition fees were paid by
you or were paid on your behalf, up until the submission of your thesis) will be
charged a continuation fee. The fee is to cover administrative costs and other
resources upon which writing up students may draw, such as, for example,
library or computing facilities. It is now common practice in virtually all
universities to make such a charge.
The continuation fee is an annual fee and in the 2015/2016 academic session
will be 192 and will be reviewed annually. Postgraduate research students
become liable to pay the continuation fee immediately upon transfer to writing
up status. If students transfer to writing up status at a time other than
October, then they will be charged a pro-rata fee until the following October.
There will be no refund if students submit their theses during the course of the
academic session as many of the costs will already have been incurred and
some will continue throughout the examination period.
Members of staff of the University who are also postgraduate research
students are liable for the continuation fee when they move into writing up
status.
(17)
SUBMISSION AND EXAMINATION

OF RESEARCH DEGREE THESES
SUBMISSION AND EXAMINATION OF

RESEARCH DEGREE THESIS
Details on how to submit the research degree thesis can be found on the
University Graduate School website at:
https://intranet.birmingham.ac.uk/as/studentservices/graduateschool/index.aspx
If you need to extend your maximum registration in order to have extra time
before submitting your thesis then you are required to complete the Extension
Request Form which is also found on the University Graduate School website.
(18)
MAP OF THE
CIVIL/MECHANICAL ENGINEERING
BUILDING
Basement ("B" rooms)
Microsystems
laboratory
(B11)
Metrology laboratory
(B12)
29
Men's toilets
(B10)
Lecture/seminar Lecture/seminar
room (B1a)
rooms (B1b-B2)
Garage and storeroom

(B13)
Stairs and lift
Lecture/seminar rooms
(B3-B7)
Storeroom
(B17)
Store
(B14)
Cleaners'
Stairs and lift
Office (B15)
(B23-B24)
front of building
Main corridor
(Not to scale)
Storeroom
(B17)
Men's and women's

toilets
(B18)
(B21-B22)
Binding
room
and store
(B19-B20)
Ground Floor ("G" rooms)
Teaching
laboratory
(G50-G53)
Engineering stores (G20)
Postgraduate
students and
research
offices
(G47)
Advanced Machining /
Manufacturing Processes Laboratory
(G21/ G22F)
Engineering Workshops
(G17-G21)
30
Microsystems
laboratory
(G22B)
Lecture
theatre
(G22E)
Automotive
laboratory
(G48)
Staff offices postgraduate
(G15G16)
Staff, postgraduate students' and

research offices
(G23-G25)
Stairs and lift
PG
Office
(G45)
Lecture Theatres
(G26-G28)
Lecture
Theatre
(G29)
UG
Office
(G43)
Lecture
room
(G42)
Automotive laboratory
(UBRacing)
(G61)
Staff offices
(G40-G41)
Stairs and lift
Coffee shop
(G39)
Internet Caf
(G38)
Biomedical
research
laboratory
(G60)
Shell Lounge
(G37)
Crush Hall
James Watt
Main Lecture Theatre
(G31)
front of building
Engines
laboratory
(G48)
Thermodynamic
automotive and
Teaching
teaching
laboratory
laboratory
(G54-G59)
(G49)
Main corridor
Disabled-friendly lift
(Not to scale)
Lecture
Theatre
(G33)
Lecture Theatres
(G34-G36)
First Floor ("F" rooms) and Lower First Floor ("LF" rooms) and Extension ("E" rooms)
Teaching laboratories
Mechanical Engineering
(LF3-LF5)
Civil Engineering
Academic Staff,
Postgraduate Student
and Research Staff
offices
(E1-E13)
31
Academic Staff
Research Staff offices
Mechanical
Engineering Mechanical Engineering (LF1)
(F13-F15, F17)
Academic Staff
Mechanical
Engineering
(LF2)
Research
Staff
staff
Facility
Civil
(F10-F11) Engineering
(F8)
Staff
Stairs
facility

and lift
(F55)
Administration Engineering
(F16 and F18)
Head of School
Administration - Meeting
Mechanical
College
Room
Engineering
(F23/F24)
(F25)
(F19-F20)
Head of College and

Operations Manager
(F26 - F29)
Postgraduate Student offices

Civil Engineering (F59)
Student Centre
(F58)
Lecture theatre
(back entrance)
(G31)
front of building
Main corridor
(Not to scale)
Finance
office
(F53)
Stairs
and lift
Lecture/seminar
rooms
(F31-F32)
Academic
Staff
Civil
Engineering
(F46-F49)
Academic staff
Civil Engineering
(F33)
Academic Staff
Civil Engineering
(F39-F44)
Head of School
Civil Engineering
(F35-F37)
Second Floor ("S" rooms)
32
Academic
Staff offices
Mechanical
Engineering
(S10a-S13)
Academic Staff
offices Mechanical
Engineering
(S7-S8)
Women's
Stairs
toilets
and lift
Academic
Staff offices
Mechanical
Engineering
(S3-S4)
card entry
Academic
Staff
Mech Eng
(S21a)
Design Centre
( S21)
Academic Staff offices

Mechanical Engineering
(S14-S20)
Men's
Stairs
toilets
and lift
card entry
Academic Staff offices
Civil Engineering
(S22-S27)
front of building
Main corridor
(Not to scale)
Admin
Civil Eng
(S32)
Computer
Suite
and Support
Team
(S28,
S31a - d)

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GENERAL INFORMATION

For Research Students entering the School of

Dear Research Student

HOME TELEPHONE NUMBER:

* This is very important as it is the standard way of communicating with you.

SCHOOL OF CIVIL ENGINEERING

FINANCE INFORMATION SHEET

Bench Fee To Be Paid

Reference Number of Grant

SURNAME (Family Name):

I confirm that I have read and understood the information

To be returned to Helen Booth, Research Administrator,

PROCEDURES FOR RESEARCH STUDENTS

COUNCIL TAX EXEMPTION

Council Tax > Who is council tax exempt?

Who is exempt from paying council tax?

Who is considered a full-time student for council tax purposes?

enrolled on a course for at least one academic year

If you're unsure, its best to contact your council directly.

What if I live with someone who is not a student?

Contacting your council

GENERAL CONDITIONS OF USE OF COMPUTING AND NETWORK FACILITIES

University of Birmingham 2012

University of Birmingham General Conditions of Use of Computing and Network Facilities

Introduction and Scope .............................................................................................................................. 3

Data Protection Act 1998 ........................................................................................................................... 4

Licence Registration and Prevention of Piracy ....................................................................................... 5

Commercial Exploitation of Inventions/Intellectual Property ............................................................... 6

Security of Computer Information ........................................................................................................... 7

Use of Social Media (Blogs, Wikis, Forums, Email, etc.) ........................................................................ 8

General Conditions Relating to Use of Systems ..................................................................................... 11

Consent to Intercept and Disclose Data.................................................................................................. 12

Disciplinary Offences ............................................................................................................................... 13

10. Other Matters ........................................................................................................................................... 16

University of Birmingham General Conditions of Use of Computing and Network Facilities

1. INTRODUCTION AND SCOPE

the property of the University or leased/rented to it;

University of Birmingham General Conditions of Use of Computing and Network Facilities

2. DATA PROTECTION ACT 1998

data shall be obtained and processed fairly and lawfully;

University of Birmingham General Conditions of Use of Computing and Network Facilities

3. LICENCE REGISTRATION AND PREVENTION OF PIRACY

University of Birmingham General Conditions of Use of Computing and Network Facilities

4. COMMERCIAL EXPLOITATION OF INVENTIONS/INTELLECTUAL PROPERTY

University of Birmingham General Conditions of Use of Computing and Network Facilities

5. SECURITY OF COMPUTER INFORMATION

University of Birmingham General Conditions of Use of Computing and Network Facilities

6. USE OF SOCIAL MEDIA (BLOGS, WIKIS, FORUMS, EMAIL, ETC.)

University of Birmingham General Conditions of Use of Computing and Network Facilities

is in conflict with, or jeopardises, the Universitys interests, is in any way

may be defamatory, pornographic, obscene, indecent, offensive, threatening,

is confidential to the University, or its members;

invades an individuals privacy or seeks to impersonate another individual,

for students, and:

endorses or promotes any product, opinion, or cause, or represents personal

University of Birmingham General Conditions of Use of Computing and Network Facilities

is in breach of the Universitys Code of Practice for Research, accessible at:

may constitute or incite criminal activity.

THE USE OF SOCIAL MEDIA IN COURSES OR TEACHING

University of Birmingham General Conditions of Use of Computing and Network Facilities

7. GENERAL CONDITIONS RELATING TO USE OF SYSTEMS

University of Birmingham General Conditions of Use of Computing and Network Facilities

8. CONSENT TO INTERCEPT AND DISCLOSE DATA