The University of Sheffield
Learning and Teaching Services

Guidelines for Departments Preparing Information for Students


Departments across the University currently use a range of methods for providing students with information about the department, the course and the University. This diversity of presentation is a result of Departments finding a format that works well for their students. The following headings outline the types of information that should be made available to all taught students (material for distance learning, postgraduate and off-campus students may need adapting) and are recommended for inclusion in printed information prepared for students. This list is by no means exhaustive, many handbooks already cover some of the suggested topics and different departments will need to emphasise different things. There is no prescriptive format for the information, which should be tailored to suit the department concerned. However, LeTS has written generic guidance to assist departments to provide information to their students on the following areas:
Departments are strongly encouraged to expand upon the generic guidance with department or discipline specific information where relevant.
Recommended sections for inclusion:

General Curriculum/Programme Information

Departments should be aware that this information may also need to be made available to students outside the department (e.g. students studying an optional module) for example, through a separate publication such as a slimmed down version of the departmental handbook.
  • Aims and learning outcomes for each programme of study and unit/module.
  • Module outlines and credit value (Units may be made available on University web pages).
  • Regulations relating to programmes of study.
  • Approved/unrestricted units (how and when to choose, implications, guidance available).
  • Reading lists.
  • Charges likely to be applied (for field work, lecture notes, laboratory consumables etc.) should be made explicit.
  • Study techniques if this is not dealt with by a specific module (guidance to students on essay writing, time management, exam techniques, course requirements for self-directed study).
  • Guidance on student effort hours.
  • Guidance on employment hours - the University has adopted a policy of advising full-time students that they should not undertake paid employment in excess of 16 hours per week, alongside their studies during term time.
  • Programme specifications, where appropriate. (Where these are included there is no need to separately state programme aims and learning outcomes.)
  • Reference might also be made to specific General Regulations, although it should be stressed that they are not to be read in isolation.
  • Prizes and awards available to students
The following list covers areas that have concerned students in the past:

Attendance

A full-time student is required under the General Regulations (General Regulations 39 and 40) to attend throughout the whole of each semester. Failure to attend regularly could lead to being denied the credits assigned to particular modules, or being referred to the Faculty Student Review Committee, which has the power to exclude students from further study in the Faculty. Departmental conventions on attendance at lectures, classes, labs, etc., should be published, including any penalties for non-attendance

Assessment

It is important to make your departmental policy on feedback and assessment explicit to students inlcuding information on the following
  • Methods of assessment
  • How work is marked - anonymous marking, double marking/internal moderation of assessments, marking criteria
  • Feedback - what constitutes feedback, how and when it is given
  • Reference to General Regulations relating to First Degrees, Calendar
  • Deadlines for assessed work, penalities for late submission, extentions
Departmental policies on unfair means should also be made explicit.
Generic guidance on plagiarism and collusion and penalties policies is available at :http://www.lets.dept.shef.ac.uk/flats/plagiarism/student_guidance_final_301009.doc, and http://www.lets.dept.shef.ac.uk/flats/plagiarism/penalties.doc. There is also guidance for the new method to determine degree classifications at: http://www.lets.dept.shef.ac.uk/flats/plagiarism/degree.doc. However, departments should continue to make their own provision to inform any students whose degree will be classified under the Method A or B.
Further information on some of the issues included in the General Regulations, including certain procedures, which apply to particular Faculties, may be found in the Faculty Examination Conventions. Separate conventions relate to undergraduate and postgraduate programmes. Copies are available from academic departments or via the web by clicking on "University Administration Information" then "Examinations" from the SSiD home page).

Progress

Generic guidance for students is available for progression at http://www.tlsu.dept.shef.ac.uk/handbook/29_Progression.doc
  • Failure and resits (what happens if you fail, how and when to resit, the consequences) General Regulations as to the Progress of Students.
  • Academic appeals (General Regulations as to Academic Appeals, and supporting procedure notes issued by Student Services).
  • Changes in Status (how to change course, how to apply for leave of absence, how to formally withdraw from University, implications, guidance available).
  • A reference to the General University Regulations. The following text might be used:
The General University Regulations apply to all students in all Faculties. They include Regulations which refer to:
  • Registration and Fees
  • Academic Progress
  • Appeals
  • Student Discipline, etc.
The General Regulations can be found in Part II of the University Calendar, or in the appendix to the Student Handbook or on the web by clicking University Administration Information then Course Information from the SSiD page.
There are also General Regulations relating to First Degrees (eg BA, BSc) and Taught Postgraduate Degrees (eg MSc). Students on non-modular degree programmes (such as some of the programmes in the Faculty of Medicine should note some parts of these regulations do not cover their degrees. The regulations for these programmes may be consulted in Part II of the University's Calendar.

Student Support
Generic guidance for students is available for Personal Tutors at: http://www.lets.dept.shef.ac.uk/flats/plagiarism/personal.doc
and The Sheffield Graduate Development Programme http://www.lets.dept.shef.ac.uk/flats/plagiarism/handbookshefgradetc-1.doc
  • University Student Services, which includes:

      *  The Student Services Information Desk (SSiD) in the Union of  Students and the SSiD web pages for routine enquiries;

      *  Student Support and Guidance, responsible for financial help, support for students with disabilities, mature students, international students, the student mentoring scheme (some departments), harassment network and procedures, and equal opportunities policy;

      *  Disability and Dyslexia Support Service at http://www.lets.dept.shef.ac.uk/flats/plagiarism/DDSS;

      *  University Counselling Service;

      *  University Health Service;

      *  The Union of Students' Advice Centre and Nightline.
  • Tutors and tutorial system, (including the departmental policy on the personal tutor system; arrangements for dual degree programmes, mature students, female students; arrangements for meetings with tutors e.g. office hours).
  • Dissemination of information within the department (method for giving out information on seminars, visiting lecturers, careers). The importance of regularly checking pigeonholes/emails, etc. and ensuring that contact details (address, etc) are kept up to date.
  • Absence or illness (what to do if ill/absent for lectures/laboratory work/exams).
  • Support for students on a formal year abroad/industrial placement (this might distinguish between the support provided for students on an elective placement and a placement that is a formal requirement of the degree programme).
  • Role of supervisor (where students have a one to one relationship with a member of staff for a dissertation or major project).

Student Representation

Generic guidance for students outlining the different forums for student representation and student evaluation questionnaires at: http://www.lets.dept.shef.ac.uk/flats/plagiarism/studentrep.doc and http://www.lets.dept.shef.ac.uk/flats/plagiarism/29_Studentevaluationapr10.doc
  • Staff-Student Committee (what it is, what it does, who's on it, how the election system works etc.) and any student representation on other departmental committees, for example, Teaching Committees.
  • Union of Students' Academic Committee.
  • Management structure of the department (e.g. chart showing where the Staff-Student Committee fits in).
  • Student evaluation questionnaires (what they're for, when they happen, what's done with them, outcomes and follow-up).
  • Student Society (what it is and what it does).
  • Complaints - reference to the procedure set out in the Students' Charter and to the web page which gives a quick reference guide to various procedures relating to complaints, appeals, etc (from the SSiD page, click on University Administration Information, then Complaints, Grievance and Appeals Procedures).

Resources

  • Library facilities at http://www.lets.dept.shef.ac.uk/flats/sshandbook_library.doc
  • IT facilities (central and departmental, including a reminder to students to follow CICS guidelines on the appropriate use of IT facilities).
  • Modern Languages Teaching Centre.
  • English Language Teaching Centre.
  • Social space.
  • Photocopier.
  • Audio-visual/Laboratory equipment.
  • Office hours for secretarial/technical staff and responsibilities in relation to students.
  • Departmental Office - what its role is, where it is.
  • Student Services Information Desk (SSiD), (the student enquiry service at SSiD in the Union building; the information on the SSiD web pages; the facilities for students to view and update their own student record on-line (e.g. change of address).

Health and Safety

  • Location of Departmental First Aider and First Aid Box
  • Identity of Departmental Safety Officer
  • Procedure in the event of a fire
  • Rules for out of hours working/working in labs/COSHH
  • Guidelines for the safe use of Display Screen Equipment

Data Protection

Personal information will be held and used according to the Data Protection Act. This information appears in the Starter Pack issued to all students under "Personal Information," and can be found at the following web site:

Work experience

  • Requirements of the programme of study
  • Year abroad arrangements
  • Links for help to organise work experience
  • Support for students during industrial placement/year abroad
  • Requirements during placement/year abroad for progression to next level
  • Membership of Professional bodies
  • The Sheffield Graduate: http://www.lets.dept.shef.ac.uk/flats/plagiarism/handbookshefgradetc-1.doc

Complaints and Appeals

Academic Staff

  • Research interests
  • Teaching interests
  • Main administrative responsibilities
  • E-mail addresses
  • Phone numbers and room numbers

Other sources of information