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Student Procedures

The Registry & Education Services is responsible for procedures covering circumstances you may face during your studies. Including changing your degree programme, suspending studies, submitting a complaint, or appealing against an assessment outcome.

Academic queries and appeals

The Academic Queries and Appeals Procedure allows you to request reconsideration of formal academic decisions in relation to your programme of study including: 

If you want to raise a concern around how your programme was delivered – teaching, quality of feedback etc. – you should use the Student Complaints and Resolution Procedures.

All concerns related to academic decisions should be raised initially under Level 1 of the Procedure with your School. Many Schools have a dedicated email address for academic queries and appeals. Please check Canvas, your Degree Programme Handbook or ask your School Office.

If you are unhappy with the outcome of your Level 1 query, then you can submit an appeal under Level 2 by completing an Academic Appeals Form. You should include full details of the appeal and submit it, along with the level 1 outcome and any supporting evidence to casework@ncl.ac.uk.  

If you remain unhappy with the Level 2 outcome, you are able to request a review under Level 3 of the Procedure by submitting your request to the Academic Registrar via casework@ncl.ac.uk. 

Here is a Quick Guide to Academic Queries and Appeals, which should help explain the process.

For reference, the 2025/26 version of the Student Academic Queries and Appeals Policy and Student Academic Queries and Appeals Procedure.pdf are provided. If you need access to earlier versions, please contact casework@newcastle.ac.uk

Academic progress concerns

The University Regulations require you to make satisfactory academic progress in your programme of study.  If your School believe that you are not making satisfactory progress for any of the reasons set out below, you may be invited to a meeting to discuss your engagement. This will also give you the opportunity to raise any problems that you may be experiencing so that your School are able to help you find the appropriate support to help you successfully continue with your studies.   

You should be asked to bring any medical or personal circumstances to the attention of the School and you should be kept fully informed at each stage of the process so that you are aware of their intentions with regard to your studies.    

It is important that you do engage with these communications as your School are able to request that your studies are either suspended or terminated, dependant on the circumstances of the case.  

Reasons a School may raise the Academic Progress Review Procedure with you are:  

  • Failure to attend for interview with academic staff as required in connection with failure to attend your programme of study or failure to make satisfactory progress; 
  • Failure to attend regularly your programme of study without good cause; distance learning or online programmes engagement will be measured by alternative means as determined by your school; Failure to perform adequately in work prescribed for your programme;  
  • Failure to submit written work required under your programme regulations (whether or not such work counts for assessment purposes) at the required time; 
  • Failure to attend examinations or pass the prescribed examinations for your programme; provisional examination results may be used as evidence; 
  • Failure to attend English language assessment and attend in-sessional English language classes as directed by your Degree Programme Director; 
  • Failure to attend briefings relating to health and safety, especially where they apply to laboratory work, and to pass any assessments in relation to these briefings that are designed to ensure that you are safe to operate in that environment; 
  • Failure to attend or complete satisfactorily an INTO pre-sessional programme; 
  • Breach of your visa conditions, as set out in the University General Regulations.  

Academic misconduct

Â鶹´«Ã½ has a Student Charter which sets out the University’s expectations for the standards of conduct of its students. These academic values are essential to the integrity of an academic community, and you are expected to: 

  • Maintain high standards of academic conduct and honesty;
  • Familiarise yourself with and apply the guidance provided on good academic practice, including the avoidance of plagiarism and other academic misconduct (for example, the purchasing or inclusion of unacknowledged content);
  • Ensure that your submitted work is your own and that you acknowledge appropriately any use made of the work from other sources (as recommended on the ASK webpage); 
  • Abide by the Exam Rules and Guidance.. 

If you are unsure of referencing and/or academic writing styles relevant to your specific subject area, you should speak to a member of staff within your School such as your Academic Adviser or Module Leader.  They will be able to offer you advice and guidance on how best to approach your written work.  

The Student Academic Misconduct Procedure is followed when concerns are raised that academic integrity expectations have not been met. 

The University takes all allegations of academic misconduct seriously. If you are accused of academic misconduct (other than during exam) you will normally be asked to make a written statement and be interviewed by staff within your School before any conclusion is reached.   

If you are a graduate of Â鶹´«Ã½ and a report is received relating to academic misconduct during your studies the Procedure for Revocation of a Degree will be followed.

For reference, the 2025/26 version of the Student Academic Misconduct Procedure is provided. If you need access to earlier versions, please contact casework@ncl.ac.uk who can provide them.

Complaints

If you are dissatisfied with a University facility, level of service or treatment received from your School or any University service, or about the conduct of a University employee you can raise a complaint through the Student Complaints and Resolution Procedure.

If you would like to make a complaint about another student, please use the process set out in the  Student Conduct Disciplinary Procedure.

The Procedure is split into three levels:

  • Level 1: Raise your initial complaint directly with the school, service or area concerned. This is the informal level and seeks to provide you with an early resolution to your complaint.  
  • Level 2: If you are unhappy with the outcome of your Level 1 complaint, or you are unable to raise the issue locally, you can submit a Level 2 Complaints Form  with any supporting evidence to casework@ncl.ac.uk.
  • Level 3: If you are unhappy with the Level 2 outcome you are able to request that the decision is reviewed under Level 3 of the Procedure, by submitting your request to the Academic Registrar. 

There is a Quick Guide to the Student Complaints and Resolution Procedure that may help with you submission. 

Information on Student Complaint Remedies & Redress

For reference, the 2025/26 version of the Student Complaints and Resolution Procedure is provided. If you need access to earlier versions, please contact casework@ncl.ac.uk who can provide them.

Conduct and discipline

The University is committed to providing a safe and secure environment for all students, staff and visitors to the University. When registering as a Â鶹´«Ã½ Student, you agree to abide by the University's Regulations and the Behavioural Code of Conduct.

Certain kinds of unacceptable behaviour can, unfortunately, be regular occurrences amongst our student community. A series of ‘What you need to know (WYKTN)’ guides are provided for students on relevant topics:

  • WYKTN [link to follow]  Dangerous behaviours at organised student socials - initiations are banned by the University and any student found to have organised or participated in an initiation ritual or other coerced dangerous behaviour will be subject to disciplinary investigation.
  • WYNTK [link to follow] Anti-social behaviour and noise nuisance - the University expects its students to be considerate and respectful at all times while living in the community. When we receive a report from a local authority or member of the public, we will undertake a disciplinary investigation. The local authority may also impose sanctions.
  • WYNTK [link to follow] Sexual misconduct and harassment – sets out specific information in relation to sexual misconduct and harassment. There is also a central University web page which outlines the steps the University takes to protect all members of its community from harassment and sexual misconduct, the actions it takes when a report of this nature is received, and the support available to any student who has experienced harassment or sexual misconduct.
  • WYNTK [link to follow] Discrimination and hate-related misconduct - if you experience behaviour that you believe is discriminatory or hate-related from a student you can contact casework@ncl.ac.uk to make a formal report. Reports of discrimination will be treated seriously; anyone found to have behaved unacceptably may be subject to investigation

The Student Conduct Disciplinary Procedure sets out how the University deals with reports of misconduct about any of its registered students. Where a disciplinary investigation results in a finding of misconduct, appropriate disciplinary sanctions may be imposed including fines. These are set out within the Student Disciplinary Procedure and the Exemplar Fines and Charges.

For reference, the 2025/26 version of the Student Disciplinary Procedure is provided. If you need access to earlier versions, please contact casework@ncl.ac.uk who can provide them.

Support

Whether you report misconduct (reporter), or are the subject of a report of misconduct (responder), you are able to get support, advice and guidance from the  and Student Wellbeing, as well as your Academic Adviser. Both Student Responders and any Student Reporters will be provided with a separate named contact from the Registry and Education Services, who can answer any questions relating to the procedure, and keep students informed about the progress of the case.

If you are disabled or have any additional support needs, you can request adjustments or other arrangements and the University will seek to put in place for you while your disciplinary case is being considered.  

Additionally, you may wish to speak to your academic adviser about submitting a Personal Extenuating Circumstances form for consideration if you feel your studies may have been/may be adversely affected by the Disciplinary investigation. 

If you are required to attend any meetings throughout this process, you may choose to be accompanied by a friend or supporter. We strongly encourage you to access this support.  Please see the guidance on the role of a friend or supporter which outlines the role your friend or supporter may take in any proceedings. Your friend or supporter may not represent you, answer questions on your behalf or cross-examine witnesses, but may be asked to contribute a statement if appropriate. 

Risk management

Where there are concerns that immediate actions to protect you, other students, University colleagues or the wider community need to be taken the Student Conduct Risk Management Procedure will be followed.

Reporting misconduct

If you believe a student has breached University conduct expectations and want to report their actions to the University for investigation, you should email casework@ncl.ac.uk with a full explanation of the nature of your concern and if possible provide supporting evidence.  

Police reports

The University receives reports from the Police, especially where there may be safeguarding issues for students or staff. When we receive a police report, an investigation will take place and appropriate action taken in accordance with the Student Conduct Disciplinary Procedure.

Â鶹´«Ã½ Students’ Union (NUSU)

If you have experienced any instance of sexual violence, spiking, dangerous behaviours at organised student socials (initiations) or hate-related incidents at a Students’ Union club, society, or by an elected Union member or society president, you can report this using the NUSU 

Any reports made to NUSU, will be investigated in line with NUSU’s policies and procedures. These can be found here: 

Student Conduct Disciplinary Procedure

Student Conduct Disciplinary Procedure

Fitness to Practise

The University has a Fitness to Practise in place to consider any conduct or circumstances which indicate that a student, on a specific professional programme, may potentially be unfit to practise professionally or be a danger to actual, or potential patients. It is used by the University to consider whether a student should be permitted to continue on a course of study which leads to an entitlement to practise as on a range of professional qualifications at Â鶹´«Ã½.

It also applies to graduates with a Â鶹´«Ã½ MBBS degree who are Foundation Year 1 trainees or Year 1 House Officers in Malaysia. Any reports received indicating the possibility of a student being unfit to practise professionally are referred to the Provost of the relevant Faculty, who will designate a panel and lead investigator to look into the report further. A hearing may be convened to which the responding student will be invited to attend. 

Support to Study

The University recognises that you may experience temporary or long-term health conditions, mental health difficulties or disability, which may negatively impact your ability to study. If this happens your School can provide you extra support through the Support to Study Procedure. 

This is usually separate and distinct from any support offered to you directly by the Student Health and Wellbeing Service. 

There are different levels of support:

  • Level 1: Initial informal support, usually provided by your Academic Adviser (for example, through extra meetings).
  • Level 2: More formal support may be put in place if the measures under Level 1 are not sufficient.  A meeting will usually be held to discuss your circumstances and agree an Action Plan with you.
  • Level 3: When earlier support actions have not been successful in enabling you to continue with your studies, or it is believed your health may be at risk, formal intervention by an impartial Support to Study Panel may be organised.

There is more student guidance in ‘What you need to know about support to study’ 

  • Where there are concerns that immediate actions to protect you, other students, University colleagues or the wider community need to be taken the Student Conduct Risk Management Procedure will be followed.

Sickness and absence

Where illness or other reason prevents you from studying for more than three working days, you should complete an Absence Request Form via your Student Portal. Although it is not compulsory to complete the form, if a teaching event is monitored and there is no absence request authorised, your absence will be recorded on your record as unauthorised under the Student Engagement Monitoring Policy.

The Absence Request Form is also used for absences other than for sickness, e.g. time away from the University for personal reasons or Masters student summer vacation. You should note that these absence reasons will require evidence and may not be authorised.

There are different expectations around absence for Medical and Dental students that are outlined in information provided by the School. Medical and Dental students should use the Student Absence Request (PDF) form they have been provided with and send it to their School.

If illness prevents you from studying for more than seven calendar days, you should obtain a medical certificate from your doctor and forward it to your academic school or adviser/supervisor as soon as possible. In addition, an application for an adjustment to an assessment as a result of personal extenuating circumstances (PEC) can be made, if appropriate. 

Sexual Misconduct and Harassment

When you have experienced or witnessed any kind of violence, discrimination or harassment, we understand that it can be difficult to know what to do. It can also be difficult to take in enough information to make an informed decision about the next steps you may wish to take.

Unless we believe that there is a real danger to you or someone else, we will always be led by you and your choices.

Comprehensive information about the steps the University takes to prevent, respond to, and support those who have experienced harassment and sexual misconduct can be found here: Harassment and Sexual Misconduct | Freedom of Information | Â鶹´«Ã½

Support Services

The University’s Student Health and Wellbeing Service can provide you with support to work out what, if anything, you want to do next. Any student who has experienced sexual violence, harassment, discrimination or hate-related behaviours can access this service, whether or not you choose to make a formal report of your experiences.

The University's Wellbeing Advisors can help you to understand your options for making a formal report to the University or Police, and can signpost you to other support services. You can access this support via the Student Health and Wellbeing Service.

University investigations

The University has a code of conduct called the Student Charter, which includes behaviour expectations. When you register as a student each year, you agree to the terms of the Student Charter. When a registered student does something that breaches the Student Charter (for example, if they do something that is disrespectful or offensive, if they break the law, or if they behave violently or in a way that might harm others), it is likely that they have not followed the code of conduct, so we call this ‘misconduct’.

If you have experienced misconduct from another Â鶹´«Ã½ Student – for example, sexual violence, discrimination, harassment or hate-related behaviours - and you choose to make a formal report of your experiences, it will be investigated in line with the Student Conduct Disciplinary Procedure.

You may also find it helpful to consult the Frequently Asked Questions for more information about how a report of sexual misconduct will be investigated.

Reports of sexual misconduct, harassment, discrimination or hate-related behaviours from Â鶹´«Ã½ employees will be investigated by People Services, in line with the following policies and procedures:

Â鶹´«Ã½ Students’ Union (NUSU)

Reports of sexual misconduct, hate related incidents, spiking or dangerous behaviours at organised student socials occurring within Students’ Union clubs, societies, or activities can be submitted through the NUSU’s .  Reports can be submitted as formal complaints or informally and anonymously. 

 Any reports made to NUSU, will be investigated in line with NUSU’s policies and procedures. These can be found here: 

Policies, procedures & regulations
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