1.1 Academic Registrar's Department

1.2 Student Recruitment and Admission to the University

For all full-time undergraduate courses leading to a first degree admission to the University is through the Universities and Colleges Admissions Service (UCAS). Details of the procedures involved are given in the UCAS annual handbook and 'Notes for Applicants'; copies of the latter may be consulted in Faculty Offices or the Admissions Office, Administration Building. The UCAS Handbook is available electronically from the UCAS website (http://www.ucas.ac.uk.). Details of internal administration procedures are set out in an annual circular, "Notes for Undergraduate Selectors." In the case of a student seeking to transfer to Southampton from another university, tutors are not authorised to make a firm offer to the candidate without prior reference to the Admissions Office (Ext 26819) or, in Engineering, the Faculty Office. (See Section 1.1).

For all postgraduates other than applicants for the PGCE and Social Work courses, admission to the University is by direct individual application, and a formal letter of acceptance or rejection is sent to candidates from the Academic Registrar's Department. Supervisors are required to ensure that each prospective postgraduate student has completed an application form for the course and that references are checked, and particulars of the course to be followed are reported to the Faculty Office for transmission to the Faculty Board. Details of the administrative procedures involved are set out in an annual circular, "Notes for Postgraduate Selectors;" additional copies are obtainable on request from the Admissions Office (Ext 22837).

All visiting and exchange students, including ERASMUS/SOCRATES students, should be asked to complete an application form. Alicen Pomroy (Ext 22473) co-ordinates the ERASMUS/SOCRATES programmes. No promises of accommodation should be made to visiting or exchange students.

There are specific procedures for dealing with applications from students who have a disability, information on which is available from Maggi Spreadbury (Ext 24731).

Tutors wanting advice/information on different aspects of student registration should contact the following officers:

1.3 International Recruitment

Members of staff given leave of absence for overseas visits (including conferences) are encouraged to promote the University's courses, facilitate links and feedback information on overseas institutions. Literature and advice can be obtained from the International Office for this purpose.

The University holds a list of formal and informal international links which are updated annually and can be found at www.soton.ac.uk/~acreg. Advice on academic links, guidelines for agreements and Memoranda of Understanding can also be obtained from the International Office.

The International Office produces a newsletter on issues affecting international recruitment including country up-dates, changes to international education systems and opportunities for recruitment which departments may wish to investigate. The newsletter is currently circulated to all interested members of staff and includes all undergraduate and postgraduate Admissions Secretaries and Admissions Tutors.

The International Office team can be contacted in the first instance via phone: x22772/26808 or via the following emails: glf2@soton.ac.uk, cjlg@soton.ac.uk.

1.4 Grants to Students

Department for Education and Employment (DfES) information and circulars on grants and loans for 2002/03 are available for reference in each Faculty Office.

Postgraduates

Particulars of postgraduate (e.g. EPSRC) awards are available from Heads of Department or from Miss Jill Speake, Room 3009 of the Administration Building. Information about Arts and Humanities Research Board studentships is available from the Arts Faculty Office. Students on PGCE courses are normally eligible for a mandatory award from their LEA.

1.5 Grants for Additional Study

Application forms for required vacation study are obtainable from Faculty Offices (or Departments in the case of Science). After completion by the student, the form should be certified by the Head of the Department and returned to the Faculty Office (detailed instructions are given on the forms themselves).

The rates of grant for additional study vary according to circumstances and, particularly, location. Details of the current rates are obtainable from Faculty Offices (or Departments in the case of Science). The greater part of any grant for study abroad is paid in advance to the student. Other grants may be paid in advance in cases of hardship.

Postgraduate students not supported by Research Councils may apply for assistance to attend conferences if no other source of financial assistance is open to them. Forms are available from Miss Jill Speake, Room 3009, Administration Building.

1.6 Correspondence with Local Education Authorities and other Sponsoring Bodies

1.7 Accommodation

1. UK undergraduate entrants who firmly accept either an unconditional offer or a conditional offer and meet the terms of that offer;
2. All overseas, EU and Channel Islands undergraduate entrants without dependents (regardless of whether Southampton is their first or insurance choice);
3. All undergraduate clearing entrants;
4. All postgraduate entrants without dependents.

In addition, UK undergraduate entrants who accept Southampton as their insurance choice are guaranteed a first-year place in a university residence within four weeks of the start of session. These guarantees do not cover students who live locally, have dependents or who do not return their accommodation application forms by the stipulated deadlines. The residence application form gives candidates a chance to state their preferences between traditional halls (some meals provided); self-catering halls; or approved lodgings with bed and breakfast provided by a resident landlord/landlady. Although every effort is made to give entrants their first preference, that is not always possible. Fees are reviewed annually. Agreements are for 30 weeks in catered halls and 39 weeks in self-catering halls.

Tutors must be careful not to mislead those who are not entitled to University accommodation, as this can lead to disappointment and resentment. Many of these students will have to live in lodgings, at least for the first few weeks. Far fewer places are available for senior undergraduate students than for first-year students and many students will not be offered a further year in hall during their studies here. They will be expected to find private accommodation, usually in shared rented houses.

Postgraduates are not eligible for catered halls, although at the Glen Eyre and Wessex Lane complexes some meals may be able to be provided in term-time by special arrangement only. Agreements for self-catering halls are on a 39 or 50 week basis. South Hill and Montefiore III have a large number of single rooms with ensuite facilities for postgraduates only. Wolfe House, Highfield Hall, has 18 studio flats for postgraduates. Accommodation is particularly difficult to find for married students with children and students are advised to come alone initially and then to send for their families when accommodation has been secured. Any enquiries regarding accommodation should be made to the Accommodation Officer. The Accommodation Office deals with both University-owned and privately rented accommodation and is located in Building 16. (Ext 23994 (Reception & General Office), 23500, 23548, 23510).

The University has some fully accessible accommodation suitable for students with various disabilities, some of whom require personal or domestic care. Since the closure of Clarkson House, this accommodation is available in a number of different halls of residence. Such students should be referred to the Assistant Accommodation Officer, Mrs Amanda Niblett (Ext 25874) or the Disability Co-ordinator, Debbie Viney (Ext 25644).

1.8 Council Tax

1.9 Regulations for Students

1.10 Student Course Representation

Each department normally has a student representative from each year of its courses, including postgraduate representatives, who attend Staff/Student Liaison meetings and/or Departmental Board meetings to discuss course related matters. Students are asked to volunteer as representatives and elections are held as necessary.

The following support and resources for course representatives are recommended as good practice:

• A member of staff who acts as the liaison point between course representatives and the department/school/faculty and who co-ordinates Staff/Student Liaison meetings.
  
  
• Promoting the course representation system to students and holding elections as early as possible in the year.
  
  
• Working with the Students' Union to run training for course representatives within departments and to distribute Course Representative Handbooks.
  
  
• Making communication resources available to course representatives such as a notice board, pigeon-holes and e-mail discussion lists. Administrative support or access to a word processor, e-mail services, stationery and photocopier.
  
  
• Provide course representatives with relevant papers and information, e.g. committee membership and terms of reference, minutes of previous meetings, names and contact information for the committee secretary/minute taker. Ensure that representatives understand committee procedures.
  

For more information and ideas about supporting course representation, contact Richard Kennett (rjck@soton.ac.uk, ext 26849) or Pat Usher (pu@soton.ac.uk, ext 23799) in the Quality Assurance Unit.

The Students' Union provides the following support to course representatives across the University:

• A Course Representative Handbook is available for all student representatives and the Students' Union website contains further information for representatives at www.susu.org
  
  
• Training for course representatives is held each year to help students understand their role and develop confidence in carrying it out.
  
  
• The Students' Union funds departmental student societies. See http://clubs.susu.org for details.
  
  
• Students requiring individual advice about academic appeals, changing or leaving their course, sources of support, etc. can contact the Student Advice & Information Centre for assistance: saic@soton.ac.uk or tel. 80592085.
  

For more information about course representation contact the Students' Union Membership Services Department : memserv@soton.ac.uk or ext. 27649.

1.11 Safety and Security

1.11.1 Safety

The University Safety Policy and associated guidance can be accessed from the Safety Office Home Page at www.soton.ac.uk/~safety

SAFETY RELATED RESPONSIBILITIES OF STAFF IN SUPERVISORY POSITIONS

The use of the terms "supervisor" and "supervision" in this document are in relation to safety, and not in relation to academic matters. This needs to be clearly understood as what might be considered an appropriate level of supervision for academic purposes may well not be adequate for safety purposes. The role of supervisory staff is particularly important in achieving day-to-day health and safety. They have a key role in ensuring that staff and students under their control adhere to departmental rules and procedures.

Responsibility	TO ASSESS ALL ACTIVITIES TO IDENTIFY HAZARD AND EVALUATE RISK, AND TO ENSURE ADEQUATE RESOURCES ARE MADE AVAILABLE TO IMPLEMENT THE NECESSARY SAFEGUARDS
Guidance	Guidance on assessments can be found in the Management of Health and Safety at Work Regulations and associated Approved Code of Practice. One approach is to undertake a broad-brush assessment of work activities in order to identify workplaces and activities where there is a possibility of significant risk. These should then be assessed in detail, and the results of the assessment recorded. If it is possible to identify workplaces and activities where the risks are not significant, these can be noted, and no further assessment will be needed unless circumstances change. The quality of risk assessments will be monitored during departmental safety inspections.
Responsibility	TO PROVIDE ADEQUATE JOB TRAINING, INSTRUCTION AND SUPERVISION FOR STAFF AND STUDENTS
Guidance	Training needs may be identified by a systematic analysis of the tasks involved. The Training and Development Co-ordinator can provide assistance. When considering training needs, the past experience and previous training of those expected to perform the task is particularly important. What might be appropriate for one person performing a particular task might not be appropriate for another person carrying out the same task. Nobody should be expected to undertake any work for which they have not been trained. Guidance on supervision of students is contained in the CVCP document "Health and Safety Responsibilities of Supervisors Towards Postgraduate and Undergraduate Students".
Responsibility	TO ATTEND APPROPRIATE INDUCTION AND OTHER TRAINING COURSES
Guidance	All members of staff will be expected to receive training arranged by or on behalf of the Head of Department (see responsibilities placed on Heads of Departments and on Staff and Students). There may need to be special courses for supervisory staff in addition to these, but this can only be determined by analysis of training needs. All those delegated safety related duties should receive training relating to those duties.
Responsibility	TO TAKE ADVICE FROM SPECIALIST ADVISERS WHERE APPROPRIATE
Guidance	Specialist advisers should be consulted whenever the existing knowledge, training and experience is insufficient to adequately assess the hazards or risks associated with an activity or project. The provision of non-routine items of personal protective equipment (PPE) is an area where such advice is likely to be needed.

1.11.2 Security