Section 1: Key Contacts and Procedures

1.1 School Offices

School Offices undertake most of the academic administrative work relating to students. When trying to discover which administrator is dealing with a particular matter, initial contact should be made with the Manager in charge of the appropriate School Office:

School Manager Extension
Art Kathryn Wade 26916
Biological Sciences Maureen Smith 27747
Chemistry Alistair Douglas (Academic) 23318
Clare Taylor (Finance) 24163
Steve Ogden (Resources) 22354
Civil Engineering & Environment Barbara Hudson 22884
Pat Meier 22663
Education Sue Veck 22623
Electronics & Computer Science Adrian Pickering 22898
Mary Campbell 23665
Maralyn Knight 22749
Simon Farrenden 22980
Dain Mead 26795
Engineering Sciences Maureen Sweetman 22835
Geography Jenny Stubbings 24649
Health Professions & Rehabilitation Sciences John Kness 25276
Humanities Clare-Marie Beaman 22213
Institute of Sound & Vibration Research James Sturgess 22343
John Taylor (Resources) 22336
Law Dr Christine Roberts 23622
Management Louise Roberts 25397
Mathematics Frances Hubbold 23747
Medicine Janine Morris 71-6583
Nursing & Midwifery John Layman (Business Administration) 27927
Ocean & Earth Sciences Claire Atkins 23755
Physics Mandy Pervin (Academic) 27984
Mary White (Finance) 23910
Colin Miles (Resources) 22078
Psychology Caroline Allee 22585
Social Sciences Anne Edwards (Finance & Planning) 22560
Sam Sharp (Student Affairs) 22527
Angela Harrison (Human Resources & Enterprise) 23572

An individual file is kept for each student in the appropriate School Office. The file contains registration particulars, local and permanent addresses, references and reports and other official correspondence. Tutors may consult these files and are asked to keep the files up to date by supplying copies of correspondence about their students. (See also Section 2.1).

1.2 Student Recruitment and Admission to the University

Student recruitment is an increasingly important activity and Joe Kaplonek (Ext 24803) would be glad to hear from tutors and supervisors willing to undertake visits to schools. The University holds two Preview Days for sixth-formers in June and July each year, and members of staff may be asked to contribute to these or to help with other school visits to the University. It is important that we continue to enjoy the respect and confidence of schools and that each applicant receives careful and courteous treatment.

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 School Offices or the Admissions and Student Data Office in the Administration Building. The UCAS Handbook is available electronically from the UCAS website (www.ucas.ac.uk). Details of internal administration procedures are set out in Guidance for Schools on Student Services Processes. 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 their School Admissions staff.

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 Admissions and Student Data Office. Supervisors are required to ensure that each prospective postgraduate student has completed an application form for the course, that references are checked, and that particulars of the course to be followed are reported to the Deputy Dean (Academic) for transmission to the School Board. Details of the administrative procedures involved are set out in Guidance for Schools on Student Services Processes. Additional copies are obtainable on request from the Admissions and Student Data Office (Ext 26819).

All visiting and exchange students, including ERASMUS and SOCRATES students, should be asked to complete an application form. Betty Draper (Ext 26799) co-ordinates the ERASMUS and 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 the Disability Service (ext 27726), or go to www.enable.soton.ac.uk.

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

Undergraduate and Postgraduate Admissions Contact Extension
General/procedural/policy enquiries Tom Sykes 26819
Specific Enquiries School Admissions Offices
Student Recruitment:
General Debbie Dyke 28546
Undergraduate Vacancy 24392
Postgraduate Alison Tebbutt 22473
International Jo Doyle 22760
Enrolment
General Procedures Zoe Heathcote 22457
Examinations
General Arrangements Jacky Lupton 22823
Graduation
General Arrangements Eileen Norman 23620

1.3 International Recruitment

The International Office can offer expertise to individuals on opportunities for internationalisation including student recruitment. The office can be consulted on market information, international contacts and the acceptability of international qualifications.

Admissions Tutors may wish to refer to the International Office website www.soton.ac.uk/international which offers useful information on current recruitment activities and advice on international qualifications.

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.studentservices.soton.ac.uk. Advice on academic links, guidelines for agreements and Memoranda of Understanding can also be obtained from the International Office.

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

1.4 Grants to Students

Undergraduates

Department for Education and Employment (DfES) information and circulars on grants and loans for 2005/6 are available for reference in each School Office.

Postgraduates

Particulars of postgraduate (e.g. EPSRC) awards are available from Heads of School or from Jill Speake, Room 3037 in Building 27. Information about Arts and Humanities Research Board studentships is available from the School of Humanities. Students on PGCE courses are normally eligible for a mandatory award from their LEA.

1.5 Grants for Additional Study

Grants (including in approved cases travel costs) for study during the vacations may be payable in some Schools.

Application forms for required vacation study are obtainable from School Offices. After completion by the student, the form should be certified by the Head of the School and returned to the School 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 School Offices. 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 Jill Speake, Room 3037, Building 27.

1.6 Correspondence with Local Education Authorities and other Sponsoring Bodies

The Director of Student Services is the 'Authorised Officer' of the University for all such correspondence (including certificates of attendance) which must not be sent direct to an Authority or sponsor by a tutor. The School Office concerned will, of course, contact a tutor on any enquiry from an LEA about a student if other than routine matters are in question. It should be noted particularly that students' claims for supplementary allowances require signature by the Director of Student Services (or by staff designated to sign documents on his/her behalf, normally the School Manager) before submission to an LEA. Other members of staff are not authorised to endorse such forms.

1.7 Accommodation

School or course selectors are issued separately with necessary information on UCAS and internal procedures. However, tutors are often called upon to assist in interviewing candidates, and at this stage misunderstandings have arisen over residential accommodation. The facts are that first-year accommodation in a university residence is guaranteed to the following categories of students only.
  1. UK undergraduate entrants who firmly accept either an unconditional offer or a conditional offer and meet the terms of that offer.

  2. All international, EU and Channel Islands undergraduate entrants without dependents (regardless of whether Southampton is their first or insurance choice).

  3. All postgraduate entrants without dependents.
All international-fee paying entrants, except those bringing dependents to Southampton, are guaranteed University accommodation for the normal duration of their course.

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 the Student Services Centre in Building 37, Enquiries: Ext 23994.

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 25958) or the Disability Co-ordinator, Debbie Viney (Ext 25644).

1.8 Council Tax

Most student accommodation is exempt but, if students live with others who are not students, the situation is more complex. The Student Advice & Information Centre in the Student Services Centre in Building 37 can provide help where necessary.

1.9 Regulations for Students

The General Regulations for students, listed in the University Calendar (Section IV), include information on procedures for student attendance, opting out of membership of the Students' Union, transfer and withdrawal from courses. Regulations for the conduct of examinations (Section IV) and for higher degrees (Section V) are also shown in the Calendar, which is available on the University's website www.calendar.soton.ac.uk. A Student Handbook, which includes summaries of the General Regulations, is issued to new students. If anyone requires a copy of the Regulations (or any other University policy document) in an alternative format (e.g. braille or audiotape), they should contact the Disability Service, ext 25644.

1.10 Student Course Representation

The Student Services Department and the Students' Union have been working together to develop the system of course representation at the University. As part of this initiative a resource pack has been produced to support Schools in raising the profile of student representation and working with their student representatives. In addition, the Students' Union has produced Course Representative Handbooks and will be providing training for student representatives.

Staff support, both moral and practical, is of paramount importance to the development and success of Student Course Representatives. This can occur through the sharing of information, or access to their fellow students through occasional announcements at the beginning of lectures. These may sound like small gestures, but they could make all the difference.

Probably the most useful way in which Schools can support Student Course Representatives is to have a named member of staff, such as a member of the Staff/Student Liaison Committee, who acts as a liaison point between the School and students. If your School has such a member of staff, it would be very useful to give their name to your students. If a student is interested in becoming a Student Course Representative, (s)he should be directed to the Membership Services Department in the Students' Union or the School Office, where the resource pack is available.

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.hr.soton.ac.uk/safety/

Staff with 'devolved management responsibility' will include Heads of Research Groups, Heads of Teaching Programmes and academic supervisors. Further advice on the role of the research supervisor can be found in the Health and Safety Executive publication 'Managing Health and Safety Aspects of Research in Higher and Further Education', available on loan from the Safety Office.

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 CONTROL MEASURES
Guidance Guidance on assessments can be found in the Management of Health and Safety at Work Regulations and associated Approved Code of Practice. Advice is available from ASAs. Generic assessments can be included in departmental safety policies. Specific activities where there is a possibility of significant risk should be assessed in detail, and the results of the assessment recorded in writing. Risk assessments will identify the control measures required to work safely. Where resources are inadequate to supply or implement control measures, the supervisor must ensure that the activity does not proceed. Training needs and the level of supervision should be included as part of an assessment. Assessments should be reviewed whenever there is a change in the nature of the work, or at least annually. Those responsible for carrying out assessments must be trained in appropriate techniques. 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 should be identified by risk assessment. When considering training needs the past experience and previous training of those expected to perform the task are 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. The Training and Development Manager and ASAs can provide assistance in defining training needs and in providing training courses.
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 Heads of Schools. 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.
Responsibility TO MONITOR THE WORK OF THOSE BEING SUPERVISED
Guidance Supervisors must monitor that those they supervise are working in accordance with risk assessments and are using necessary control measures. Should an accident or other incident occur to staff or students under their control, supervisors should investigate the causes, take necessary remedial action, and issue appropriate reports to their line manager, School Safety Officer and to the Safety Office.

1.11.2 Security

An information leaflet 'Safe and Sound - a guide to protecting yourself and your possessions' is available from the Student Advice and Information Centre in the Students' Union. All students are advised to take note of the guidelines contained in this leaflet. Personal alarms may be purchased from the Students' Union Shop or from the Student Advice and Information Centre. Security Staff may be contacted at any time via the Maintenance Control Centre (Ext 22811).
1.12 Equal Opportunities Manager

The University has a designated Head of Staff Diversity, Zelda Franklin-Hills, Ext 22945, who is responsible for promoting the development and implementation of the University's Equal Opportunities Policies, and to act as a focus for external and internal enquiries about equal opportunities in the University. You may also contact the Equal Opportunities assistant, Eleanor Scerri, on Ext 24054 for advice and assistance.

1.13 Harassment Contacts

The University has a Harassment Policy, a copy of which is available from Human Resources or the Student Advice & Information Centre; this Policy applies to all members of the University community. It is available on the web site at www.hr.soton.ac.uk/equalops/asp/other/harrassment.asp, as is a full list of the Harassment Contacts, a group of volunteers to whom a recipient of harassment can go and speak in complete confidence. They are there to listen, to hear and to understand what has happened, and to offer help and support whether or not an individual wishes to make a formal complaint.

If you want further advice on the details of the Harassment Policy, please contact the Equal Opportunities Manager or go to any one of the named contacts - not necessarily the one in your School. Alternatively, you may also choose to speak to your Head of School or Warden/Sub-warden in Halls of Residence or Student Advice and Information Centre.

1.14 Staff Training and Development

Human Resources
Level 4, Building 37
Tel. 24053
email: sdu@soton.ac.uk (general enquiries)
www.hr.soton.ac.uk.

Staff Development Manager: Tony Cooper, ext: 23800, email cac@soton.ac.uk.

The Staff Development Unit has a responsibility to provide and support training and development opportunities to all groups of staff. The key services provided are:
To facilitate a close working relationship with Deans and Heads of Schools in their staff development planning, staff have been nominated as key contacts as follows:
1.15 Data Protection Act

As a general principle, information collected about students will be stored as a permanent part of the record and used only for the purposes for which it was collected, to enable the University's central and legitimate activities (mainly teaching and research) and the procedures which underpin those activities (e.g. admitting, registering, accommodating and examining students, and compiling records and statistics, and developing a continuing relationship with the University through the University of Southampton Society) to be undertaken efficiently. The information collected will be no more than is necessary for these purposes. For the purposes of the Data Protection Act 1998, the Data Controller is the University of Southampton and the University will attempt to ensure that this information is as accurate as possible; kept up to date; and safeguarded from unauthorised disclosure. It will however be disclosed in certain appropriate circumstances, for example to external agencies in which students undertake supervised placement work, or in references to prospective employers or to another university; or in cases where this is necessary to fulfil the University's statutory obligations to authorised bodies; or to other parties in the pursuit of the University's legitimate interests, for example publishing examination results and providing reports to grant awarding authorities. The University may be called upon to cooperate with the police in crime investigation, and with certain other public authorities and in such circumstances personal data may be released.