Section 1: Introduction and Welcome

We hope that you enjoy your time studying with us and find the course you have chosen both interesting and rewarding.

The Course you have chosen is a BTEC Higher National Diploma (HND) in one of the six Courses ICON College of Technology and Management is approved by Pearson to Offer. These being: HND in Business (RQF), HND in Computing and Systems Development (QCF), HND in Electrical and Electronic Engineering (QCF), HND in Health and Social Care (QCF), HND in Hospitality Management (QCF) and HND in Travel and Tourism (QCF). The courses are internally assessed by the College and overseen/quality assured by Pearson who award the qualification you will work towards. 

ICON`s teaching and assessment staff will deliver your Course, support you in your studies and assess and verify your coursework. The College uses a mix of oral questioning, written assignments, projects, time constrained assessments, portfolio and other forms of assessment on the course. This information is provided in your specific course handbook Regulations within this handbook are summaries drawn from the Colleges Policies and Procedures as set out in the Colleges Quality Assurance and Enhancement Manual.  From time to time changes will be made to the Colleges Quality and Enhancement manual, this Student Handbook and your Course Handbook, you will always find the latest edition of these on the Colleges VLE (Virtual Learning Environment). 

The handbook also includes information on the resources we provide to support your study on your course and includes information on personal tutorials, the library and its use, and health and safety and fire regulations.

A summarised version of the handbook will be presented to you in the form of power point slides during your College induction period. It is not expected that you will read the Student Handbook from cover to cover, but we suggest that you note carefully the College rules, regulations and expectations, and keep the Student Handbook available so that you can refer to relevant parts from time to time as needed during your time at ICON College of Technology and Management.  Make sure you are familiar with the VLE (Virtual Learning Environment) by logging onto it frequently and regularly.  The VLE provides you with an abundance of information including the ICON Teaching and Learning Strategy. It will be developed as an interactive learning assistant for you, with blogs that you will benefit from joining, as well as being promptly updated with your learning materials.

The best of luck in all your endeavours!
 
Professor Nurun Nabi, MBA, PhD, FInstLM, MPDSE

Principal

Section 2: Course Admissions, Entry Requirements and Progression

The College seeks to implement admissions criteria that are clear, fair, explicit and consistently applied. Applicants will only be admitted to a particular course of study if they are deemed to be suitable in terms of: prior academic attainment; work experience (where relevant); English language proficiency; and demonstrate a commitment to study.

The College is committed to ensuring that its selection, admissions and enrolment procedures actively promote equality and fairness.

To meet the entry criteria for admission to level 5 HND courses, a candidate must have either:

• a level 3 qualification
• a level 2 qualification and relevant work experience
• or substantial work experience related to the field of proposed study and, demonstrate capability in English language equivalent to CEFR level B2 and, demonstrate a commitment to study and a reasonable expectation of success on the course

International qualifications at the appropriate level will also be accepted. The College will use UK NARIC to determine the equivalence of any international qualifications.

Prospective students will make application to the Colleges Admissions Section, and be interviewed by the relevant Head of Department.

Where an applicant declares a disability on the College application form, the applicant will be provided with appropriate advice and guidance from the Colleges Student Welfare Officer as to access arrangements and any other reasonable adjustments available, to ensure students are able to attend classes and undertake assessment in order to complete the course.

Applicants who wish to have their Prior Learning formally recognised against the learning outcomes and assessment criteria stipulated by the awarding organisation (Pearson), may wish to discuss this with the relevant Head of Department at interview. The Head of Department will give advice and guidance on the Colleges Recognition of Prior Learning processes and procedures. 

If an applicant supplies any false, inaccurate or misleading information in applying for a course of study, the College reserves the right to cancel an application and/or withdraw any offer of a place.

The College reserves the right to not make an offer of a place on a course to an applicant who does not meet the entry requirements for the course of study for which application is made.

An applicant may only appeal against a decision not to offer a place on the grounds of the College having not considered or applied correctly the evidence provided by the applicant relating to the entry requirements of the course applied for. Appeals must be made in writing to the Director of Admissions, ICON College of Technology and Management, Unit 21-22, 113 Adler Street, London E1 1EG.

Where an applicant is dissatisfied with the processing of their application, for example a procedural error, irregularity or maladministration, and has evidence to support this, they may lodge a complaint following the Colleges complaints procedure. 

The Colleges Quality and Enhancement Manual gives further information in relation to Admissions (Part 4 - Admissions) and Recognition of Prior Learning (Part 7 – Assessment).

Evidence of qualifications and other formal requirements

All students must:

1. Produce documentary evidence of qualifications held (including actual

certificates/diplomas) and/or reference letters from employers, detailing dates of employment, position(s) held and duties. Anyone found to have given false information or to have presented forged documents may be asked to leave the College.

2. Declare any criminal charges pending against them and any criminal convictions, immediately after receipt of any such charge or conviction if these arise during their course. Students studying the HND in Health and Social Care are required to undertake mandatory work placement for which a placement provider will require an enhanced DBS

Progression

The Course is taught over 4 semesters: each academic year will contain 2 semesters. Each semester students will study a maximum of 4 units. Thus, a student passing each unit will complete the Course in two consecutive years (four semesters). In any semester, a student should not attend more than four (4) units with the exception of semester four. If students do not pass four units each semester, the requirements set out below apply.

Semester one 

• All students will take four (4) units in this semester

Semester two 

• All students are expected to complete at least four units successfully by the end of semester one in order to continue in the Course.
• By the end of semester 2, a student should successfully complete at least six (6) units in order to progress to semester 3
• Failure to have completed six units at the end of semester two will require the student to repeat a semester in order to re-take the failed units before proceeding to semester 3. 

Semester three 

• The student must re-take the failed units first (maximum of two from the remaining eight units) having been assessed in both the submission and resubmission period. The student can take the remaining units from the four eligible units from semester three units. 
• The student can submit remaining assignments (maximum two) of the units from year one, if they have not failed that unit, by the end of semester three, in addition to attending the classes and submitting the assignments for the semester 3 units.

Semester four 

• Any student who at the end of semester 3 has successfully completed eleven units will be allowed to enrol for five units in their last semester if and only if they have proven a strong academic background from past semesters 
• Any student who at the end of semester 4 has failed to pass (successfully complete) the required units must enrol for an extra semester to complete the failed units which may incur additional cost per unit
• At any stage, up to the end of semester 4, a student should not be submitting more than six assignments in any given semester, nor enrolling for less than four units
• A student can re-take a failed unit only once during the fourth semester enrolment period.  

Note: For further information, please see the Course handbook.

Course Extension

Upon completion of two years of study a full-time HND student will only have their course extended for a further semester/year in the following circumstances:

• An application for course extension must be submitted on a “Course Extension Request Form” 
• Any course extension shall only be approved by the Director of Admissions which must include support from the relevant Head of Faculty/Department or Programme Manager
• Approval or rejection of an application for course extension must be recorded by signature on the Form and, as a minimum, must be signed by the Director of Admissions and the relevant Head of Faculty/Department and Programme Manager. Reasons for any decision will be recorded in writing on the Form
• All applications for course extension will be considered on a case-by-case basis, however, other than in exceptional circumstances no application for course extension will be approved unless the applicant has, as a minimum requirement, completed the 8 units comprising the HNC award for the course they are undertaking
• If a student has 4 or fewer units to complete at the time of making a request for course extension then their course will only be extended for one semester. If a student fails to complete the outstanding units within this semester then only on the submission of exceptional circumstances, for valid reason with supporting evidences will the course be extended for a further semester? 

An application for course extension will only be considered if it is made, and approval can be granted, prior to the commencement of the semester for which extension has been sought. Under no circumstances will a course extension application be approved when teaching has commenced in the relevant semester.

Course Deferral

The College will consider applications from students who wish to defer part of their course to deal with unforeseen matters. Applications to defer must be submitted on the designated Session Deferral Request Form available from reception and is subject to clearance by the

Accounts Unit, Student Attendance, Monitoring and Reporting Section, and Senior Examinations Officer before submission for final determination by the relevant Head of Department or Programme Manager and Chair of the relevant Assessment Board. 

If the Assessment Board does not meet within two weeks of submitting an application for deferral, the Chair of Assessment Board shall call an extra ordinary Assessment Board meeting with this as the sole agenda item.

A student will only be permitted to defer their course for a maximum of one semester. Further, deferment will only be granted for evidence of acute medical or personal reasons. Normally an application for deferment will not be considered if it is submitted after week three in any semester.

If a student has attended any class in the semester that they wish to defer, then they remain liable to pay the fees for that semester. This includes any fee payment made or to be made by the Student Loans Company. 

Prior to 14 days of recommencing their studies following a period of deferment, a student must complete and submit a re-registration form to the Student Attendance, Monitoring and Reporting Section. Failure to submit this form will result in a student being deregistered from the College after their period of deferment has lapsed. 

Section 3: College Rules Regulations and Expectations

Student ID card

All students are provided with an ID Card following enrolment and are required to wear it while they are on the College premises.

Prevent Duty

The Counter-Terrorism and Security Act 2015 section 26 places a duty on the higher education providers such as the ICON College to have ‘due regard to the need to prevent individuals from being drawn into terrorism’. As a result, and in common with all universities and Colleges, ICON College is engaged with the Government’s Prevent strategy and takes a range of steps in order to meet this duty.

Student Conduct

All students must behave appropriately at all times in College and in such a manner as not to:

• cause a nuisance, offence, injury or damage to other persons (in particular, other students, our employees, contractors, agents and any visitors) or to any of our property; 
• impede or prevent the provision of any Course of study offered by us; or cause damage to our reputation.

Attendance and Authorised Absence 

Students are expected to attend all classes and other contact sessions (such as tutorials including any extra classes that have been arranged for the student). The student’s class attendance will be recorded via fingerprint reader. 

If a student misses a class or contact session without providing a valid reason for this absence then this will be recorded as an Unauthorised Absence (“A”) on the attendance register. All students should familiarise themselves with the Attendance procedure in part 4 (Admission) of Quality Assurance and Enhancement Manual.

Students receiving support from Student Loans Company are subject to the Attendance Policy of the SLC and the College is required to report to the SLC student non-attendance.

Students must complete an Authorised Absence Application form (available from reception, Helpdesk and ICON VLE) supported by valid documentation to apply for a period of authorised absence.  

Note: Examples of valid reasons for not attending a class or contact session include serious personal illness or injury.      

Where a student is aware of a valid reason for not attending a future class, e.g. a prearranged hospital appointment, s/he must complete an Authorised Absence Application form in advance giving as much notice as possible

If a student has a valid reason for failing to attend a class or contact session and has not received prior authorisation, s/he must complete an Authorised Absence Application form (available in Reception and ICON VLE) and submit it to the Student Attendance, Monitoring and Reporting Section on the day of the student’s next attendance or within seven days of the absence (whichever is earlier). 

Lateness 

Students must attend classes on time (i.e. at 9:30am for the morning sessions, at 2:00pm for the afternoon sessions and at 5:30pm for the evening sessions). Students must remain for the complete duration of the class (i.e. 4 hours). A student who meets these requirements will have “P” recorded on the attendance register.

Students cannot be signed in after 15 minutes of the start of the class but they are allowed in for another 15 minutes. Any student who comes in after 30 minutes will be required to enter the class after the break when they will be allowed to sign in. Sign in process will be recorded via fingerprint reader only.

If a student provides a valid reason (supported by documentary evidence) then their record will be amended to indicate “Present” on the attendance register by the student monitoring team. A record of this decision and a copy of the supporting evidence will be kept on the student’s file.

If the College considers a student’s attendance is not of a satisfactory standard (regardless of the reason for any absence), the College will provide written notice to the student that continued failure to attend the course to a satisfactory standard may result in dismissal from the course. If, following such notice, the students’ attendance continues to be unsatisfactory, the College reserves the right to withdraw the student with immediate effect from the course.

Consequences of Low Attendance

Students receiving support from Student Loans Company (SLC) should be aware that the College is required to report attendance to the SLC and poor attendance can lead to Student Loans being withdrawn. 

The College will also inform the following authorities who may take the action indicated 

• Transport for London  (who may stop the students 30% discount on travelling)
• Local Council (who may cancel exemptions from council tax)   

Course Change Policy

Students will normally only be permitted to change their course within three weeks of the commencement of their first semester of study, subject to approval by the College Principal or Director of Admissions after they have scrutinised the knowledge and experience of the applicant. Applications must be made on the Colleges Course Change form available from Reception. 

Student Withdrawal Policy

If a student decides to withdraw from their course they must immediately inform the College of this decision by completing the Course Withdrawal form available from Reception. If the student is joining a new institution they must inform the College of the name and address of this new institution.

No smoking       

Smoking is not permitted anywhere on College premises.

Mobile Phones 

 Mobile phones must be switched off during class sessions and in the library. 

Change of address or contact numbers

 Should a student change his/her UK address, mobile number or email, he/she must notify the College immediately.  A contact details form is available from Reception and in the ICON VLE.

Brochure alterations

 The College reserves the right to alter course dates, fees and any particulars in the prospectus, brochures or website without prior notice, where reasonable to do so.

Accidents and damage to property

 The College accepts no legal liability in the case of accidents, illness, loss of or damage to personal effects and mail other than personal injury or death caused by negligence. Students will be liable to pay for any damage they cause to the College premises or property or to any accommodation that has been arranged by the College.

Expulsions

 The College reserves the right to expel any students for improper conduct or any conduct that interferes with the well-being of other students.  Please see the Disciplinary Procedure for full details.

Fees

 Fees in respect of the Course are due each year payable at the time of the start of  the Course. 

Payment by instalments for self-financing student

 Payments by instalments are available for the Courses and an instalment agreement has to be signed showing the schedule of payment. 

College expectations of students

 We have a firm commitment to equal opportunities and to providing a friendly and supportive environment for our students.  

We expect students to help us maintain our high standards by:

• Providing us with ‘feedback’ on the course as you progress through it.  In respect of each module you will be asked to complete an anonymous evaluation questionnaire. 

The contents of each completed questionnaire will be studied in detail with a view to enhancing teaching and learning ensuring that the course retains its vocational relevance and meets the needs and expectations of students.

• Providing us with whatever information we need to ensure that your studies are running smoothly.  This includes letting us know if you are unable to attend the course due, for example, to illness, or any other unforeseeable circumstances.  
• ICON College of Technology and Management will take whatever reasonable and practical steps are necessary to ensure the health and safety of each student whilst in the College environment.  You, in return, have a duty to co-operate with the College to ensure that all statutory requirements are adhered to, and that all statutory regulations are observed.
• Being punctual for classes/training sessions
• Not eating or drinking (except bottled water) in any of the lecture rooms or Computer/ Engineering lab rooms and library. 
• Not dropping food, nor spilling or emptying drink cans, or leaving food packaging etc on the floors, corridors, staircases, or near fire hoses or anywhere in the College other than in the waste bins provided.
• Not removing hardware, removing or copying software or other components of computers: this may be the subject of disciplinary proceedings and may be reported to the police.
• Not using College equipment or premises for any personal reason without the express permission of the Principal.

Students should note that it is a criminal offence under the Computer Misuse Act 1990 and Prevent duty 2015 to attempt to access offensive materials, or to interfere or otherwise access computer systems without authorization. Conviction can lead to fines of £2,000, up to 6 months imprisonment, and a criminal record.

Letters for Students and Transport for London Student Discount

Our enrolled students are eligible to request the following letters:

General letter - that confirms their studentship 

Work placement letter for HSC students for PPD unit who have not completed 200 hours

Council letter - for council tax exemption

Bank letter - to open a bank account

Holiday letter - confirming office ICON holidays/term breaks

Students requiring one of the above letters should complete a Letter Request Form (Orange Form) available at both reception and Helpdesk and submit it back to reception and keep the receipt that will be issued to them. 

It takes five working days for the requested letter to be ready subject to successful clearance from Accounts, Student Attendance, Monitoring and Attendance Section, Examinations office and finally approval by the Principal or the Director of Admissions.  

Students must collect their letter in person from Reception by producing the request receipt to reception staff. 

Students can apply for a TfL student discount card by visiting http://www.tfl.gov.uk/tickets . College will approve the application only if the student has satisfactory attendance (as per College’s attendance policy) and has paid required tuition fees. 

Equal Opportunities Policy

ICON College of Technology and Management is committed to conform to the requirements of the Equality Act (2010).

The College whole-heartedly supports the principle of equal opportunities in staff, students and trainee recruitment, advice, guidance and employment. It opposes all forms of unlawful and unfair discrimination on the grounds of colour, race, ethnic or national origin, gender, sexuality, marital status, political or religious affiliation and disability.

We believe that it is in our organisation’s and our students` best interests, as well as all of those who work with us, to ensure that all human resources, talents, skills and abilities which are available throughout the community are fully considered when recruiting staff students and trainees and when employment opportunities arise.

To this end, we are committed, wherever practicable and within the framework of the law, to be an equal opportunity employer, and will ensure that no employee’s job applications receive less favourable treatment than another’s on the grounds of gender, marital status, disability, religion, race, sexual orientation, age or background.

Every possible step will be taken to ensure that individuals are treated equally and fairly and that decisions on recruitment, selection, training, promotion and career management of staff, students, are based solely on objective, job-related criteria.

In order to put this policy of equal opportunities into practice in the day-to-day operation of the College, we will:

• Maintain an action plan containing explicit, measurable and achievable objectives. 
• Provide training and guidance for our recruitment consultants and those involved in management and personnel practices.
• Examine and keep under review procedures for recruitment, selection, promotion and training. 
• Develop mechanisms for resolving grievances about alleged unfair discrimination or harassment. 
• Identify any scope for using lawful positive action for training and encouragement, and, where possible, implement the necessary arrangements.
• Review and, if necessary, revise the policy on a regular basis.

Senior managers fully support this policy statement. All employees, agents and students are responsible for playing their part in achieving its objectives.

 Data Protection Policy

ICON College of Management and Technology takes responsibility for looking after information very seriously. We follow the Data Protection Act 1998 at all times when asking for, holding or otherwise processing your information so that:

• Personal data will be processed fairly and lawfully
• Data is processed only for the purpose(s) for which it was collected
• Data is adequate, relevant and not excessive for that purpose or purposes
• Data is accurate and kept up to date
• Data is not kept longer than necessary
• Data is kept secure against unauthorised access and loss or damage
• Data is processed in line with individuals’ Human Rights
• Data is not transferred outside the European Union without adequate protection

Sometimes sensitive information may be asked for e.g. health information. We will always ask for your explicit consent before collecting or using this information.  We ask you to sign the following when applying to join the College:

‘I consent to the College processing personal data, including sensitive personal data as defined in the Data Protection Act 1998, about me, for the proper purposes of the College.’

Section 4: Assessment and Quality Assurance

Assessment

The College complies with the assessment requirements of the qualification awarding organisation Pearson. Pearson publishes Course Specifications for each course on its website. These are summarised in the Colleges Course Handbooks that are given to students following enrolment on a particular course.

Each course comprises a number of units and each unit is assessed individually, generally by an assignment. Assignment briefs are issued by unit tutors at the beginning of the unit delivery.

Students should refer to the Course Handbook for the assessment strategy for individual units.

Assignment submission 

Students submit assignments through the ICON VLE where a check for plagiarism is made and feedback from the tutor is provided.

A student can only submit their assignment if s/he has met attendance requirements. A student can re-submit his/her referred assignment for a particular unit only once. If the student fails in both attempts (first submission and re-submission), s/he has to retake the unit/s including full attendance at all lectures. The right to retake requires meeting attendance requirements and payment of relevant fees (where applicable).

In any given semester a student will only be allowed to submit the current semester assignments plus a maximum of two (2) referred assignments from the previous semester.

Students are expected to use the first opportunity available for submission of assignments. If a student fails to submit the assignment on the first submission deadline date, it will be treated as if s/he has made use of one submission opportunity and can submit only one more time. This will be treated as re-submission. Maximum grade for resubmitted assignment is a Pass.

All submissions must be made under the correct unit name and corresponding tutor, otherwise the assignment will not be marked and will be considered as no submission.

A Self-financing student can only submit their assignment if s/he has clearance from the accounts office. 

Late Submission

Assignment submitted after the deadline, and within one week of the deadline, will be marked at Pass grade unless extenuating circumstances apply. Any assignment submitted later than two weeks after the deadline (final & late) will not be accepted. A student then should follow submission and resubmission process.

A student using extenuating circumstances should fill an “Exceptional Extenuating

Circumstances form” and hand it to examination office by attaching all supporting documents (see below Exceptional Extenuating Circumstances).

Time Constrained Assessment (TCA) 

Time Constrained Assignments (TCA) may be used as part of the assessment criteria in some units in combination with assignment assessment. Students will have to follow the same procedures that they are required to follow for assignment submission (See assignment submission procedure above).

Plagiarism/Collusion

 Plagiarism and other academic offences procedures

Plagiarism can be summarised as follows: A person commits plagiarism when he/she includes in his/her own work (coursework, assignment, article, book, etc.) someone else’s work in a manner such that it misleads the reader into believing that work was that person’s own work.

The following are examples of plagiarism -

• Reproducing or paraphrasing published materials without acknowledging the source
• Presenting information from electronic sources (e.g. downloading matter from the internet and pasting it into an essay, project or report) without acknowledging the source
• Copying the work of another current or former student
• Passing off the ideas, designs, inventions or any creative work, belonging to another, as one’s own
• Getting someone else to do the work

A student commits assessment misconduct when he/she attempts to gain unfair advantage, either on his/her own or with the help of others, to gain a grade that does not reflect his/her own knowledge, competence or skills.

The principal kinds of assessment misconduct can be summarised as follows (the list is not exhaustive):

• Committing plagiarism, as outlined above
• Colluding, by working collaboratively with others, and then passing off the work as one’s own
• Introducing and using unauthorised materials in time constrained assessments (i.e.

examinations, practical tests, etc.)

• Fabricating results or evidence to mislead and get better grades
• Altering results documents, including certificates, to mislead 
• Failing to abide by instructions or advice given by assessors with respect to assignment regulations, (e.g. number of words in projects, etc.)
• Committing any other type of cheating or misconduct to disrupt others and/or gain unfair advantage.

Protocol

Allegations of plagiarism/collusion and of assessment misconduct may be referred to the Academic Misconduct Committee by a member of staff of the College or be dealt with by an assessment board. 

A student must check their assignments on ICON VLE with plagiarism software Turnitin to make sure the similarity index for their assignment stays within the College approved level. All Final coursework must be submitted to the Turnitin submission point in the unit on the ICON VLE. 

Penalties

A student that has his/her assignment marked as plagiarism or collusion for the first time, will be informed in writing with details and a copy of that notice will be kept in his/her personal file. The student will also be asked to submit a new assignment based on resubmission procedure outlined in the assessment procedures. If the student is found for a second time to be involved in plagiarism/collusion, the student will be referred to the Academic Misconduct Committee.

The Academic Misconduct Committee may make recommendations to either the Assessment

Board or Academic Board depending upon the findings of its investigation into the matter. The Academic Misconduct Committee will take into consideration the relevant rules and regulations of the awarding organisation.

Grade Upgrade (Improvement)

A student completing a QCF qualification, who has passed the unit(s) but wishes to upgrade his/her grade should repeat the unit(s). This means that the student needs to attend the class and submit the new assignment. A student cannot resubmit/resit the same assignment to improve his/her grade(s).

The final grade awarded to the student will be the grade achieved in the repeat session. 

Repeating a unit requires a payment of the relevant fees (where applicable). 

Students studying towards a RQF qualification will not be permitted to retake a unit to improve their grade in line with Awarding Organisation requirements. 

Conflict of Interest

The College policy requires that all assessors to declare their relationships or links as well as conflicts in any manner with any student before they undertake to mark student assignments. The purpose is to make sure that any conflict of interest should not negatively or positively impact the students’ grades. Moreover, the College also requires the members of the assessment panel, including the internal verifiers, to declare if they are subject to the issues of conflict of interest panel meets.

Exceptional Extenuating Circumstances (EEC)

Where circumstances beyond the student’s control impact negatively on an assessment opportunity the student may submit a claim for exceptional extenuating circumstances. Exceptional extenuating circumstances may apply in one of the following circumstances; examples:

• a long-term illness (other than minor illness)
• acute personal/emotional circumstances
• hospitalisation
• Bereavement in the run-up to an examination or coursework deadline (normally a close relative i.e. parent, child, partner or sibling)
• been the victim of crime
• mental health problems
• natural disaster 
• civil disruption (e.g. major breakdown in transport system)

The following will not normally be considered as valid extenuating circumstances:

• Computer or printer failure 
• Bunching of deadlines 
• Job interview 
• Falling behind due to paid employment 
• Minor illness such as coughs and colds 
• Illness after a deadline has passed 
• Attendance at weddings and other 'rites of passage' ceremonies 
• Religious festivals (unless they cover a significant portion of the assessment period or

fall on 

• the day of an examination, in which case the student is expected to give reasonable advance warning) 
• General feeling of anxiousness/depression, unless backed up by medical evidence 
• Holidays 
• Missing a train or bus
• House moves 
• Ignorance of rules and regulations
• Disability for which special arrangements are in place
• Loss of USB

Claiming Exceptional Extenuating Circumstances

Claims of Exceptional Extenuating Circumstances should be made by completing an ‘Extenuating Circumstances’ form (available in the ICON VLE or the Examination office) and submitting to the Examination Office within Two weeks of the affected assessment together with appropriate evidence. The Senior Examinations Officer will deliver the form to the HoD/Programme Manager for the Course from which the EEC arises to proceed.  The student must submit this form immediately, as it is likely that their application for extenuating circumstances will not be considered if submitted late. The HoD/Programme Manager will summit all the EEC applications to their first Assessment Board meeting for their

considerations. The student will be informed of the outcome of their application for Exceptional Extenuating Circumstances (EEC) by the Examination office after the Assessment Board meeting.

A student will not be able to submit an application for Extenuating Circumstance after the Two weeks window for submitting an application has expired except if they are physically unable to do so, for example due to hospitalisation or being incarcerated etc. 

If the Assessment Board does not meet within two weeks of submitting an application for EEC, the Chair of Assessment Board shall call an extra ordinary Assessment Board meeting with this as the sole agenda item.

Assignment grades are provisional for each unit until internally and externally verified and approved by the assessment board. The College policy is that the student may be required to undertake an exam and/or presentation after submitting their assignment for a particular unit where there is a question regarding the authenticity of the submitted assignment

Section 5: Appeals and Complaints

Academic Appeals (Assessment Decisions Only)

This procedure related to academic appeals only. For any other complaint or appeal, the Colleges Complaints and Appeals procedure should be followed.

Academic appeal, as defined by the Office of the Independent Adjudicator (OIA), is a “request for a review of a decision of an academic body charged with making decisions on student progress, assessment and awards”.

An academic appeal relates to the outcome of an assessment or examination, or a student’s progression, and may be based on:
• a procedural irregularity in the assessment process
• bias or perception of bias
• Exceptional Extenuating Circumstances (EEC) where, for good reason, the academic body was not made aware of a significant factor relating to the assessment of a student when it made its original decision.

The following are not normally considered to be legitimate grounds for an academic appeal:
• where a student questions the exercise of academic judgment, that is, the decision made by academic staff on the quality of the work itself or the criteria being applied to mark the work (rather than the administrative marking process)
• where a student disagrees with the conclusions reached by the individual or panel which considered their EEC.

If a candidate is in disagreement with his/her assessor concerning an assessment decision, he/she has the right to appeal based on the following stages (all references to days in specified time limits refer to working days)

Stage one

A student wishing to appeal against an assessment outcome must complete an Appeal form (available at Reception or the ICON VLE) and deliver it to the Examinations Office within ten days of the availability of the relevant results at the Examination Office. The student must identify on the form which learning outcome(s) have allegedly not been fairly assessed. 

Stage two

The Senior Examinations Officer will deliver the form forthwith to the HoD/Programme Manager for the Course from which the appeal arises, for permission for the appeal to proceed. The HoD/Programme Manager shall give permission if the above grounds of appeal requirements have been met, and refuse permission if they have not been met.

Stage three

The HoD/Programme Manager must take that decision within ten days of the lodging of the appeal form with the Examinations Office. That decision may if it is a rejection be confirmed or

altered by a member of the Internal Verifier team (who shall be nominated by the HoD/Programme Manager within five days of the lodging of the appeal form). Such confirmation or alteration shall be made within two days of the decision of the HoD/Programme Manager to give or withhold permission. 

The HoD/ Programme Manager shall forthwith inform the student of the decision and if permission has been granted by the HoD/Programme Manager or the nominated member of the Internal Verifier team, convene a meeting of the Internal Verifier team to consider the appeal, to meet within ten days from the lodging of the appeal form. The Internal Verifier team shall decide whether the grounds of appeal have been met and whether the appropriate grade(s) was/were awarded. If they think fit, they may recommend to amend the grade. They must provide reasons in writing for the decisions they take.

Stage four

The Internal Verifier team shall send any recommendation with their reasons to the AsB appropriate to the Course in question, which may accept or reject the recommendation in whole or in part. If the AsB does not meet within five days of the making of the

recommendation of the Internal Verifier team, the Chair of AsB shall call an extra ordinary AsB meeting with this as the sole agenda item. The acceptance or rejection shall be communicated forthwith to the Chief Examinations Officer and to the next AsB meeting.

Any rejection at this stage must be accompanied by reasons.

Stage five

The Chief Examinations Officer shall notify the student of the decision of the AsB immediately. The AcB shall be informed by the Chair of the relevant AsB of the details of the appeal at its next meeting after publication of the decision of the AsB. 

Stage six

When the College’s internal procedures have been concluded, a student will be issued with a completed copy of the appeal form by the Examination Office. Following this, a student who is dissatisfied with the final decision on his/her case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education and awarding organisation (Pearson).

Information and eligibility rules are available at: Pearson and Office of the Independent Adjudicator websites. http://www.oiahe.org.uk/, https://qualifications.pearson.com/en/qualifications/btec-higher-nationals.html.

Complaints

Complaints Procedure 

Complaint is “an expression of dissatisfaction by one or more students about the College’s action or lack of action, or about the standard of service provided by or on behalf of the

College.”

The College values the views of its students highly, and therefore aims to manage complaints in a way that is sensitive to the needs of each specific case, and supportive of the College’s goal of providing the best possible student experience.

A complaint is different from an appeal against a decision on the grade awarded to a piece of assessed work. Grounds for complaint might include: 

• the quality and standard of any service we provide
• failure to provide a service
• the quality of our facilities or learning resources
• unfair treatment or inappropriate behaviour by a student or staff member
• the failure of the College to follow an appropriate administrative process
• dissatisfaction with College policies
• harassment, bullying and victimisation
• other deficiencies in the quality of your learning experience

There are some things we can’t deal with through our complaint handling procedure. These include:

• a request under Freedom of Information Act 2000 or Data Protection Act 1988
• a request for information or an explanation of policy or practice
• an appeal about an academic decision on assessment or admission
• an issue which is being, or has been, considered by a court or tribunal •   a request for compensation 
• an attempt to have a complaint reconsidered where we have already given our final decision following an investigation.

The College believes that complaints should be resolved as quickly as possible. For this reason, the procedure contains both informal and formal stages. Complaints will not be rejected solely on the grounds of minor procedural deficiencies on the part of the complainant.  At each stage of the process, the person to whom the complaint has been referred shall, if it is upheld, wholly or in part, apply such remedies as are within their powers. If they consider that the remedy is outside their powers, they shall refer the matter to the appropriate authority/person.

Stage One: Informal resolution 

It is expected that the majority of complaints can be resolved easily and quickly on an informal basis, at the time the problem first occurs and with the individual(s) directly involved.

If possible, student should first raise their complaint, either orally or in writing, with the individual who is the subject of the complaint. Alternatively, student may wish to discuss their complaint with the relevant Head of Department, Programme Manager or Personal Tutor.

If a complaint is of a general rather than a specific nature, it may be more appropriate for the student to ask the relevant student representative to raise it at the Staff-Student Liaison Panel or other College Board or Committee.

No formal time limit is applied to the local informal resolution. However, it is expected that attempts will be made to resolve the informal complaint wherever practicable, within two (2) weeks.

Stage Two: Formal written complaint 

If the complainant is unable to resolve their concerns informally (in accordance with stage one above) or they feel unable to approach the relevant individual(s) directly, they should submit a written complaint using the Complaint Form (available at Reception and the ICON VLE) within a reasonable period of time (normally no later than three months) to the Misconduct Committee.

This procedure does not cover a request for a review of a decision of an academic body (e.g. Examination Board) regarding student progression, assessment and award. This is defined as an Academic Appeal and is dealt with under the separate Appeals procedure (see Academic Appeal).

A decision to proceed with a formal complaint will be made solely on the basis of the information set out on or accompanying the complaint application form. Complaints Forms are available from ICON VLE and both reception and Helpdesk. It is therefore imperative that the complaint is written in as clear and concise a manner as possible and focuses on the key issues of complaint, avoiding vague judgements. Requested outcomes of a complaint must be clear and realistic. 

• The student should complete a Complaints Form setting out clearly the nature and origin of the complaint detailing what steps, if any, have been taken to resolve it informally and explaining why the outcome of the informal procedure is not considered satisfactory. The student should also clearly indicate what remedy/remedies, if any, s/he is seeking.

The completed form should be returned to the Chair of the Misconduct Committee 

• The Chair of the Misconduct Committee will acknowledge the complaint within one week of receipt and will let the student know who will be dealing with the complaint
• The Chair of the Misconduct Committee will, within two weeks contact the complainant and indicate what action they plan to take, and the date by which they expect any investigation to be complete. If the investigation cannot be completed by the expected date, the Chair of the committee will advise the student of the delay.
• The Chair of the Misconduct Committee will respond in writing to the complainant when any investigation is complete with details of the findings, and if the complaint is upheld will indicate what the outcome will be.
• Where the complaint is dismissed, the complainant shall be provided with full reasons for the decision and (unless there are compelling reasons for any documents or communications to remain confidential) copies of relevant documentation considered. The Misconduct Committee’s decision will represent the formal outcome of the Complaint Procedure.
• The Misconduct Committee shall notify the complainant in writing of their decision normally within four weeks of the receipt of the complaint from the complainant. If it should prove impracticable to respond fully within 20 working days, the complainant shall be informed in writing of the timescale for the receipt of a full response.

When the College’s internal procedures have been concluded, a student who is dissatisfied with the final decision on his/her case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education and awarding organisation (Pearson). Information and eligibility rules are available at: Pearson and Office of the Independent Adjudicator websites.

http://www.oiahe.org.uk/, https://qualifications.pearson.com/en/qualifications/btec-highernationals.html.

Disciplinary procedure (non-academic)

This procedure aims to ensure fair and equitable treatment and to promote good relations between ICON College of Technology and Management and its students. ICON College of Technology and Management expects high standards of conduct, attendance and performance from all its students.  Failure to observe these standards through misconduct may result in disciplinary action. Minor problems will be dealt with on an informal basis, between the student and his/her tutor and/or Head of Department or Programme Manager. Repeated minor breaches or more serious misconduct will lead to the implementation of ICON College of Technology and Management’s disciplinary procedure.

Before any disciplinary action is initiated, there will be a full investigation of the facts by the College Misconduct Committee to establish if there are justifiable grounds to invoke the disciplinary procedure.

The procedure has 4 stages, any stage may be decided as constituting the initial or only stage, at the discretion of the Misconduct Committee, and an initial stage may be followed by a further stage:

1. Refusal to comply with a Stage 2 Formal written warning
2. Fighting and/or physical violence
3. Vandalism and/or any deliberate damage to premises, computer hardware, software, equipment or tools.
4. Serious verbal abuse of College staff, visitors, or other students
5. Fraud, theft or arson
6. Consumption of alcohol on College premises, or illegal use of drugs

(other than those prescribed by a doctor)

7. Serious breaches of College policy on equal opportunities
8. Accessing illegal or offensive material on the Internet.

Suspension will continue until a meeting of the College management. The Principal may decide either to reinstate the student or to formally dismiss him/her.

 Stage 4

(Appeal) 

The student may appeal against the decision, the student must inform the College in writing to the Principal within 10 working days.

       Stage 5

When the College’s internal procedures have been concluded, a student who is dissatisfied with the final decision on his/her case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: Office of the Independent Adjudicator websites. http://www.oiahe.org.uk/. 

Office of the Independent Adjudicator (OIA)

The College subscribes to the Office of the Independent Adjudicator (OIA). This body acts to review complaints by students against higher education providers. 

ICON College students may complain direct to the OIA, however the OIA normally requires a student to have completed the Colleges internal complaints or appeals procedures before reviewing a complaint. The OIA website provides a ‘Complaint Form’ which the student seeking a review should submit to the OIA. Students should note, the OIA should receive the ‘Complaint Form’ within 12 months of completing the Colleges Complaints or Appeals procedures.

The OIA website provides examples of complaints that they can and cannot look at. Students should refer the guidance provided on their website www.oiahe.org.uk for further information or guidance if they are unsure whether the OIA can look at their complaint.

Competitions and Markets Authority (CMA)

As a higher education provider, the College seeks to comply with relevant legislation, that which impacts on College staff and students. The Competitions and Markets Authority (CMA) has produced three documents that summarise consumer rights for those students who are choosing or taking higher education courses. These documents provide guidance on consumer rights and where a student can get advice if there is a problem. 

The first is a 60-second summary – ‘Undergraduate Students: Your Consumer Rights’, the second ‘Higher Education: guide to consumer rights for student’, which provides greater depth in the subject and the third ‘Reporting possible non-compliance with consumer law’. 

Each of the documents is available from the Colleges website or the by using the following link to the Competition and Markets Authority website: https://www.gov.uk/government/collections/higher-education-consumer-law-advice-forproviders-and-students