Student Contract 2019-20

If you are taking up a place with the University for entry after 1 August 2020 the student contract for 2020-21 will apply.

1. This document together with the terms of any student offer is the contract between the University of Leeds (“the University”) and its students (“students”/“you”). 

Important rules and admission 

2. Your admission to the University is subject to the requirement that you adhere to the University’s procedures for registration and enrolment. You must comply with the terms and conditions set out in this document including the provisions of the University’s Ordinances and Regulations, guidelines, rules, policies, codes of practice, protocols and procedures (“University rules”). Unless agreed to the contrary you will be expected to comply with the latest versions that are in force at the time.  

3. For your academic life at the University, your rights and obligations can be found at www.students.leeds.ac.uk. Here you will find in particular information on how you may change your course and University rules on such issues as attendance, student discipline, assessment, academic misconduct (such as, cheating, collusion and plagiarism), how to appeal against an academic decision and how to feedback or complain if you are dissatisfied with your experience. To the extent there are any changes to these rights and obligations while you are a student, the University will look to ensure that you suffer no detriment from those changes.  

4. Your rights and obligations with regard to University services can be found on their websites. In particular please note the user arrangements for the following key services: 

• Library www.library.leeds.ac.uk/

• IT (including Minerva) https://it.leeds.ac.uk/it?id=kb_category&kb_category=7950ab68db7ffbc48b6583305b9619e0

• Sports facilities www.sport.leeds.ac.uk/

• Accommodation services www.leeds.ac.uk/accommodation/

5. You must have your identity verified by the University at the beginning of your course. Failure to do this may result in you being withdrawn permanently from your University studies.  

6. This Contract is supplemented by the Taught Students Guidance www.students.leeds.ac.uk/taughtstudentguidanceand Research Student Guidance www.students.leeds.ac.uk/researchstudentguidance. The University has also developed with the Students Union “The Partnership”. This “Partnership” sets out generally what you should expect from staff and other students, and what will be expected from you as a member of our learning community www.students.leeds.ac.uk/#The-Leeds-Partnership. You must also adhere to any particular conditions and requirements set out in the University’s offer letter to you, your programme and module specifications and any School/Institute/Faculty guidelines, rules, codes or policies.

7. The offer of a place at the University is usually only valid for the year specified in the University’s offer letter to you. Any fees and charges you are informed of will normally be for the academic year for which you are to register.

8. The University may withdraw or amend its offer to you or terminate your registration at the University if it is discovered that you have made false statements or omitted significant information in your application to the University. You may be required to withdraw from the University with the termination of its agreement with you in accordance with relevant University rules.

9. The University may terminate its agreement with you, not permit you to re-register for the following year and require you to withdraw from the University if you become unfit to study or otherwise fail to meet your commitments to the University – for example, by the non-payment of academic fees, inappropriate conduct or making unsatisfactory academic progress.

10. Students holding a Tier 4 (general) student visa must adhere to the conditions of their Tier 4 visa and the other responsibilities outlined here www.students.leeds.ac.uk/info/21506/your_visa/851/tier_4_responsibilities. Failure to adhere to these regulations may result in the University withdrawing sponsorship under Tier 4, your visa being cancelled and termination of your study.

Delivery, changes and disclaimer

11. Unless otherwise specifically stated to the contrary in course publicity material your course will be taught on the Leeds campus of the University. For credit bearing taught courses see www.leeds.ac.uk/coursefinder.

12. The University will provide you with tuition, learning opportunities and other related services, which will lead to the award of the appropriate degree or qualification subject to you successfully fulfilling the requirements of your course. Specific details relating to the delivery of your course will be provided before or at the time of your registration as a student of the University. Latest information on courses can be found at www.leeds.ac.uk/coursefinder. In the unlikely event that there are any significant changes after you have submitted your application for your course, you will be notified of the changes.

13. As a University student you automatically become a member of the University. The University will provide you with its alumni services; these services form an important and integral part of the University’s long term commitment to its students. Being a member of the University and the alumni community can give you access to a vast support network and a range of services and opportunities to stay connected with the University and fellow alumni. Please see www.alumni.leeds.ac.uk/.

14. Information provided by the University such as in presentations, University brochures and the University website, is accurate at the time of first disclosure. However, courses, University services and content of publications remain subject to change. Changes may be necessary to comply with the requirements of accrediting bodies or to keep courses contemporary through updating practices or areas of study. Circumstances may arise outside the reasonable control of the University, leading to required changes. Such circumstances include industrial action, unexpected student numbers, significant staff illness (where a course is reliant upon a person’s expertise), unexpected lack of funding, severe weather, fire, civil disorder, political unrest, government restrictions and serious concern with regard to the transmission of serious illness making a course unsafe to deliver. After a student has taken up a place with the University, the University will look to give early notification of any changes and try to minimise their impact, offering suitable alternative arrangements or forms of compensation where it believes there is a fair case to do so. Offers of a place to study at the University will provide up to date information on courses. The latest key information on courses can be found at www.leeds.ac.uk/coursefinder. Please check this website before making any decisions if you are a prospective student. If you are an existing student please see www.leeds.ac.uk/programmes for latest course information.

15. The University operates a policy concerning amendments to a course on which you may be registered. Please see www.ses.leeds.ac.uk/info/22170/quality_assurance-related_policies/668/programme_title_changes_taught_studentswww.ses.leeds.ac.uk/downloads/download/407/major_programme_amendments_policy_pdf. The University has a Student Protection Plan. The plan sets out the University’s assessment of, and mitigation for, the risks which could affect the continuation of study for our students www.students.leeds.ac.uk/info/21519/official_documentation_and_regulations/1154/student_protection_plan.  

16. This Contract is reviewed and updated each year. Please see www.students.leeds.ac.uk/studentcontract for further details.  

Payment of fees and other charges

17. The responsibility for the timely payment of tuition and accommodation fees and all other charges incurred at the University lies with you. Information on tuition fees, accommodation fees and other relevant charges, including how they may increase and how they should be paid, is specified at www.students.leeds.ac.uk/info/10210/paying_fees_and_charges,

www.leeds.ac.uk/undergraduatefees, 

www.leeds.ac.uk/mastersfees, 

www.leeds.ac.uk/researchdegreesfees.

18. You must make payment promptly on demand for fees and charges due to the University or other parties helping deliver part of your programme. Where someone else is responsible for payment on your behalf, you must ensure that they do so. You remain responsible if they do not pay. Demand for payment will be made and additional charges may be levied if payment is not made on time. Payment in full is required in one instalment unless a University instalment plan agreement has been agreed with the University. If arrangements have been made whereby periodic payments fall due on agreed dates, you must make payment on such dates without any further notification from the University. If any fee or charge remains outstanding after the due date, the University reserves the right to terminate services and terminate its contract with you. The University may take such action (including legal action) as it deems necessary to recover such fee or charge; and, in the case of non-payment of academic fees, the University may exclude you from the University, withhold any award or prevent your re-registration. 

19. If you are a non-UK EU student, you must note that, following the UK’s vote in June 2016 to leave the EU, it is possible that part way through your studies there may be a legal change regarding the categories of people who may be charged higher fees by the University. Although it is very unlikely, any such change could lead to your tuition fees increasing to the University’s full international student fee rate. Please monitor the fee web pages referred to above for the latest information.

General student conduct

20. You must be aware of and abide by the University’s disciplinary regulations and codes of conduct; the University has the right to suspend or exclude you on disciplinary grounds. You are expected to comply with the University’s Policy on Dignity and Mutual Respect www.equality.leeds.ac.uk/wp-content/uploads/sites/64/2014/03/Dignity-and-respect.pdf. If you are undertaking a course which, at any point, requires compliance with a Disclosure and Barring Service (DBS) check, you must be aware that if the requisite checks or, the University's ongoing duties of Referral to the DBS result in you being barred from carrying out a role required to be undertaken by the course, the University may have to exclude you from completing that course. If you have a criminal record or are arrested for a criminal offence whilst at the University you may be required to declare information. Please see www.leeds.ac.uk/secretariat/policies_procedures_codesofpractice.html for more information. The University also reserves the right to suspend or exclude you from your studies on academic grounds in accordance with the provisions of the General Academic Regulations and procedural regulations (details of which are accessible at www.leeds.ac.uk/secretariat/documents/general_academic_regulations.pdf and www.leeds.ac.uk/secretariat/student_cases.html).

21. The University may submit student work for similarity detection (e.g. through the use of Turnitin) in accordance with its Code of Practice see www.leeds.ac.uk/secretariat/documents/code_of_practice_similarity_detection.pdf.

22. Students during the prescribed periods of study must attend regularly, punctually and in an orderly manner. Unauthorised absence may lead to formal warnings and can even result in your being excluded from the University. For Taught Students please see the University's 'Unsatisfactory Work Attendance and Progress Procedure' www.leeds.ac.uk/secretariat/documents/unsat_procedure.pdf and for Postgraduate Researcher Students see the Postgraduate Researcher Student Handbook www.students.leeds.ac.uk/downloads/download/1280/pgr_handbook. In addition, for international students, the University has a legal responsibility to report serious cases of non-attendance to the UK government – since this may affect the validity of a student’s visa. All students must notify their school in advance of any proposed absence. If at any time you have problems which may prevent you from attending sessions or continuing as a student, please talk to your personal tutor/supervisor or a member of student support staff who will do their best to help you. The University requires you to fully co-operate with attendance monitoring. For ease of use the University may implement electronic recording of your attendance (e.g. through an app on your mobile phone). You will be provided with further information regarding such monitoring before it is implemented. Please see www.ses.leeds.ac.uk/info/22108/registration_enrolment_and_attendance/789/attendance for further guidance.

23. As a student of the University you are expected to comply with the University’s Anti-Bribery Policy www.leeds.ac.uk/secretariat/documents/anti_bribery_policy.pdf. You may not in particular attempt to bribe University staff.    

Intellectual property rights

24. Where you generate intellectual property rights (e.g. copyright through producing written notes) as part of your academic programme you may (subject to certain exceptions) have sole ownership of those rights. However even where you retain ownership you grant the University a licence to use your material to complete its commitments to you. Please see the University’s Intellectual Property Policy for details of the policy and exceptions:  www.leeds.ac.uk/secretariat/documents/ipr_policy.pdf.  

Accommodation

25. If you have secured a place in University accommodation, this is subject to your continued registration as a student at the University. There are specific terms and conditions that apply to the provision of such accommodation to you, details of which are available from the University’s Accommodation Services at www.leeds.ac.uk/accommodation/. 

IT facilities

26. You will have access to the use of the University’s IT facilities while you are a registered student at the University. You must be aware of and observe the rules and regulation governing such use as set out in the University’s Information Security Policy and supporting policies, including the Use of Computer Systems Policy. Further information on the policies is available at https://it.leeds.ac.uk/it?id=kb_category&kb_category=7950ab68db7ffbc48b6583305b9619e0.

No Liability for Property

27. The University does not accept responsibility for any loss or damage to your property. You are advised to obtain relevant insurance against theft and other risks.

Withdrawal or cancellation

28. You have a limited period, so called "cooling off period", in which you may change your mind, withdraw from your place/registration and cancel your contract with the University. 

a. If you are a postgraduate student your cooling off period will begin in your first year from the date you accept an offer of a place on a course and continue up to 14 days from your start date (as detailed in your offer letter).  Each year after that for the duration of your course the 14 days will run 12 months from the start date. In effect 14 days from the annual renewal.  

b. If you are an undergraduate student your cooling off period will begin in your first year from the date you accept an offer of a place on a course and continue up to 14 days from the first date of teaching for the first Semester www.leeds.ac.uk/secretariat/almanac.html. In 2019 this first date of teaching will be 30 September. Each year after that for the duration of your course the 14 days will run from the first date of teaching for the first Semester. In effect 14 days from the annual renewal. 

You must give written notice of your cancellation to the University within the 14 day cooling off period. Please see www.leeds.ac.uk/cancellation for further information on your cancellation rights and statutory cancellation procedure if you wish to use it. You may send your notification of cancellation by email to registration@leeds.ac.uk. If you exercise your rights to cancel you will no longer be a student of the University and your studies will have terminated. If you wish to take temporary leave please contact your School to make appropriate arrangements. If you are an international student and have been required to pay a tuition fee deposit please see below.

29. If you cancel within the cooling off period as required above, the University will refund any tuition fees paid for that coming year. If you are an international student and have been required to pay a tuition fee deposit, the deposit will be refunded as detailed below. After the cooling off period has expired, if you wish to withdraw your registration and cancel this contract, you may do so but you must contact your School in the first instance. Any ongoing commitment to continue payment or right to refund outside of the cooling off period is explained at www.leeds.ac.uk/studentservicescentre/financial_admin/leavers.htm. 

30. If you are an international student and have been required to pay a tuition fee deposit, you have two cooling off periods. 

a. The first period relates to the refund of your deposit. The first period is up to 14 days after the University confirms to you by email that it has received your deposit. During this first period you can request in writing a return of your deposit and it will be then refunded. Outside of this period only in very exceptional circumstances will your deposit be refunded e.g. if your Tier 4 student visa application has been refused. If your deposit is refunded, your application will then be cancelled. 

b. The second cooling off period, which does not relate to the refund of your deposit, but can lead to the refund of any tuition fees paid, is  the same as for all other students (please see above).  

For further information visit www.leeds.ac.uk/pgfeesguidance. 

Data protection, lecture capture and publicity photography 

31. The University will process students’ personal data for the administration of their position as a student, including the use of University services such as alumni activities, residential services, lecture capture, attendance monitoring, the Library and sports facilities. The University will on limited occasions share student personal data with third parties such as HESA and other relevant educational providers. Please see the University’s Student Privacy Notice at www.leeds.ac.uk/privacynotice. For more information on the University’s approach to data protection please see www.leeds.ac.uk/secretariat/data_protection.html. If you have any queries relating to the University’s use of your personal data, please address your queries to the University’s Data Protection Officer, dpo@leeds.ac.uk.   

32. The University will regularly record educational activities in which you may be involved. This recording is to take place in accordance with the University’s Policy on Audio or Video Recording for Educational Purposes (www.leeds.ac.uk/secretariat/documents/audio_visual_policy.pdf). Please note that under this Policy all rights in a recording will be retained by the University and generally you are not entitled to record University educational activities yourself. It is assumed that you generally agree to being recorded, but there is a right to opt out and request an edit of recordings. Please read the Policy to understand your rights and obligations.

33. The University may take photographs or videos of you for later publicity purposes. Where practical to do so the University will endeavour to alert you when it wishes to do this, giving you an opportunity to request that you not be included. When the photograph is taken or the video filmed in a public place or on a public occasion, it may not be practical for the University to contact you in this way. If you do not wish ever to appear in a photograph or video used for publicity purposes, you should contact the data protection officer (see above) to explore the options.

Health & safety

34. You must abide by the University’s Health & Safety Policy, a copy of which is accessible at http://wsh.leeds.ac.uk/info/137/health_and_safety_policy/125/health_and_safety_policy. You have a legal duty to take reasonable care to avoid injury to yourself or to others and not interfere with or misuse any clothing or equipment provided to protect your health & safety. If you suffer from a medical condition which may be caused by, or made worse by study activities, you should notify your Head of School. You should check the Health and Safety Services website at www.leeds.ac.uk/safety for information on relevant topics and report immediately to your academic tutor any accident, injury, near miss, unsafe working conditions or suspected faults in the buildings or equipment. Your co-operation will be required as the University moves towards not allowing smoking anywhere on campus, within University accommodation or otherwise on University property.

Notices and communication

35. Any notice or other information that is required to be given by either the University or you relating to the contract between the University and yourself must be in writing and may be given by hand or sent by post, fax or email. The University and its Schools, Institutes and Services may also draw your attention to important information through announcements on the University's website, Minerva (the student portal) and through messages displayed on the computer desktop when you log-on to the University network. You will be responsible for informing the University of any change in your contact details.  Communications will be sent to your last known contact points and will be deemed to have been properly given. 

36. The common method of communication between you and the University will be by email using your University email account.  You must very regularly check your University email account for information. If you don’t check your University email account you may miss out on important matters. The University will not be liable if you fail to be aware of information because you have not read emails sent from the University.

General 

37. The contract between you and the University shall be governed by and construed in accordance with the laws of England and Wales and the parties agree to submit to the jurisdiction of the courts of England and Wales. 

38. If any provision of the contract, formed by your acceptance of the University’s offer of admission, is held to be void or unenforceable in whole or in part by any court or other competent authority, that contract shall continue to be valid as to the other provisions contained in it and the remainder of the affected provision.

39. The University’s contract with its students does not confer third party benefits for the purposes of the Contract (Rights of Third Parties) Act 1999.

Regulation of University activities

40. The University is regulated by the Office for Students. It is also required to comply with quality standards established by the Quality Assurance Agency see https://www.qaa.ac.uk/quality-code.  

Questions or complaints

41. Questions about this agreement or the application of University rules should be addressed to the University Secretary, either by email to j.r.gair@adm.leeds.ac.uk, or by letter to  the University Secretary’s Office, Marjorie & Arnold Ziff Building, The University of Leeds, Leeds, LS2 9JT. Telephone 0113 3434011.

42. Should you be dissatisfied with an aspect of the handling of your application or issues affecting the quality of your student experience, you may address such concerns to the University Complaints Officer who can be contacted by email at d.wardle@adm.leeds.ac.uk or by letter at The Secretariat, University of Leeds, Leeds LS2 9JT.  See www.leeds.ac.uk/secretariat/student_complaints.html. The University is subject to the Office of the Independent Adjudicator Complaints Scheme.

43. The address of the University of Leeds is Leeds LS2 9JT, UK. Telephone number for the University of Leeds is +44 (0)113 2431751.