Academic Issues

 

Please visit our Frequently Asked Questions for further information on submitting an appeal

 

Sometimes things can happen in your personal life that are out of your control and can impact on your studies. In these situations, there is a process called Mitigating Circumstances that can support you.

 

How do I apply for Mitigating Circumstances?

You can do this manually or online through the Student Portal- it is always a good idea to seek advice and guidance from an academic staff member such as your personal tutor or course/module leader.

You can apply for Mitigating Circumstances on the following reasons and will be asked to supply appropriate evidence, some examples of which are listed below:

Mitigating Circumstances Reason	Evidence that would be accepted
Significant illness or injury to self	Medical certificate or prescription Hospital letter or note Photograph
The death or critical/significant illness of a close family member/dependent	Death certificate Obituary notice Funeral order of service Newspaper article Medical certificate/ hospital letter or note
Family crisis or major financial problems leading to acute stress	Documents relating to the issue
Absence for jury service or maternity, paternity or adoption leave	Official letters/ documentation
A criminal act where you have been a victim	Police report

 

What doesn’t count as reasons for Mitigating Circumstances?

1. Everyday illnesses such as colds and headaches.

2. Religious observance or obligations.

3.Extended periods of international travel during term time.

4. Disability or learning difficulty.

5.The final deadline for submission of claim is normally 3 days after the assessment deadline or date of exam for a module.

 

What happens once I submit an application?

When you submit an application, you will receive an automated email acknowledgement from your School. If you have submitted an application with sufficient supporting evidence, you will be advised within 5 working days whether your application has been approved.

Your School may request additional information if the evidence provided is considered to be insufficient.

 

What happens if my Mitigating Circumstances are approved?

The granting of Mitigating Circumstances means that you may submit course work after the original deadline and/or sit an examination at the next available opportunity without penalty. You should contact the individual module tutors to discuss appropriate solution for each module.

 

What is the deadline for submitting Mitigating Circumstances?

Although this may be a difficult time for you, if you are applying for Mitigating Circumstances it is best to act as early and quickly as possible. You must apply no later than 3 days after the examination/assessment or submission date. Do not wait until you receive your assessment results to submit a claim.

 

How confidential is my application?

The University is committed to ensuring confidentiality and only those staff who are part of the decision-making and academic process will have access to your information. If your Mitigating Circumstance is of a particularly sensitive and/or personal nature you may request that the senior member of staff who is considering the application only sees the information. In such situations you should complete a paper based application.

Academic misconduct is when a student does something, or tries to do something, that gives them an unfair advantage in an assessment.

This can also include helping another student gain an unfair advantage.

The University takes academic misconduct seriously. If academic misconduct is found, there may be outcomes that affect your mark, your module, your course, or your student record.

Examples of academic misconduct

Academic misconduct can include:

• plagiarism
• collusion, which means working with others in a way that is not allowed
• cheating in an exam or assessment
• reusing work you have already submitted, unless this is allowed
• using AI or technology in a way that is not allowed
• buying or commissioning work
• making up or changing data
• breaking research ethics rules
• trying to deceive the University to gain an unfair advantage

This is not a full list. The University will look at the evidence and the assessment instructions when deciding whether academic misconduct may have happened.

Plagiarism

Plagiarism is when you use someone else's words or ideas and present them as your own.

This can include copying, closely paraphrasing, summarising, or using someone else's ideas without proper referencing.

Collusion

Collusion is when students work together in a way that is not allowed and the work submitted does not show each student's own independent work.

This can include copying another student's work, closely imitating their work, or allowing another student to copy your work.

You should take reasonable steps to protect your work, files, devices and data from being used by others.

Collusion does not include authorised group work or normal discussion where students share ideas and then complete their own independent work.

Cheating

Cheating usually relates to exams or other controlled assessments.

This can include:

• communicating with another student during an exam
• copying from another student
• using notes, devices or materials that are not allowed
• accessing assessment materials before they have been released
• asking someone else to take an assessment for you

Use of AI and technology

Using AI or other technology may be academic misconduct if it gives you an unfair advantage or means the work no longer reflects your own understanding, thoughts or ideas.

This can include:

• using AI to produce all or a large part of an assessment
• using AI to rewrite or translate work in a way that changes it from your own work
• not referencing or acknowledging AI use where this is required
• ignoring the instructions in the assessment brief about AI use
• using tools to hide or humanise AI-generated work
• using tools such as paraphrasing tools, translation software, essay bots or generated images where these are not allowed

If you are unsure what is allowed, check your assessment brief and ask your module leader.

You should keep drafts, notes, prompts, outputs and other evidence showing how you developed your work.

What happens if I am accused of academic misconduct?

The process depends on the type of concern raised.

The University may decide that the issue is poor academic practice, academic misconduct, or gross academic misconduct.

The University does not need to prove that you intended to commit academic misconduct. It needs to decide, based on the evidence, whether it is more likely than not that academic misconduct happened.

The University aims to deal with suspected academic misconduct cases within 25 working days from the date marks are released. If the case is complex and more time is needed, the University should tell you why.

Categories and possible outcomes

The University uses categories to decide how serious the concern is and what process should be followed.

The outcome will depend on the category of the case, the seriousness of the concern, the circumstances, your level of study, what stage of the course you are at, whether there are any previous findings of academic misconduct, any explanation you give, and whether the University finds there was a clear attempt to deceive or gain an unfair academic advantage.

Category	What this usually means	What usually happens	Possible outcomes
Category 1: poor academic practice	This is usually used where the concern is about poor academic practice rather than academic misconduct. This may include weak referencing, missing quotation marks, or gaps in the reference list.	You may be invited to a meeting with a member of staff, usually the module leader. The meeting is intended to help you understand the concern and improve your academic practice.	the work is marked through the normal marking process a mark reduction of 10% of the maximum mark, where the assessment criteria on referencing have not been met advice on good academic practice referral to support or learning opportunities about good academic practice you may be asked to complete an academic integrity learning activity
Category 2: academic misconduct	This is normally used for a first case of academic misconduct. If concerns are raised about more than one assessment submitted around the same time, the University may treat these as one case.	The Academic Integrity Lead will review the evidence. You will be told about the allegation and asked to submit a written response. You may be able to request a meeting if you disagree with the outcome.	a mark of 0% for the assessment a requirement to resubmit the assessment, where this is allowed the resubmitted assessment mark being capped at the minimum pass mark the module mark being capped at the minimum pass mark, where this applies a written warning explaining what may happen if there is further academic misconduct referral to learning opportunities about good academic practice a note being added to your student record
Category 3: repeated academic misconduct	This is normally used where there is a repeat case of academic misconduct. This usually means you have previously received a penalty and warning for academic misconduct, and the new concern happens in a later assessment period.	You will be invited to a meeting with the Academic Integrity Lead. You should receive at least 5 working days' notice of the meeting, along with the allegation and evidence. You can respond to the allegation, explain your case and provide evidence.	a mark of 0% for the module no opportunity for reassessment in that module permission to retake the module in a later year, where this is allowed the retaken module mark being capped at the pass mark for the module a final written warning explaining what may happen if there is further academic misconduct referral to learning opportunities about good academic practice a note being added to your student record
Category 4: gross academic misconduct	This is used for the most serious cases. This is normally where the University finds there was a clear attempt to deceive or gain an unfair academic advantage.	The case will be considered by an Academic Misconduct Committee. You should receive at least 5 working days' notice of the hearing, along with the report and evidence. You can respond to the allegation, explain your case, answer questions, provide evidence and call witnesses.	failing the level of study and being required to withdraw from the programme permanent expulsion from the University a decision about any credit or award you may still be able to keep a note being added to your student record

If poor academic practice happens again in the future, it may be treated as academic misconduct.

The University will normally allow students to keep any award or credits already given for work that has been passed without evidence of academic misconduct.

Where academic misconduct is found for the first time on a reassessment for an assessment you have already failed, you will not normally be given a further reassessment opportunity.

These outcomes also apply if you move from one University of Lancashire course to another and credits from your previous course are transferred to your current course.

A finding of academic misconduct will normally be recorded on your student record.

For some courses, especially professionally regulated courses, the outcome may also be shared with relevant professional bodies, placement providers or employers where required.

Can personal circumstances be considered?

You will have the opportunity to explain what happened.

Personal circumstances will not usually be considered when deciding whether academic misconduct happened.

They may be considered when deciding the outcome, but only where there is evidence of serious personal circumstances that affected your judgement.

If your circumstances affected your ability to complete an assessment, you should usually use the Mitigating Circumstances process at the time.

Can I appeal the decision?

You can appeal an academic misconduct decision within 10 working days of receiving the official outcome.

An appeal must be based on one or both of these grounds:

• the original meeting or hearing was not conducted fairly or in line with the published procedure
• the original decision was manifestly unreasonable, meaning the decision did not reasonably fit the evidence or circumstances

If the decision was made by an Academic Misconduct Committee in a Category 4 case, the appeal will go straight to the second stage of the Academic Appeals Procedure.

How the Students' Union can help

The Students' Union Advice Service can help you understand the allegation, review the evidence, prepare a written response, prepare for a meeting or hearing, and discuss whether you may have grounds to appeal.

You can contact us through the enquiry form here

The University has rules about how students are expected to behave.

The Student Disciplinary Procedure explains what may happen if the University receives a report that a student may have breached the Regulation for the Conduct of Students.

The procedure can apply to behaviour on campus, online, in University accommodation, on placement, during University activities, or in other situations linked to being a student.

Examples of behaviour that may be considered under the procedure

Type of concern	Examples
Behaviour towards others	violent, threatening, aggressive or abusive behaviour offensive language or behaviour harassment, intimidation or bullying inappropriate behaviour online or on social media
Disruption	disrupting teaching, learning, assessments or University activities interfering with University services or events behaviour that affects the safety or wellbeing of others
Dishonesty or misuse	fraud, deceit or misrepresentation falsifying records or documents misuse of University property, systems or services failure to follow University rules, regulations, policies or conditions
Safety or criminal matters	behaviour that may cause injury or put others at risk damage to property behaviour that may also be a criminal offence conduct concerns while on placement or involved in University activity

This is not a full list. The University will consider the nature of the concern and which procedure should be used.

If the concern relates to academic misconduct, Fitness to Practise, Support to Study, or another University procedure, the case may be referred to that procedure instead.

What happens when a concern is reported?

The table below gives a general guide to the process. Not every case will go through every stage.

Stage	What this means	What could happen
Informal resolution	Some concerns may be dealt with informally by discussion, advice or guidance.	You may be advised about expected behaviour, warned informally, or signposted to support.
Initial assessment	The University reviews the report and decides what should happen next.	The case may be dismissed, referred to another procedure, resolved informally, moved to Stage 1, Stage 2 or Stage 3, or investigated further.
Risk assessment	In serious, complex or sensitive cases, the University may consider whether temporary measures are needed.	Temporary measures may be put in place to protect safety, wellbeing or academic integrity while the case is considered.
Investigation	An investigation may be carried out where the facts are disputed or more information is needed.	An Investigating Officer may speak to you, speak to others, review evidence and prepare a report.
Stage 1: informal meeting	This is usually used for minor misconduct or cases where there are mitigating factors.	You can respond to the concern. The outcome may be informal advice, dismissal, or a pre-regulatory warning.
Stage 2: disciplinary interview	This is used where the concern could lead to a sanction up to and including a final written warning.	You will meet with the Dean of School, respond to the allegation and explain your case.
Stage 3: disciplinary hearing	This is used for serious cases where the outcome could include suspension, withdrawal or expulsion.	A Disciplinary Committee will consider the evidence, hear from you and decide whether the allegation is proven.

Interim precautionary measures

In some cases, the University may put temporary measures in place while the case is being considered.

These measures do not mean that the concern has been proven. They are used to protect safety, wellbeing and academic integrity while the process is ongoing.

Temporary measure	What this could mean
Undertaking of good conduct	You may be asked to agree to follow certain conditions while the case is considered.
No contact arrangements	You may be told not to contact another student or member of staff, directly or indirectly, including online.
Restrictions on spaces or activities	You may be restricted from certain buildings, facilities, clubs, societies, roles or activities.
Accommodation changes	You may be moved to alternative University accommodation where this is possible.
Restrictions on learning activities	You may be asked to engage with learning online, through recordings, or with specific conditions.
Partial suspension	You may be restricted from some University premises or activities, while still being allowed to study in another way.
Full suspension	You may be temporarily prevented from entering University premises or taking part in University activities. This may include withdrawal of network access.

If interim measures are put in place, they should be reviewed regularly. A review should usually take place every 4 weeks, or sooner if there are developments in the case.

Investigation

An investigation may be carried out in serious, complex or sensitive cases, or where more information is needed.

An Investigating Officer may:

• speak to you
• speak to other students, staff or witnesses
• review documents, messages, screenshots or other evidence
• prepare an investigation report

You will have the opportunity to explain your version of events and respond to the evidence.

Stage 1: informal meeting

Stage 1 is usually used where the concern is minor or where there are mitigating factors.

What happens	Possible outcomes
You may be invited to an informal meeting with a senior member of staff. You will be told what the concern is and you will have the opportunity to respond. You should also be told about expected standards of behaviour and support services.	the case is dismissed informal advice and guidance is given a pre-regulatory warning is issued you may be asked to sign an undertaking of good conduct

An undertaking of good conduct may include conditions, such as having no contact with another student or completing a reflection on the impact of your behaviour.

If you do not attend the Stage 1 meeting without a good reason, or you decline to sign an undertaking of good conduct, the University may issue a warning in your absence or refer the case to Stage 2.

Stage 2: disciplinary interview

Stage 2 is used where the allegation, if proven, could lead to a sanction up to and including a final written warning.

What you should receive	When
Notice of the date, time and place of the interview	Normally at least 2 working days before the interview.
Details of the allegation	Before the interview.
Copies of supporting evidence	Before the interview.
Information about the possible outcomes	Before the interview.

The disciplinary interview will normally be with the Dean of School. A member of the Student Casework Team will usually attend to advise on the process and take notes.

At the interview, you can respond to the allegation, explain your case and provide relevant evidence.

If you do not attend without a good reason, the interview may go ahead without you.

Possible outcomes from Stage 2

Possible outcome	What this could mean
Case dismissed	The Dean decides there are no grounds for concern.
Sanction applied	The Dean may apply a sanction up to and including a final written warning.
Further investigation	More information is needed before a decision can be made.
Interim measures recommended	Temporary measures may be considered while the case is ongoing.
Referral to Stage 3	The case may be referred to a disciplinary hearing if it is serious enough.

Stage 3: disciplinary hearing

Stage 3 is used for serious cases where the outcome could include suspension, withdrawal or expulsion.

The case will be considered by a Disciplinary Committee. The Committee will normally include a Chair, a senior member of staff and a student member, usually an elected officer of the Students' Union.

What you should receive	When
Notice of the hearing	At least 5 working days before the hearing.
Details of the allegation	Before the hearing.
The investigation report and supporting evidence	Before the hearing.
Information about possible outcomes	Before the hearing.
Your written statement and evidence	You should submit this by the deadline given by the Student Casework Team.

What happens at a disciplinary hearing?

Part of the hearing	What happens
Introductions	The Chair explains the purpose of the hearing and the process.
University case	The University presents the allegation and evidence.
Your response	You can respond to the allegation, explain your case and provide evidence.
Questions	You, the University and the Committee may ask questions.
Mitigation	If the allegation is found proven, you can explain any personal circumstances or context you want the Committee to consider when deciding the outcome.
Decision	The Committee decides whether the allegation is proven. It uses the balance of probabilities, which means whether it is more likely than not that the behaviour happened.

If you do not attend without a good reason, the hearing may go ahead without you.

You should normally be told the decision and reasons at the end of the hearing. You should also receive the written outcome within 5 working days.

Possible sanctions

If misconduct is admitted or found proven, the University may apply one or more sanctions. Mitigating factors may be considered when deciding the level of sanction.

The University should normally start with the lowest suitable sanction and only move to a higher sanction if needed.

Possible sanction	What this could mean
Apology	You may be required to apologise verbally or in writing to anyone affected.
Pre-regulatory warning	You may receive advice about future behaviour and the consequences of further misconduct.
Undertaking of good conduct	You may need to sign an agreement about your future behaviour. This remains on your record for the rest of your time at the University.
Written reprimand	A written reprimand will normally stay on your record for up to 12 months.
Final written warning	A final written warning will normally stay on your record for the rest of your studies.
Paying costs	You may need to pay costs for damage or losses caused by your actions.
Restrictions	You may be restricted from certain services, spaces, activities or communications for a set period.
Accommodation action	You may be required to leave University-owned accommodation.
Support, mediation or restorative action	You may be required to engage with support, mediation, restorative justice, an educational programme or reflective work.
Referral to another procedure	The matter may be referred to another University procedure, such as Fitness to Practise, Support to Study or Academic Misconduct.
Suspension	You may be suspended from the University for a set period and may need to meet conditions before returning.
Withdrawal	You may be withdrawn from the University and may need to meet conditions before being considered for readmission.
Expulsion	You may be permanently expelled from the University.

A Dean of School can apply sanctions up to and including referral to another University procedure after a Stage 2 disciplinary interview.

A Disciplinary Committee can apply any of the sanctions after a Stage 3 disciplinary hearing.

If interim measures are imposed or misconduct is found, a record will normally be made on your student record. Findings with sanctions may be considered if there are future misconduct concerns.

Can I appeal the decision?

You may be able to appeal a Stage 2 or Stage 3 disciplinary decision.

You can appeal the decision that the allegation was proven, the sanction, or both. This does not usually apply where the decision was based on a criminal conviction or where you admitted the misconduct in writing.

You must normally submit your appeal in writing to StudentCasework@lancashire.ac.uk within 10 working days of the date of the outcome letter.

Appeal ground	What this means
New evidence or circumstances	There is relevant new information that you could not reasonably have provided when the original decision was made.
Procedural unfairness	There was an irregularity or unfairness in the procedure, and this affected the outcome.
Manifestly unreasonable decision	The decision or outcome did not reasonably fit the evidence provided.

Your appeal should explain what decision you are appealing, which appeal ground you are using, why you believe the ground applies, what outcome you are asking for, and any new evidence you want considered.

What happens after I appeal?

Possible appeal outcome	What this could mean
Appeal declined	The original decision stays in place and you will be told the reasons.
Appeal upheld	The Appeal Panel may decide a new outcome or sanction.
Case sent back	The case may be sent back for reconsideration by a different decision-maker or panel.
Appeal hearing	An appeal hearing may be arranged if the facts or evidence are complex or disputed.

If an appeal hearing is arranged, you should normally receive 5 working days' notice. The appeal hearing is usually a review of the original decision, rather than a full rehearing of the case.

Office of the Independent Adjudicator

If you have completed the University's internal appeal process and are still unhappy with the outcome, you may be able to ask the Office of the Independent Adjudicator, known as the OIA, to review your case.

You must normally submit your OIA complaint within 12 months of the date on your Completion of Procedures letter.

How long does the process take?

The University aims to deal with disciplinary cases in a timely way.

Cases should normally be resolved within 90 calendar days from the report being received by the Student Casework Team.

Some cases may take longer, for example where the police or another third party is involved. If there is a delay, the University should explain why and keep you updated.

How the Students' Union can help

The Students' Union Advice Service can help you understand the process, review the evidence, prepare a response, prepare for a meeting or hearing, and discuss whether you may have grounds to appeal.

You can contact us through the enquiry form here

 

If you are appealing a decision linked to low attendance or engagement, the university will look at why your attendance or engagement has been affected and whether there is evidence to support your appeal. Any appeal needs to be submitted within 10 working days of the date on your SAM withdrawal notice and would need to be based on at least one of the following grounds:

You may need to explain:

 

• why your attendance or engagement has been low
• what your current attendance level is
• whether you have been catching up with missed sessions on Blackboard
• whether you have missed any assessment deadlines
• whether personal circumstances affected your ability to attend, engage or submit work
• which appeal ground you are using
• what evidence you have to support your appeal