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Regulations and Policies

HESA Collection Notice

The Higher Education Statistics Agency (HESA) is the official agency for the collection, analysis and dissemination of quantitative information about higher education in the UK. It was set up by agreement between relevant government departments, the higher education funding councils and universities and colleges. HESA gathers information from higher education institutions in the UK at the request of various statutory customers, such as the Department for Innovation, Universities and Skills and the Higher Education Funding Council for England. The data gathered is processed by HESA into a form suitable for each statutory customer, and is also used to produce statistics.

Like other higher education institutions, City of London College has to routinely pass certain personal data on current and former students to HESA and HESA’s agents and contractors. City of London College also contacts recent graduates on HESA’s behalf to conduct the Destinations of Leavers from Higher Education (DLHE) survey. These transfers of data are required by law and are also a condition of City of London College’s funding.

HESA has produced collection notices which higher education institutions are advised to make available to students. The notices explain why personal data has to be transferred to HESA and what HESA does with the data. Links to HESA’s Student Collection Notice and collections notice for the DLHE survey are provided below. The notices and additional information on how HESA processes personal data are available on the Data Protection section of HESA’s website. Please contact City of London College’s registry department (info@clc-london.ac.uk) if you have questions or concerns relating to City of London College’s transfer of data to HESA.

City of London College is committed to processing the personal data of students in accordance with the Data Protection Act. The College’s Data Protection Policy provides further information on this commitment, and specifies the steps which City of London College is taking to conform to the requirements of the Act. Students are advised to read the Student Data Protection Statement, which summarises how City of London College gathers and processes data about students, and what data we transfer to other organisations such as HESA.

HESA has provided the following statements on the collection and use of personal data from students. The “We” referred to in the statements refers to City of London College.

Student Collection Notice

Destination of Leavers Collection Notice

Data Protection Policy

The Data Protection Act 1998 came in to force in March 2000 and superseded the Data Protection Act 1984. The Data Protection Act (DPA) sets out eight principles for processing personal data and provides individuals with rights including access to personal information held on computer and paper records.

An individual or organisation can contact the Information Commissioner’s Office if they feel information has been denied or not handled according to the eight principles.

In the workplace, the DPA applies to anyone handling or having access to personal information.

1. Scope of the policy

1.1        The DPA applies to electronic and paper records containing personal data relating to living individuals who can be identified from the data.

1.2        This includes any expression of opinion about an individual and intentions towards an individual. It also applies to personal data held visually in photographs or video clips (including CCTV) or as sound recordings.

1.3        City of London College and its divisions, collect a large amount of data, which can be broadly classified into three categories such as 1) staff information (usually sensitive personal data such as staff records, names and contact details); 2) communications data (such as routine information held in electronic databases on for example higher education staff,); and 3) published datasets (such as anonymised higher education statistics and other similar datasets).

2. Responsibilities

2.1        Details of the DPA mean that City of London College must:

•           manage and process personal data appropriately

•           protect an individual’s right to privacy

•           provide an individual with access to all personal information held, unless there are exemptions

2.2        City of London College is required to notify the Information Commissioner of the processing of personal data and for ensuring details are included in a public register. The public register of data controllers is available on the Information Commissioner’s website and can be searched.

2.3        City of London College’s Data Controller is responsible for producing guidance on data protection and compliance with guidance on creation, maintenance, storage and retention of all records which contain personal information.

2.4        Every member of staff that holds information about identifiable living individuals has to comply with data protection and individuals can be liable for breaches of the DPA.

3. Relationship with existing policies

3.1        This policy has been formulated as part of a suite of related documents:

•           Data Protection guidance and best practice guidelines

•           Records Management policy and Retention Schedule

•           IT Security policy

•           Privacy statement for website

3.2        Compliance with Data Protection, Records Management and other policies will help in compliance with other legislation or regulations including audits and equal opportunities.

4. Guidance

4.1        Guidance on the procedures necessary to comply with this policy is available from the Data Controller. This guidance covers:

  • Introduction to Data Protection including Data Protection principles, types of data involved and key concepts
  • Best practice guidelines including:
  • Use of personal data by employees
  • Transfer of personal data to third parties
  • Security of personal data
  • Use of personal data in research
  • Confidential references
  • Procedures for dealing with subject access requests

5. Status

Policy Under Review: June 2014

This policy will be reviewed every three years.

6. Contact(s)

Data Controller:  Dr Yousuf Shazad

Data Protection Statement: Students

DATA PROTECTION STATEMENT: STUDENTS 2014/2015

City of London College processes data about you for a variety of purposes, involving all aspects of the administration of your education and your welfare, associated financial matters, use of College facilities and for the purpose of equal opportunities monitoring. The College will use your contact details to keep you informed of events relevant to your studies and in emergencies e.g. building closures.

It is not possible to list all of the uses to which the College will put your personal data, nor to list all of the bodies with whom we might have to share your personal data. However, the following are examples of when the College will release data about you to third parties where we have a legitimate reason in connection with your time here at the College to use that data, or where the College is under a legal requirement to provide data.

  • We are required to pass some data to government education departments, the Quality Assurance Agency (QAA), and to representatives of these bodies such as auditors.
  • We will provide data on request to the police and other enforcement agencies in emergencies and where crime detection or prevention can be aided by its release, for example, responding to information requests from UK Visa and Immigration (UKVI).
  • We may be required to provide data to the Higher Education Funding Council (HEFCE) or to other bodies acting on HEFCE’s behalf. One such example would be where the College is required to provide student contact details for the National Student Survey.
  • Students are required to provide details of their highest qualifications on entry to the College and this information is recorded on the College’s student database. The College and others (e.g. HEFCE) may check this information with the Higher Education Statistics Agency (HESA) or other institutions to confirm the qualifications obtained.
  • Data may be released to third parties in relation to financial matters associated with your education. We are required to pass data about you to HESA and some of this data will be passed to other statutory bodies involved with the funding of education. Further information on how your Student Record may be used by HESA can be found at www.hesa.ac.uk/collection-notices. We will also provide data to the Student Loans Company and to your devolved Student Finance administration area. If necessary the College will also release data to parties involved in the recovery of debts to the College.
  • The College provides student details to Councils for the purpose of confirming eligibility for council tax exemption, and so that students can be invited to register to vote in local and central Government elections as a UK resident.
  • Data may also be released to third party organisations that host College data e.g. our validated Universities, our awarding bodies or the HMRC. This is not an exhaustive list. Each instance of data sharing/hosting is covered by contractual arrangements.
  • The College uses the TurnitinUK© anti-plagiarism software that could involve some personal data being released to other HE institutions for comparison purposes.
  • Where students are enrolled on courses which are accredited by professional bodies, some identifying data may be passed to the appropriate professional body in order for students to be registered with that professional body.
  • Where students are sponsored by, for example, their employer or embassy or the NHS, the College will provide details of attendance and attainment to the sponsor on request.
  • The College will also use your contact details to keep you informed of initiatives relating to your time at the College e.g. careers services or postgraduate studies. If you do not wish to receive these communications (emails or text messages) please contact the College’s Data Protection Officer – contact details are given at the end of this Statement.

The College will not release data to any unauthorised third person except where you ask us to. This means that we will not release data to banks, friends, relatives (including parents), etc., without your agreement. If you wish us to provide data in these circumstances you should provide us with written consent to release the data.

It is your responsibility to inform us as soon as possible if any data we hold about you requires updating. We will provide an annual opportunity for you to check your data through the registration process. We also collect, at registration, the contact details of a person nominated by you for emergency contact purposes. You must notify them that we are holding this data which will only be used in an emergency.

We will retain your full student record for six years after you have left the College so that we can fulfil our function of recording details of the awards we make, and provide details of your education and references when asked to do so. (After these six years we will retain transcript data in order to confirm details of your award.)

You are entitled to request a copy of the data we hold about you. You are also entitled to raise an objection where the processing of data we hold about you is likely to cause you damage or distress.

Class Attendance & Reporting Duties

  1. If you fail to report to the College within 10 days after the commencement of your course, you will no longer have a place on the course.
  2. You are required to attend all lectures as a condition of your enrolment. You are required to take all tests and submit assignments set by your tutors. Failure to adhere to these requirements may render you liable to penalties as set out in section 8 of the Tuition Fees and Financial Regulations, which may in turn affect your course fees, duration and completion of your studies.
  3. You will be required to produce a medical certificate if you are absent from scheduled classes for more than 3 consecutive days owing to illness.
  4. You must inform CLC of any change in your UK address and contact details.
  5. You will be permitted to sit examinations only if your attendance is near 100% and are recommended by your Course Leader. Although CLC informs, advises and assists you in examination entry procedure, it is entirely your responsibility to register with the professional bodies as student members and register for external examinations on time.

TERMS AND CONDITIONS

STUDENT APPLICATION AND TUITION FEES

Version: These Terms and Conditions (2015.V2) are effective from 1 September 2015 and will replace all previously published versions of the City of London College (CLC)’s Terms and Conditions and any other terms and conditions relevant to student applications and tuition fees.
Scope: This document sets out the Terms and Conditions, which form part of the contract between CLC (on the one hand) and the Student applicant who has accepted an offer of a place on a programme delivered at CLC (on the otherhand).
Tuition fee:  The tuition fees for all CLC programmes are published on the relevant pages of its website at http://www.clc-london.ac.uk. The published fees apply to specified start dates and maybe subject to changes in respect of subsequent start dates.

SECTION 1

1.                   APPLICATION FOR A COURSE OF STUDY

1.1          How to apply
Once you found the course of your interest, you must apply online and create an account. You will be required to complete relevant details, upload your documentation and submit your application. You will then receive an acknowledgement by email upon completion of your application, so please ensure your email address is correct.

Your application will be considered by our Registry Team and if successful, you will receive a letter by email inviting you for an interview. When attending the interview, you must bring along the relevant original documentation in order to complete your registration.

Unless otherwise advised, you are also responsible for applying directly for membership of external awarding bodies where relevant. You must pay your membership and/or examination fees directly to the external awarding bodies and these will be separate from your tuition fees payable to CLC as detailed in Section 3 below.

1.2          Documents required in support of application
You must provide the original copy of the following documentation to support your application:

  • all your original qualifications to date;
  • your valid passport and/or birth certificate;
  • two recently taken passport-sized photographs;
  • evidence of your current address
  • Reference letters from employers detailing dates of employment, position held and duties for masters level applications, which must cover a period of at least three years if your qualification is from overseas.
  • a copy of your CV and a personal statement
  • proof of English Language test certificate with score equivalent to at least Level B2

SECTION 2

UNCONDITIONAL OFFER

Withdrawal of programme
If CLC makes you an unconditional offer of a place on one of its courses, this offer is subject to the recruitment of sufficient student numbers to make delivery of your course viable from an educational and financial perspective.

CLC therefore reserves the right to withdraw a course (even after you have accepted an offer and paid a Tuition Fee Deposit) should it not be economical to run the course by the scheduled start date.

In these circumstances, CLC will refund all tuition fees paid, but will not accept responsibility for any other loss.

CLC will seek to offer you an alternative course that it delivers or delivered by other education provider in London.

Withdrawal from programme
If you decide that you no longer wish to continue with your course, you must discuss with your Personal Tutor or Course Leader first about your decision.

If withdrawal turns out to be your best option, you must complete a notification of leave form and hand it to Registry or Course Leader straight away. It is really important that you hand in the form as soon as you have decided to withdraw as you may be liable for additional course fees if we have not been officially informed and your withdrawal request approved.

All withdrawal applications are subject to our usual terms and conditions. Students will not be eligible for any refund and will be liable to pay any outstanding fee at the time of the withdrawal.

Substitution of alternative education provider
In respect of any course on offer, CLC reserves the right to substitute any alternative education provider of similar standing in place of those providers published by awarding, validating or supervisory bodies. Such a substitution does not constitute a default by CLC under Section 3.2.1(b) below and will not entitle you to any refund of tuition fees already paid.

 

The right of CLC to cancel application, withdraw offer or terminate attendance
By submitting an application, you confirm that all information provided on the application form is true, complete and accurate and that none of the information requested or other material information has been omitted or is fraudulent.  If you supply any false, inaccurate or misleading information, CLC reserves the right to cancel your application, withdraw its offer of a place or terminate your attendance at CLC and you shall have no claim against CLC in relation thereto.

Interruption of your studies

An interruption of studies is an approved leave of absence from all study for a maximum period of 12 months and may be taken for a number of reasons e.g. health, financial, academic or personal reasons.   This 12 month period starts from the date of the original advertised enrolment date for the course, as per your original offer. Your Course Leader has to approve requests for interruptions of studies, so if you’re thinking about interrupting, you should discuss with the Registry Office or Course Leader first.  Any financial implications of interrupting your studies may be discussed with the Registry Manager.  If you decide to interrupt your studies you must complete a special form, and provide evidence to support your reasons for wanting this.  Once you have completed this form and handed it in to Registry, it will be considered by a Course Committee, and they will let you know whether they have approved your request or not. You will be liable to pay the tuition fees which prevail at the time you actually start the course.

 

SECTION 3

TUITION FEE DEPOSIT SCHEME FOR NEW STUDENTS

3.1        Payment of Tuition Fee
All fees are payable in advance when an unconditional offer for a place on one of the courses at CLC is made.

By prior arrangement, you can pay 50% of your tuition fee as a deposit and the balance of fee is payable by the last Friday of the second term. An additional surcharge of 10% on the unpaid tuition fee is payable with the balance for this facility. Tuition fees for AAT, ACCA and EDSML are payable in full at the outset, subject to concession.

Upon receipt of the Tuition Fee Deposit, CLC will reserve a place for you on the course, subject to Section 2 above.

The Tuition Fee Deposit is not refundable, except in the circumstances set out in Section 3.2 below.

 

3.2          Refund of Tuition Fee
Once you have accepted an unconditional offer of a place on an CLC course, you are liable to pay, in full, the total tuition fees payable for the whole year of the course.

However, if you withdraw within two weeks of the course’s advertised enrolment date, you will only be liable for 50% of the total fees payable for the whole year of the course. Any fees paid in excess of this amount will be refunded.

A refund request must be submitted in writing no later than four weeks after the course’s advertised enrolment date. The Registrar or the Finance Department must be notified in writing of the reason for seeking a refund at least one month before the scheduled start of the course along with supporting documents which include:

  • ·A completed Refund Application Form. The amount sought should allow for £150.00 administration charges payable to the College.
  • ·A written notice of withdrawal from the course is received by the College.

Before the scheduled commencement of the course, the student may request the transfer of tuition fee paid to same course commencing on a later date. This request will be placed before the Sub-committee in existence to vet such requests and the decision this Sub-committee makes will be final. The decision will be notified to the applicant in writing within 6 weeks of the request being received.

3.3          Valid refund applications received by the College after the Course has commenced

Only application for refund of the tuition fee relating to academic terms that are yet to come on-stream will be processed subject to the usual conditions.

3.4          Other facts concerning refunds

  • ·All property belonging to the College in the custody of the student (including the Student Identity Card) must be returned to the College in good condition. The cost of property lost or damaged by the student will be made good in full.
  • ·It can take up to 10 weeks for the processing of refunds.
  • ·No interest is payable on refunds.
  • ·Refund is made only to the party that made the payment to the College. Submitting proof of making the payment to the College will be required.
  • ·All refunds are made subject to the covering approval of the Executive Committee.
  • ·Students who submitted application for admission to join the College through their recruitment agent must apply through the same agent for the refund of the tuition fee.

 

SECTION 4

4.              UNDERGRADUATE TUITION FEES FOR UK AND EU STUDENTS

4.1            Students Loan Company
If you are from the UK or the EU and you have accepted an unconditional offer for an CLC undergraduate course you may apply to the Student Loans Company for a loan to cover your undergraduate tuition fees, subject to satisfying the eligibility criteria.  If your loan is approved, your tuition fees will be paid directly to CLC by the Student Loans Company (see Section 3.1 above for further information).

You will not be required to pay any additional tuition fees to CLC other than those paid to CLC through the Student Loans Company, although you will be personally liable for the other financial charges set out at Section 7.2 below.  CLC will not make any refund of any tuition fees received through the Student Loans Company unless such request is received directly from the Student Loans Company.

If for any reason the Student Loans Company does not pay any part of your tuition fees, you will be liable to pay CLC any outstanding balance in accordance with Sections 5 and 6 below.

 

SECTION 5

5.              ALL OTHER TUITION FEES: NEW STUDENTS

5.1            Scope of this section
This section applies to all other students who are not covered by Section 4.  For the avoidance of doubt, the whole of section 5applies to you if:

  • You are an international student (i.e. you are not from the United Kingdom or the European Union) and you have accepted an unconditional offer of a place on any CLC course; or
  • You are from the UK or the EU, you have accepted an unconditional offer of a place on any CLC course and your fees are not covered by a loan from the Student Loans Company.

5.2            Payment of Tuition Fees
You must pay the Tuition Fee Deposit in accordance with Section 3 above.

                  The following tuition fee policy payment options are available for the balance of your tuition fees for the first year of your course:

  • You may pay the balance of your tuition fees by instalment agreed between you and the finance department. – NOTE: to be accepted onto this instalment plan you will be required to sign a separate agreement, complete and sign a standing order mandate; 
  • The instalment will include the 10% surcharge based on the unpaid balance of the fee. However, if you pay the balance of the tuition fee within 3 months of the course commencement date, the 10% surcharge may be waived at the discretion of the finance staff;   

 

SECTION 6

6.              TUITION FEES FOR CURRENT/CONTINUING STUDENTS
If you have completed one year of study with CLC you are classified as a continuing student for tuition fee purposes.

6.1            UK and EU undergraduate continuing students
If you are a continuing student from the UK or the EU and your fees are paid directly through the Student Loans Company, Section 4above will apply.

6.2            All other continuing students
If your fees are not paid directly to CLC through the Student Loans Company, the following tuition fee payment options are available for the next year of your course:

  • You may pay the total fees payable for the second year of your course by the course’s advertised enrolment date; or
  • You may pay 50% of the total fees payable for the next year of your course by the course’s advertised enrolment date and the balance by instalment as set out in section 5.1 above.

 

SECTION 7

7.              OTHER FINANCIAL CHARGES

7.1            Other financial charges
You may be required to purchase prescribed textbooks.

                  You may also incur the following additional financial charges:

  • Instalment plan for the payment of tuition fees (see Section 5.2 above) – 10% of unpaid fee
  • Re-sit Fee – taught module (i.e. the charge for re-sitting an assessment) – £350 per assessment and a maximum of £650 per module
  • Re-sit Fee – dissertation (i.e. charge for re-submission) – £350
  • Re-take Fee (i.e. the charge for re-taking a module, including dissertation) – pro-rata gross annual fees
  • Duplicate academic transcript – £25
  • Duplicate CLC Certificate – £50
  • Duplicate CLC letter – £10

SECTION 8

8.              SANCTIONS FOR LATE PAYMENT OF TUITION FEES
If your tuition fees have not been paid in accordance with these Terms and Conditions, the following sanctions will/may be applied (this list is not exhaustive):

  • You will incur a late payment charge of 10% of unpaid fee
  • You will not be issued with any official academic transcript, assessment results, or graduation certificate
  • You will not be permitted to progress to the next year of your course
  • You may be excluded from classes and other educational services and activities provided by CLC or its partners
  • ?You may be excluded from taking assessments (including formative assessments)
  • You may be withdrawn from the course, in which case the outstanding tuition fees will become payable immediately

 

SECTION 9

9.              METHODS OF PAYMENTS
When you make a payment please quote your CLC student number (your student number starts with three zeros followed by a series of six digits).

9.1            Cash payments
Cash payments may only be made in person at CLC’s offices, and must be in GBP currency.  You will be issued with a receipt, which you must retain as proof of payment.

9.2            Credit card or debit card payments
Credit card payments may be made in person at CLC’s offices. You will be issued with a receipt, which you must retain as proof of payment. A secured online payment facility is available. If payment is made by credit card, a credit card charge of 2% on the amount paid is levied and is payable in addition to the amount paid.

9.3            Banker’s draft
You can pay by a banker’s draft drawn on a UK bank and made payable to “City of London College”. On the reverse of your banker’s draft you should include your name and application or student number. If a banker’s draft is not honoured or is fraudulent, any bank charges incurred will be added to your account and the whole amount is payable.

Your banker’s draft, drawn on a UK bank, should be sent to:

Finance Department
City of London College
101 Commercial Road
London E1 1RD

9.4            Bank transfers
You can pay by direct transfer to CLC’s bank account:

                  Account name:                 City of London College
Bank name:                       Barclays bank plc
Branch:                              Wembley and Park Royal
Account number:            80214280
Sort code:                         20-92-63
IBAN number:                  GB18 BARC 209263 80214280
SWIFT code:                      BARCGB22 

 

SECTION 10

10.            CLASS ATTENDANCE AND REPORTING DUTIES
If you fail to report to the College within 10 days after the commencement of your course, you will no longer have a place on the course.

You are required to attend all lectures as a condition of your enrolment. You are required to take all tests and submit assignments set by your tutors. Failure to adhere to these requirements may render you liable to penalties as set out in section 8 above, which may in turn affect your course fees, duration and completion of your studies.

You will be required to produce a medical certificate if you are absent from scheduled classes for more than 3 consecutive days owing to illness.

You must inform CLC of any change in your UK address and contact details.

You will be permitted to sit examinations only if your attendance is near 100% and are recommended by your Course Leader. Although CLC informs, advises and assists you in examination entry procedure, it is entirely your responsibility to register with the professional bodies as student members and register for external examinations on time.

 

SECTION 11

11.            CLC ACADEMIC REGULATIONS, POLICIES, STUDENT CHARTER AND PROCEDURES
CLC issues its own Academic Regulations, Student Charter, Policies and Procedures, which may be amended by CLC from time to time. You are required to comply with all such regulations, charters, policies and procedures, where relevant, throughout your studies with CLC. If you are studying a course which is awarded, validated or supervised by another education provider, you will additionally be required to comply with the education provider’s regulations, policies and procedures where relevant.

 

SECTION 12

12.            CLC’S LIABILITY
CLC’s liability to you is limited to repayment of your tuition fees (or part thereof) in accordance with these Terms and Conditions. CLC will not accept liability for any costs and/or charges incurred by you over and above this amount.

 

SECTION 13

13.            THE ENTIRE AGREEMENT
These Terms and Conditions constitute the entire agreement between you and CLC, and they override all prior agreements, terms or statements in connection with your application to undertake a course at CLC and the tuition fees payable in respect thereof. No director, employee or agent of CLC is authorised to make any representation or warranty not contained within these Terms and Conditions.

No variation, modification or alteration of any of these Terms and Conditions shall be of any effect unless evidenced in writing signed by you and an authorised senior officer on behalf CLC.

 

DECLARATION

I confirm that I have read and understood the Terms and Conditions outlined by CLC above. Furthermore, I understand that full attendance and engagement are conditions of my enrolment and that CLC reserves the right to suspend me and may remove me entirely from the programme should I fail to attend scheduled classes or submit my assessments. I confirm that I wish to accept my place at the City of London College subject to these Terms and Conditions.

As a student of CLC, your expectations are rightly as high as your ambitions.  The purpose of this Charter is to set out CLC’s commitment to the delivering of high quality services that will meet your expectations as our student, and maybe more while at the same time enabling you to realise your career ambitions.

The Charter has been drawn up after careful consultations within the College and will be informed by continual feedback from both students and staff alike. It is founded on integrity, respect and clear communications.  We intend to undertake annual reviews by listening and responding to the views of our students so that we can honour these commitments that are sure to add real value to CLC’s student experience.

In turn, the Charter captures what we expect of you as a student.  It outlines your own responsibilities and obligations as well as your rights.  We hope it will serve as a valuable reference point at all stages of your College education.

We can all, collectively and individually, play our part in creating a supportive and vibrant learning community.  This Charter embodies the principles which will help make your time at CLC even more productive, worthwhile and enjoyable.

The Charter is therefore a summary of mutual key expectations and is not a substitute for detailed information about the College.

Dr Shahzad Yousuf

Academic Director

Students can expect CLC to:
  • treat them and colleagues equally and respectfully by adhering to the spirit of our code of equality and diversity;
  • ensure a safe and secure study environment in accordance with the Health and Safety regulations;
  • promote the spirit of mutual respect, order and decorum within the College environment and between students and staff;
  • safeguard all personal information provided, in compliance with the requirements of the Data Protection Act and the Freedom of Information Act.
The College aims to provide:
  • a safe, productive and effective learning community in which students will have the opportunity to develop their career ambitions and fulfil their potential;
  • an enhanced student experience through continual investment in our facilities and educational learning environment;
  • appropriately high standards of teaching and assessment, support, advice and guidance and regular continuing professional development for its staff;
  • a range of activities that will enhance employability and personal development;
  • support for your engagement and participation in academic development and programme management, including elections of student representatives;
  • access to sources of support such as counselling and advice on health and safety; accommodation; finance and careers;
  • information about access to IT facilities, libraries and learning resources such as workshops, access to buildings and other services.
As a student, you can expect:
  • programme information which details key contacts, assessment criteria, contact hours and mode of delivery;
  • with the exception of dissertations and exams, you will receive individual feedback on your assessed work within four weeks;
  • that you will have regular timetabled opportunities to meet with your tutor;
  • an induction to help familiarise you with the campus, introduce you to other students, and provide an introduction to your studies, available resources and key College contacts;
  • student handbook covering your programme and module details such as assessment criteria, contact hours, mode of delivery of the programme, examination arrangements together with general College guidance on regulations, academic and pastoral support, appeals and complaints procedures
  • payment options and deadlines and an estimate of all necessary additional costs such as materials, field trips and textbooks;
  • communication channels to help keep you informed and to provide feedback opportunities regarding academic programmes and services;
  • notice of changes to timetables in reasonable time through text message and email communication channels;
  • clear deadlines for assignments and timeframes for feedback on submitted work in programme information;
  • College information which details examination arrangements and regulations, academic guidance and support on appeals and complaints procedures.
In return you are expected to:
  • achieve near 100% attendance of your scheduled class and strive hard to achieve progression;
  • commit to deadlines and manage your time effectively, ensuring that you submit assignments by agreed dates and that you own your work;
  • be of good behaviour and treat staff and your fellow students equally and respectfully in line with the Student Handbook;
  • take responsibility for managing your own learning, attend induction and actively engage in your programme;
  • give full attention to all timetabled sessions and activities including all group tutorials;
  • attend meetings with tutors, scheduled classes, submit assessed work by stated deadlines, actively participate in feedback received and ensure you spend sufficient regular time in private study;
  • attend formal assessments at times determined by the College;
  • have passion, drive and determination to achieve the best possible;
  • inform the College of an absence due to medical reasons or other exceptional circumstances in accordance with the College attendance policy and programme-specific attendance policy;
  • have a willingness to undertake independent study and research;
  • engage with the information provided by the College taking full advantage of the services provided;
  • understand the terms and conditions of being a CLC student and obligations regarding fees and payments;
  • keep all your contact details up-to-date and inform the College immediately of any change in your contact details;
  • respect the physical environment of the institution, including learning and social accommodation and behave respectfully towards our neighbours and as a responsible member of the local community;
  • familiarise yourself with CLC policies and regulations including the regulations relating to the use of College’s IS Computer and the Virtual Learning Environment (VLE).

 

Please note that whilst the College has taken all reasonable steps to ensure the accuracy of the content within this Charter at the time of printing, it reserves the right to remove, vary or amend the content of it at any time.  For avoidance of doubt, the information provided within the content of this Charter is for guidance purposes.

The information contained in this Student Charter applies to all students enrolled at CLC and studying at a City of London campus, London, UK.

This Charter is not a legally binding contract and is not intended either to define or limit the legal rights and responsibilities of City of London College and each student.

Responsibilities as a Student

To Enrol Promptly
You are required to term enrol in each academic session, even if you are only undertaking re-sit assessments. Your VLE access allows you to do this.

To Pay Fees On Time
You have a responsibility of ensuring that your fees are paid in full, even if the amount to be paid is through a Students Loan Company or a sponsor.
If you are experiencing any difficulties you should contact the Finance Department on 020 7553 0430

To Attend
It is your responsibility and in your interest to participate fully in the work of the programme through attendance at lectures, tutorials, practical classes and seminars.
If you are having problems attending please contact your Course Leader.

To Complete Work and Attend Examinations
It is your responsibility to hand-in assignment /work by the submission date given in your assignment brief and to attend examinations.
Examination timetables will be available approximately 4 weeks before the examinations are held.
If you find that any of your examinations are scheduled during a major religious festival which you observe, and you regard this as a problem, please talk to your Course Leader.
If you are unsuccessful in any of your assessments it is your responsibility to check the arrangements required for re-assessment.

To View Notice boards and Websites
From time to time information relating to your study will be posted on the notice boards or on the VLE. It is your responsibility to check these on a regular basis.

To Advise of a Change of Name, Address and contact details
If you change your contact number, home or term time address you must ensure that you advise the Student Services Centre immediately.

If you have changed your name please bring the relevant documentation as proof of the change to the Student Services Centre.

To Advise of any Difficulties or Personal Problems
If you are going to be absent from your course for any length of time you must advise the course administrators and your Course Leader as soon as possible. You will be advised on the course of action to take which may include an interruption of study, details of which can be found under the section “College Codes and Procedures”.

If you are experiencing personal problems you should talk to your Course Leader. You can also contact Student Services who operate a confidential counselling service.

To Advise of Intended Withdrawal
If you wish to withdraw from your course you must advise the Course Leader in writing, giving the reason for the withdrawal and the last date of attendance. You are responsible for the fees until written confirmation reaches the office.

The College is required to notify Home Office and other awarding bodies of a student’s withdrawal from a course.

To Observe the Regulations on Smoking on the Campus
Smoking is forbidden in all College buildings.

Student Code of Conduct

In general, you must not behave in any way that disrupts or adversely affects the conduct or reputation of the College.  Such conduct includes:
  • Violent, threatening, offensive or reckless behaviour
  • Fraud or deception
  • Damage to College property
  • Breach of the Code of Conduct relating to Meetings on College Premises, (freedom of speech).
  • Conduct which constitutes a criminal offence where that conduct takes place on College premises.
Exceptionally it may be necessary for the Student Disciplinary Procedure to be invoked where it is alleged that a student has engaged in offences against students  or staff, or in activities that are likely to disrupt or otherwise adversely affect the conduct or reputation of the College.   This list above is not exhaustive, and other types of conduct may be subject to the Student Disciplinary Procedure.
Use of Computer Rooms

All students are expected to observe the following regulations when working in computer rooms.  Failure to do so may result in your network access being revoked.

  • Mobile phones must be switched off.
  • Food and drink (including wrappers and bottles) are not allowed in the computer rooms.
  • The resources provided are for the College’s students.  Students may use the computer rooms only for activities connected with their studies.  Use of these facilities for any other purpose is forbidden.
  • It is College policy to record the addresses of all Internet sites visited by students.  Anyone found accessing sites containing material likely to cause offence to others will have their user accounts revoked.
  • Users are only allowed to log on to one computer at any one time.
  • Users may only delete from a computer, file or folders which they have created themselves, or that have been set up for their sole use (email messages).  Deleting any other files or folders from any computer will be treated as an act of vandalism against College property.
  • Users are not allowed to run their own applications/courses.  The use of software other than that provided by the College is strictly prohibited.
  • The copying of software or tampering with software or hardware is forbidden.
  • Users are not allowed to log on to any account other than their own.
  • Users are not allowed to let someone else log on with their details.
  • Users must produce a valid student ID card when requested to do so by a member of staff.

Complaints Procedure

The College wants to know if you are unhappy about any aspect of your educational experience at CLC and has procedures for you to use to raise issues when necessary.  It is the policy of the College to resolve as quickly and fairly as possible any grievance a student may have, as an individual, about treatment by any staff member of the College.

In the case of any cause for complaint, as a first step, you should seek to resolve it with your course tutor. In many cases, that person will be the best to respond to the complaint.  However, if the grievance cannot be resolved by this informal approach then you have the right to use the formal procedure.

The Student Complaints Procedure complements the process by which students may make representations against academic decisions.  Its scope is therefore restricted to:

  • Complaints about your educational experience at the College including relationships with the administration or any services such as accommodation, catering, Library Services, IT Services, etc.
  • Complaints about discrimination by the College on the grounds of gender, race, faith, disability or sexual orientation

We would advise you to contact the Student Services Centre for help if you are thinking of making a complaint.

Unconditional Offer

Withdrawal of programme

If CLC makes you an unconditional offer of a place on one of its courses, this offer is subject to the recruitment of sufficient student numbers to make delivery of your course viable from an educational and financial perspective.

CLC therefore reserves the right to withdraw a course (even after you have accepted an offer and paid a Tuition Fee Deposit) should it not be economical to run the course by the scheduled start date.

In these circumstances, CLC will refund all tuition fees paid, but will not accept responsibility for any other loss.

CLC will seek to offer you an alternative course that it delivers or delivered by other education provider in London.

Withdrawal from programme
If you decide that you no longer wish to continue with your course, you must discuss with your Personal Tutor or Course Leader first about your decision.

If withdrawal turns out to be your best option, you must complete a notification of leave form and hand it to Registry or Course Leader straight away. It is really important that you hand in the form as soon as you have decided to withdraw as you may be liable for additional course fees if we have not been officially informed and your withdrawal request approved.

All withdrawal applications are subject to our usual terms and conditions. Students will not be eligible for any refund and will be liable to pay any outstanding fee at the time of the withdrawal.

Substitution of alternative education provider
In respect of any course on offer, CLC reserves the right to substitute any alternative education provider of similar standing in place of those providers published by awarding, validating or supervisory bodies. Such a substitution does not constitute a default by CLC under Section 3.2.1(b) below and will not entitle you to any refund of tuition fees already paid.

The right of CLC to cancel application, withdraw offer or terminate attendance
By submitting an application, you confirm that all information provided on the application form is true, complete and accurate and that none of the information requested or other material information has been omitted or is fraudulent.  If you supply any false, inaccurate or misleading information, CLC reserves the right to cancel your application, withdraw its offer of a place or terminate your attendance at CLC and you shall have no claim against CLC in relation thereto.

Interruption of your studies
An interruption of studies is an approved leave of absence from all study for a maximum period of 12 months and may be taken for a number of reasons e.g. health, financial, academic or personal reasons.   This 12 month period starts from the date of the original advertised enrolment date for the course, as per your original offer. Your Course Leader has to approve requests for interruptions of studies, so if you’re thinking about interrupting, you should discuss with the Registry Office or Course Leader first.  Any financial implications of interrupting your studies may be discussed with the Registry Manager.  If you decide to interrupt your studies you must complete a special form, and provide evidence to support your reasons for wanting this.  Once you have completed this form and handed it in to Registry, it will be considered by a Course Committee, and they will let you know whether they have approved your request or not. You will be liable to pay the tuition fees which prevail at the time you actually start the course.

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