Policies

Click to download our latest Undergraduate Student Terms and Conditions for Students Studying as part of ACM’s validated degree provision with Middlesex University

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ONLINE LEARNING CODE OF CONDUCT (STUDENT)

1. INTRODUCTION

1.1 This Online Learning Code of Conduct applies to all students registered on a programme of study at ACM. 

1.2 This Code is designed to protect the rights of all members of the ACM community, including staff, tutors and students and visitors. All members of the ACM community are encouraged to participate freely in the activities of the institution, both formally and informally. 

1.3 ACM expects all members of the ACM community to be respectful towards each other at all times and to conduct themselves with due regard for their own legal responsibilities. All members of the ACM community are expected to preserve and enhance ACM’s good name and reputation. 

2. SCOPE

2.1 This Code applies to all ACM students. Any breach of this Code will be taken seriously and, where deemed necessary, will be dealt with in accordance with ACM’s Student Conduct and Discipline Policy. Sanctions against unacceptable behaviour will be applied consistently in the interests of everyone’s learning, teaching and social experience. 

2.2 By enrolling at ACM, students have confirmed their commitment to comply with ACM’s rules, regulations and procedures. Students are expected to maintain familiarity with these rules, regulations and procedures and with this Code throughout their enrolment. 

2.3 ACM takes GDPR responsibilities seriously, ensuring personal data on our teaching and learning platforms is secure and confidential. We encrypt user data and regularly review our practices to maintain compliance.

3. CODE OF CONDUCT

3.1 Webcams must be switched on and ideally sited against a neutral background. A virtual / blurred background may also be used. Online learning activities should be conducted in a suitable, quiet area. If no such area or webcam background is available, or if there is a valid reason why their webcam should not be switched on, students must contact their module tutor in advance of the lesson to seek agreement. Students should note that agreement may only be given in exceptional circumstances.

3.2 Content and subject matter should strictly relate to teaching and learning. Students must avoid personal comments to maintain a professional and respectful learning environment. Discussions must remain focused and productive, promoting effective education and preventing potential misunderstandings or conflicts.

3.3 Language must be professional and respectful at all times, including any language used by persons in the background, whether they are enrolled participants in the learning and teaching or not.  

3.4 Students must wear suitable clothing at all times, as should anyone else who might be visible on screen in the student’s shared spaces.  

3.5 Students should be mindful of any personal information that may be on their computer desktop. Before sharing their screen, computer desktops should be cleared of any materials that will not be used. The deliberate or inadvertent sharing of any material that may be deemed inappropriate or offensive will be dealt with under the appropriate disciplinary procedure. 

3.6 Students are expected to respect and observe ACM’s rules and regulations at all times while engaged in online learning activities. 

3.7 Students are expected to present themselves professionally and respectfully in every aspect of academic life, including online platforms. This includes the use of appropriate profile pictures and biographies. 

3.8 If a student’s behaviour is deemed to be in breach of this Online Code of Conduct, they will be removed from the class, or the tutorial or session will be ended, and the student will be subject to investigation in accordance with ACM’s Student Disciplinary Policy. 

3.9 Breaches from staff and/or tutors will be subject to investigation in accordance with the appropriate disciplinary procedure. 

4. ONLINE LEARNING INVOLVING VULNERABLE ADULTS AND STUDENTS UNDER 18 YEARS OF AGE

4.1 All one-to-one online learning activities involving vulnerable adults or students under the age of 18 must be agreed in advance with parents/carers. Such activities must then take place only at the days/times agreed with parents/carers, and only when they or another responsible named adult are present. 

4.2 All classes/tutorials will be recorded and backed up onto an approved safe, secure workspace to provide a record and to protect both the tutor and the student. 

4.3 The Designated Safeguarding Lead (DSL) will be consulted regarding the safeguarding protocols applied to the online workspace. 

4.4 In addition to being subject to investigation, any breaches of this Code involving vulnerable adults or students under 18 years of age will be reported immediately to the Designated Safeguarding Lead. 

5. RELEVANT POLICIES AND DOCUMENTS

Internal

• Learning, Teaching, Assessment and Attainment Policy
• Student Charter
• Student Discipline Policy
• Safeguarding Policy

External

• Data Protection Act 2018
• General Data Protection Regulation (GDPR)

6. DOCUMENT OWNER AND REVIEW

6.1 This Code is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Code is carried out under ACM’s Quality Assurance Framework. 

7. DOCUMENT HISTORY AND NEXT REVIEW

7.1 This Code of Conduct applies to Academic Year 2024-25

Download this Code of Conduct: Online Learning Code of Conduct (Student)_2425

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE 

1.1 The ACM Research Ethics policy sets out the requirements for ethical considerations for all research activity conducted at ACM. ACM is committed to ensuring that research conducted by either ACM staff or students meets legal requirements and ethical best practice. 

1.2 The ACM Research Ethics policy should be formally incorporated into the delivery of any research-based modules within all undergraduate or postgraduate programmes delivered at ACM. 

2. POLICY SCOPE

2.1 This policy acts as a framework for ethical procedure across all programmes and campuses at ACM. 

2.2 This policy covers staff and student research and all research practice including practice based/led research. 

2.3 This policy outlines core principles and the approach to ethics taken at ACM as well as the responsibilities of the Ethics Committee, Researchers and Supervisors. 

2.4 This policy sits within a broader framework of research and best practice at ACM. 

2.5 The policy conforms with all related legislation and is consistent with ethical best practice. 

2.6 Academic integrity of research and academic freedom is supported within this policy without contravening ethical best practice and legal and statutory requirements. 

2.7 Ethical approval is required for all research carried out by students and staff across all ACM campuses. 

2.8 Research which involves human participants will always require ethical approval. The level of risk related to this type of research will vary, however the following will be considered to be of high risk: 

• Research involving vulnerable groups 
• Research involving children or adults that are unable to give informed consent 
• Research where participants have participated in or are discussing illegal activity 

2.9 The following topics will be considered to be of risk and will require approval by the ACM Research Ethics Committee (REC):

• Research into terrorism 
• Research that investigates illegal activities including drug use or attendance at illegal raves 
• Research involving deception 
• Research where the researcher is investigating outside of their specialism 

3. ETHICAL PRINCIPLES

3.1 Prevention of harm 

3.1.1 Both researchers and supervisors are responsible for ensuring that participants are safe from physical and psychological harm during the research. 

3.1.2 Where there is a risk to participants of physical or psychological harm, this is not absolved through informed consent. 

3.1.3 Researchers must include a risk assessment within their ethics form which must include a plan to reasonably mitigate any physical or psychological risks within the research. 

3.1.4 Researchers must not claim expertise in an area that is reasonably beyond their specialism particularly in high risk areas related to medical or psychological expertise. 

3.1.5 Any safeguarding or PREVENT concerns must be reported through ACM’s safeguarding channels, in line with ACM’s safeguarding policies 

3.2.6 Participants must be given the option to anonymise their personal data and information. This is particularly important for participants who are disclosing sensitive data that may put them at risk. Participants must be told how the information will be anonymised. At any point prior to submission a participant must be able to request for their data to be anonymised. 

3.2 Free and informed consent 

3.2.1 Participants must be given all information about the study needed to give informed consent. This must include the aims and objectives of the study and how their data will be processed in line with GDPR. 

3.2.2 Information about the study should be provided in a written format for participants so that they can refer back to information during the study. Information sheets must include contact details for the student’s supervisor and it must be made clear to participants that they can contact supervisors if they have concerns about the study. A template information sheet will be provided for students on Canvas. 

3.2.3 Written consent to participate must be gained through consent forms. Template consent forms will be provided for students on Canvas. 

3.2.4 Where a participant is unable to give informed consent (e.g. if a participant is under the age of 16 or is unable to understand the constraints of the study). All steps must be taken to provide the participant with information needed to understand the study. The participant should be included in the decision to participate in agreement with the person with legal responsibility for them. The person with legal responsibility can give consent for them to participate in the study. The participant has the right to disagree with this decision. 

3.2.5 Coercion should not be used to promote engagement with research. This includes, but is not limited to, providing incentives to participate in a study or pressuring family members, students, employees and friends to be participants. 

3.2.6 Potential participants must not be disadvantaged by not taking part in a study e.g. where a study is placed within an education setting a suitable alternative should be provided for those who choose not to engage with the study. 

3.3 Right to withdraw from a study 

3.3.1 All participants must be given the right to withdraw from a study at any point prior to submission. 

3.3.2 How a participant requests to withdraw must be made clear within the participant information sheet prior to starting the study. 

3.3.3 Where the researcher has an existing relationship with the participant (this includes, but is not limited to, participants being a family member, friend, student or employee) then an independent third party must be used as the contact to withdraw from the study. This can be the supervisor for the research project. 

3.3.4 Participants must not be put under any undue pressure for requesting to withdraw from a study, including, but not limited to, being told that their withdrawal will be detrimental to a student’s final grade on a project. 

3.3.5 Participants must not be disadvantaged by withdrawing from a study e.g. for studies taking place in classrooms participants who withdraw from the study must still have access to the same education experience. 

3.4 Conflict of interest 

3.4.1 To protect academic integrity, it is important that the researcher maintains their independence and that research is not impacted by conflicts of interest. This includes, but is not limited to, funders, employers, personal relationships and sponsorship. 

3.4.2 ACM recognises that researchers may be sponsored to undertake research or study with ACM. Sponsors must not influence any final outcomes of research or data produced through research. 

3.4.3 Any conflicts of interest (actual, potential or perceived) must be disclosed in writing to the chair of the Ethics Committee. These will be considered by the committee and a conflict of interest management plan will be put in place with the researcher to prevent damage to the reputation of the researcher or ACM. 

3.4.4 Where conflicts cannot be managed the ACM reserves the right to prevent the research from being undertaken. 

4. ACM RESEARCH ETHICS COMMITTEE

4.1 The ACM Research Ethics Committee, which reports to the ACM Quality and Standards Committee, provides ethical approval and oversight for all student and staff research at ACM. 

4.2 The ACM Research Ethics Committee is responsible for ensuring that research meets ethical best practice and aligns with statutory and legal commitments.

4.3 The ACM Research Ethics Committee meets twice per term to consider:

• ACM Research Ethics Forms submitted by ACM students which have been deemed at-risk by the Supervisor
• Any staff-led research conducted by ACM staff whilst in their capacity as an ACM member of staff.

4.4 The ACM Research Ethics Committee is made up of a combination of academic and professional staff from across ACM. 

4.5 Research supervisors are required to present on behalf of the student for any ethical applications which are deemed at-risk.

5. ACM RESEARCH ETHICS PROCESS

5.1 ACM students undertaking primary research must submit an ACM Research Ethics Form.

5.2 ACM will appoint a research supervisor to all students undertaking primary research projects. Supervisors will be selected based on having appropriate research knowledge in a relevant area. 

5.3 Supervisors are responsible for the initial review of all submitted ACM Research Ethics Forms and for determining the risk level of the research being proposed. The Supervisor Declaration and accompanying ACM Research Ethics Committee Tracking Document must be completed by the supervisor within one working week of receipt of submission.

5.4 Supervisors can sign off low risk applications. Applications deemed at-risk must be referred to the ACM Research Ethics Committee in a timely manner. 

5.5 Where a student has failed to provide enough relevant information on their ACM Research Ethics Form they will be asked to resubmit their form. 

5.6 Supervisors are responsible for communicating approval to students with low risk research projects. 

5.7 The ACM Research Ethics Committee (REC) will communicate their decision and requirements directly to students (with Supervisors on copy) within one week of the ethics committee. 

5.8 A student may appeal against the decision of the ACM Research Ethics Committee in line with the Academic Appeals Policy and Procedure. 

6. RESEARCHER RESPONSIBILITY 

6.1 No research can be started without ethical approval 

6.2 Researchers are responsible for ensuring that the information provided on their ACM Research Ethics Form is accurate and includes all details of their methodology and research approach. 

6.3 Researchers are responsible for submitting their ACM Research Ethics Form with enough time to be reviewed by the ACM Research Ethics Committee (REC) prior to starting their primary research. 

6.4 If a researcher is unsure of recommendations mabe by either their supervisor or the ACM Research Ethics Committee (REC), the researcher must seek clarification in advance of starting primary research. 

6.5 Researchers are responsible for ensuring that personal and sensitive data is stored in line with GDPR requirements. 

6.6 Any researcher who starts primary research without ACM ethical approval will be investigated under ACM’s Academic Integrity Policy. 

6.7 Researchers must ensure that the research they are undertaking sits within their specialism and does not involve using research techniques or approaches outside of their reasonable research specialism, e.g. a person with a creative arts background must not undertake research into medicine. 

6.8 Researchers must ensure all participants receive information about the study and are able to give full, informed consent prior to participation. 

6.9 In order for participants to be able to give informed consent, researchers must provide a participant information sheet which outlines the aims, outcomes and methods of the study. There is  an ACM template which may be used for this purpose – ACM Participant Information Sheet and Informed Consent Template.

6.10 Researchers are responsible for declaring any and all potential conflicts of interest including partner organisations involved in research. 

7. RESEARCH SUPERVISOR RESPONSIBILITY 

7.1 Research Supervisors are responsible for ensuring that students under their supervision understand ethical best practice and legal requirements including GDPR. 

7.2 Research Supervisors are expected to keep up to date on ethical best practice and relevant legislation, supported by the ACM Research Ethics Committee. 

7.3 Research Supervisors are required to support their students through the ACM Research Ethics process, this includes supporting the student to complete the ACM Research Ethics Form.

7.4 Where a student is believed to be acting unethically in research, a supervisor must report this to the ACM Research Ethics Chair.

7.5 Research Supervisors can give feedback on research ethics prior to a student submitting their ethics forms. 

8. ACM RESEARCH RESPONSIBILITY 

8.1 ACM is responsible for the ethical conduct in research undertaken by students while studying at ACM and staff who have a research provision within their contract at ACM. 

8.2 ACM cannot accept responsibility or liability for research started prior to a student starting a course or a researcher having received a contract from ACM. 

8.3 In the case of students who have joined a course part way through study and research has been started prior to joining ACM, the student must provide the ethical approval from their previous institution and a disclaimer must be included in the student’s research submission stating that some research was undertaken outside of ACM’s supervision. 

9. BIOETHICS

9.1 ACM is not a medical specialist institution and will endeavour to partner with the relevant specialist organisations where research engages with medical or psychological research practices. 

9.2 ACM cannot give consent to the storage and use of human organs and tissue from the living, and the removal, storage and use of tissue and organs from the deceased, for specified health-related purposes including medical research. 

10. ACADEMIC MISCONDUCT AND RESEARCH ETHICS

10.1 Misconduct within research and research practices is defined as: 

• Failure to obtain appropriate permission to conduct research; 
• Deception in relation to research proposals; 
• Unethical behaviour in the conduct of research; 
• Unauthorised use of information that was acquired confidentially; 
• Deviation from good research practice, where this results in unreasonable risk of  harm to humans, other animals or the environment;

• Fabrication, falsification or corruption of research data; 
• Distortion of research outcomes, by distortion, manipulation or omission of data that do  not fit expected results;
• Dishonest misinterpretation of results; 
• Publication of data known or believed to be false or misleading; 
• Plagiarism or dishonest use of unacknowledged sources; 
• Misquotation or misrepresentation of other authors; 
• Inappropriate attribution of authorship; 
• Attempting, planning or conspiring to be involved in research misconduct; 
• Collusion in  or concealment of research misconduct by others; 
• Failure to comply with relevant legislation, including that relating to health and safety, data protection, intellectual property, and animal experimentation.

This list is not exhaustive and other misconduct specifically related to research activity may be dealt with under the Academic Integrity procedure. 

11. RELATED POLICIES 

• Academic Integrity 
• Student Disciplinary 
• Academic Appeals 

12. POLICY OWNER 

This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

The Academic Board delegates operational responsibility of this Policy to: 

• Head of Quality and Standards; 
• Research Lecturers; 
• Research Supervisors; 
• Registrar. 

13. SUPPORTING INFORMATION 

There is no further supporting information in relation to this Policy. 

14. DOCUMENT HISTORY AND NEXT REVIEW 

Version: 2.0 

Approved on: 03 September 2024

Approved by:  Academic Board

Date of next review: August 2025

Download: 063 POL_063_Research Ethics Policy_202309

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk 

Procedure 011: FITNESS TO STUDY

1. Purpose and Scope 

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach when assessing an individual’s capacity to satisfactorily participate and fully engage as an ACM student. 

1.2 This procedure may apply to all current and prospective students including students that have interrupted and/or deferred their studies (herein referred to as ‘the student’) and refers to their time as an ACM student. 

1.3 Fitness to study will be assessed in a timely manner ensuring that students are treated in a fair and equitable manner, with discretion and consideration of individual needs. 

2. Procedure 

2.1 ACM and its wider staff are committed to supporting student wellbeing and achievement amongst all students. Intervention should only take place where there is a level of need, and should take place discreetly and at the earliest opportunity. ACM recognises that a positive approach to the management of student needs is crucial to student learning and academic achievement. 

2.2 A unified and non-judgmental approach to physical and mental health, and any arrangements that may affect a student or prospective student’s ability to exercise suitable fitness to study should be exercised and demonstrated at all stages of consideration of a student’s fitness to study. 

Informal Stage (Standard Interventions) 

Stakeholders: Programme Admins, Registry Manager, Student Services, Tutors, Pathway Leads and Personal Tutors. 

2.3 It is recognised that studying at Higher Education level comes with a series of natural stresses such as working to meet multiple deadlines, potentially experiencing financial stresses, as well as dealing with difficult personal circumstances. As such, a student receiving support with their studies would not necessarily be put through the FTS process as a first step. 

2.4 Students who come to the attention of ACM where a need for support is identified, whether that be through referrals made by staff or the student themselves, will be referred to the appropriate team to receive support relevant to the difficulties they are facing. The support implemented can include, but is not limited to: 

– Wellbeing support; 

– Tutorials with a tutor/Pathway Lead; 

– Advice to apply for EC’s; 

– Advice and support with applying for DSA (where relevant); 

– Hardship loans (pending approval); 

– Consultation with Registry and/or Programme Administrator on their academic standing and support in constructing a plan of action. 

2.5 The interventions administered at this stage would not be logged as part of a formal FTS process, but would be logged to show the attempts made by ACM to support the student at that time. 

2.6 If concerns persist over the student’s engagement or wellbeing, the decision would be made to refer the student to a Stage 1 Fitness to Study. 

Stage 1 Fitness to Study 

Stakeholders: Designated Programme Administrators and DSL relevant to student’s campus. 

2.7 When referred to a Stage 1 FTS, the student will be sent a letter at least 7 working days before the proposed date to notify and invite them to the panel. If the student is unable to attend the proposed date then it is expected of them to inform the FTS panel in the first instance in order for a new date to be arranged. 

2.8 The purpose of a Stage 1 FTS panel will be to discuss with the student the support that has already been implemented, what reasons there may be for this support not being effective, and the concerns that ACM now has regarding the continuation of their studies. Following this discussion, the panel and the student will explore what the most appropriate next steps will be to ensure the student’s wellbeing is treated as the priority. The two possible outcomes at this stage will be a choice of the following: 

– Continuation of study with the implementation of further support and an Individual Learner Arrangement; 

– A request made by the student for a change of circumstance, i.e., an interruption or withdrawal. 

2.9 Should the student wish to continue with their studies, it will be permitted based on the student being administered an Individual Learner Arrangement (ILA). Under this arrangement the student will receive further interventions of support from ACM, which can include but will not be limited to: 

– Continued wellbeing sessions; 

– Referrals for a series of set counselling sessions; 

Bespoke tutorials with tutor/pathway lead; 

– The application of EC’s for upcoming assessments where appropriate based on the provision of necessary supporting documentation. 

2.10 The conditions set for the ILA will be that the student must engage with their upcoming assessments following the Stage 1 FTS panel in order to show that they have engaged with the support set and that it has been effective in helping them re-engage with their studies. 

2.11 As part of the ILA, the student will undergo a period of monitoring by their personal tutor and the Programme Administrator Team as outlined in the Individual Learner Arrangement Policy. The student will continue to be expected to inform their personal tutor and the relevant support staff of any issues that are continuing to pose prohibitive to the student’s engagement to ensure that support can be adjusted where necessary. 

2.12 If following the given assessment period the conditions of the ILA are met, the student will be signed off as a Fitness to Study and following a short period of academic monitoring, no further action will be taken. 

2.13 In the event that the terms of the ILA are not met, the result will be a progression to a Stage 2 FTS panel and would be notified accordingly. 

2.14 Where a mutually agreed outcome is reached the matter will not be escalated further. All agreed arrangements should be documented and the student may still be subject to a period of academic monitoring at the discretion of the panel. 

Stage 2 

Stakeholders: Registry Manager, Group Lead on Student Experience, and Designated Safeguarding Lead 

2.15 Following the decision to proceed to a Stage 2 FTS, the student will be sent a letter at least 7 working days before the proposed date to notify and invite them to the panel. If the student is unable to attend the proposed date then it is expected of them to inform the FTS panel in the first instance in order for a new date to be arranged. 

2.16 Prior to the panel taking place, a pre-stage 2 consultation will take place between the members of the Stage 1 panel and the Stage 2 panel to discuss the student’s journey throughout this process in order to provide context for the Stage 2 panel to deliberate the most appropriate outcome. The potential outcomes are as follows: 

1. Interruption – If the continuation of the student’s studies are not feasible at this time, but given a period of respite there could be scope for the student to return, the panel will conclude that the student will be put on an interruption for a maximum period of up to 12 months. The conditions of the student’s return and the most appropriate date of return will also be set and shared with the student. 

1. De-registration – if the Panel concludes, taking into account the individual circumstances of the case and any supporting medical evidence, that there is no reasonable prospect of the student re-engaging with their programme or that doing so would pose a significant risk or disadvantage to a student’s mental or physical well being, a decision will be made that the student is terminated from their programme of studies. This decision should only be made in the most serious cases, and where all avenues of recourse, support mechanisms or arrangements have been exhausted or are deemed inappropriate. 

1. Any other action considered to be appropriate and proportionate. 

2.17 The Stage 2 FTS panel will consist of members of staff who have had limited to no involvement in the student’s situation in order to remain impartial in their decision making. 

2.18 The student will normally be required to attend the panel to discuss their case. If the student does attend, they will have the right to bring a friend or student representative to the meeting for support. 

2.19 The student may be permitted to be accompanied by a support worker, for example in cases of visual or hearing impairment, where this is appropriate to their needs. 

2.20 When the panel takes place, the student will take part in the discussion surrounding their circumstances, what may have lead to all previous interventions not being effective and will then be informed of the outcome that has been reached by the panel. 

2.21 In the event that the student in question is under the age of 18, a parent, guardian or nominated adult with responsibility for the student will be required to attend proceedings with the student 

2.22 Any individuals who attend the hearing in support of the student, will not be included to influence or act as an intervention to any decisions or proceedings arising from the hearing. Students are advised that individuals who attend hearings will not be considered representative of the student in a formal or legal capacity. 

2.23 Following the conclusion of the panel, the student will be informed of what the next steps are depending on the outcome reached and any relevant changes of circumstance will be actioned with immediate effect. 

Emergency FTS Panel 

Stakeholders: Registry Manager, Group Lead on Student Experience, and Designated Safeguarding Lead 

2.24 Referrals for an Emergency Fitness to Study can only be made by a Designated Safeguarding Lead. If there are concerns held by a member of staff wherein they feel an Emergency FTS is appropriate, they must disclose these concerns to their campus DSL in the first instance. 

2.25 In the event where a disclosure is made that – in line with the Fitness to Study policy – leads to an Emergency FTS, the panel will sit within 48-working hours of the disclosure being made. 

2.26 The student concerned will be invited to attend the panel and will be notified by letter of the time and date in the first instance. However due to the serious nature of this stage, the panel will sit without the student’s attendance if it comes to it. 

2.27 The Emergency FTS Panel will consist primarily of the Stage 2 panel with potential attendance from additional staff who have provided relevant support to the student. 

2.28 An outcome will be reached based on the circumstances disclosed prior to the panel. Once this outcome has been decided all relevant changes of circumstances, should there be any, will be processed with immediate effect. 

Actioning CoC’s prior to Stage 2 or Emergency FTS 

2.29 Making the decision to interrupt a student on their behalf is usually reserved for Stage 2 and Emergency FTS Panels. However, ACM reserves the right for an interruption to be implemented for a student at Stage 1 if there are immediate and substantial concerns where the student’s wellbeing & safety are clearly seen to be at risk. 

2.30 The decision to action a change of circumstance (CoC) prior to Stage 2 or an Emergency FTS can only be actioned by the Designated Safeguarding Lead, Registry Manager, or Group Lead on Student Experience at their discretion. 

Return to Study 

Stakeholders: Registry Manager, Group Lead on Student Engagement, and Designated Safeguarding Lead 

2.31 Following the end of the student’s interruption, a reintegration meeting will be set prior to the student’s expected date of return to discuss the student’s eligibility to return. An outcome is not reached in this panel but will be concluded once the panel has sat. 

2.32 The student will be welcome to have a friend, parent or guardian, or support worker be in attendance to provide support in a personal capacity. 

2.33 The conditions set prior to the interruption will be reviewed and the student will be expected to provide authoritative documentation that evidences these conditions being met. 

2.34 Following the reintegration meeting, all information shared and supporting documentation provided will be reviewed and considered with a decision being made as to whether or not the student will be permitted to return to study. This outcome will be shared with the student and their re-enrolment will be processed in the first instance. 

2.35 If in the event that the panel concludes the student is not fit to return to study, they will make a decision on an outcome that can include, but will not be limited to: 

1. A request for further/updated supporting documentation that pertains to evidencing the student’s fitness to return. A follow up reintegration meeting would be arranged to give the student adequate time to source the requested documentation. 

1. An extension of the student’s interruption might be actioned if the panel concludes that a return to study at the original date set will not be conducive to the student’s wellbeing. 

2.36 The outcome of all FTS panels and reintegration meetings will be communicated to the student within 48-working hours of the panel being held to ensure that they are aware of what the next steps will be. A post-Emergency FTS consultation can also be arranged to discuss the outcome with the student if they couldn’t attend the panel itself. 

2.37 All FTS panels and reintegration meetings will be recorded and minuted in order for an accurate record to be kept. Should the student request a copy of either they will be welcome to do so. Any informal discussions and undertakings made by the staff that are managing this process will be held on file for a period of 6 years. 

Right of Appeal 

2.38 If the student does not agree with the outcome(s) and wishes to contest or appeal any or all of the decisions made in the FTS panel(s) or the Reintegration meeting, they may refer to and utilize the Appeals Policy. 

Applicants who are refused a place at ACM 

2.39 Prospective students and applicants should follow ACM’s Admissions Complaints Policy and Procedure if they wish to make a complaint. 

3. Responsible Parties 

3.1 The Procedure lead is responsible for the cyclical monitoring and review of the policy and procedure in liaison with the Quality Assurance and Enhancement Manager. The Fitness to Study Procedure lead is: 

• Registry Manager 

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorized by the following designated staff: 

• Academic Registrar 
• Group Lead on Student Experience 
• Designated Safeguarding Lead(s) 
• Additional Needs & Disabilities Coordinator 
• Pathway Lead(s) 
• Head of Education 
• Programme Administrator(s) 
• Designated Safeguarding Lead(s) 

4. Related Documentation 

• Fitness to Study Policy 
• Appeals Policy 
• Student Disciplinary Policy 
• Risk Assessment Policy 
• Safeguarding Policy 
• Finance Policy 
• Attendance Policy 
• Extenuating Circumstances Policy 
• Interruption of Studies Form 

5. Date of Approval and Next Review 

Version: 1.1 

Approved on: 03 September 2024

Approved by: Academic Board

Next Review: Aug 2025

Download: PRO_011_Fitness to Study_2209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk 

Procedure 010: SAFEGUARDING

1. PURPOSE 

1.1 ACM recognises its responsibilities for safeguarding students, staff and the wider community in institution-led activities fully, effectively and in accordance with statutory guidance and legislation. 

1.2 Safeguarding and promoting the welfare of children, young people and adults at risk is everyone’s responsibility and everyone has a role to play in child protection and safeguarding. 

1.3 All staff will ensure that their actions are student-centred. Where there is a safeguarding concern, our response will ensure the student’s wishes and feelings are taken into account when determining what action to take and what services to provide. This means that we will consider at all times what is in the best interests of the student. 

2. PROCEDURE DETAILS 

2.1 If you become aware of the actual or alleged harm to or abuse of a child or adult at risk or you receive information alleging risk to a child or adult at risk posed by an adult, or by the actions or lack of actions of an organisation providing services or activities for children, you must act without delay. This also includes where you may be concerned about a child or adult at risk’s behaviour, but there is no evidence of or allegation of abuse. 

2.2 Abuse can take different forms and includes physical abuse, sexual abuse, emotional abuse as well as neglect and bullying as set out in section 6. DEFINITIONS of the Safeguarding Policy. 

2.3 The signs of abuse are not always obvious and those experiencing abuse may not feel able to tell anyone what is happening to them. Within a university setting the following may be indicators of a safeguarding issue: 

• the student is frequently absent from teaching sessions or fails to submit/sit for assessments 
• the student is very often late for teaching sessions and/or unprepared 
• the student is studying an online programme and is very reluctant to turn on their camera in teaching sessions or one to one sessions 
• the student’s academic performance declines over time 
• the student does too much work or appears overly conscientious – this may be because they are anxious or that study is a distraction from something else in their life that is causing them distress 
• the student’s behaviour is erratic or disruptive or they are very irritable and easily agitated 
• the student appears persistently sad, very tense or is very emotional or lacks emotion 
• the student is withdrawn, does not have friends or appears to have difficulty interacting with classmates 
• the student expresses feelings of low self esteem 
• the student avoids eye contact and is hesitant to engage in conversations 
• the student lacks concentration, is often tired and/or struggles to think logically or make decisions 
• the student’s appearance or behaviour changes 
• the student’s appearance is unkempt and/or they have poor personal hygiene 
• there are visible bruises, cuts, burns 
• the student uses explicit sexual language out of context 
• the student’s views have become increasingly extreme regarding another section of society or government policy 
• the student is observed downloading, viewing or sharing extremist propaganda or sexually explicit content from the web 
• the student is increasingly intolerant of others’ views and beliefs 
• the student demonstrates high levels of anxiety, indecision, irritability, hopelessness, despair and distress which cannot be resolved by discussion or explanation 
• the student is avoiding contact and help from others 
• the student is exhibiting an overwhelming sense of not being able to cope 
• the student is preoccupied with odd beliefs and thoughts (be mindful of cultural differences) 
• the student is misusing drugs and/or alcohol, or taking part in other high risk behaviours 

2.4 All suspicions and allegations of abuse or inappropriate behaviour will be taken seriously by ACM and responded to appropriately. 

Responding to reports of abuse 

2.5 If a child or adult at risk says something or acts in a way that abuse is suspected, the person receiving the information is required to: 

• React in a calm and considered way but show concern; 
• Tell them that it is right for them to share this information and that they are not responsible for what has happened; 
• Take what they have said seriously; 
• Only ask questions to ascertain whether there is a concern, but not interrogate them. Do not ask leading questions; 
• Listen to them and don’t interrupt if the child or adult at risk is recounting significant events; 
• Offer reassurance that the problem can be dealt with; 
• Do not give assurances of confidentiality but explain that the information will need to be passed on to those that need to know; 
• If it is an adult at risk, consider their mental capacity to give consent – if it is considered that they have capacity, try to gain their consent for information to be passed on. 
• Make a comprehensive record of what is said and done immediately and keep all original notes. 

Recording reports of abuse 

2.6 The record should include: 

• a verbatim record of the child or adult at risk’s account of what occurred in their own words (this could be used in court so needs to be as accurate as possible); 
• details of the nature of the allegation or concern; 
• a description of any injury. Please note, you must not remove a child or adult at risk’s clothing to inspect any injuries; 
• dates, times or places and any other information. 

2.7 The incident should then be reported immediately to your Designated Safeguarding Lead (DSL) or Deputy DSL for action to be taken. 

2.8 Remember – it is not your role to investigate disclosures, allegations or information about harm or abuse of children or adults at risk, or risk to them. This is the role of Social Services (and/or the police). It is your role under these procedures to pass on the information to those who are qualified and authorised to do so. In normal circumstances, this will be via your Designated Safeguarding Lead (DSL) or Deputy DSL If you have any of these concerns you must comply with the following process: 

2.9 Should you wish to contact someone other than staff associated with ACM then you should contact your campus Local Authority Designated Officers (LADO): 

• ACM Guildford – 0300 470 9100 
• ACM Clapham – 0121 675 1669 
• ACM Birmingham – 0208 871 7440 

Whistleblowing 

2.10 Staff are provided a platform to disclose anonymously any low level concerns they may have regarding ACM. 

This could include, but is not limited to: 

• Concerns regarding staff behaviour 
• Staff member health or wellbeing concerns 
• Concerns for ACM organisational risk 
• Concerns for ACM reputational risk 

2.11 All responses are reviewed by three stakeholders across the organisation and followed up accordingly. 

2.12 The named stakeholders who will review the low level Staff Concerns response are: 

• Head of Governance and Quality Assurance or nominee
• Designated Safeguarding Lead 
• Group Lead on Student Experience 

2.13 Should the concern relate to any of the above stakeholders, concerns can be sent directly to HR by emailing hrrequests@acm.ac.uk 

Safeguarding Information 

2.14 Information relating to Safeguarding can be found at the following locations: 

• On the ACM website 

○ Including: 

■ Safeguarding team information 

■ Disclosure platform 

• Campus posters 

○ Health & safety information 

○ Student & visitor disclosure information (Student areas) 

■ QR code link 

○ Staff disclosure information (Staff areas) 

■ QR code link 

○ Do’s & Don’ts of safeguarding (Staff areas) 

• Ask for Angela poster 

○ Code for immediate support 

Contacting the Safeguarding Team 

2.15 This can be done in a number of ways: 

• ACM Website 

○ A disclosure link and information pages can be found at the base of each page 

○ Calling 01483 910197 

○ Emailing dsl@acm.ac.uk 

○ or using the QR code link found on the campus and staff area posters 

Staff Awareness of the ACM Safeguarding Culture 

2.16 To fulfil our requirements as an educational establishment as stated in ‘Part 1 of Keeping Children Safe In Education’, all staff have been invited into a shared drive titled ‘ACM Staff Safeguarding Folder’. 

This folder contains the following information: 

• ACM Safeguarding Policy 
• Disclosure Procedure 
• Government Legislation Information 
• Best Practises 
• Staff CPD Resources 
• Useful Links and Information 

2.17 Further information regarding the ACM Safeguarding Policy can be found on the ACM Website, within the Staff Safeguarding Shared Drive or by asking a member of the safeguarding team. 

Safeguarding ACM Staff 

2.18 In order to safeguard both staff and students against potential misunderstandings or miscommunication, all staff must be aware of ACM policies and procedures relating to all aspects of their role and adhere to these at all times. It is staff’s responsibility to ensure that they seek additional support and guidance where necessary to undertake their roles and responsibilities. 

2.19 When working, it is important for staff to be aware of their environment and the space in which they are occupying. It is advisable that staff maintain safer working practises such as the following: 

• Ensuring that all exits are clear at all times 
• Ensuring that staff are aware of how and where to access additional staff support 
• Ensuring that staff undertake dynamic risk assessments and adjust their working as necessary. For example if there is a concern where a student has displayed violent or aggressive behaviour historically, it may be appropriate, that staff do not undertake 1-1 working with the student in isolated areas, without support.
• It is advised that staff do not engage with physical contact with students (for example, hugging). This is to protect and safeguard staff in establishing and maintaining positive, professional and appropriate relationships with students. Whilst this is advised, it is noted that in some exceptional circumstances, physical contact may meet the needs of the student and may be appropriate at the time (for example, if a student is distressed). The Designated Safeguarding Lead and Safeguarding Team are available for support within this area. 

Student interactions 

2.20 It is recognised that due to the high levels of support that we offer to our students some students might form close relations with certain staff members. It is imperative that staff establish and maintain professional, positive and appropriate relations with students at all times. Where there are concerns that a student has developed an inappropriate relationship with a member of staff (such as an over-reliance, dependency or an over-familiarity) they must ensure that they refer this to the Designated Safeguarding Lead or Safeguarding Team immediately. 

2.21 The Designated Safeguarding Lead or member of the Safeguarding Team will provide advice, support and guidance on how to manage the concern and how to establish professional boundaries whilst continuing to maintain the necessary support for the student. 

2.22 Social / personal contact with students outside of ACM – It is advised that staff never give out personal details or request them, e.g. telephone numbers or email addresses. 

2.23 Do not contact or respond to students via social networks. Report any attempts of contact by students to the Designated Safeguarding Lead immediately.

2.24 Staff should safeguard themselves on social media or networks by assuming that all information they post is public and act accordingly in relation to their job and associated status. 

2.25 As a minimum, in order to protect themselves, staff should ensure that they are in control of who can see their account details and content and that this information is private. 

2.26 Staff should be mindful that if they comment on a friend’s page / post – their profile settings may be different to their own and may make their comment public. 

2.27 Staff should not take photographs (via any method including phone cameras) of students, students’ performances, events or any part of ACM premises on your personal devices. ACM equipment should be used at all times for ACM business. 

2.28 The above should be seen as best practice unless otherwise directed and approved by ACM Executives and the Designated Safeguarding Lead. 

Safeguarding Training 

2.29 ACM staff are required to attend safeguarding training at the start of each term. Content for this training includes safeguarding essentials as well as topic specific information that is current nationally or internally. 

2.30 ACM staff also have topic specific videos produced by the ACM safeguarding team that are required to be played at the start of any training session booked regardless of the main focus. This is to maximise awareness of embedding a culture of safeguarding in everything ACM staff do. 

2.31 The safeguarding team attends weekly CPD sessions where the content is focused on topics featured within the most recent Keeping Children Safe in Education legislation. 

2.32 Students are required to complete the Safeguarding canvas module at the start of the academic year. 

2.33 Students of further education also are required to attend the Pastoral Development Programme lessons that are based weekly within their timetables. Each topic features awareness of safeguarding furthermore building a culture that is based on awareness and understanding of its importance. 

2.34 Students of higher education also have specific topics of this programme embedded within their programmes. 

Safeguarding Data and Reports 

2.35 The Designated Safeguarding Lead produces monthly and annual reports relating to Safeguarding data: 

• Students at risk 
• Annual / Monthly Data and actions submitted to the ACM Executive Committee 
• Partner report (e.g. East Surrey College) 
• Local authority data and information 
• PREVENT compliance and accountability 
• NSPCC data and information 

2.36 The data produced from these reports help to map out necessary staff training requirements, interventions and awareness programmes that can be presented through social media campaigns, staff and student training, pastoral development education programmes or monthly safeguarding blogs. 

2.37 The data also helps to map out a calendar trend that benefits the proactive approach and awareness via calendered interventions. 

Confidentiality 

2.38It is imperative that all information relating to safeguarding and child protection concerns should be treated as confidential and should not be shared with staff outside of the Safeguarding Team. 

2.39 Safeguarding concerns must be managed with the highest levels of professionalism and sensitivity. Therefore where information needs to be shared, it will be done so on a need to know basis, in accordance with relevant guidance and legislation by the Safeguarding Team. 

2.40 If you have any questions regarding Safeguarding at ACM or require any further support or guidance, please do not hesitate to contact a member of the safeguarding team. 

External Services and Local Authority Intervention 

2.41 The safeguarding team are fully qualified and experienced to manage communication with external agencies / services and assist local authorities with their support of vulnerable students. 

2.42 ACM has developed relationships with local authorities, charities and organisations local to each campus to enable further support options to all our students. 

2.43 The procedure applies to all members of the ACM community, including students, staff, applicants, associate members, visitors and contractors. 

ACM Lanyards and Photo Identification 

2.44 When on campus all staff and students are required to wear their ACM lanyards visibly at all times 

2.45This is for safeguarding and security purposes so that everyone who accesses our campuses can be easily identified. 

2.46 If you lose or misplace your lanyard, everyone is required to report this to reception immediately. 

Social Media Communication 

2.47 Staff are advised that they are not to communicate or add students as friends to their personal social media platforms. Where platforms do not require permission for a student to follow a member of staff, it is included in regular communication and training to staff that they are not to communicate with students on any platforms. 

Staff Communication to Students 

2.48 Staff are only to communicate with students via ACM internal platforms, they are not to communicate using their own personal devices or platforms. 

Best Practice for handling a disclosure 

2.49 Educate Yourself 

• Identify who the Designated Safeguarding Lead is 
• Understand who the wider safeguarding team is 

2.50 Respond Immediately 

• Report any issues using the ACM Safeguarding Disclosure Link Report ● Act Immediately by making a Safeguarding Disclosure 
• You can contact the team by emailing – dsl@acm.ac.uk 

2.51 Be Safe 

• Keep the students/staff safe at all time, create a safe working culture/environment 
• Safeguard yourself and others 
• Implement professional boundaries and following good/positive working practice 
• Password-protect your laptop / PC / Mac / mobile phone 

2.52 Always Listen 

• It’s very important you listen carefully to what any individual has to say without interrupting. Listening is key as you can capture important information 

2.53 Be Impartial 

• Remain calm, approachable and receptive. Take all concerns seriously and follow the appropriate procedure 

2.54 Be Aware 

• Make yourself aware of the indicators of the following 4 categories of abuse: Physical / Emotional / Sexual / Neglect (see following sections). 
• Make yourself aware of the indicators of (FGM) Female Genital Mutilation, (CSE) Child Sexual Exploitation, drug abuse and of the PREVENT duty (see following sections) 
• Understand the ACM Social Networking Policy (including the use of mobile phones) 

2.55 Remember It Could Happen To Anyone 

• ALL individuals, no matter what background can suffer from any type of abuse and that an abuser is often known to them 

2.66 Do NOT Investigate concerns yourself 

• Do not try and resolve any safeguarding concern yourself this is the role of the Safeguarding Team 

2.67 Do NOT Ignore or Dismiss Individuals 

• Always make the time to listen, never tell any individual to come back later if they want to make a disclosure 

2.68 Do NOT Follow Poor Practice 

• React in a professional way, do not look shocked or in a distasteful manner when an individual discloses information to you 
• Do not speculate or make negative comments 
• Keep concerns about others to yourself, only inform the appropriate team (safeguarding team) 
• Do not delay in reporting the disclosure to the Safeguarding team. ● Do not examine an Individual yourself or take any photographs of injuries that are reported to you 
• Do not ask leading or probing questions 

2.69 Never Make Promises 

• You cannot make promises to any individual, the likelihood is that you won’t be able to honour it. 
• YOU have a duty of care to report any safeguarding concerns to the safeguarding team if anyone is at risk of harm or if you have concerns regarding their welfare. 

2.70 Never Assume 

• Everyone that works with children, young people or vulnerable 

individuals is safe and will do them no harm. 

• If you are in any doubt report straight to the DSL or wider safeguarding team 

2.71 Concerns relating to Extremism and Radicalisation 

2.72 Concerns relating to Sexual Assault / Sexual Misconduct

4. RELATED POLICIES 

• Safeguarding Policy 
• Staff Code of Conduct 
• Student Charter 
• Data Protection Policy 
• PREVENT Policy 
• External Speaker and Events Policy 
• Acceptable Use of IT and E-Safety Policy 
• Student Disciplinary Policy 
• Student Complaints and Grievances Policy 
• Equality & Diversity Policy 
• Staff Recruitment Policy 
• Health & Safety Policy 
• Whistleblowing Policy 
• Criminal Convictions Policy 

5. PROCEDURE OWNER 

5.1 The responsibility for this Procedure falls under the remit of the Safeguarding and Pastoral Services Manager, overseen by the Student Experience and Quality Committee. This role is supported under the Integrated Services Division. 

5.2 The responsible committee will ensure the cyclical review of this Procedure is carried out under ACM’s Quality Assurance Framework. 

6. DEFINITIONS 

Safeguarding: Safeguarding is the action that is taken to promote the welfare of all people and protect them from harm. 

DSL: Designated Safeguarding Lead is the member of staff that coordinates all safeguarding concerns and oversees all referrals. 

DDSL: Deputy Designated Safeguarding Lead is the member of staff who supports the DSL in maintaining the function of safeguarding throughout all campuses. 

LADO: Local Authority Designated Officer 

ABUSE: A form of maltreatment of a person. Somebody may abuse or neglect another person by inflicting harm or by failing to act to prevent harm. Someone may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place wholly online, or technology may be used to facilitate offline abuse. People may be abused by an adult or adults or by young people. 

PHYSICAL ABUSE: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to anyone. Physical harm may also be caused when a responsible adult fabricates the symptoms of, or deliberately induces, illness in someone. 

EMOTIONAL ABUSE: The persistent emotional maltreatment of a person such as to cause severe and adverse effects on that person’s emotional development. It may involve conveying to a person that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the person opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on people. These may include interactions that are beyond a person’s developmental capability as well as overprotection and limitation of exploration and learning or preventing the person from participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing people frequently to feel frightened or in danger, or the exploitation or corruption of people. Some level of emotional abuse is involved in all types of maltreatment of a child, although it may occur alone. 

SEXUAL ABUSE: Involves forcing or enticing someone to take part in sexual activities, not necessarily involving violence, whether or not the person is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing, and touching outside of clothing. They may also include non-contact activities, such as involving someone in looking at, or in the production of, sexual images, watching sexual activities, encouraging people to behave in sexually inappropriate ways, or grooming someone in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can people under the age of 18. The sexual abuse of children by other children is a specific safeguarding issue (also known as peer on peer abuse) in education and all staff should be aware of it and ACM’s policy and procedure for dealing with it. 

NEGLECT: The persistent failure to meet someone’s basic physical and/or psychological needs, likely to result in the serious impairment of the person’s health or development. Neglect may occur during pregnancy, for example, as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to: provide adequate food, clothing and shelter (including exclusion from home or abandonment); protect a child from physical and emotional harm or danger; ensure adequate supervision (including the use of inadequate care-givers); or ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs. 

CHILD SEXUAL EXPLOITATION (CSE) and CHILD CRIMINAL EXPLOITATION (CCE) Both CSE and CCE are forms of abuse and both occur where an individual or group takes advantage of an imbalance in power to coerce, manipulate or deceive a child into sexual or criminal activity in exchange for something the victim needs or wants, and/or for the financial advantage or increased status of the perpetrator or facilitator and/or through violence or the threat of violence. CSE and CCE can affect children, both male and female and can include children who have been moved (commonly referred to as trafficking) for the purpose of exploitation. 

SERIOUS VIOLENCE: Indicators may signal someone is at risk from or is involved with serious violent crime. These may include increased absence from education, a change in friendships or relationships with older individuals or groups, a significant decline in performance, signs of self-harm or a significant change in wellbeing, or signs of assault or unexplained injuries. Unexplained gifts or new possessions could also indicate that someone has been approached by, or are involved with, individuals associated with criminal networks or gangs and may be at risk of criminal exploitation. 

MENTAL HEALTH: Mental health problems can, in some cases, be an indicator that a person has suffered or is at risk of suffering abuse, neglect or exploitation. Only appropriately trained professionals should attempt to make a diagnosis of a mental health problem. ACM staff, however, are well placed to observe students day-to-day and identify those whose behaviour suggests that they may be experiencing a mental health problem or be at risk of developing one. 

FEMALE GENITAL MUTILATION (FGM): FGM is a procedure where the female genitals are deliberately cut, injured or changed, even though there is no medical reason for this to be done. It is also referred to as female circumcision. If a member of staff, in the course of their work, discovers that an act of FGM appears to have been carried out, they must report this to the DSL or DDSL and it must be reported to the police. 

PEER ON PEER ABUSE: Children can abuse other children and it can happen inside or outside the institution and online. Even if there are no reports from within the institution, it does not mean it is not happening; it may be the case that it is just not being reported. It is therefore important if staff have any concerns, they should contact the Designated Safeguarding Lead or Deputy. Inappropriate behaviours between peers that are abusive in nature should be challenged. Downplaying certain behaviours, for example dismissing sexual harassment as “just banter”, “just having a laugh” can lead to a culture of unacceptable behaviours, an unsafe environment for people and in worst case scenarios a culture that normalises abuse leading to people accepting it as normal and not coming forward to report it. Peer on peer abuse is seen as a specific safeguarding concern. ACM therefore additionally covers peer on peer abuse in a separate policy and procedures document. 

7. EXHIBITS/APPENDICES/FORMS 

This procedure has been written in accordance with, and with reference to, the following statutory guidance and legislation: 

• Keeping Children Safe in Education (DfE, 2021) 
• Working Together to Safeguard Children (HM Government, 2018) 
• What to do if you’re worried a child is being abused (DfE, 2015) 
• The Prevent Duty (DfE, 2015, updated 2019) 
• Child sexual exploitation; definition and guide for practitioners (DfE, 2017) 
• Sexual violence and harassment between children in schools and colleges (DfE, 2018) 
• The Children Act 2004 (with later amendments), 
• Safeguarding Vulnerable Groups Act 2006, 
• The Sexual Offences Act 2003, 
• Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007); 
• Protection of Freedoms Act 2012; 
• Children and Families Act 2014; 
• Care Act 2014; 
• Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018) 

8. SUPPORTING INFORMATION 

There are no further supporting documents to this procedure. 

9. DOCUMENT HISTORY AND NEXT REVIEW 

Version: 1.0 

Approved on: 03 September 2024 

Approved by: Academic Board

Date of next review: August 2025 

Download: PRO_010_SAFEGUARDING_2209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 044: Conflict of Interest

1. Purpose and Scope

1.1 This Policy explains in an open, transparent and accessible way how ACM identifies,

manages and mitigates conflict of interest and/or bribery. 

1.2 This policy describes how the Academy of Contemporary Music (ACM) looks upon the issue of conflicts of interest and/or bribery.

1.3.  This policy applies to all staff and is designed to protect ACM as a business and the integrity of our qualifications. It is also designed to protect our staff by providing guidance on handling possible conflicts of interest that may arise.

2. Policy Statement

Conflict of Interest

Definition of a Conflict of Interest

2.1. A conflict of interest is a situation in which financial or other personal considerations may compromise, or have the appearance of compromising, a staff member’s professional judgment in teaching, management, administration, or other professional activities.

2.2 Conflicts of interest have the potential to bias directly or indirectly many activities or aspects of the ACM’s endeavour. This is especially so when staff members are in a position to set ACM policies, manage contracts, select equipment and supplies, involve students in sponsored projects, or when they have managerial and administrative roles for which objectivity and integrity are paramount.

2.3 The appearance of a conflict of interest may be as serious and potentially damaging as an actual conflict. Reports of conflicts based on appearances can undermine public trust in ways that may not be adequately restored even when the mitigating facts of a situation are made known. Apparent conflicts, therefore, have to be evaluated and managed in the same way as known conflicts.

2.4 A conflict of interest exists in relation to an awarding body where:  

1. An awarding body’s interests in any activity undertaken by it, on its behalf, or by a member of its Group have the potential to lead it to act in any way contrary to its interests in complying with its Conditions of Recognition;  
2. A person who is connected to the provision of the awarding body’s qualifications has interests in any other activity which have the potential to lead that person to act in any way contrary to his or her interests in that provision by the awarding body in compliance with its Conditions of Recognition; or 
3. An informed and reasonable observer would conclude that either of these situations was the case.”

Activities which are ordinarily permissible

2.5 Performance of professionally-related activities such as gigs, recordings, writing for publications, service on review boards and panels.

2.6 Service as a consultant to outside organisations.

2.7 Service on boards and committees of organisations, public or private, which do not distract unduly from ACM obligations.

Activities which appear to present potential conflicts of interest or commitment

2.8 Relationships that might enable an employee to influence ACM’s dealings with an outside organisation in ways leading to personal gain or to improper advantage for anyone.

For example, an employee could have a financial interest in an enterprise with which ACM does business and be in a position to influence relevant business decisions. Ordinarily such problems may be resolved by full disclosure as well as making appropriate arrangements that clearly exclude that employee from participating in the decisions.

2.9 Situations in which the time or creative energy an employee devotes to extra-ACM activities, including those listed above, appears substantial enough to compromise the amount or quality of his/her participation in the teaching or administrative work of ACM itself.

2.10 Activities (gigs, recordings, writing, conferences, teaching, consultancy agreements etc) for which employees are personally remunerated that involve, or might be perceived to involve, ACM, its name, or facilities/ equipment without prior permission.

Activities which present such serious problems as to be incompatible with ACM policies

2.11 Situations in which the individual assumes responsibilities for an outside organisation that divert his/her attention from ACM duties, or create other conflicts of loyalties.

2.12 Situations in which an employee would be marking the assessments of friends or relatives pursuing ACM qualifications.

Potential Areas of Conflict

2.13 Conflicts of interest can arise in a variety of circumstances, for example:

• When an individual works for or carries out work on ACM’s behalf, who has friends or relatives taking ACM assessments or examinations.
• When an individual has a position of authority in one organisation that conflicts with his or her interests in another organisation.
• when an individual has interests that conflict with his or her professional position.
• when an individual works for or carries out work at ACM, but may have personal interests – paid or unpaid – in another business which either uses ACM services, or offers similar services.

2.14 Conflicts can arise from commercial interests, academic situations, ethical or religious views or personal relationships. The most common are those arising from commercial interests and close personal relationships. The existence of an actual, perceived or potential conflict of interest does not necessarily imply wrongdoing on the part of anyone. However, any private, personal, or commercial interests which give rise to such a conflict of interest must be recognised, disclosed appropriately, and either eliminated or managed.

Bribery

2.15 Under the Bribery Act 2010, a bribe is a ‘financial or other advantage’ offered, promised or given to induce a person to perform a relevant function or activity improperly, or to reward them for doing so.

2.16 Under the Bribery Act, individuals can be prosecuted for accepting bribes or offering bribes. In addition, ACM can be prosecuted for failing to prevent bribery committed to obtain or retain business or a business advantage for ACM by an employee or other individual or organisation performing services for ACM.

Individual Responsibility

2.17 Individuals within ACM have responsibility for ensuring that they are familiar with the Conflict of Interest Policy.

2.18 The most important feature of the policy is the requirement that an individual disclose any activity that might give rise to a potential Conflict of Interest. 

2.19 The individual and line manager are equally responsible for ensuring that the issue is documented.

2.20 An individual may wish to raise concerns relating to conflict of interest directly with Human Resources. This may be done in confidence and they are entitled to receive a response to their concerns. It should be noted that individuals are protected under ACM’s Whistle-blowing Policy.

2.21 If the staff member is unsure whether a conflict of interest might arise, they should discuss this with their line manager first. The line manager should contact Human Resources Department if they need advice on whether a situation presents a conflict.

Management and Supervisory Roles

2.22  Staff members who hold a line management or supervisory role have an obligation to make a disclosure in all cases where they find themselves involved in:

• (a) the recruitment, selection, or appointment of an applicant; or
• (b) the appraisal, promotion, discipline, or other management activity of a staff member; or
• (c) the authorisation of any financial payments (e.g. timesheets, expenses claims, salary changes) for a staff member with whom they have a personal relationship, or who is known to them privately through their commercial interest, or whose known religious/ethical views or strong personal values may be perceived to be in conflict with their own.

Contracts and Agreements

2.23 Staff have an obligation to disclose in writing to a responsible person associated with the contract or agreement that they believe that a conflict of interest does or could exist in respect of their involvement in the contract or agreement. If a staff member who is negotiating an agreement on behalf of ACM has an interest such that it could appear to a reasonable observer that negotiations are biased, the staff member should disclose that interest.

2.24  In specific cases, there may be benefits to both staff and ACM for staff to hold other part-time employment simultaneously with their ACM employment. However, there also exists a potential for a perceived or real conflict of interest or commitment where more than one employment relationship exists at any particular time.

2.25 Staff should disclose their intention to hold other employment concurrently with their ACM employment, and they should seek formal ACM approval for such arrangements in accordance with the exclusivity clauses in the Staff Handbook.

Outside Activities or Earnings

2.26 In undertaking any outside activities or earnings, staff must abide by the terms of their contract of employment. Where a member of staff is engaged in outside activities, they must advise their line manager of any potential conflict of interest or any perception of a conflict of interest with their obligations to ACM.

Receipt of Gifts

2.27 It is not acceptable for a staff member to give or receive a gift, favour, or benefit, that may: compromise his/her judgment or have the appearance of so doing; create a conflict of interest; damage relationships with others; or indicate any favouritism or prejudice towards a person or group of people. Staff should consider the cultural context in which the gift, favour, or benefit was offered, and endeavour to avoid giving offence.

Assessing Conflicts of Interest

2.28 Line Managers must determine the permissibility of various activities, and assess the degree to which disclosed activities may pose a risk to the staff member, ACM, and other organisations which may be affected. Below is a suggested list of questions for use in evaluating potential conflicts of interest or commitment.

The list is not exhaustive and other questions related to special circumstances can be added, as appropriate.

• Has all relevant information concerning the staff member’s activities been disclosed?
• Do the relevant staff member’s financial interests suggest the potential for conflicts or the appearance of conflicts or bias?
• Do the staff member’s reported external time commitments exceed permissible (or reasonable) levels?
• Is there any indication that the staff member in his/her professional role has improperly favoured any outside body or appears to have had incentive to do so?
• Has the staff member inappropriately represented ACM to outside bodies?
• Does the staff member appear to be subject to incentives that might lead to conflicts or bias?
• Is there any indication that obligations to ACM are not being met?
• Is the staff member involved in a situation that might raise questions of bias, inappropriate use of ACM assets, or other impropriety?
• Do the current engagements of the staff member represent potential conflicts between outside interests (e.g. working on projects simultaneously for competing business interests)?
• Could the proposed activity withstand public scrutiny? 

3. Responsible Parties

3.1 Implementation and compliance with the Policy, and corresponding Procedure will be overseen by the following designated staff:

• Head of Human Resources

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff: 

• Head of Human Resources 
• Staff with Line Management responsibilities

4. Reference Points

4.1 Internal

• Academic Misconduct
• Assessment
• Equality and Diversity
• Staff Handbook
• Staff Disciplinary
• Student Complaints & Grievances 
• Whistle-blowing

4.2 External

• Data Protection Act  2018 
• Bribery Act 2010

5. Date of Approval and Next Review 

Version: 1.2

Approved on: 03 Sep 2024

Approved by: Academic Board 

Next Review: August 2025

Download: 044 POL_Conflict of Interest_202211

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 069: FREEDOM OF SPEECH

1. PURPOSE 

1.1  ACM is committed to fostering an environment that upholds the principles of academic freedom and freedom of speech, as enshrined in the Higher Education (Freedom of Speech) Act 2023. 

1.2  In accordance with the Higher Education (Freedom of Speech) Act 2023, ACM’s objective through this policy is to secure freedom of speech within the law for staff, members and students of ACM, and visiting speakers. 

1.3  ‘Academic freedom’ in relation to academic staff at registered higher education providers refers to their freedom within the law to question and test received wisdom, and to put forward new ideas and controversial or unpopular opinions without placing themselves at risk of being adversely affected by the loss of their jobs or privileges at the provider, and without the likelihood of their securing promotion or different jobs at the provider being reduced.

1.4  This policy acts as a code of practice, fulfilling the requirements of section A2 of the Higher Education (Freedom of Speech) Act 2023. This policy will outline: 

1. ACM’s values relating to freedom of speech and an explanation of how those values uphold freedom of speech (see 1.5 and 2.1);

1. the procedures to be followed by staff and students of ACM and any students’ union for students at ACM in connection with the organisation of (i) meetings which are to be held on ACM’s premises and which fall within any class of meeting specified in the code, and (ii) other activities which are to take place on ACM’s premises and which fall within any class of activity so specified (see 2.16 to 2.22). 

        (c) the conduct required of such persons in connection with any such meeting 

             or activity (see 2.2), and 

        (d) the criteria to be used by the provider in making decisions about whether to

             allow the use of premises and on what terms (which must include its criteria       

             for determining whether there are exceptional circumstances for the  

             purposes of section A1(10)) of the Higher Education (Freedom of Speech) 

             Act 2023 (see 2.13 to 2.15). 

1.5  ACM recognises that the free exchange of ideas and diverse perspectives is essential for intellectual growth, critical thinking, and the pursuit of knowledge. This policy outlines ACM’s commitment to protecting and promoting freedom of speech while ensuring that it is exercised responsibly and respectfully within the boundaries of the law and our institutional values.

2. POLICY DETAILS 

2.1  The guidance outlined in this policy and the obligations to uphold the principles of academic freedom and freedom of speech, as enshrined in the Higher Education (Freedom of Speech) Act 2023, apply to ACM’s students’ union or equivalent as well as to ACM. 

2.2  Guiding Principles:

• Academic Freedom: ACM is dedicated to maintaining an atmosphere where academic staff and students can engage in open and robust discussions, research, and exploration of diverse viewpoints, theories, and ideas. Academic freedom ensures the pursuit of knowledge is uninhibited by external pressures.

• Freedom of Speech: ACM respects and safeguards the right to freedom of speech for all members of our community. This includes the right to express opinions, beliefs, and ideas, even those that may be controversial, unpopular, or challenging.

• Respectful Dialogue: While ACM encourages free expression, it is equally important that all discourse remains respectful and tolerant of differing viewpoints. Communication should be conducted in a manner that upholds the dignity and well-being of all individuals, fostering a constructive and inclusive environment.

• Lawful Expression: Freedom of speech must be exercised within the boundaries of the law. Speech that incites hatred, discrimination, harassment, violence, or poses a direct threat to the safety and well-being of individuals or the university community will not be tolerated.

Hate speech

2.3  Hate Speech: ACM strictly prohibits the use of hate speech, which includes any form of communication that discriminates, threatens, or incites violence or hostility against individuals or groups based on their race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics as defined by the law. 

2.4  Hate Crime: Hate crime is a criminal offence punishable under UK criminal law. The law recognises five types of hate crime on the basis of:

• Race
• Religion 
• Disability
• Sexual orientation 
• Transgender identity

Hate crimes can take the form of physical assault, verbal abuse or incitement to hatred and are covered by legislation (Crime and Disorder Act 1998 and section 66 of the Sentencing Act 2020) which allows prosecutors to apply for an uplift in sentence for those convicted of a hate crime. The police and the Crown Prosecution Service (CPS) have agreed the following definition for identifying and flagging hate crimes:

“Any criminal offence which is perceived by the victim or any other person, to be motivated by hostility or prejudice, based on a person’s disability or perceived disability; race or perceived race; or religion or perceived religion; or sexual orientation or perceived sexual orientation or transgender identity or perceived transgender identity.”

2.5  Hate Incident: A hate incident is any incident which the victim, or anyone else, thinks is based on someone’s prejudice towards them because of their race, religion, sexual orientation, disability or because they are transgender. Not all hate incidents will amount to criminal offences, but it is equally important that these are reported and recorded by the police. ACM reserves the right to report such incidents to the police. 

Harassment

2.6  Harassment: Speech that constitutes harassment, whether through verbal, written, or electronic means, is not permitted. Harassment includes unwelcome behaviour that creates a hostile or intimidating environment for others.

Protection from retaliation

2.7  Protection from Retaliation: ACM prohibits retaliation against any member of the community for expressing their opinions in a respectful and lawful manner. This protection extends to academic and employment-related matters.

Application of the Policy

2.8  Classroom and Learning Environments: In academic settings, tutors have the autonomy to teach and discuss topics relevant to their courses. Students are encouraged to engage in thoughtful discussions and express diverse perspectives, promoting a rich learning experience.

2.9  Events and Guest Speakers: ACM values the diversity of ideas and viewpoints that guest speakers bring to our campus. Student groups and organisations have the right to invite speakers of their choice within the confines of the law and ACM’s policies.

2.10  Online and Social Media: The principles of freedom of speech extend to online platforms and social media. Members of the ACM community should be mindful of their online conduct and strive to maintain respectful dialogue. 

2.11  Protests and Demonstrations: Peaceful protests and demonstrations are a valid form of expression. ACM supports these activities as long as they are conducted lawfully and do not disrupt the normal functioning of the institution. 

Events

2.12  Where any person or body subject to the obligations of this Policy wishes to hold any event for the expression of any views or beliefs held or lawfully expressed on premises controlled by ACM or ACM’s student union or equivalent, consent shall not be unreasonably refused. 

2.13  It shall be accepted as reasonable for ACM to refuse consent, or withhold facilities for any event to which this Policy applies, where ACM has reasonable cause to believe, from the nature of the organisation and/or speakers or from similar events in the past (whether previously held at ACM or otherwise), that:

• the views likely to be expressed by any speaker are contrary to the law;
• the intention of the speaker(s) is likely to be to incite breaches of the law or to intend breaches of the peace to occur;
• the views likely to be expressed by any speaker are for the promotion of any illegal organisation or purpose;
• it is in the interests of public safety, the prevention of disorder or crime, or the protection of those persons lawfully on premises under the control of ACM, that the event does not take place.

For the purposes of this Policy, ‘speaker’ means any organiser or other person invited to address the meeting other than members of any audience at that meeting.

2.14  ACM may impose such conditions and requirements upon the organisers as are reasonably necessary in all the circumstances. These may include, but are not limited to, requirements as to provision of stewards, variation of location and time, ticketing and whether the event shall be open to the public at large. 

2.15  Where ACM concludes that imposing conditions would not be sufficient to prevent serious disorder within premises subject to ACM’s control, it may decline to permit such events to be held.

Booking an external speaker

2.16  Reference to ACM’s External Speaker and Events policy must be made when booking external speakers. In particular, the process in paragraphs 2.17 to 2.22 will apply. 

2.17  The majority of external speaker requests will be straightforward and can be handled entirely at a local (departmental) level. In these cases, following the steps outlined in the “Local assessment of proposed external speaker(s)” below will suffice. However, some requests may be complex and may require referral for further consideration. The “referral process” will only apply in a minority of circumstances – to events or speakers deemed to be higher-risk.

2.18  All requests for an external speaker are to be submitted by the event organiser making the request using the appropriate form to the Industry Link team at least ten working days before the planned event.

2.19  A transcript of the intended talk must be provided, where requested, and a written undertaking to abide by the provisions of this policy and to uphold the ACM policy on Equality and Diversity. Requests that do not comply with this provision will be refused. If the risk is considered medium to high risk a transcript must be attached to the External Speaker Submission Form.

2.20  ACM reserves the right to require references for the proposed speaker and also to refuse permission for the speaker to visit ACM. A refusal is final.

2.21  An appropriate member of staff will be present at all talks to monitor any concerns.

2.22  Speakers must be informed that all such events may be recorded/filmed by ACM. These recordings are for future reference and marketing purposes associated to ACM and to prevent the abuse of trust.

Responsibilities

2.16  It is the duty of all those who are subject to this Policy to assist ACM in upholding the rights of freedom of speech as set out here. Where a breach of this Policy occurs, those to whom this Policy applies should take all reasonable steps to identify the person or persons involved in that breach. Any breach of the provisions of this Policy shall be dealt with under ACM’s disciplinary procedures, where applicable.

2.17  Where breaches of UK criminal law occur, ACM will, where appropriate, assist the Police and the Crown Prosecution Service (CPS). In respect of any criminal charges, ACM will not normally proceed with its own disciplinary proceedings on the same matters until the conclusion of any ongoing criminal proceedings. This does not preclude suspension of a person(s), where deemed appropriate, when actioned in connection with any part of an investigative process. Suspension is not viewed as a punitive measure. 

2.18 This policy will be reviewed periodically to ensure its effectiveness and relevance. Changes or amendments to the policy will be made in accordance with UK law and the best interests of the ACM community.

2.19  By upholding the principles outlined in this policy, ACM aims to create an inclusive, intellectually stimulating, and respectful environment where freedom of speech is celebrated as a cornerstone of our academic and creative community.

3. RELATED POLICIES AND DOCUMENTS

• Higher Education (Freedom of Speech) Act 2023
• European Convention on Human Rights, Articles 10 and 11
• Public Order Act 1986 
• Equality Act 2010
• Office for Students (OfS) Regulatory Framework
• Middlesex University Code of Practice on Freedom of Speech
• ACM Student Charter
• ACM Prevent Duty
• ACM Equality and Diversity Policy
• ACM Safeguarding Policy
• ACM Student Disciplinary Policy

4. POLICY OWNER

4.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Freedom of Speech lead is:

• Head of Quality and Standards

4.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff or their appointed persons:

• Head of Academic Practice
• Group Lead on Student Experience
• Head of Quality and Standards
• Quality Assurance and Enhancement Manager
• Designated Safeguarding Lead 

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:   1.0 

Approved on:   03 September 2024

Approved by:   Academic Board

Date of next review:   August 2025 

Download: POL_069 Freedom of Speech_202309

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Procedure 069: Freedom of Speech

1. PURPOSE 

1.1  This document outlines the procedures to be followed in the event of a breach of ACM’s Freedom of Speech Policy. ACM is committed to ensuring that all members of the community can express their opinions in a responsible and respectful manner, and these procedures are designed to address any instances where this policy is violated.

1.2  These procedures are designed to ensure a fair and transparent process for addressing breaches of ACM’s Freedom of Speech Policy. The institution’s goal is to maintain a respectful and inclusive environment while upholding the principles of freedom of speech and academic integrity.

2. PROCEDURE DETAILS

Reporting and initial assessment

2.1  Any member of the ACM community who believes that a student has breached the Freedom of Speech Policy should promptly report their concerns to their Designated Safeguarding Lead (DSL). 

2.2  Upon receiving the report, the DSL will conduct a preliminary investigation to determine the severity of the alleged breach. If the breach is deemed minor and can be resolved through informal discussions, the DSL may opt for a mediation process to address the issue. If the breach is more serious and warrants further action, the DSL will escalate the complaint to include relevant parties. 

Investigation

2.3  The investigation may involve gathering evidence, interviewing relevant parties, and reviewing any relevant documents or communications. The investigation will be conducted in a fair and impartial manner, and confidentiality will be maintained to the extent possible.

Suspension

2.4  In cases where the alleged breach is deemed to be of a serious nature and may pose a risk to the ACM community or the individuals involved, the DSL, in consultation with ACM leadership, may decide to suspend the student from the institution temporarily. Suspension is a precautionary measure to ensure the safety and well-being of all parties and is not a punitive measure. Suspension does not imply guilt. During the suspension period, the student will be informed of the reasons for the suspension and the ongoing investigation.

Post-investigation

2.5  Once the investigation is complete, the DSL will prepare a report detailing the findings of the investigation. The report will include information about the alleged breach, the evidence collected, and any relevant statements obtained. The report will be submitted to an ACM panel for review.

2.6  Based on the investigation report, the panel will determine whether the student has breached the Freedom of Speech Policy. If a breach is confirmed, the appropriate actions will be taken, which may include disciplinary measures, educational interventions, or further dialogue with the student.

Right to appeal

2.7  If the student is found to have breached the policy and is subjected to disciplinary action, they have the right to appeal the decision. The appeal process will be communicated to the student in writing along with information on how to submit an appeal.

3. RELATED POLICIES AND PROCEDURES

• Higher Education (Freedom of Speech) Act 2023
• European Convention on Human Rights, Articles 10 and 11
• Public Order Act 1986 
• Equality Act 2010
• Office for Students (OfS) Regulatory Framework
• Middlesex University Code of Practice on Freedom of Speech 
• ACM Student Charter
• ACM PREVENT Duty
• ACM Equality and Diversity Policy
• ACM Safeguarding Policy
• ACM Student Disciplinary Policy
• ACM Freedom of Speech Policy

4. PROCEDURE OWNER

4.1 The policy lead is responsible for the cyclical monitoring and review of this procedure in liaison with the Quality Assurance and Enhancement Manager. The Freedom of Speech lead is:

• Head of Quality and Standards

4.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Academic Practice
• Group Lead on Student Experience
• Head of Quality and Standards
• Quality Assurance and Enhancement Manager
• Designated Safeguarding Lead

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:   1.0 

Approved on:   03 September 2024

Approved by:   Academic Board

Date of next review:   August 2025

Download: PRO_069 Freedom of Speech_202309

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

POLICY 075: Student Use of Artificial Intelligence

1. SCOPE

1.1 This policy applies to all students enrolled on programmes at ACM, including all FE provision and all HE provision, including Foundation programmes, Integrated Masters programmes and Masters programmes. 

2. INTRODUCTORY STATEMENT AND POSITION

2.1 ACM believes that AI tools are transformative and disruptive, and that they will feature in many academic and professional workplaces. As an institution, ACM is committed to exploring ways in which it can utilise AI to support and facilitate deeper learning. 

2.2 Rather than seek to prohibit the use of AI tools, ACM will support students in using them effectively, ethically and transparently. Tools such as ChatGPT, Quillbot, CoPilot and Grammarly can help students in a number of ways. Examples might include: 

• Drafting your own ideas, and planning or structuring written materials. 
• Generating graphics, images and visuals to support your work
• Helping to improve grammar and writing structure – especially helpful if English is a second language. 
• Experimenting with different writing styles. 
• Deriving explanations. 

3. STUDENT RESPONSIBILITIES

3.1 Whilst AI tools are powerful and easy to use, they can negatively impact your learning as they can detract from the reflection and critical engagement that are essential for deep and meaningful learning. 

3.2 AI tools can also easily provide misleading or incorrect information. Students who rely on these tools too much risk losing their own skills and expertise, and may struggle to study or work without them. 

Academic Integrity

3.3 To our students we say: Be enquiring, be conscientious, be honest. Although the use of AI simplifies studying in many ways, it must not lead you to neglect your study efforts and rely on the outputs provided by these tools – keep academic integrity uppermost in your mind because academic misconduct can negatively impact your progression and final award. 

3.4 Students must always ensure they demonstrate academic integrity in their work. This means employing good judgement to ensure that AI has been used appropriately and without gaining an inappropriate advantage. It is crucial that you do not use AI tools to simply generate work, including sections of written work, and submit it as if it was your own. This will be considered academic misconduct (plagiarism). As a result, submission of such work may result in your work receiving a fail grade, having to redo your work with a penalty to your grade, or even withdrawal from the course. 

Know the Limitations of Artificial Intelligence

3.5 The use of AI has clear limitations. For example, currently available AI tools can: 

• Only simulate understanding. 
• ‘Hallucinate’ to create plausible sounding but factually incorrect answers. 
• Inherit bias and viewpoints from the training material. 
• Use information that is not always up to date. 

3.6 AI tools are not reliable sources. Think of them as the equivalent of asking a random stranger on the street something: the information they provide might be taken from any number of inaccurate, misleading, or misremembered sources, but made to sound convincing. 

Writing Style and Academic Writing 

3.7 ACM is aware that students, especially those new to Higher Education, may struggle with Academic Writing and the purpose of such writing as a skill set. Academic writing is about presenting existing, trusted sources that support your own ideas, which are themselves based on your research and/or your experiences throughout your learning. 

3.8 The academic writing approach allows you to deliver this as a body of work that is coherent and easily accessible by a university marker. But this is different to, and does not mean, using unnecessarily fancy words to make your work sound ‘smarter’. In fact, we have already seen instances of student work that has supposedly been ‘improved’ by AI actually become less coherent, or less in line with the Assessment task, due to an over-reliance on sounding ‘academic.’ 

3.9 Make sure you focus on the substance required of the assessment brief and the learning outcomes. Speak to your tutors, who are there to support you, about what the assessment is actually asking for. 

Declaration of AI Use 

3.10 Students should never pass off ideas or text taken from AI as their own, and there should be a clear acknowledgement of how AI has been used in the work. Your assessment briefs require you to complete a Declaration of Authenticity. This includes a statement on the use of AI and now takes the form of a Canvas ‘Quiz’. 

3.11 Completing the Declaration of Authenticity is a mandatory requirement of the submission process. You should complete this declaration whether you have used AI in your submission or not. It is important to be aware that any suspected AI use in a submission that is not accompanied by an appropriate declaration will be flagged for potential Academic Misconduct. 

AI Detection Tools

3.12 ACM employs the latest AI detection software, which includes Turnitin’s AI detector tool, as a component of our academic compliance procedure, though this is not our sole point of reference. 

Keeping Drafts of your work

3.13 Should you feel the need or desire to improve your work through AI in an acceptable manner, such as those outlined in paragraph 1.3 above, it is in your own interests to keep drafts of your work before the influence of AI. This will be requested as a part of the Academic Misconduct investigation should there be any suspicion of over-reliance on AI in your work, particularly where there is no Declaration of Authenticity apparent. Being able to show how your drafts led to the finished work is a positive way of working with the academic integrity process. 

4. OTHER RELEVANT DOCUMENTS

4.1 Internal Documents

• Policy 007 Academic Integrity
• Policy 012 Learning, Teaching, Assessment and Attainment
• Policy 061 Student Engagement and Participation
• Harvard referencing guide found on the student Canvas page 

5. DATE OF APPROVAL AND NEXT REVIEW

5.1 This policy applies to Academic Year 2024-25

Download: POL_075 Student Use of Artificial Intelligence_2024-25 

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE AND SCOPE

1.1 This Policy outlines the open, transparent and accessible way in which ACM approaches criminal convictions in relation to admission and ongoing attendance on Higher Education Programmes (Degrees) and Further Education Courses (Diplomas). 


1.2 This Policy applies to applicants and students studying at ACM Guildford, ACM Birmingham and ACM London on programmes validated by Middlesex University. 

2. POLICY STATEMENT

2.1 This policy will normally be considered in conjunction with ACM’s main Admissions policy and Student Disciplinary policy.

2.2 ACM has a duty of care to its staff and students and therefore needs to be informed of any alleged criminal activity and/or convictions by its students and by any applicant to the ACM.

2.3  Disclosure will not necessarily bar an individual from studying at  ACM. This will depend on the circumstances and background of the individual’s offence(s). Some types of investigation, charge or offence (e.g. sexual or violent offences) may be particularly strong indicators that an applicant is unsuitable and should not be offered a place; or that a current student may be suspended, excluded or dismissed from ACM.

2.4 When assessing whether an applicant or student is unsuitable, the Admissions or Student Disciplinary Panel will consider the following: 

• The nature of the offence(s);
• An assessment of risk to members of the ACM community;
• How long ago the offence(s) took place;
• In the event of more than one offence, whether each was a single occurrence or part of a series of similar occurrences;
• The potential impact on fellow students, staff and others with whom the applicant will have contact;
• Evidence of the efforts that have been made to elicit extra information from the applicant and from other bodies, such as the Probation Service, and the applicant’s cooperation with this process.

2.5  These factors must be balanced against the rights of the applicant to be treated fairly. Therefore the panel may also look at attaching specific conditions on the offer an applicant may receive such as not residing in student accommodation.

 Applicant disclosure of criminal convictions

2.6 All applicants are required to disclose any unspent relevant convictions as part of the application process. This includes unspent relevant convictions from offences committed outside the UK. Failure to disclose any unspent relevant convictions may result in an offer of study being rescinded. Any Applicant receiving a conviction/being charged with a relevant offence during the application process must ensure they inform ACM immediately at admissions@acm.ac.uk

2.7 When declaring if you have a criminal conviction, first consider if you have a relevant conviction(s) and then whether it is unspent. Reference may be made to the Rehabilitation of Offenders Act 1974. 

2.8 A relevant criminal conviction is deemed to include conviction, caution (including youth caution, verbal or written caution, conditional or unconditional caution), reprimand, final warning, conditional discharge, youth rehabilitation order, warning, reprimand, bind over order, community order, community protection notice (CPN), restraining order, sexual offences prevention order, penalty notices for disorder (PND), anti-social behaviour order (ASBO) or violent offender order (VOO), or similar in the UK or any other jurisdiction, involving one or more of those listed below:

• Sexual offences, including those listed in the Sexual Offences Act 2003;  
• Offences listed in the Terrorism Act 2006;
• Any kind of violence including (but not limited to) threatening behaviour, offences concerning the intention to harm or offences which resulted in actual bodily harm; 
• The unlawful supply of controlled drugs or substances where the conviction concerns intent to supply, commercial drug dealing or trafficking; 
• Offences involving firearms; 
• Offences involving arson.

If the above does not apply, any conviction is not deemed relevant and as such does not need to be declared. 

2.9 If an applicant does have a relevant conviction, the criminal conviction can become ‘spent’ after a period of time. The length of time it takes to become spent is defined in England by the Rehabilitation of Offenders Act 1974 and depends on the sentence, the person’s age at the time of the offence or disposal made by the court following the conviction. Until that period has passed, the conviction is considered ‘unspent’ and must be declared. 

Further convictions can impact when other convictions become spent. Sentences of over four years in prison cannot become spent. Most cautions, reprimands and final warnings become spent immediately, so will not normally be ‘unspent’. Careful reference should be made to the Rehabilitation of Offenders Act 1974. 

2.10 Applicants must, upon request, provide full details of any/or all convictions they may have disclosed under points 2.6 to 2.8 above. 

2.11 Applications from candidates with criminal convictions will receive careful consideration by the Admissions Panel consisting of Designated Safeguarding Lead, Admissions Manager and relevant Programme Managers or nominees, with advice from Senior Managers where deemed necessary.  

2.12 ACM reserves the right to reject any applicant with a relevant unspent criminal conviction or any applicant who may in ACM’s opinion jeopardise the security, safety or reputation and integrity of ACM or its community, or where there are other relevant professional considerations. 

2.13 Matters relating to disclosures of Criminal Convictions are managed by the Designated Safeguarding Lead (DSL). 

Criminal Conviction arising whilst on a course of study

2.14 Where a student who is already on a course of study with ACM receives a new criminal conviction or is arrested and charged with an offence, including convictions and offences from outside the UK, the student is expected to undertake the same consideration as an application in terms of paragraphs 2.6, 2.7, 2.8 and 2.9 above. 

2.15 Where it is deemed that a student has a new relevant, unspent criminal conviction or has been charged with a relevant offence, the student is required to send written confirmation of the conviction and details behind the conviction to safeguarding@acm.ac.uk for consideration.  If they are sent to trial, ACM must also be kept informed at all stages either by the student or by their legal representative. If the student is convicted then this must also be reported along with details of any sentence imposed. 

2.16 Students declaring with criminal convictions will receive careful consideration by the Risk Panel consisting of Designated Safeguarding Lead, Student Engagement Manager and relevant Programme Managers or nominees of the aforementioned, with advice from Senior Managers where deemed necessary.  

2.17 Conduct which may constitute a criminal offence may also amount to misconduct under ACM’s Student Disciplinary Policy. Therefore, in addition to any criminal process, the student may be subject to disciplinary action by ACM. 

2.18 ACM reserves the right to remove any current student with a relevant unspent criminal conviction who in ACM’s opinion may jeopardise the security, safety or reputation and integrity of ACM or its community, or where there are other relevant professional considerations.

2.19 Matters relating to disclosures of Criminal Convictions are managed by the DSL, under this Criminal Convictions Policy. The Admissions Manager or nominee is responsible for communicating the outcome of any risk assessment which results in a decision to offer or reject an application with the individual student.

Non Disclosure of Criminal Offences

2.20 If at any time during a student’s enrolment on a course of study at ACM it is becomes known that the student has a previously unspent, relevant criminal conviction that they failed to disclose at the point of application or notify ACM of in a timely manner, then they will be subject to ACM’s Student Disciplinary Policy and this policy.

2.21 For the avoidance of doubt, it is deemed a disciplinary offence not to have disclosed any unspent, relevant conviction(s) from the UK or overseas at the point of application or while enrolled, regardless of whether the conviction is subsequently spent at the time of actual disclosure or when such information becomes known to ACM. 

Complaints relating to criminal conviction decision

2.22 Students may utilise ACM’s Complaints and Grievances Policy and Procedure should theyfeel removal from a course of study is unjustified. 

2.23 Through utilising the Complaints and Grievances Procedure, applicants to ACM may request a review of ACM’s admission and offer decision, but may not appeal a decision. This is because ACM’s Appeal Policy is used alongside a request to review an academic decision.

3. RESPONSIBLE PARTIES

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Risk Committee. The Criminal Convictions Policy lead is: 

• Admissions Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff or their nominees: 

• Admissions Manager
• Head of Student Engagement
• Head of Student Services
• Designated Safeguarding Lead
• Registrar
• Executive Dean of Higher Education 
• Principal of Further Education
• Education Executive

3.3 Reference Points

3.3.1 Internal:

• Admissions Guidance
• Student Integrity
• Student Grievance Policy
• Data Access and Protection Policy
• Equality and Diversity Policy
• Safeguarding Policy
• Disclosure of Convictions Procedures
• Fitness to Study Policy

3.3.2  External: 

• Middlesex University Regulations, B: General Regulations for Admissions
• UALab Admissions Policy 
• QAA Quality Code Chapter B2: Recruitment, Selection and Admission to Higher Education
• Data Protection Act 1998
• General Data Protection Regulation (GDPR) 
• Rehabilitation of Offenders Act 1974
• Public Interest Disclosure Act 1998
• Crime and Disorder Act 1998 
• Human Rights Act 1998
• Regulation of Investigatory Powers Act 2000
• Privacy and Electronic Communications (EC Directive) Regulations 2003
• The Freedom of Information Act 2000
• The United Kingdom Data Protection (Processing of Sensitive Personal Data) Order 2006 
• Protection of Freedom Act 2012

4. DOCUMENT HISTORY AND NEXT REVIEW

Version: 1.1

Approved on:               03 September 2024

Approved by:                Academic Board

Date of next review:    August 2025

Download this document POL_059_Criminal Convictions Policy_2024/25

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 070: SUICIDE AND RISK INTERVENTION

1. PURPOSE 

1.1 This Suicide and Risk Intervention Policy outlines ACM’s approach to creating a safe and caring environment, encouraging open communication so as to ensure that anyone facing difficulties receives the necessary support.

2. POLICY SCOPE

2.1 This policy applies to all staff and students at ACM Guildford, ACM London and ACM Birmingham. 

3. POLICY DETAILS 

3.1 ACM is committed to creating a positive and compassionate community of staff and students. Positivity and compassion encourages individuals to flourish and to achieve their maximum potential. We are committed to promoting good mental health and to taking preventative steps to reduce the risk of suicide. 

3.2 ACM recognises our moral and statutory responsibility to safeguard and promote the welfare of all that are associated with ACM. Safeguarding is a priority at ACM and promoting the wellbeing and welfare of our community is at the heart of everything that we do. 

3.3 We will endeavour to provide a comfortable and welcoming environment where students, staff and visitors feel safe, respected and valued. We will be alert to the signs of abuse and neglect and will follow our policies and procedures to ensure that everyone receives effective support and protection from harm.

Prevention and Intervention

3.4 ACM is committed to taking a proactive stance on suicide prevention and intervention. We recognise the importance of a whole-institution approach to mental health and strive to create an atmosphere that promotes well-being, resilience, and a sense of belonging. 

3.5 We ensure staff and students are aware of internal and external support information regarding mental health support.

3.6 We request feedback from staff and students regarding our support services each academic year to establish the health of the organisation and the effectiveness of the provision we have in place.

3.7 The Safeguarding team, through panel decision, will assess risk and determine the appropriate timing for contacting the next of kin, regardless of permissions set by the student on our internal systems during induction.

3.8 The assessment of risk will take into account specific factors:

(a) Whether contacting the next of kin poses additional risk to the student’s safety and wellbeing.

(b) If the student’s condition may deteriorate as a result of disclosing the intent to contact the next of kin.

(c) Where applicable, whether emergency services recommend or prefer to make the decision regarding contacting the next of kin. 

3.9 If the assessment is inconclusive by panel decision, emergency services will be contacted for their advice and support on the matter.

3.10 If the risk is assessed as high, and the student is at immediate risk, ACM reserves the right to contact the Next of Kin as a supportive measure for the student’s wellbeing and safety.

Compassionate Communities

3.11 ACM recognises that compassionate communities can support the mental health of staff and students. ACM strives to foster a supportive, inclusive environment where individuals feel comfortable sharing their difficulties and distress. We encourage open dialogue and seek to eliminate stigma surrounding mental health. 

3.12 We provide safe spaces and easy reporting platforms of concerns for all staff and students. 

3.13 We understand the challenges associated with sharing mental health concerns, which is why we prioritise creating multiple avenues for disclosure within our organisation. Our goal is to ensure that all individuals feel supported and empowered to share their experiences and seek assistance as needed.

3.14 We encourage staff and students to reach out if they feel that ACM is not adequately supporting their needs by contacting Human Resources (staff), Safeguarding and Wellbeing departments. 

3.15 When concerns regarding adequate support are raised, a panel is convened to address the gaps in support and initiate a review of policies, procedures, and provisions in all relevant areas, where required. 

3.16 When it is identified that a member or members of the ACM community are posing a threat to the mental health of another member or members, appropriate action is taken, which may involve invoking the student or staff disciplinary procedures. All concerns will be thoroughly reviewed by the appropriate teams. 

3.16 Where applicable content warnings will be provided regarding all course content before delivery.

Encouraging Disclosure of Difficulties

3.17 ACM takes the position that seeking help is a sign of strength and actively encourages the disclosure of mental health difficulties and distress. We are committed to providing a safe space where individuals feel heard and supported without judgement. Anyone suffering difficulties and distress should contact dsl@acm.ac.uk  

3.18 We offer support for all members of our community, including staff, volunteers, and students, encouraging open disclosure. We approach every disclosure with a commitment to achieving positive outcomes for everyone involved, irrespective of circumstances, individual needs, or protected characteristics.

3.19 We design our disclosure platforms to accommodate a diverse range of needs and abilities, ensuring accessibility and inclusivity for all individuals.

Emergency support

3.20 Individuals experiencing feelings of self-harm can access support services from our Safeguarding, Wellbeing, and Student Services teams, regardless of their position within ACM. Our support service teams collaborate as part of a comprehensive, integrated approach, leveraging diverse experiences to guide individuals through a positive recovery and supportive journey.

3.21 If you feel you are in immediate danger of seriously harming yourself or someone else, please dial 999 to contact the Emergency Services or go to the nearest A&E Service Department or NHS Walk in Centre. Alternatively, please contact:

Papyrus UK Suicide prevention

Phone 0800 068 4141

Text 07860 039967

https://www.papyrus-uk.org/

or 

The Samaritans Crisis Support 24/7

Phone: 116 123

Email jo@samaritans.org

www.samaritans.org 

3.22 The ACM support services teams are here to assist you throughout this process, especially if reaching out for support feels challenging.

Identification and Signposting

3.23 We strive to identify anyone within the ACM community who may be experiencing difficulties and promptly connect them with appropriate support. ACM is committed to being proactive in identifying potential signs of distress and ensuring that concerns are followed up with sensitivity and care.

3.24 All staff undergo a minimum of two training sessions per year on safeguarding matters, which includes training on identifying signs of poor mental health. Staff are also briefed on disclosure processes and equipped with effective strategies for supporting student needs thereafter.

3.25 Staff receive regular updates through Monthly Safeguarding Newsletters and Termly communications, which cover topics aimed at raising awareness of identifying concerning behaviours, providing guidance on who to contact, and offering strategies to support students in preventing conditions from worsening.

3.26 The education and support services teams convene regularly to address concerns such as attendance, engagement, and students falling behind on their studies. This proactive approach aims to mitigate factors that may contribute to poor mental health among students experiencing difficulties with their academic pursuits.

3.27 Supportive measures, including, where required, the Fitness to Study framework, Team around the Student Initiative, and Student Services 1:1 wellbeing support approaches, are implemented upon the identification of concerns regarding a student’s academic performance or disclosure of poor mental health. These approaches are activated following a panel decision.

Building Relationships with Local Partnerships

3.28 ACM develops and maintains relationships with local suicide prevention partnerships and external agencies. We recognise the value of collaboration and seek to benefit from the knowledge, expertise and quality frameworks of the organisations we work with in order to enhance our suicide prevention and risk intervention efforts.

3.29 We maintain our supportive approach throughout the support journey of staff or students, offering internal check-ins, sharing information with external organisations through partnerships, and facilitating communication with next of kin as needed.

Signposting Support

3.30 ACM is committed to providing clear information on the support available both within the institution and from external organisations. ACM will actively signpost individuals to relevant resources, counselling services, helplines, and other support mechanisms to ensure they have access to the help they need. 

3.31 This commitment extends to:

(a) Internal Resources: ACM will maintain updated information on internal support services, including counselling services, mental health resources, and wellbeing initiatives available to staff and students.

(b) External Organisations: ACM will collaborate with external organisations and agencies to identify and provide information on additional support services available in the community, including inviting these organisations to present an assembly or talk on their provision of support.

(c) Helplines and Hotlines: ACM will ensure that contact information for helplines and hotlines, including those focused on mental health support, crisis intervention, and other relevant services, is readily accessible to all members of the ACM community on our internal VLE, website or posters around campus.

(d) Online Resources: ACM will curate and promote online resources, articles, and tools related to mental health, wellbeing, and self-care, making them easily accessible through digital platforms and communication channels.

(e) Training and Awareness: ACM will conduct training sessions and awareness campaigns to educate staff and students on how to identify signs of distress and effectively utilise available support resources. This will be provided at the start of the academic year.

3.32 By actively signposting support options, ACM aims to empower individuals to seek help and access the resources necessary for their mental health and wellbeing.

Training and Awareness

3.33 To further our commitment to suicide prevention, ACM will implement the following measures:

(a) Training Programmes: ACM will provide comprehensive training programs designed to equip staff and students with the knowledge and skills necessary to recognise mental health issues, identify suicide risk factors, and respond effectively to individuals in crisis situations.

(b) Awareness Campaigns: The wellbeing team will organise regular awareness campaigns focused on mental health issues, suicide prevention, and the importance of early intervention. These campaigns will aim to reduce stigma surrounding mental health, promote help-seeking behaviours, and foster a supportive environment within the ACM community.

(c) Suicide Risk Assessment Protocols: ACM will develop and implement protocols for assessing and responding to suicide risk among staff and students. These protocols will outline clear procedures for identifying individuals at risk, initiating appropriate interventions, and connecting them with necessary support services.

(d) Collaboration with Mental Health Professionals: ACM will collaborate with mental health professionals and organisations to enhance suicide prevention efforts and ensure access to specialised support services for individuals in need.

(e) Crisis Response Plans: The safeguarding team will establish clear protocols and procedures for responding to mental health crises and suicide attempts on campus. These plans will outline steps for managing emergencies, providing immediate support to affected individuals, and coordinating follow-up care.

3.34 By implementing these measures, ACM aims to create a safe and supportive environment where individuals feel empowered to seek help, receive appropriate support, and access resources for suicide prevention and mental health promotion.

Review and Continuous Improvement

3.35 ACM is committed to continuous improvement in its approach to suicide prevention and risk intervention. This policy will be regularly reviewed to ensure its effectiveness and relevance, with reviews taking place not less than once per year.  

4. RELATED POLICIES AND DOCUMENTS

Internal:

• Safeguarding Policy
• Equality and Diversity Policy
• Additional Needs and Disability Policy
• Fitness to Study Policy

External:

• Equalities Act 2010
• Universities UK and Papyrus publication: Suicide-safer Universities

5. POLICY OWNER

• Safeguarding and Pastoral Services Manager

6. DOCUMENT HISTORY 

Version: 1.1

Approved on: 03 September 2024

Approved by: Academic Board

Next review due: August 2025

Download this document: POL_070_Suicide and Risk Intervention_v1.1 

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 071: USE OF E-SCOOTERS ON CAMPUS

1. PURPOSE AND SCOPE

1.1  This policy outlines in an open and transparent way ACM’s position on the use of e-scooters, and ACM’s position on legality and safety with regard to e-scooters. 

1.2  This policy applies to all ACM campuses, including London, Guildford and Birmingham. 

2. POLICY STATEMENT

What is an e-scooter?

2.1  Electrical scooters (also known as e-scooters) come under the category of “powered transporters.” This covers a range of personal transport devices which are powered by a motor.

2.2  E-scooters are classed as motor vehicles under the Road Traffic Act 1988. This means the rules that apply to motor vehicles also apply to e-scooters, including the need to have a licence, insurance and tax.

Illegal and dangerous use

2.3  It is not currently possible to get insurance for privately owned e-scooters, which means it is illegal to use them on the road or in public spaces. Using a private e-scooter on the road or in public spaces means the user risks having the vehicle seized under S.165 Road Traffic Act 1988 for having no insurance. 

2.4  If a user causes serious harm to another person whilst riding an e-scooter, the incident will be investigated in the same way as if the user were riding a motorcycle or driving a car. 

2.5  E-scooters therefore pose a significant health and safety risk when they are used on roads and in public places due to their illegal status when in use on UK roads and the unavailability of insurance cover for third party injuries. The UK government is currently reviewing the use of e-scooters, but at the current time, they are not road-legal. 

Prohibition of e-scooters on ACM campuses

2.6  Since it is illegal to use private e-scooters on public roads, to accept them being brought onto campus would be to condone their illegal use as commuting transport. ACM takes its responsibilities seriously and does not condone or encourage such use. E-scooters are therefore not allowed on ACM campuses. 

2.7  Students who bring e-scooters onto an ACM campus are in breach of the condition in paragraph 2.6 and may face a charge of misconduct under the Student Disciplinary Policy.

Fire hazard

2.8  There have been a significant number of reports in the media of spontaneous combustion of the batteries. Some cases have resulted in death due to battery explosions causing fires on premises. ACM believes it can be reasonably assumed that this is in part due to the unregulated nature of e-scooters. ACM therefore strictly prohibits e-scooters being parked or stored on campus in any way due to the concern of them posing a fire hazard. 

2.9  ACM strictly prohibits the charging of e-scooters on campus or at ACM-related events under any circumstances. Students who are found to be in breach of this rule may face a charge of serious misconduct under the Student Disciplinary Policy. 

2.10  ACM reserves the right to confiscate an e-scooter or to remove it from campus if it is considered appropriate to do so. 

Rental e-scooter trials

2.11  Trials of rental e-scooters are currently taking place in the UK. Anyone using a rental e-scooter on a public road or other public space, has to comply with the relevant road traffic legislation or they face potential prosecution.

2.12  To rent an e-scooter you must:

• meet the minimum age limit; these can vary depending on the provider, so please check with them
• hold the correct driving licence (category Q or P/M)
• create an account with the rental company

2.13  E-scooters can only be used in approved areas on public roads. 

2.14  Rental e-scooters must not be brought onto campus and must be parked in a public space with consideration at all times to members of the public and in a way that does not cause a hazard or obstruction. E-scooters must be parked according to the rules of the rental company. 

2.15  Parking rental scooters on campus increases the likelihood of the e-scooter being abandoned, thereby increasing the likelihood of it becoming a hazard. Students who park e-scooters on campus are in breach of paragraph 2.13 and may face a charge of misconduct under the Student Disciplinary Policy. 

3. RESPONSIBLE PARTIES

3.1  The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. 

The Use of E-scooters on Campus policy lead is:

• Head of Facilities 

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Campus Leads or their designated person(s)
• Head of Facilities, Facilities Lead or Facilities Supervisor 
• Campus security team
• Quality Assurance and Enhancement Manager 

4. REFERENCE POINTS

4.1 Internal:

• Student Disciplinary Policy

4.2 External:

• Road Traffic Act 1988
• Metropolitan Police: Advice on using e-scooters 

5. DATE OF APPROVAL AND NEXT REVIEW

Version:                   1.0

Approved on:          03 September 2024

Approved by:          Academic Board

Next Review:          August 2025

Download this document: POL_071_Use of E-Scooters on Campus Policy_AY2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 072: CAS Issuing Policy

1. Purpose
2. Key Responsibilities
3. Applicant and Student Responsibilities
4. CAS Issuance Criteria
5. Resits and repeats
6. Differentiation Arrangements
7. Withdrawal of CAS
8. Academic Progression
9. Visa Refusals
10. Terms and conditions
11. Policy Review

1. PURPOSE

1.1. This document sets out the Academy of Contemporary Music’s (ACM) policy for the issuance of Confirmation for Acceptance for Studies (CAS) statements to applicants and students. CAS is an electronic record that confirms to the Home Office that ACM wishes to sponsor an individual to study in the UK. 

1.2. This policy is specific to ACM and does not have to cover all requirements of the Immigration Rules. ACM reserves the right to revise its policies or procedures related to Student visa sponsor duties at any time, particularly in response to changes in sponsorship requirements made by UK Visas & Immigration (UKVI). This policy is a part of Student Route documents created to ensure compliance with current legislation. It should be reviewed alongside the ACM Student Visa Compliance Policy, Student Sponsor Guidance, and the Immigration Rules; in case of changes, the current version applies regardless of when the CAS is issued. The obligation outlined in the Immigration Rules and associated UKVI guidance documents will remain the primary source of ACM’s responsibilities, regardless of any coverage in this policy. ACM is not legally obligated to issue a CAS statement and will exercise caution to ensure compliance with duties as a licensed sponsor under the Points-Based Immigration (‘PBI’) system.

2. KEY RESPONSIBILITIES

2.1. The Student Visa Compliance Officer is responsible for managing and implementing this policy, with support from the Admissions team. All ACM staff working with applicants/students requiring a Student Visa must adhere to the policy.

2.2. In case an applicant or a student fails to adhere to this policy, ACM is not liable for any consequences of declining to issue a CAS. 

2.3. The Student Visa Compliance Officer assigns CAS to a new applicant and continuing students extending their visas.

3. APPLICANT AND STUDENT RESPONSIBILITIES

3.1. CAS statements will only be sent electronically via email. ACM will not provide the statement in any other format. ACM will not share any CAS information with a third party without the applicant’s or student’s written consent.

3.2. All applicants and continuing students, must complete CAS Request Form and submit all requested documents. Even applicants and continuing students from ‘low-risk’ countries must provide necessary documents before a CAS is issued, as outlined in section 6 of this document.

3.3. It is the responsibility of an applicant or a student to ensure that all provided documents and information before the CAS assignment are correct and up to date. Any amendments should be emailed to international@acm.ac.uk within 2 working days.

3.4. Issuing a CAS does not guarantee that a visa application will be successful and it is the applicant’s responsibility to ensure that all Home Office requirements are met. ACM are not responsible for any Home Office decisions or any losses (financial or otherwise) of an unsuccessful outcome.

3.5. It is the responsibility of a student to inform ACM about any changes in circumstances after a CAS has been issued. This is crucial to maintain Student visa status.

4. CAS ISSUANCE CRITERIA 

4.1. ACM will only issue a CAS to applicants who:

4.1.1. Have been offered a place without conditions to study a full-time course;

4.1.2. Accepted the unconditional offer;

4.1.3. Have met the Home Office English Language ability requirements, or are exempt from this condition;

4.1.4. Paid any applicable tuition fee deposits;

4.1.5. Completed the CAS request form satisfactorily;

4.1.6. Passed ACM’s compliance check, under the Home Office’s UKVI approach in managing associated risk with any overseas national entering the UK;

4.1.7. Provided all requested academic and visa-related documents;

4.1.8. Will not exceed a maximum time limit (‘cap’) on studying with a Student route.

4.2. ACM will only issue a CAS to continuing students who:

4.2.1. Have a current leave under the Student Route;

4.2.2. Are not an ACM debtor;

4.2.3. Meet the ‘Academic Progression’ requirement, or are exempt from this condition;

4.2.4. Will not exceed a maximum time limit (‘cap’) on studying with a Student route;

4.2.5. Provide evidence that they left the UK, if they are required to submit their application from outside the country.

4.3. CAS issuance timing is at ACM’s discretion, with a general guideline of not less than one calendar month before the latest course start date.

4.4 A CAS will not be assigned more than 6 months before the official start date for applicants, or students applying from outside the UK, and not more than 3 months for applicants or students applying from inside the UK.

4.5. Additional checks may include Student Eligibility Checks, financial document reviews, checks for previous immigration history, and other relevant information.

4.6. The issuing of a CAS by ACM is subject to careful evaluation, and it will be withheld in the following circumstances:

4.6.1. In instances where the intended course of study does not align with the stipulations outlined in the Student visa requirements;

4.6.2. If there is reason to believe that an applicant or student may not adhere to the conditions of their visa upon approval. This includes situations where ACM is aware of previous breaches of visa conditions, such as unauthorised employment or historic overstaying;

4.6.3. When an applicant submits documents that are proven to be fraudulent or there is a reasonable suspicion of fraudulent activity. ACM is committed to reporting such cases to UKVI;

4.6.4. If the proposed course duration would lead the applicant or student to exceed any relevant study cap outlined by UKVI in their published guidance;

4.6.5. Where the assignment of a CAS is deemed to jeopardise ACM’s sponsor licence, particularly in cases where concerns arise regarding the sincerity of the intention to study and overall genuineness;

4.6.6. If there is an indication that an applicant or student is unlikely to obtain a visa in time to commence their studies;

4.6.7. When an applicant or student, who makes their application inside the UK, fails to demonstrate academic progression, as defined in the Student and Child Student guidance and outlined in part 8 of the policy; 

4.6.8. In cases where an applicant or student has a negative immigration history, including a record of visa refusals;

4.6.9. If an applicant or student has a history of non-engagement with their studies at ACM, particularly if the student has been withdrawn for lack of engagement;

4.6.10. When an applicant or student is unable to demonstrate compliance with Student visa financial requirements, including any outstanding debts to ACM;

4.6.11. If an applicant or student has undisclosed criminal convictions, which will be reviewed under the Criminal Convictions policy. If convictions come to light after an offer is made, ACM reserves the right to withdraw a CAS;

4.6.12 when an applicant or student has been involved in terrorist activities;

4.6.13. If an applicant or student intends to apply for Leave to Remain and has overstayed, consideration will be given to exceptional circumstances, such as severe illness preventing an in-time application;

4.6.14. If a student applies for an extension of the original Student visa but is no longer expected to be actively engaged with their studies;

4.6.15. If a student applies for an extension of their original Student visa to complete a dissertation. Such students will be advised to complete their dissertation from outside the UK;

4.6.16. If an applicant fails to meet the relevant English language requirements, either for visa purposes or academically. 

5. RESITS AND REPEATS

5.1. Issuing a CAS for re-assessments and module repeats will be considered on a case-by-case basis and will be subject to CAS availability. Applying for a Visitor visa might be advised in these circumstances.

6. DIFFERENTIATION ARRANGEMENTS 

6.1. Under ‘differentiation arrangements’, ‘low-risk applicants’ with passports issued by one of the countries or territories listed in paragraph ST 22.1 of Appendix Student of the Immigration Rules do not need to submit evidence of their qualifications or evidence of meeting the ‘Financial Requirements’ with their Student visa application.

6.2. Applicants or students assessed as ‘low-risk applicants’ are required to submit evidence of their qualifications and evidence of meeting the ‘Financial Requirements’ for their Student visa when requesting a CAS from ACM.

7. WITHDRAWAL OF CAS 

7.1. ACM reserves the right to withdraw a CAS if subsequent information reveals it should not have been issued or if concerns arise about the applicant’s ability to meet Student visa requirements.

8. ACADEMIC PROGRESSION

8.1. ACM applies Student visa ‘Academic Progression’ rules in cases where a student applies for a new Student visa inside the UK.

8.2. CAS will not be issued to applicants who have failed to successfully complete a UK study programme unless exceptional mitigating circumstances exist.

8.3. ‘Academic Progression’ cases will be considered by a panel consisting of designated ACM staff members.

9. VISA REFUSAL

9.1. ACM may consider issuing one additional CAS following a visa refusal, provided the applicant demonstrates minimal or no chance of subsequent refusal.

9.2. Further CAS issuance after a refusal due to a credibility interview will be considered only under exceptional circumstances.

9.3. All applicants and students who have a Student visa refused must inform ACM and provide a copy of the refusal letter.

9.4. ACM reports all refusals to the Home Office, following procedures.

10. TERMS AND CONDITIONS

10.1. All students sponsored by ACM are expected to abide by the ACM’s Student Visa Compliance Policy. ACM reserves the right to withdraw sponsorship at its discretion.

10.2. All students sponsored by ACM are expected to understand the immigration rules that apply to them and keep up to date with changes throughout the duration of their visa.

11. POLICY REVIEW

12.1. The policy will be reviewed on a regular basis and not less than once per year to ensure it remains compliant with the Student Sponsor Guidance and Immigration Rules as well as good sector practice. 

12. RELATED POLICIES AND DOCUMENTS

12.1 Internal: 

• Admissions Policy
• Finance Policy 
• Criminal Convictions Policy

12.2 External:

• Student Sponsor Guidance
• UK Immigration Rules

13. RESPONSIBLE PARTIES

13.1  The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The policy lead for the CAS Issuing Policy is: 

• Student Visa Compliance Officer

13.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Student Visa Compliance Officer
• Head of Admissions
• Senior Executive team
• Quality Assurance and Enhancement Manager 

Download this policy: POL_072_CAS Issuing Policy_AY2425

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 073: Student Visa Compliance Policy

Table of Contents

1. Policy Introduction
2. Scope
3. Recruitment and Admissions
4. Right to Study Checks and Enrolment
5. Sponsorship Duties for Student visa Students
6. Responsibilities of Sponsored Students
7. Attendance and Academic Engagement
8. Re-assessments, Repeats and extensions on dissertation
9. Course change
10. Withdrawals
11. Changing immigration category
12. Visa extensions and passport renewals
13. Employment and Graduate Route
14. Overstaying
15. Definitions of Terms Used and Abbreviations
16. Policy Review 

1. POLICY INTRODUCTION

1.1.This policy regulates the approach of ACM to sponsorship of students in line with Student Sponsor Guidance. 

1.2. ACM operates under a Student Route visa Sponsor Licence Number 4B5566FC4 granted in August 2023 by the UK Visas and Immigration (UKVI). This licence enables ACM to sponsor international students under the Student Route, allowing them admission to programs of study offered by the Institution.

1.3. The licence is a subject of annual reviews conducted by the UKVI under the Basic Compliance Assessment outlined in Student Sponsor Guidance, Document 3, paragraph 2.

2. SCOPE 

2.1. This policy applies to applicants and students on programmes of study delivered on ACM’s premises who require a Student visa to study in the UK.

2.2. This policy does not apply to:

• Employees of ACM (except where the employee is also a student);
• Applicants and students who hold UK citizenship or are EU citizens, or their family members, who hold either pre-settled or settled residence status under the EU Settlement Scheme;
• Applicants or students, who hold non-Student Route visas, such as (but not limited to) a Dependant visa, Indefinite Leave to Remain, British National Overseas, Visitor visa, or any other kind of permission where full-time study is allowed;
• Applicants and students on online courses who are not required to undertake their courses inside the UK.

3. RECRUITMENT AND ADMISSIONS

3.1. Recruitment and admission of applicants required to apply for a Student visa will align with the current guidelines provided by the UKVI. The requirements may be subject to changes in accordance with updates provided by the Home Office.

3.2. In the event of amendments to UKVI’s guidance after an application to study has been received, it is the most current version that applies, regardless of when the Confirmation of Acceptance for Studies (CAS) is issued.

3.3. Only applicants who meet the eligibility requirements of a Student visa and academic criteria will be offered sponsorship under the Student Route.

3.4. The sponsorship will be offered only to applicants and students who need to be in the UK to undertake their studies. In cases where programmes are delivered by distance, CAS will not be issued.

3.5. In cases where an applicant or student starts their programme by distance and changes their status to full-time, campus-based at a later date, sponsorship will only be offered for the period that the student is required to be in the UK. 

3.6. Applicants or students who need to apply for a Student visa, must provide ACM with the required documentation and fulfil all the conditions of their offer before a CAS can be provided. 

3.7. Receipt of an unconditional offer, or an offer of sponsorship, does not guarantee that a CAS will be assigned.

3.8. Sponsorship will be only offered to applicants or exciting students who meet the requirements outlined in the ‘CAS Issuing Policy’.

3.9. If it is discovered that a false statement has been made, false documents submitted or significant information has been omitted from a student’s application, ACM may withdraw or amend its offer, report the student to the Home Office, refuse or withdraw sponsorship/CAS and terminate the student’s enrolment at ACM, according to the circumstances.

4. RIGHT TO STUDY CHECKS AND ENROLMENT

4.1. All applicants will be subject to a Right to Study check prior to or during enrolment.

4.2. Checks will be completed by the Admissions team.

4.3. The student must submit valid and correct documentation and ACM must ensure retaining copies of the documents on the student record in line with the Appendix D of the Sponsor Guidance.

4.4. Students undertaking their studies from the UK are required to live within a ‘commutable’ distance from ACM’s London campus, which means a 60-mile/90-minute radius to ensure they can meet their engagement requirements.

4.5. Students can proceed with enrolment if they provide the required immigration documentation and pay the required amount of tuition fees.

4.6. Students who fail to produce all necessary documentation or who cannot demonstrate their visa status by the latest date to enrol, may have their sponsorship withdrawn by the Student Visa Compliance Officer.

4.7. Students who fail to enrol by the latest date to enrol set by ACM might have their sponsorship withdrawn by the Student Visa Compliance Officer.

4.8. Students who have not yet travelled to the UK and are awaiting the decision on their Student visa application can enquire about extending the enrolment period. This will be decided on a case-by-case basis by the Pathway Leader.

4.9. Students who have already entered the UK cannot enquire about extending the enrolment period and must meet the latest date to enrol.

5. SPONSORSHIP DUTIES FOR STUDENT VISA STUDENTS

5.1. ACM is responsible for keeping copies of all documents of non-UK students, including EU and EEA students, in line with the Appendix D of the Sponsor Guidance.

5.2. ACM is responsible for keeping in-term UK contact details, including address and phone number, and updating them if necessary.

5.3. ACM must notify UKVI if it becomes aware that a student has been granted leave with incorrect conditions of stay.

5.4. ACM must report to UKVI any incorrect information submitted through SMS, explaining why it is incorrect.

5.5. ACM must report to UKVI within 10 working days any changes to a student’s circumstances, this includes

5.5.1. Withdrawal from a course before travelling to the UK;

5.5.2. Delay of a student’s start date, before they entered the UK but after they have been granted entry clearance;

5.5.3. Non-enrolment within the enrolment period;

5.5.4. Lack of engagement regulated in the Student Route Attendance and Academic Engagement Policy;

5.5.5. A student’s suspension/interruption which exceeds 60 days;

5.5.6. Withdrawal from a course post enrolment;

5.5.7. Withdrawal of a Student visa sponsorship due to moving into a different immigration category;

5.5.8. Withdrawal of a Student visa sponsorship due to a course completion earlier than the expected end date;

5.5.9. Student visa application refusal;

5.5.10. Course change;

5.5.11. Breaking by a student condition of their permission to stay in the UK;

5.5.12. Suspicion that a student is not a genuine student;

5.5.13. Referring to the police any information that ACM has about students engaged in terrorism or other criminal activity.

5.6. ACM is required to inform the relevant Educational Oversight Body within 28 working days of a material change.

5.7. ACM is required to report changes to an institution in line with paragraph 9 of Document 2 of Student Sponsor Guidance.

5.8. ACM must apply for an annual Basic Compliance Assessment.

5.9. ACM is required to renew a Student sponsor licence every four years.

6. RESPONSIBILITIES OF SPONSORED STUDENTS

6.1. All international students must always follow the conditions of their visas and obey the law.

6.2. All students who wish to come to the UK under the Student route must obtain a visa before they travel. Students who are already in the UK on the Student or Child Student routes can apply for permission to stay in the UK under the Student route, provided they meet academic progression and other requirements of the route listed in Appendix Student of Immigration Rules and the Home Office’s Student and Child student guidance. 

6.3. To apply for a Student visa all applicants and students must obtain a CAS from ACM. Guidance on a CAS assignment process is available in the CAS issuing Policy.

6.4. Students must enrol by the latest date to enrol from their CAS. Special circumstances may apply in line with paragraph 4 of this guidance.

6.5. Students are responsible for providing evidence demonstrating their right to study and copies of all documentation required to be held by ACM in line with Appendix D of the Sponsor Guidance.

6.6. Students who want to defer their course placement must contact the Admissions team. These students will have the current CAS withdrawn and be issued a new CAS. The new CAS must be used prior to enrolling on the deferred course.

6.7. Students must provide ACM with their up-to-date UK contact details and inform UKVI of any changes to their contact details during their studies by following guidance on the Home Office website.

6.8. All sponsored students are required to attend and engage in person in all academic aspects of their course. Distance learning is not permitted under the Student route. Failure to attend and academically engage may result in exclusion and withdrawal of visa sponsorship.

6.9. All sponsored students are required to undertake their studies from inside the UK and stay in the country during term-time. In case of exceptional circumstances that require the student to leave the UK in term time, an authorised absence letter can be provided for a travel period not exceeding 2 weeks. This will be assessed on a case-by-case basis by the Pathway Leader. If a student leaves the UK during the term time without informing ACM and obtaining an authorised absence letter, their Student visa sponsorship may be withdrawn. 

6.10. Students who wish to interrupt or withdraw from their studies must follow ACM’s processes. Sponsored students who interrupt (for more than 60 days) or withdraw from their programme will be reported to the Home Office within 10 working days of the interruption/withdrawal and their Student visa sponsorship will be withdrawn.

6.11. If monitoring arrangements can be put in place, students who interrupted their studies for less than 60 days might stay sponsored by ACM. If the monitoring cannot be arranged, Student visa sponsorship will be withdrawn.

6.12. All applicants and students who have a Student visa refused must inform ACM and provide a copy of a refusal letter.

7. ATTENDANCE AND ACADEMIC ENGAGEMENT 

7.1. All students must follow ACM’s Student Engagement and Participation Policy.

7.2. Sponsored students are also subject to the Student Route Attendance and Academic Engagement Policy. 

7.3. Sponsored students who do not follow the Student Engagement and Participation Policy and Student Route Attendance and Academic Engagement Policy may have their Student visa sponsorship withdrawn.

8. REASSESSMENTS, REPEATS AND EXTENSIONS ON DISSERTATION

8.1. ACM will continue to sponsor students who need to reassess their exams, provided this takes place within 60 days of the original results. If the reassessment exam takes place within more than 60 days of the original results and no attendance is required, ACM will report this to the Home Office, visa sponsorship will be withdrawn, and the student will have to leave the UK.

8.2. New CAS can be issued for re-assessment exams. Issuance of a new CAS will be considered on a case-by-case basis and will be subject to CAS availability. Applying for a Visitor visa might be advised. 

8.3. If a student needs to repeat a part of the programme, they must enrol on the relevant module and meet all relevant attendance and engagement requirements. In this case, ACM will continue sponsoring the student.

8.4. If a student needs an extension on their dissertation, ACM will not provide sponsorship for a write-up period. The sponsorship will only be provided if the student needs access to the equipment only available on ACM premises and if the attendance monitoring process is agreed upon. This will be considered on a case-by-case basis and needs to be supported by the student’s Pathway Leader.

9. COURSE CHANGE

9.1. A Student visa is granted for a specific course, and it may not be possible to change a course without applying for a new visa.

9.2. It is not possible to change to a longer course and continue to study on the same visa. A student who wishes to transfer to a longer course is required to withdraw from their current course and obtain a new visa for the new course from overseas.

9.3. It is not possible to change a course to a lower academic level (RQF) and continue to study on the same visa. A student who wishes to transfer to a course on a lower academic level is required to obtain a new visa for the new course from overseas. ACM may not be able to issue a CAS for a lower-level course and might advise applying for a Visitor visa to complete the new course.

9.4. It is usually possible to change to a shorter course at the same level and continue to study on the existing visa. Once the student completes their course earlier than the expected end date in their CAS, ACM is required to report it to the Home Office and the student’s visa validity will be shortened to a date provided by the Home Office. If a student wishes to transfer to a course that is not related to their current course, ACM may not permit the transfer and the student will need to apply for a new visa from overseas.

9.5.it is usually possible to change a course at the same level with the same expected end date. If a student wishes to transfer to a course that is not related to their current course, ACM may not permit the transfer and the student will need to apply for a new visa from overseas.

10. WITHDRAWALS

10.1. ACM reserves the right to withdraw Student visa sponsorship in the circumstances listed below.

10.1.1. A Student failed to enrol by the latest date to enrol in their CAS. Special circumstances might be considered if the student did not travel to the UK and informed ACM about the delay and the reasons. ACM may consider an extension on the latest date to enrol and amend the CAS;

10.1.2. A student failed to re-enrol when required. Special circumstances may apply in line with paragraph 4 of this guidance;

10.1.3. A student failed to provide a copy of their passport, immigration documents (BRP, share code) or qualifications when requested;

10.1.4. A student failed to provide accurate and up-to-date contact details;

10.1.5. If documents submitted by an applicant/student are found not genuine;

10.1.6. A student withdraws from their programme;

10.1.7. A student transferred to distance learning and is no longer required to undertake their course on ACM’s premises;

10.1.8. A student moved to another study location and is no longer required to be sponsored by ACM;

10.1.9. A student interrupted their study for more than 60 days;

10.1.10. A student is excluded from their programme by ACM;

10.1.11. A student successfully completed their programme earlier than the expected end date in their CAS;

10.1.12. A student failed to engage with and attend their programme in line with the Student Engagement and Participation Policy and the Student Route Attendance and Academic Engagement Policy;

10.1.13. A student left the UK during term time without informing or making the required arrangements with ACM;

10.1.14. A student failed to pay tuition fees when due or accrued financial debt which they failed to clear when required;

10.1.15. A student moved to another immigration category that does not require a sponsorship;

10.1.16. A student undertakes work in the UK (this includes unpaid or remote work);

10.1.17. If any other not listed circumstances accrue that may put ACM’s Sponsor Licence at risk.

10.2. In exceptional circumstances the withdrawal might be revoked within 10 working days of the withdrawal notification sent to the Home Office. 

10.3. If a student returns after a period when sponsorship has been previously withdrawn, ACM reserves the right to refuse CAS issuing in cases where the student has previously failed to adhere to the Student visa compliance regulations or has previously shown to pose a risk to ACM’s Sponsor Licence. 

11. CHANGING IMMIGRATION CATEGORY

11.1. A student who moved to another to Student Route immigration category must inform the Student Visa Compliance Officer immediately after the new leave is granted and provide a colour copy of the front and back of their new BRP, or a share code, in case they were issued with a digital visa.

11.2. The Student Visa Compliance Officer is required to notify the Home Office about the change within 10 working days from the date when they were made aware of the change and the Student visa sponsorship will be withdrawn.

12. VISA EXTENSIONS AND PASSPORT RENEWALS

12.1. It is a student’s responsibility to apply for a new visa before their current one expires.

12.2. In the case where a student requires a new CAS to apply for their Student visa, this will be issued in line with the CAS Issuing Policy.

12.3. A CAS request will only be considered where there is an unequivocal requirement for the student to remain, or return to, the UK to complete their studies. Where viable, other visa routes may be considered as preferable option.

12.4. Under no circumstances will a CAS be issued to a student who has already submitted their final elements of assessment.

12.5. Each CAS request will be considered individually under its own merit. ACM reserves the right to refuse a CAS for visa extension purposes to any student and cannot accept any responsibility if a student is unable to secure a visa extension for any reason.  

12.6. If a student needs to leave the UK to apply for an extension of their Student visa, a CAS will only be issued upon receipt of suitable evidence of departure.

12.7. A student must provide ACM with evidence of an in-time new visa application. The evidence must show their full name, date of application and under which route they applied.

12.8. A student must provide ACM with a copy of their new visa as soon as they obtain it. This can be in the form of a colour copy of the front and back of their BRP or a share code if a student has been issued a digital visa.

12.9. It is a student’s responsibility to renew their passport before the expiry date of the current one.

12.10. A student must provide ACM with a colour copy of the picture page of their new passport as soon as they obtain it.

12.11. Students who fail to provide passports, visas or evidence of their in-time visa application when requested to do so, may be suspended from ACM and their Student visa sponsorship may be withdrawn.

13. EMPLOYMENT AND GRADUATE ROUTE

13.1. ACM Student visa students cannot undertake any work in the UK, this includes any form of unpaid or remote work.

13.2. ACM may withdraw a student’s visa sponsorship in cases when it is made aware that the student undertakes work in the UK.

13.3. ACM cannot send notifications to the Home Office regarding successful course completion in line with the Graduate Route requirements.

14. OVERSTAYING

14.1. Responsibility for a student’s visa validity remains solely with the student.

14.2. Once a visa/immigration permission has expired and an in-time visa application has not been made, the student is deemed to be an overstayer.

14.3. Overstayed students cannot continue to study in the UK and may be suspended from their studies. The suspension might be avoided if the student can continue their studies from outside the UK.

14.4. A student may be permitted by the Home Office to make a visa extension in the UK up to 14 days after their leave has expired if there were reasons beyond the student’s control which meant they could not submit an in-time application. The student is still considered to be an overstayer until a positive decision is received on their application.

14.5. ACM will not sponsor students to make a visa application in the UK when they have no valid immigration permission. In these circumstances, the student must leave the UK to make their new application from overseas.

14.6. CAS issuance to overstayers will be considered case by case depending on the circumstances.

14.7. A student may have to leave the country and interrupt their studies until they obtain valid immigration permission to study and can resume their studies at the date agreed by the school.

15. DEFINITIONS OF TERMS USED AND ABBREVIATIONS

15.1. ACM – Academy of Contemporary Music

15.2. Enrolment – the process a student must complete to become an ACM student. This includes completing fee payment, ID/Immigration Check and obtaining the learner card.

15.3. Sponsored Students – for the purpose of this guidance, the sponsoring institution is ACM and ‘sponsored students’ refers to those students studying under the Student Route. This does not refer to a financial sponsorship.

15.4. Student Engagement – relates to the student’s participation in the programme on which they are registered. Expected engagement includes attendance at lectures, tutorials, supervisory meetings, handling coursework and sitting exams. 

15.5. CAS – Confirmation of Acceptance for Studies – a virtual document created between the Home Office and the Student visa Sponsor Licence holder. This unique number allows the Home Office and ACM to access specific information provided by ACM for that student and their programme. The CAS is only valid for study at the specific institution (ACM) and the specific programme detailed in the CAS. This can be used only once.

15.6. UKVI – UK Visas and Immigration – a part of the UK Home Office responsible for deciding who has the right to enter or remain in the UK.

15.7. Graduate Route – a type of visa that permits one to stay in the UK for at least 2 years after successful completion of a course in the UK.

15.8. Visitor visa – a type of visa that permits to travel to the UK for tourism, business, study (courses up to 6 months) and other permitted purposes. It usually permits to stay for up to 6 months. EU, EEA, and Swiss students usually do not have to apply for this type of visa and are permitted to stay in the UK for 6 months from the date of entry to the UK. 

16. POLICY REVIEW

16.1. The policy will be reviewed regularly to ensure it remains compliant with the Student Sponsor Guidance and Immigration Rules as well as good sector practice.

17. RELATED POLICIES AND DOCUMENTS

17.1 Internal: 

• CAS Issuing Policy
• Admissions Policy
• Finance Policy 
• Criminal Convictions Policy 

17.2 External:

• Student Sponsor Guidance
• UK Immigration Rules

18. RESPONSIBLE PARTIES

18.1  The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The policy lead for the CAS Issuing Policy is: 

• Student Visa Compliance Officer

18.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Student Visa Compliance Officer
• Head of Admissions
• Senior Executive team
• Quality Assurance and Enhancement Manager 

Download this policy: POL_073_Student Visa Compliance Policy_AY2425

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 074: Student Route Attendance and Academic Engagement Policy

1. Introduction
2. Academic Engagement
3. Attendance and Engagement Monitoring
4. Authorised Absence
5. Withdrawal of Sponsorship
6. Policy Review 

1. INTRODUCTION

1.1. ACM is required to monitor the engagement of all Student visa students, in line with UK Visas and Immigration (UKVI) as well as the Immigration Rules.

1.2. This policy regulates ACM’s approach to the attendance and engagement requirement put on Student visa sponsors by the Home Office.

1.3. The policy should be reviewed alongside the ACM’s Student Visa Compliance Policy.

1.4. The policy has been created in line with the UKVI’s Student Sponsor Guidance.

2. ACADEMIC ENGAGEMENT

2.1. All students must adhere to the Student Engagement and Participation policy.

2.2. Student visa students are subject to Student visa requirements and must follow this policy to protect their current visa and their immigration status until the end of their programme or the duration of their visa, whichever is earlier.

2.3. All students are expected to fully participate in the life of ACM and attend timetabled lectures as well as other activities like tutorials, workshops and masterclasses offered by their programme of choice.

2.4. All Student visa students are expected to remain in the UK during term time to complete the academic requirements for their programme of study, as per the conditions of their Student visa. 

2.5. It is the Student visa students’ responsibility to familiarise themselves with ACM’s term times and to plan their travel arrangements accordingly to avoid breaching the Student visa requirement outlined in point 2.4. of this policy.

2.6. In the event of any online delivered activities, Student visa students are required to undertake them from the UK. In cases where ACM is made aware of a student participating in an online activity from outside the UK, the student’s visa sponsorship may be withdrawn.

2.7. In cases where a student is unable to participate in the activities on the required level due to disabilities or chronic illness, alternative and fluctuating minimum attendance requirements may be agreed with a student based on Reasonable Adjustments that must be requested, assessed and approved by the Pathway Leader, Registry Team and the Additional Needs and Disabilities Coordinator (ANDCo).

2.8. If a student is not engaging for two consecutive weeks without previously being granted an authorised absence (see point 4 of this policy), the student will be contacted by the Student Visa Compliance Officer to establish reasons for non-engagement.

2.9. If a student’s overall attendance falls below the expected minimum this will be escalated as per point 8 of the Student Engagement and Participation policy and an Individual Learner Agreement may be arranged.

2.10. If a student fails to re-engage in their studies, the student’s visa sponsorship may be withdrawn.

2.11. If a student is unable to attend a learning session on campus for an exceptional circumstance, for example for medical reasons, the student must notify a Pathway Leader and an appropriate note in a student record must be provided. 

2.12. In the event of a student requiring an extended period of absence that exceeds the period of authorised absence, regulated in point 4 of this policy. In that case, the student may need to return to their home country and return to their studies in the next academic year or the next suitable entry point. ACM will be required to withdraw Student visa sponsorship and the student’s status will be changed to ‘interrupted’.

2.13. Student visa students no longer required to attend academic activities in person will be advised to leave the UK and their Student visa sponsorship will be withdrawn. 

2.14. In case when a serious attendance concern arises it will be escalated to the Designated Safeguarding Lead to ensure the student’s safety.

2.15. Student visa students are not required to engage in their studies during designated holiday periods and they do not need to stay in the UK during that time.

3. ATTENDANCE AND ENGAGEMENT MONITORING

3.1. All Student visa students will be monitored in the background every week by the Student Visa Compliance Officer. 

3.2. Attendance will be recorded either through the use of a Student ID Card Reader or by manual marking by the tutor.

3.3. The Student Visa Compliance Officer will check if Student visa students engage in at least one ‘contact point’ a week.

3.4. Activities considered as a ‘contact point’ include, but are not limited to:

•  attending required lectures;
•  seminars, workshops, masterclasses or tutorials;
•  submitting essays;
•  assignments and attending examinations.

3.5. The Student Visa Compliance Officer will keep a record of the academic attendance of every Student visa student in a form that allows evaluation of a student engagement level.

3.6. The Student Visa Compliance Officer will contact a student and the student’s Pathway Leader in case any student engagement concerns arise. This can be escalated further as per points 2.9 and 2.10 of this policy.

4. AUTHORISED ABSENCE

4.1. Authorised absence is a short temporary absence approved by a student’s Pathway Leader and will be determined on a case-by-case basis.

4.2. Authorised absence can be approved only in exceptional circumstances that include, but are not limited to: 

• serious illness or injury;
• death or serious illness of a close relative;
• significant adverse personal/family circumstances.

4.3.   A student applying for an authorised absence is required to provide sufficient evidence of the exceptional circumstance that has occurred.

4.4. The absence can be granted for a maximum of 2 weeks and only if the student is still able to finish their course by the official end date of the course.

4.5. Any such absence must be formally approved by the Academic Department and the Pathway Leader, who is responsible for informing the Student Visa Compliance Officer about the period of absence and the reason. 

4.6. The Student Visa Compliance Officer will cease engagement monitoring for a student who is on a period of authorised absence.

4.7. If a student is travelling outside the UK, they need to obtain a letter from the Registry department confirming the dates of the absence. The student should travel with the letter as they may need to show it to Border Officials when re-entering the UK. This is the student’s responsibility to obtain the letter and to make sure they have it with them when crossing the border.

4.8. A Student visa student coming back from the period of authorised absence needs to report to their Pathway Leader on the agreed return date and the adequate note has to be made in the student’s record.

5. WITHDRAWAL OF SPONSORSHIP

5.1. The decision of Student visa sponsorship withdrawal will be made by the Student Visa Compliance Officer after a thorough review of the data from across the different engagement modes regarding the overall contact points met, submission of the student’s coursework, consecutive missed contact points, any evidence provided by the student’s Pathway Leader regarding their engagement in their programme of study and arrangements of the Individual Learner Arrangement.

5.2. In the event of withdrawal of a student’s visa sponsorship, the Student Visa Compliance Officer will submit an adequate notification to the UKVI and will contact the student via email at the email address detailed in the student’s record. The communication will contain information about the undertaking actions. ACM will not take responsibility if the email is not delivered due to a change of the student’s email address and not informing ACM about this.

5.3. A student whose sponsorship has been withdrawn has the right to appeal. The sponsorship withdrawal can be revoked up to 8 working days after the initial notification has been made.

5.4. The appeal will only have a positive outcome if the student can provide satisfactory evidence of their engagement, otherwise the decision will not be reversed.  

5.5. Students whose Student visa sponsorship has been withdrawn will have to leave the UK as a consequence of this withdrawal and will have to provide the Student Visa Compliance Officer with sufficient evidence that they have left the country (eg. a boarding pass).

5.6. Not leaving the UK within the timeframe provided by the Student Visa Compliance Officer may result in overstaying. Overstaying is a criminal offence that will impact a student’s immigration record, potentially resulting in a ban from re-entering the UK and affecting future visa applications to the UK and other countries. 

6. POLICY REVIEW

16.1. The policy will be reviewed on a regular basis to ensure it remains compliant with the Sponsor Guidance and Immigration Rules as well as good sector practice.

7. RELATED POLICIES AND DOCUMENTS

7.1 Internal: 

• Student Charter
• CAS Issuing Policy
• Student Visa Compliance Policy
• Finance Policy 
• Criminal Convictions Policy 

7.2 External:

• Student Sponsor Guidance
• UK Immigration Rules

8. RESPONSIBLE PARTIES

8.1  The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The policy lead for the CAS Issuing Policy is: 

• Student Visa Compliance Officer

8.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Student Visa Compliance Officer
• Head of Admissions
• Senior Executive team
• Quality Assurance and Enhancement Manager 

        Download this policy: POL_074_Student Route Attendance and Engagement Policy_AY2425 

Policy 001: Quality Assurance and Enhancement

1. Purpose and Scope

1.1 ACM is committed to the provision of Higher and Further Education programmes that meet relevant qualifications frameworks and standards as set out through the awarding institution’s regulations, and the associated sector quality assurance frameworks.

1.2 This policy sets out ACM’s approach to maintaining and enhancing academic quality and standards.

1.3 This policy should be read in conjunction with associated institutional regulations of Middlesex University (for validated HE provision), and University of the Arts and East Surrey College (for FE provision)

2. Policy Statement

2.1 ACM assures academic quality and standards through the deliberate implementation of strategic monitoring and review, that is supported by robust operational and Academic Governance structures that effectively support learning, teaching and the student experience.

2.2 ACM is committed to Quality Assurance and Quality Improvement of its Further Education provision aligned with regulations of the awarding institution and the Further Education and Skills inspection handbook published by Ofsted. This includes:

• embedded awareness of equality and diversity in learning activities
• learning and teaching in English and Mathematics
• learning with integrated use of information and learning technology
• integrated observation and evaluation of learning and teaching
• use of learner feedback to inform learning and teaching
• providing opportunities for teaching staff to discuss and share views about their practice.

2.3 ACM is committed to the setting and maintaining of Academic Standards, Assuring and Enhancing Academic Quality, and Information about Higher Education Provision for its Higher Education in line with the UK Quality Code and the regulations set out by the awarding institution.  ACM makes use of appropriate qualifications, credit frameworks and subject benchmarks to ensure programmes meet threshold standards.

2.4 ACM programmes are subject to validation and/or accreditation approval and inspections (or site visits) by the awarding institution that ensures that threshold qualification standards, subject benchmarks and academic quality and standards for each award are met, and aligned with the awarding institution’s regulations.

2.5 ACM is subject to regular monitoring and review by its collaborative partners, and works in collaboration with those partners to ensure that programmes delivered meet the standards and expectations of the awarding institution.

2.6 ACM operates its own academic quality assurance and enhancement policy to ensure effective cyclical monitoring and review of its programmes, with an emphasis on continuous improvement and quality enhancement. ACM works collaboratively with students as partners in learning and teaching to effectively monitor, review and enhance learning opportunities and the student experience. An evidence based approach underpins quality assurance drawing on various types of data and information to inform decision making.

2.7 Quality Assurance Cycle (P-R-I-M-E)

Effective Use of Data

2.8 ACM makes use of various data and information sources gathered to inform cyclical monitoring and review. This includes:

• Student profile data derived from statutory returns
• Use of data in relation to:
  • student engagement and academic performance
  • achievement, progression, retention data
  • Award outcomes
  • Use of contextual data (demographics / analysis)
• Student surveys, including Programme Evaluation Questionnaires (PEQ) and Module Evaluation Questionnaires (MEQ)
• National Student Survey (NSS) data
• Graduate Survey (DLHE) data

Student Representative System

2.9 ACM operates a Student Representative System that  captures  and focuses the wider student voice through a group of elected student representatives. The Student Representatives are elected through an open nomination process facilitated by the ACM Quality & Standards  department. Student Representatives report to the Quality & Standards Committee and have membership of relevant ACM Academic Boards and Committees.

See ACM Institutional Governance and Student Representative System Guidelines for further details.

Student Feedback Framework

2.10 ACM provides opportunities for students to provide feedback through formal and informal channels throughout their studies. Informal feedback may be given anonymously through surveys, suggestion boxes on campus, or the elected Student Representative. Informal feedback is also gathered through student meetings and interviews conducted throughout their studies.

2.11 The student voice is central to the monitoring review and enhancement process. ACM gathers formal student feedback through:

• Academic Board and Committee structures
• Quality & Standards Committee
• Industry-related groups
• Student Forum
• Student surveys
• Focus Groups

2.12 ACM gathers feedback from the wider student body through online survey collections that are normally administered towards the end of each study period. The data gathered through the surveys is distributed to the Boards and Committees for consideration, and the survey report responses and associated actions are communicated to the relevant student groups and made available through the student portal. All minutes and reports from the Boards and Committees are also made available to the student body through the student portal.

External Points of Reference

2.13 ACM makes deliberate use of external reference points as an integrated component of its academic quality assurance framework. This includes data and performance benchmarks from the UK HE and FE sectors, benchmarks from collaborative partners and industry.

2.14 ACM makes scrupulous use of External Examiners in line with the awarding institution’s regulations in the monitoring of academic standards in assessment practices and standards across all Higher Education programmes. ACM utilises feedback from external moderation processes to identify areas of good practice, and to provide direct responses and actions with regards to any recommendations received.

2.15 ACM liaises with External Moderators and moderation processes in the monitoring of assessment practices and standards across all approved Further Education programmes. ACM utilises feedback from external moderation processes to identify areas of good practice, and to follow up in regards to any recommendations received.

Programme Review and Approval

2.16 ACM follows the policies and procedures of the awarding institution(s) in the formal review and approval of new programmes. All arrangements for validated/accredited programmes will be set out in the Partnership Agreement and associated Memorandum of Cooperation.

2.17 A register of current approved programmes and the related agreements is maintained by the Quality and Registry departments.

2.18 Where a programme is subject to a fixed term of validation (normally 4 or 6 years), ACM will normally undertake an interim review of the programme at the midpoint of the review cycle. The amount of incremental change that may be made over the period of validation/accreditation will be subject to the awarding body’s regulations and the Partnership Agreement and associated Memorandum of Cooperation.

2.19 ACM will work with the awarding institution to ensure that fair and reasonable programme Teach Out arrangements are implemented for programmes that are no longer offered either due to the period of validation/accreditation coming to an end, the programme being superseded by a newer (re)validated programme, or for the programme no longer being offered for operational or strategic reasons. Under these circumstances ACM will work with all students that may be impacted by programme Teach Out to ensure fair and transparent arrangements are agreed.

Programme Monitoring

2.20 ACM undertakes regular review of its programmes to ensure:

• that academic quality and standards are maintained
• effective implementation of approved programmes (including the curriculum, assessment strategies, programme learning outcomes, module/unit components)
• that the programmes are current, continue to be aligned with relevant bodies of knowledge and academic rigour, and achieve the intended learning outcomes

Identifying and Sharing Areas of Good Practice

2.21 ACM provides opportunities for staff and students to identify and share areas of good practice through reporting to the standing Boards and Committees. Areas of good practice will be reviewed annually and distilled into the Annual Monitoring Reports.

Reporting and Action Planning

2.22 ACM undertakes cyclical review of its educational provision through integrated programme and module/unit reviews. Reviews are informed by student achievement data, survey data, and feedback from formal and informal channels.

Programme Review

2.23 Programme Review is normally undertaken annually, aligned with the Annual Monitoring and Self Assessment reporting cycles that are completed in conjunction with the provisions of our awarding institutions .

2.24 ACM Boards and Committees are integrated into the annual monitoring processes, providing a mechanism for staff and student consultation and input on areas of good practice and potential improvement.

2.25 Programme Reviews are normally overseen by the Dean of Education in liaison with the relevant Programme Managers.

Module/unit Review

2.26 ACM undertakes cyclical review of all modules/units of study to ensure that all components of a programme are subject to regular monitoring and review. These reviews will be informed by direct student feedback, PEQ and MEQ survey feedback, academic progression and achievement data, and other student engagement information gleaned in consultation with students, tutors, Module Leaders and Programme Managers.

2.27 Module reviews will normally be be overseen by the Programme Managers in liaison with the relevant Module Leaders and tutors.

Action Planning

2.28 ACM uses action planning as an integrated mechanism for articulating and tracking quality improvement and enhancement activity. At the Institutional level ACM maintains a:

• QAA Review Action Plan (for Higher Education provision)
• Annual Monitoring Report (for Higher Education provision)
• Quality Improvement Plan (QIP, for Further Education provision)
• Self Assessment Report (SAR, for Further Education provision)

2.29 Actions plans are regularly reviewed through the standing boards and committees to ensure effective monitoring of progress and periodic review of actions.

2.30 Boards and committees use Action Plans to articulate and monitor quality assurance and enhancement activity across the organisation.

3. Responsible Parties

3.31 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Quality Assurance and Enhancement Policy lead is:

• Head of Quality and Standards

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Quality and Standards
• Quality Assurance and Enhancement Manager
• Student Services Manager
• Dean of Education
• Programme Managers
• Senior Management Team members

4. Reference Points
   • Internal:

• Admissions Policy
• Learning, Teaching, Assessment and Attainment Policy

• External:

• Middlesex University (MDX) Regulations
• Middlesex University (MDX) Learning and Quality Enhancement Handbook (LQEH), Section 1: An Overview of quality assurance and enhancement activity at Middlesex-University.
• The UK Quality Code for Higher Education
• UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
• Further Education and Skills Inspection Handbook (Ofsted)

5. Date of Approval and Next Review

Version:                         1.3

Approved on:               03 Sep 2024

Approved by:               Academic Board

Next Review:                August 2025

Download policy – POL_001_Quality Assurance and Enhancement Policy_202209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 002: ACADEMIC APPEALS POLICY

1. PURPOSE AND SCOPE

1.1.  This Policy aims to explain in an open, transparent and accessible way how ACM approaches an appeal against the decision of an ACM Assessment and Progression Board or Final Exam Board.

1.2.  This Policy outlines the provisions in place for student appeal of an Academic outcome.

1.3.  This Policy applies to all students and is designed to ensure that students are treated in a fair and equitable manner.

1.4 This Policy applies to ACM students on HE programmes, including Foundation programmes.

2. ACADEMIC APPEALS

2.1 If a student is dissatisfied with the outcome of an appeal once all these steps have been completed and no further appeal is possible within ACM’s internal procedures, they have the right to appeal to the awarding body, Middlesex University. In order to do this, students will need to download a Collaborative Partner University Level Review (CPULR Form) and submit this via the instructions published here:

https://www.mdx.ac.uk/__data/assets/pdf_file/0020/665120/Final-Regulations-2022-23-V1.pdf

Definition of an academic appeal

2.2 An academic appeal is a request from a student for a decision of an ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board to be reviewed because it is believed that an injustice has occurred.

2.3 If an academic appeal has valid grounds (see relevant section below), the relevant decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board will be reviewed in the light of any new information provided by the student. If the appeal is upheld in full or in part, the decision of the relevant body may be rescinded, ACM may take other suitable actions, or some combination of the two.

2.4.  An appeal may only be made against a published assessment result which has been made by an ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board. This includes provisional results where these have been communicated. Students can therefore appeal decisions made by specially delegated Boards and provisional decisions made by a Board at which an External Examiner has not been present.

2.5 Students wishing to understand a grade which has not yet been approved by an ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board should first do so informally through assessment@acm.ac.uk  If the issue cannot be resolved at this level they can assign an appropriate tutor to discuss the issue in full.

2.6 Students who have a complaint or grievance concerning the provision of a programme of study or academic service which they believe has affected the quality of their academic performance, should, before submitting an academic appeal, follow ACM’s Student Complaints and Grievance Procedures (POL 003).

Grounds for lodging an Academic Appeal

2.7 Academic Appeals against ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board decisions may be made on any of the following grounds:

• That a student’s performance in an assessment suffered through illness or other factors which the student was unable or for valid reasons unwilling to inform the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) (SPAB) or Final Exam Board (FEB) through the extenuating circumstances procedures before it reached its decision.
• That there has been an administrative or procedural error in the management of the assessment.
• That the assessment was not run in accordance with the programme regulations.
• That the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board has failed to consider material circumstances, relating to the delivery of a module, which adversely affected a student’s performance in assessment. This ground will only be considered acceptable if the circumstances have been the subject of a Student Complaints and Grievance procedure, and the case of the complaint has been upheld, and steps have not been taken to mitigate the effects of the circumstances.
• An Academic Appeal against a penalty imposed for academic misconduct on grounds listed in the Academic Integrity Policy.
• That some other irregularity has occurred.

Invalid grounds for an Academic Appeal

2.8 An appeal may be rejected for any of the following reasons, or if it is judged to be vexatious or frivolous, without further recourse to the Academic Appeals procedures.

2.9 The Academic Appeal is a disagreement with the academic judgement of a ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board in assessing the merits of academic work, or in reaching a decision on progression, or on the final classification of a qualification, which has been reached in accordance with the regulations.

2.10 The student did not understand or was not aware of the published assessment regulations and procedures for an assessment, module or programme.

2.11 The appeal is on the grounds that poor teaching, supervision or guidance affected academic performance. In such circumstances a student should submit a complaint in accordance with the Student Complaints and Grievance Procedure. An academic appeal on such grounds will only be considered if a complaint has been upheld, wholly or in part.

2.12 No contemporaneous, independent, medical or other evidence has been submitted to support an application that academic performance was adversely affected by factors such as ill health as per the Extenuating Circumstance policy and procedure (POL 006).

2.13 The student was not aware of the procedures for presenting extenuating circumstances to the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board.

2.14 No valid reason has been submitted as explanation for not submitting evidence of extenuating circumstances at the appropriate time before the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board.

2.15 The academic appeal concerns a medical condition, which pre-dates the relevant assessment(s), and which the student has not raised with ACM without good reason; or which has been raised with ACM as a matter for educational adjustments and has been duly considered.

2.16 The student was subject to a disturbance or illness during an assessment and that there is no valid reason for this not to have been brought to the attention of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board before it met.

2.17 The student had changed address or other contact details without informing ACM, resulting in assessment information being sent to an out-of-date address.

2.18. ACM receives the appeal later than the time limit, which is 21 working days from the date the student is notified of the decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board. The only exceptions to this deadline are as outlined below. It is the student’s responsibility to ensure that the appeal is submitted to ACM on time.

Before making an Academic Appeal

2.19 There is a time limit of 21 working days for the submission of a formal appeal to appeals@acm.ac.uk from the date of ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board results being communicated.

2.20 If an academic appeal arises following due process of the Student Complaints and Grievance Procedure, the time limit is 21 working days from the date the student receives the written result of this procedure.

2.21 If an appeal arises following due process of the Academic Integrity Procedure, the time limit is 21 working days from the date the student receives the written result of this procedure. If an appeal investigation cannot be completed within the usual 21 working day timeframe ACM will notify the student formally in writing at the end of the usual timeframe. They will provide a clear explanation as to why the investigation is going beyond usual timeframes and provide an indication to the student as to when they can expect an outcome.

2.22 The staff team assigned to the Appeal will consider the case and may advise the student:

• That the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board will reconsider its decision taking account of this new information;
• That the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board’s decision was based on a fair evaluation of the student’s assessment performance and will not be reconsidered;
• In any other way deemed appropriate, including that the student should make a formal appeal to our validating university.

2.23 Students should only make a formal appeal if:

• They have been unable to contact and receive an early resolution outcome from relevant members of staff;
• They are dissatisfied with the outcome of these informal discussions.

Progression of an appellant while an appeal is being considered

2.24 The decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board remains in force until it is formally notified by the Secretary or nominee of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board to have been rescinded. Therefore, the student remains responsible for:

• (a) Conforming to the requirements of the existing Board decision, such as preparation for reassessment or repetition of curriculum, pending the outcome of the appeal;
• (b) The consequence of not complying with these requirements should the subsequent decision of the appeal process not be in the student’s favour.

2.25 While the appeal is being processed, the appellant:

• (a) Shall normally be permitted to continue to the next stage of their studies, unless there are exceptional circumstances, or the student is appealing a termination of studies. This will not prejudice the outcome of the appeal.
• (b) If the appeal concerns a termination of enrolment following an investigation into academic misconduct, the appellant will normally be suspended while the appeal is under consideration. Appellants in this position must obtain written permission from a member of the Academic Leadership Team or an appropriate nominee to continue studies or use ACM facilities during this period.

2.26 The provision under 2.25 (a) above is designed solely to ensure that a student whose appeal is upheld is not academically disadvantaged, and it should not be interpreted as acceptance of the appeal. Satisfactory progress during the consideration of an appeal will not be admissible as evidence at any stage in the appeal procedure. During any such interim period of attendance, tuition fees will only accrue in the event of the appeal ultimately being resolved in the appellant’s favour.

2.27. If a final qualification has been awarded, ACM staff will upon request provide confirmation for potential employers that an outcome is under appeal.

2.28 If a final qualification has been awarded, ACM staff will upon request provide confirmation that a finalist may attend the Graduation Ceremony.

2.29 Appellants may normally proceed with their studies until the date of the letter formally notifying the appellant of the final outcome of their appeal (i.e., dismissal of the appeal or the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board’s reviewed decision). This letter will inform the appellant whether they are entitled to continue on the programme.

Confidentiality

2.30 Academic appeals will be kept as confidential as possible within ACM. Appellants who notify ACM that information has been included of a highly confidential and personal nature will, if requested, be informed in advance of the staff members to whom the information will be disclosed.

2.31 Documents pertaining to an appeal will be kept, in confidence, for six years. After this period, apart from a copy of the notification to a student of the final decision, they will be destroyed.

3. RESPONSIBLE PARTIES

3.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by any or all of the following designated staff:

• Registrar
• Quality Assurance and Enhancement Manager
• Head of Academic Standards
• Chair and Secretariat of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2)/ Finalist Assessment board

4. SUPPORTING INFORMATION

4.1 Internal

• Fitness to Study Policy
• Student Disciplinary Policy
• Safeguarding Policy
• Student Debt Management Policy
• Participation and Attendance Policy
• Extenuating Circumstances Policy
• Equality and Diversity Policy
• Data Protection Policy

4.2 External

• Middlesex University (MDX) Regulations
• Middlesex University (MDX) Learning and Quality Enhancement Handbook (LQEH), Section 1: An Overview of quality assurance and enhancement activity at Middlesex-University.
• The UK Quality Code for Higher Education, Chapter B6
• The UK Quality Code for Higher Education, Chapter B9
• OfS Conditions B1 – B6
• UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
• Data Protection Act 1998
• UK QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints

11. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      3.3

Approved on:               01 September 2022

Approved by:               Academic Board

Date of next review:    August 2024

Download here: 002 POL_002_Academic Appeals_202209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

PROCEDURE 002: ACADEMIC APPEALS

1. PURPOSE AND SCOPE

1.1 This Procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of a student’s appeal against an academic decision in relation to assessment, progression, grades, and award outcomes.

1.2 This Procedure aims to explain the reasonable due course which students are required to consider and follow when submitting an Academic Appeal.

1.3 This Procedure applies to ACM students on HE programmes, including Foundation programmes.

2. PROCEDURE

2.1. ACM seeks to resolve all appeals and complaints in a timely manner through considered escalation of matters as outlined in this procedure.

Early Resolution Stage 1:

2.2. Students should note that formal academic appeals (stage 2) should usually be submitted in writing to appeals@acm.ac.uk  within 21 working days of the publication of the academic decision that is being disputed. Early resolution should be undertaken and completed within this timeframe. Where a student wishes to dispute an academic outcome they should, in the first instance, seek further advice and clarification via assessment@acm.ac.uk  They will assign staff who will facilitate meetings and responses to the student’s queries. This is considered the first early resolution stage. Normally, consultation through this stage will provide further clarity around the academic decision and provide guidance in relation to the formal appeals process, where relevant.

2.3 Where there are reasonable grounds to remedy the academic decision due a clear material or administrative error, the investigating staff may take actions to remedy the matter. Any resolutions and actions that are agreed with the appellant must be kept on record and communicated to the student and Assessment and Programme Team in writing.

2.4 Where a student is not satisfied with the outcome of the informal stage, they may escalate their appeal to the formal stage.

2.5 If the ACM Assessment Board or Final Exam Board (FEB) considers that there may be grounds for an academic appeal, it may request, through the Assessment and Programme Team, that a written statement be provided to the Board providing the required information. These written statements should be in a form suitable for use as evidence at an Appeal Panel as they may be escalated to the first formal stage.

Formal Stage 2:

2.6 All academic appeals should usually be submitted in writing to appeals@acm.ac.uk within 21 working days of the publication of the academic decision that is being disputed. This should allow students to undertake and complete early resolution within this timeframe. The appellant should attach relevant supporting materials and evidence to support their appeal. Appeals that lack relevant supporting documentation may be dismissed. Appeals that are submitted after the 21-day timeframe without clear and compelling reasons may be dismissed.

2.7 The Quality Assurance Team or an appointed nominee will assess whether the application meets conditions for an academic appeal and may request further information from the appellant, relevant programme team, or independent staff, to ensure a fair assessment is made of the appeal.

2.8 The Quality Assurance Team or an appointed nominee will acknowledge receipt of the appeal in writing and notify the appellant of the next steps within 21 working days of receiving the appeal. Normally one of the following will apply:

1. the matter the appellant has raised does not meet conditions for academic appeal and no action will be taken;
2. the matter the appellant has raised does not meet conditions for academic appeal, whereupon they may seek further recourse through the Complaints and Grievances provisions;
3. the matter will be referred to an Appeal Panel, the Assessment Board or Finalist Exam Board for consideration. 

Appeal Panel

2.9 An Appeal Panel will be constituted by the Quality Assurance Team or an appointed nominee and will consist of a minimum of three staff members, chaired by a senior staff member that has not been directly involved in the matter that is subject to appeal. The panel will normally consist of a member from the Programme or Quality team and two members from the Academic Leadership Team. The panel will examine the evidence that has been submitted, and may opt to call meetings with the appellant and staff involved in order to gather further evidence to make a reasonable determination of the outcome of appeal.

2.10 For an appeal against a penalty imposed for academic misconduct, the documentation used in relation to the academic misconduct shall be provided to the Appeal Panel.

Assessment and Progression Panel, Finalist Exam Board (Appeal Panel)

2.11 Appeals of provisional grades may be considered by the Assessment Board and appeals of the final grades will be considered by the FEB. These Panels shall consist of a minimum of three members including the Chair.

2.12 In compelling circumstances, the Chair of the Assessment Board or FEB may take Chair’s Action in the student’s favour, and this decision must be reported at the first opportunity at the sitting of the ACM Assessment Board or Final Exam Board. The Chair shall formally communicate this decision to the Academic Leadership Team who will notify the appellant within 5 working days.

2.13 A record of all panel interviews and a record of the panel outcome(s) will be provided to the Academic Leadership Team in writing.

2.14 Panel proceedings should be concluded within 21 working days of the initial notification of the receipt of the academic appeal. The outcome reached by the Panel will be communicated to the appellant in writing through Registry. Registry will communicate the outcome of the Panel proceedings within 5 working days.

2.15 A decision on an appeal by the Appeal Panel (Assessment Board or FEB) is final and no further appeal is possible against it.

2.16 At this stage the academic appeal procedures of ACM are concluded. Where the appellant is dissatisfied with the outcome they may escalate the matter to the awarding body.

2.17 An appellant’s failure to reply in writing within 21 working days of the date on the letter offering an informal settlement shall be taken as acceptance of the offer.

2.18 A decision on an appeal by an ACM Assessment Board or Final Exam Board is final and no further appeal is possible against it within ACM. Students have the right to follow the Appeals Regulations of the awarding body for their programme.

Student Progression:

2.19 Until the appeal is concluded, the appellant:

• Will be allowed to continue their studies, except under circumstances where the academic decision being disputed is in relation to a progression decision in accordance with institutional progression regulations,
• Must continue to meet the attendance, engagement, and assessment requirements for the programme.

Formal Stage 3:

2.20 Where a student is dissatisfied with the outcome of ACM’s Academic Appeal procedure, they may escalate their appeal to Middlesex University. Students may request a review of the outcome of the Stage 2 investigation carried out by ACM, by completing a CPULR form (Collaborative Partner University Level Review) available from Middlesex University. The CPULR form must be submitted to the Director of Affairs at Middlesex University within 21 working days of the date of the Stage 2 Outcome Letter. Middlesex University Regulations for Appeals apply to all Higher Education programmes and these are set out in Section G: Appeal Regulations and Procedures, of the Middlesex University Regulations which are available online at:  https://www.mdx.ac.uk/__data/assets/pdf_file/0034/759256/FINAL-Regulations-2023-24.pdf

2.21 The receipt of the CPULR form will normally be acknowledged within 7 working days, and ACM will be informed of the nature and substance of the complaint.

2.22 The CPULR form will be reviewed by the Director of Student Affairs or nominee. The University review will consider whether a) there has been a procedural irregularity in the investigation of the appeal by ACM, or b) any new evidence has come to light which would have had a material impact on the investigation. Discussion may be held with the student and/ or subject of the appeal and with members of staff involved in ACM’s investigation process.

2.23 Where possible, reviews should normally take no more than 21 working days to investigate from the acknowledgement being sent. The Director of Student Affairs or nominee will establish appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes.

2.24 The Director of Student Affairs or nominee will inform all parties of the proposed outcome of their investigation and give all parties the opportunity to comment. Following consideration of any comments, the Director of Student Affairs or nominee will communicate the outcome of the review, with reasons and in writing, to all parties within 21 working days.

Formal Stage 4:

2.25 The University will issue a Completion of Procedures (CoP) letter at the end of Formal Stage 3 Review. Where the student is not satisfied with the outcome of the University proceedings, they may escalate their complaint to the Office of the Independent Adjudicator (OIA) for students in Higher Education. The University can provide further guidance to the appellant if they wish to escalate their appeal. Information about the OIA is available here: http://www.oiahe.org.uk/

3. RESPONSIBLE PARTIES

3.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Quality Assurance and Enhancement Manager
• Head of Quality and Standards
• Assessment Lead (Academic)

4. SUPPORTING INFORMATION

4.1 Internal

• Fitness to Study Policy
• Appeals Policy
• Extenuating Circumstances Policy
• Extenuating Circumstances Procedure
• Extenuating Circumstances Form
• Student Disciplinary Policy
• Safeguarding Policy
• Equality and Diversity Policy
• Data Protection Policy

4.2 External

• Middlesex University (MDX) Regulations
• Middlesex University (MDX) Learning and Quality Enhancement Handbook (LQEH), Section 1: An Overview of quality assurance and enhancement activity at Middlesex-University.
• The UK Quality Code for Higher Education, Chapter B6
• The UK Quality Code for Higher Education, Chapter B9
• OfS Conditions B1 – B6
• UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
• Data Protection Act 1998
• UK QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:                        3.3

Approved on:              01 September 2023

Approved by:               Academic Board

Date of next review:   August 2024

Download: PRO_002 Academic Appeals_AY2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE AND SCOPE

1.1 This policy describes how the Academy of Contemporary Music (ACM) supports students who are engaging with and making use of the Student Complaints and Grievances. If you are not sure who to speak to, seek advice from the Student Hub at your campus or via studentsupport@acm.ac.uk.

1.2 This policy explains, in an open, transparent and accessible way, how ACM deals with student complaints and grievances.

1.3 Complaints against ACM made by students are treated seriously and, if found to be justified, are acted upon to ensure that our students’ interests are protected.

1.4 ACM is committed to providing a high-quality experience for each student and encourages all students report any cause for concern in a timely manner.

2. POLICY STATEMENT

Student grievances and complaints

2.1 The guiding principles are that complaints shall be:

1. treated seriously and with fairness;
2. dealt with promptly, sensitively and at the appropriate level of ACM;
3. treated consistently across ACM;
4. progressed through two stages – an informal stage and, if necessary, a formal stage;
5. dealt with and resolved, wherever possible, informally and with the least amount of disruption as is possible.
6. without prejudice to a student’s or group of students’ right to pursue remedies outside ACM and the awarding body, having exhausted ACM and/or the awarding body’s complaints procedures
7. In order to be considered, any student complaint must be submitted no more than six calendar months after the event or problem relating to the complaint.

2.2 The procedures detailed below are designed to manage all forms of student complaints. ACM reserves the right to refer student cases to be investigated under the Appeals Policy and Procedure if deemed appropriate.

2.3 These complaints procedures and any decisions made under them are not intended to give rise to legal rights, or obligations on ACM or its awarding bodies to pay compensation either in respect of a decision made pursuant to the procedures or for a breach of these procedures. This policy is intended to facilitate ACM to resolve grievances.

2.4 Complaints can only be accepted and acted on when received from the student themselves or, where the student is under 18 or deemed to be unable to act in their own interest, from the Parent or Guardian previously declared to ACM.

2.5 Students are strongly encouraged to provide ACM feedback to allow ACM the opportunity to act on the feedback at the earliest opportunity before raising a complaint. If after receiving feedback they still wish to seek further advice they should refer to the stages below:

1. Informal Complaint – Students should raise the complaint with the relevant team responsible to be invited to an in-depth discussion for early resolution. If unsure who to contact complaints@acm.ac.uk can assist students at this stage.
2. Formal Complaint – Students can submit a complaint form for a formal investigation of the issue, where they are not happy will all previous early resolution responses. This is submitted to complaints@acm.ac.uk The complaints panel will meet to review all formal complaints raised.
3. Validating body/ partner institution review – following the outcome of a formal appeal students may request a review by the validating body/ partner institution. Students can appeal the result at stage 3 of a formal complaint where they feel there was a material error in the way the complaint was processed. When the review has been concluded, the student will be issued with a Completion of Procedures (CoP) letter.
4. (HE students only) Following this, any student who is dissatisfied with the final decision on their case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: oiahe.org.uk.

2.7 Students must submit complaints within the timescale stated within the complaints procedure. If there is a delay in submitting a complaint, the complainant may be asked to explain the reason for the delay, and the delay may be grounds for the complaint to be rejected. If significant time has passed, it may be difficult and/or impossible for a fair and proper investigation of the circumstances and detail of the complaint.

2.8 If the student or applicant is not satisfied with the decision at the conclusion of ACM’s Formal stage or if the recommendations made at this stage are not implemented, they may appeal in the first instance to ACM’s awarding body for their programme, which will follow its own process, as noted in 2.9 below.

2.9 For information on the complaints policy of their relevant awarding body, students should refer to:

1. Degree students:
 Student Complaints and Grievance Procedures, Middlesex University Regulations
2. Diploma Students: University of the Arts London’s Student Complaints Procedures
3. Diploma Students, where a grievance relates to funding: East Surrey College Complaints Procedure

2.10 For applicants, decisions made by the awarding institution will be final, in line with their regulations.

2.11 For relatively minor queries or complaints, students and applicants are encouraged to raise them in the first instance to a relevant member of staff. The appropriate member of ACM staff may be able to resolve the issue without needing to make use of these Student Complaints and Grievances Policy, and corresponding Procedure.

Group Complaints

2.12  
ACM recognises that students may wish to lodge complaints collectively. In such instances students are asked to nominate one spokesperson with whom ACM staff will liaise to address the complaint. The spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. If Stage 1 does not satisfactorily address the complaint, the spokesperson should complete a written explanation of the complaint (either a report or via the Student Complaints Form), which should be agreed by the entire group before submission. Students may opt to have their elected Student Representative act as spokesperson for the group.

Possible Outcomes from an Upheld Complaint

2.13 Where a complaint is upheld, ACM may instigate in any one or a combination of the following resolutions

• A change in teaching content or teaching/support staff where applicable
• A partial or full refund of fees paid
• A opportunity for a student to repeat certain teaching without additional cost
• A altered date the student ceased study on a course.

3. POLICY OWNER

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance Team. The Student Complaints and Grievances Policy lead is:

• Quality Assurance and Enhancement Manager
• Quality Assurance qualityassurance@acm.ac.uk

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Quality Assurance and Enhancement Manager
• Student Services Manager
• Registry Manager
• Senior Management, including Executive Senior Management

4. SUPPORTING INFORMATION

4.1 Internal Documents

• Academic Appeals
• Academic Integrity
• Admissions
• Student Disciplinary
• Equality and Diversity

4.2 External Documents

• Middlesex University Regulations: Student complaints and grievance procedures
• University of the Arts, London: Student Complaint Procedures
• East Surrey College: Client Feedback Policy
• QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      3.0

Approved on:             03 September 2024

Approved by:             Academic Board

Next review due:      August 2025

Download Policy 003_Complaints and Grievances_AY2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Procedure 003: COMPLAINTS AND GRIEVANCES

1. PURPOSE

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of student complaints and grievances in relation to any aspects of their student experience, student services, administration, financial matters, and information for their programme of study.

1.2 This procedure aims to explain the reasonable due course which students are required to consider and follow when submitting a complaint or grievance.

1.3 This policy and procedure relates to students studying at ACM Guildford, ACM London and ACM Birmingham, on programmes validated by Middlesex University (HE) and University of the Arts London (FE).

2. PROCEDURE STATEMENT

2.1 ACM encourages all students to discuss any concerns that they may have at the earliest opportunity to avoid delays and unnecessary escalation of matters. Most issues can normally be resolved quickly at the local level, without going through the complaints and grievances procedures. Key points of contact if there is a concern are:

• Student Relations Officers (in campus reception areas) 
• Student Services (Hub), who will direct you to the department or information source
• Registry team, who will direct you to the department or regulations, policies and documentation registry@acm.ac.uk 
• If unsure who to contact, the Student Hub team studentsupport@acm.ac.uk can assist students at this stage.

2.2 ACM seeks to resolve all complaints and grievances in a timely manner through considered escalation of concerns as outlined in this procedure. Students that wish to lodge an appeal of an academic decision should refer to the Academic Appeals Policy and Procedure (POL 002).

Stage 1: Early Resolution

2.3 In the first instance students who wish to make a complaint should discuss it with the relevant team responsible to be invited to an in-depth discussion for early resolution. They will advise whether or not the complaint is best progressed through:

• An informal meeting or mediation;
• A Student Forum or Board of Studies (for concerns impacting a wider group/cohort);
• Consultation with specific persons who can resolve the problem (E.g. Tutor, Module Leader);
• Referral to an external agency, or
• Escalation to the Formal Stage 2

2.4 A student should, if possible, address their complaint to the member of staff most directly involved in the event leading to the complaint in order to give that person the opportunity to address the concerns.

2.5 If for any reason the student does not feel that this is possible, they should seek advice from the Student Hub team (studentsupport@acm.ac.uk) in order to identify an appropriate alternative mechanism of early resolution. 

2.6 Every effort will be made to resolve the complaint simply and quickly. The member of staff investigating the complaint may invite the student to a meeting to discuss the matter in an attempt to reach a resolution. The member of staff investigating shall discuss the complaint with the student and, with the student’s consent, engage anyone else involved, to see if the concern can be resolved through early resolution.

2.7 Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student in writing within 21 working days.  At the end of Stage 1, a student will be provided with a written response to their complaint, which will either:

• Detail the proposed resolution; OR
• If no resolution has been proposed, explain why the resolution has not been considered to be possible.

Stage 2: Formal Stage

2.8 If the student is dissatisfied with the outcome of Stage 1, they may opt to escalate the complaint to the second (formal) stage.  All formal complaints must be submitted in writing to complaints@acm.ac.uk within 21 working days of the informal stage having been completed. The student should complete the Complaints Form and attach all relevant supporting materials and evidence to support their complaint. Complaints that lack relevant supporting documentation may be dismissed or referred back to the student for further consideration.

2.9 The Quality Assurance team will acknowledge receipt of the complaint in writing and notify the student of the next steps within 7 working days of receiving the complaint. Student Engagement will assign the complaint to a senior member of ACM staff who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal panel.

2.10 If a Quality Assurance team member was involved in the case at Stage 1, they will nominate an appropriate alternative individual to take a lead on the case. If no appropriate individual can be found, the Student Engagement team may refer it to Registry, who will then assign the lead to an appropriate individual.

2.11 The lead investigator shall convene a panel of relevant staff to consider the case appropriately. They will consider the evidence, written or otherwise, and, if necessary, hold such discussions with the complainant and any other persons they deem appropriate in order to fully investigate the complaint.

2.12 The complaints panel will determine appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes. Where possible, complaints should normally take no longer than 21 working days to investigate from the acknowledgement being sent.

2.13 The lead investigator having fully investigated the complaint over a period not normally exceeding 21 working days from its receipt, shall decide whether:

• the complaint should be progressed through other procedures; or whether
• there is no reasonable justification for the complaint, in which case the complaint shall be terminated at this stage; or whether
• there is reasonable justification for the complaint.

2.14 The lead investigator shall:

• make their decision known in writing and sent to the student within 5 working days;
• recommend resolutions to any justifiable complaint which all parties involved in the complaint shall be invited to accept; and
• if the recommendations are agreed, shall take steps to ensure that they are implemented in full within the agreed time period.

2.15 The Quality Assurance team will:

• Inform the student and the members of staff or other students involved of the decision.
• Monitor the agreed resolutions to the complaint as necessary.
• The Quality Assurance team will seek confirmation from the student(s) that they are satisfied with the agreed outcome. 

Where a student is not satisfied with the outcome of the second stage, and where the complaint is related to the student’s academic programme, they may escalate their appeal to the formal stage 3.

2.16 Where a student is not satisfied with the outcome of the second stage, and where the complaint is not related to the student’s academic programme, students are not required to escalate the matter to ACM’s validating partner (as described in Stage 3 of this Procedure) and  may escalate their appeal to the Office of the Independent Adjudicator (OIA) for Higher Education. Where this is the case, ACM will make this clear in the Stage 2 outcome letter and will also issue a Completion of Procedures (COP) letter. Information and eligibility rules are available at: www.oiahe.org.uk

Stage 3: Validating Body/ Partner Institution Review

Middlesex University Provision

2.17 This section applies to students studying on the BA(Hons) Music Industry Practice programme or the BA(Hons) Creative Industry Futures programme or the MCCI or MA/MSc in Creative Industry Futures programme at ACM Guildford, ACM Birmingham or ACM London.

2.18 If a student considers that:

1. there has been a procedural irregularity in the investigation of a complaint regarding a matter related to their academic programme carried out by ACM;
2. new information has come to light, which the student was unable to disclose previously, and which would have had a material impact upon the investigation previously undertaken;
3. the decision reached was unreasonable based on the information that had been available to ACM when the case was considered,

they can request a review of the outcome of the investigation carried out by ACM, by completing a CPULR form (Collaborative Partner University Level Review).

2.19 The student is expected to submit the CPULR form and all supporting documentation within 21 working days of receiving written confirmation from ACM of the final outcome of ACM’s investigation. The CPULR form must be submitted to the Director of Affairs at Middlesex University.

2.20 The receipt of the CPULR form will normally be acknowledged within 7 working days, and ACM will be informed of the nature and substance of the complaint.

2.21 The CPULR form will be reviewed by the Director of Student Affairs or nominee. The University review will consider whether a) there has been a procedural irregularity in the investigation of the complaint by ACM, or b) any new evidence has come to light which would have had a material impact on the investigation. Discussion may be held with the student and/ or subject of the complaint and with members of staff involved in ACM’s investigation process.

2.22 Where possible, reviews should normally take no more than 21 working days to investigate from the acknowledgement being sent. The Director of Student Affairs or nominee will establish appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes.

2.23 The Director of Student Affairs or nominee will inform all parties of the proposed outcome of their investigation and give all parties the opportunity to comment. Following consideration of any comments, the Director of Student Affairs or nominee will communicate the outcome of the review, with reasons and in writing, to all parties within 21 working days.

Stage 4: (HE students only)

2.24 When the review has been concluded, the student will be issued with a Completion of Procedures (COP) letter. Following this, any student who is dissatisfied with the final decision on their case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: www.oiahe.org.uk.

University of the Arts London (UAL) Provision (FE)

2.25 This section applies to students on Level 2 and Level 3 provision at ACM whose complaints relate to their course/ award.

2.26 UAL will onIy consider a complaint from a student at a partner institution in circumstances where a student feels that there was a material or procedural error in the operation of ACM’s procedures, and the University Secretary and Registrar considers it fair and reasonable in all the circumstances to permit the complaint.

2.27 Students can find further information on UAL’s complaints procedure on their website (click here).

East Surrey College (FE)

2.28 This section applies to students on Level 2 and Level 3 provision at ACM whose complaints relate to funding.

2.29 Details on East Surrey College’s Concerns and Feedback procedure can be found on their website (click here).

Groups of Complainants

2.30 
ACM recognises that students may wish to lodge complaints collectively. In such instances students are asked to nominate one spokesperson with whom ACM staff will liaise to address the complaint. The spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. If Stage 1 does not satisfactorily address the complaint, the spokesperson should complete a written explanation of the complaint (either a report or via the Student Complaints Form), which should be agreed by the entire group before submission. Students may opt to have their elected Student Representative act as spokesperson for the group.

Student Progression

2.31 Until the complaint is concluded, the student:

• Will be allowed to continue their studies, except under circumstances where there is a disciplinary matter involved where the student has been suspended for their own or others’ safety;
• Must continue to meet attendance, engagement, and assessment requirements for the programme.

Student Progression

2.32 Until the complaint is concluded, the student:

• Will be allowed to continue their studies, except under circumstances where there is a disciplinary matter involved where the student has been suspended for their own or others safety,
• Must continue to meet attendance, engagement, and assessment requirements for the programme.

3. POLICY OWNER

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance Team. The Student Complaints and Grievances Procedure lead is:

• Quality Assurance and Enhancement Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Quality Assurance and Enhancement Manager or nominee
• Head of Student Services
• Registry Manager
• Senior Management, including Executive Senior Management

4. SUPPORTING INFORMATION

4.1 Internal Documents

• Academic Appeals
• Academic Integrity
• Admissions
• Student Disciplinary
• Equality and Diversity

4.2 External Documents

• Middlesex University Regulations: Student complaints and grievance procedures
• University of the Arts, London: Student Complaint Procedures
• East Surrey College: Client Feedback Policy
• QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints
• OfS Conditions B1 – B6

5. DOCUMENT HISTORY AND NEXT REVIEW

5.1 This procedure applies to Academic Year 2024-25

Download:                 Procedure 003 Complaints and Grievances AY2024-25

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 004: STUDENT CONDUCT AND DISCIPLINE

1.   Introduction 

1.1 Statement of Student Conduct – as an ACM student, you are expected to conduct yourself at all times in a manner which demonstrates respect for the institution, your fellow students and its staff. You are an ambassador for the institution, and you are expected to behave in a way that enhances the reputation of ACM and all of its students and graduates, and that is sensitive to our culturally diverse environment. You are encouraged, with the support of ACM, to engage actively in the learning process, to be fully committed to your studies and determined to succeed.

1.2 This policy describes the process ACM uses for dealing with incidents of misconduct. Within the rules, types of misconduct and consequences are described as the warning and sanction system. 

2.   Rationale for the Rules

2.1 These Rules are intended to provide fair and orderly procedures for maintaining reasonable student conduct and behaviour whilst enrolled at ACM. The rules and regulations of the institution, which require students to conduct themselves appropriately and which enable ACM to discipline students in the event of misconduct, form part of the terms of the contract between the parties, which students become a party to on enrolment to ACM. 

2.2 These Rules should also be read in conjunction with the Student Charter which sets out what a student can expect from ACM and what ACM expects of its students.

2.3 The Rules will be used to protect the right of all students to pursue argument, discussion and activities proper to their study in further and higher education, whichever is applicable to their status. All students are encouraged to participate in debate and in a wide range of activities, whether this is directly related to their own study programmes or to matters of wider community and public interest. Equally, all students are expected to respect the rights of others to study, to work and to participate freely in the life of the institution. This is consistent with ACM’s values, with the traditions of further and higher education, and with freedoms of speech and association in a democratic society.

2.4 ACM is committed to treating all students fairly and to not make presumptions prior to collating evidence. ACM recognises the various duties and obligations it has to all students, including applying the principles of natural justice, i.e. the right of students to a fair hearing before an impartial decision-maker or decision-makers. 

2.5 It is the intention of these Rules to encourage the development of mutual respect between all members of the ACM community. To this end, it is important that students exercise their rights responsibly and with respect for others, thereby contributing to the orderly running of the institution as a whole. This is the context in which these Rules and procedures should be read and used. 

2.6 The Rules are set out in clear stages so as to be a guide to students and to staff. Except in the case of serious offences, the penalties are intended to operate as a series of warnings. 

2.7 ACM seeks to process disciplinary cases in a timely manner through considered escalation of concerns as outlined in this procedure. Cases will normally be completed within 90 calendar days, including any appeal stage. If the normal timeframe needs to be extended, ACM will inform the student, explain why and update them regularly on its progress. 

3.   Types of Student Misconduct and Consequences 

3.1 The table below sets out the types of behaviours which ACM defines as non-academic misconduct. These are separated into misconduct against ACM, misconduct against property, misconduct against a person, and misconduct against the community. It is important to note the behaviours listed in the table are not exhaustive. 

3.2 ACM uses a system of sanctions (warning points) ranging from 0-4 to quantify the level of consequence as a result of the misconduct. The final column in the below table gives an indication of the range of the number of warning points such a behaviour is likely to carry. The number of warning points indicated next to the behaviour is for guidance purposes only as an indication to the gravity of the misconduct. Section 9 provides further information on the warning system. 

3.3 Table of types of misconduct and consequences 

*harassment – unwanted conduct which has the purpose or effect of either violating the claimant’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. 

3.4 Penalties are determined depending upon the gravity of the case and/or the ongoing nature of the misconduct. The greater the severity of the misconduct, the greater the number of warning points and the greater the severity of the penalty. The range of penalties available include: a formal warning, restrictions/conditions, a written apology, suspension or deregistration. 

3.5 Students shall inform Registry via registry@acm.ac.uk of changes to their term time and permanent addresses within seven days of any change to those addresses. 

4. Rationale and Scope of the Rules on Student Conduct and Discipline 

4.1 Action taken under these Rules shall supersede any action taken under any other rules relating to the conduct of those enrolled with ACM. 

4.2 Students accept, subject to their signed agreement as part of the enrolment process, that they will comply with the policies and procedures of ACM, and the academic regulations of ACM and, where applicable, its validating partners. 

4.3 Students shall observe all lawful regulations or directions in relation to their attendance and their studies which may be made or given by staff of ACM acting by authority of the Executive. Breach of the provisions of the Policies, Codes, Rules and Regulations of ACM or failure to comply with a previously imposed warning under this Code or any other Policies, Codes, Rules and Regulations of ACM may result in disciplinary action. 

4.4 Students shall observe all lawful regulations or directions in relation to the effective organisation and management of ACM, which may be made or given by staff of, or contractors to, the institution, acting on the authority of the Executive (for example, regulations or directions in relation to health and safety, the use of facilities, the use of computers, refreshments, entertainment events and the payment of fees and charges). 

4.5 The conduct covered within these Rules shall constitute misconduct if it takes place on ACM property or premises or elsewhere if the student concerned was involved in an ACM activity, was representing ACM or was present at that place by virtue of their status as a student of ACM, including any work placement. 

4.6 It shall also constitute misconduct in any location whatsoever if the actions bring or have potential to bring ACM into disrepute, through reputational damage or other harm.  

4.7 The Student Conduct and Discipline rules extend to alleged misconduct by a student occurring on or off ACM premises (including via social media) where the alleged victim is ACM itself, a student or employee of ACM or others visiting, working or studying at the institution and to alleged misconduct occurring during institution activities (including placements and field trips). 

4.8 ACM is committed to putting in place measures to ensure students are dealt with fairly and impartially. Part of this commitment includes the ability to bring representation to meetings under this policy, and our commitment to enable students to continue with their studies wherever possible. 

4.9 This policy/procedure relates to all ACM provisions, including at our London, Guildford and Birmingham campuses. 

4.10 Definitions 

(a) ‘Suspension’ is a temporary precautionary measure that refers to forbidding attendance at, or access to, any parts of ACM and any participation in ACM activities. The suspension may be subject to qualification, such as permission to attend for the purpose of assessment. The exact details of the exclusion will be specified in writing. 

(b) ‘Exclusion’ involves selective restriction on attendance at, or access to ACM, or forbidding carrying out the functions or duties of any office or committee membership in ACM or the Student Voice Committee. The exact details of the exclusion will be specified in writing. 

(c) ‘Deregistration’ involves the permanent withdrawal of the student from all activities concerned with ACM. 

(d) ‘Risk Assessment’ is an assessment carried out in accordance with section 4.13 below, to evaluate what if any risks there might be in allowing a former student to be readmitted to ACM for any course offered by the institution. 

(e) ‘Reporting’ student refers to the person who reports the alleged breach of the Student Conduct and Discipline rules. 

(f) ‘Reported’ student refers to the person who is alleged to have breached the Student Conduct and Discipline rules.

4.11 Evidence 

Evidence is: 

(a) any statement(s) and other supporting information received from the reporting student(s) or reporting party; 

(b) any statement(s) and other supporting information received from the reported student(s); 

(c) any statement(s) and other supporting information received from other witnesses.

Normally, unless the reporting student objects, their evidence will be shared with the reported student. If the reporting student does not wish to have their evidence shared, ACM will respect that decision and the report will then be viewed as an anonymous report, which may affect the investigation and the outcome. 

ACM does not consider character references as evidence. 

If the matter has been referred to the police, the reporting student should provide their crime reference number or CAD number within 10 working days of reporting the incident, to ACM. The reporting student should keep ACM updated on the police investigation. 

Failure to provide the requested information may result in ACM being unable to investigate the alleged non-academic misconduct. It is the responsibility of the reporting student to cooperate fully with ACM. 

4.12 Timeliness 

ACM will normally conclude the alleged non-academic misconduct within 90 calendar days of the start of the investigation stage. 

4.13 Readmission Risk Assessment 

(a) The Dean of Education (or nominee) will identify an appropriate panel of staff to carry out the Risk Assessment. 

(b) The panel’s evaluation will take into account all information that it considers is relevant to the Risk Assessment, including how serious the previous misconduct was. The panel may request a meeting with the former student, and/or other relevant individuals. The panel may decide the following outcomes when it has completed the Risk Assessment: 

• Conclude that there is no risk to the applicant being readmitted; 

• Reject the student’s application for admission based on the assessed risk(s) to admission, and the conclusion that the risks cannot be adequately managed if the student was readmitted. Such a decision is final; 

• Conclude that there are risks, but that the student may be readmitted taking into account actions that ACM can take to manage the risk. 

5   The Disciplinary Procedure

Stage 1: Early Resolution and Reporting 

5.1 Where a student engages in any activity which may constitute misconduct under the ACM’s Student Conduct and Discipline rules, the following procedures shall apply. 

5.2 Where issues concerning student conduct and behaviour arise in the day to day running of the institution, where possible, these issues are to be resolved at a local level by a member of staff or a contractor normally within 21 working days of the date of the incident. 

5.3 With respect to student conduct and behaviour in a learning or teaching environment, appropriate managers are empowered, on an individual basis, to issue a written warning (0 warning points). Managers do not have the authority, on an individual basis, to impose sanctions greater than 0 warning points. All sanctions greater than 0 warning points shall only be imposed by a disciplinary panel. 

5.4 If it is not possible and/or appropriate to deal with an issue at a local level or the issue concerns misconduct which appears to be actually or potentially serious i.e. is deemed to warrant a sanction greater than 0 warning points (warning letter), the matter shall be reported to the attention of the Complaints Investigatory team. 

5.5 If a concern is reported to the Complaints Investigatory team, the student will normally be informed of this. 

5.6 Depending on the nature of the concern and the information available, a decision will be made by the Executive Dean of Education (or nominee) on whether or not to suspend or exclude the student pending further investigation. A risk-based approach may be used to inform this decision. 

5.7 ACM is committed, where possible, to ensuring students can remain engaged in their studies whilst disciplinary proceedings are ongoing. 

5.8 ACM will consider any reasonable adjustments for investigatory meetings and disciplinary hearings if they are provided by the student not less than 24 hours prior to the meeting. 

5.9 Suspension/De-registration is most likely to be used only if the seriousness of the case warrants it.

5.10 A student who is suspended or excluded during an investigation into their conduct will have the opportunity to attend a suspension/exclusion review meeting. The panel will not normally enter into discussion about the substantive nature of the allegation with the student as this will be reserved for the Investigation stage of the Disciplinary process. A suspension/exclusion review meeting will normally take place within 5 working days from the date of their suspension/exclusion. In addition, the student may at any stage, request a review of the suspension/exclusion decision by the Dean of Education (for HE) or Principal of Further Education (for FE) (or their nominee) if there is a material change in circumstances.

5.11 At a suspension/exclusion review meeting, the panel will consider: 

• any relevant reports, documents and records; 
• the student’s response to the allegation; 
• any relevant witness statements; and 
• the seriousness (and frequency) of misconduct. 

It is the panel’s responsibility to determine the outcome of the suspension/exclusion review meeting and to decide one or more of the following options: 

• to lift suspension and take no further action; 
• to lift the suspension and impose exclusion conditions; 
• to keep the suspension/exclusion conditions in place, pending further investigation; 
• to progress to a disciplinary hearing. 

A risk-based approach may be used to inform any of the above outcomes.

5.12 Should the student not attend, the review panel shall continue in the student’s absence. The Dean of Education (for HE) or Principal of Further Education (for FE) (or their nominee) will contact the student in writing thereafter regarding the panel’s decision. 

5.13 When a concern is reported, the Complaints Investigatory team will progress the disciplinary process to Stage 2 and commence investigatory proceedings.

6   Stage 2: Investigation and Investigatory meeting

6.1 The Complaints Investigatory team will commence the investigation stage, which constitutes gathering information and collating evidence relating to the allegation of misconduct. 

6.2 Evidence is likely to be, but not exclusively, in the form of a written statement from the reported party/parties; statements from other parties, for example, from a member of staff; reports from, for example, Security; other forms of evidence, such as CCTV footage, emails, text messages, messaging on social media, mobile phone screenshots. In addition, a student may be invited to attend an investigatory meeting where they will be asked questions relating to the alleged misconduct and provided the opportunity to present their version of events. 

6.3 In the absence of a written statement from the reporting party and/or where permission to share a statement with other parties has not been given, the investigation can proceed on the basis of the evidence that is available. At the investigatory meeting, the investigatory officers may pose questions based on the available evidence (i.e. a statement that has not been shared). The reporting party will be advised that, in them not consenting to sharing a statement, the investigation may be impaired to a degree. Depending upon the severity of the case, investigations would normally be completed within 21 working days. Parties will be updated if the timescale cannot be adhered to. 

6.4 If an investigatory meeting is required, the student will be requested in writing to attend. The purpose of the investigatory meeting is for the student to answer questions pertaining to the alleged misconduct. 

6.5 At an investigatory meeting, students are entitled to be accompanied by a friend, parent, mentor, or other representative. Students under the age of 18 or adults at risk must be accompanied by their parents, guardians or adults who have a position of responsibility for the student’s welfare. Any other representation is not normally allowed except with express permission from the lead investigator or Chair of the Disciplinary panel. Legal representation is not permitted. 

6.6 Helping a student to speak for themselves during the disciplinary procedure and ensuring that they are heard is known as ‘advocacy’. It is the responsibility of ACM to ensure that a student is provided with appropriate support where it is needed. Students are encouraged to make use of the support and guidance of Student Services.

6.7 On conclusion of the investigatory proceedings, the Dean of Education (for HE) or the Principal of Further Education (for FE) (or nominee) shall consider the gravity of misconduct and determine the following (more than one may apply): 

• To take no further action; 
• To issue a written warning including sanctions; 
• To order the making good or restitution of damage or loss i.e. to impose a fine; 
• To exclude or suspend the student; 
• To set up a disciplinary panel. 

A risk-based approach may be used to inform any of the above outcomes. 

6.8 Further breaches of the Student Conduct & Discipline rules will be considered at a Disciplinary Panel.

7   Stage 3: Disciplinary Panel 

7.1 A disciplinary hearing is a meeting whereby a student will be required to discuss allegations against them in front of a panel and answer questions relating to the allegation of misconduct. 

7.2 The panel will be made up of stakeholders with the suitable expertise to fairly, impartially and carefully consider the case and will be comprised as follows: 

• Chair (Dean of Education or nominee)
• Education representative 
• Student Services representative (e.g. Safeguarding team member or Additional Needs and Disabilities Coordinator) 

7.3 The disciplinary panel will consider the evidence before it, including any statements that have been made and any evidence that has been submitted by the reported student at the investigatory meeting or in writing. 

7.4 At the disciplinary panel, the panel will consider: 

• the evidence presented before them; 
• the student’s response to the allegation; 
• any witness statements, including those provided to the panel in person; 
• and, the gravity (and frequency) of misconduct. 

It is the panel’s responsibility to determine  the outcome of the disciplinary hearing and to decide one or more of the following options: 

• to take no further action; 
• to issue a written warning including sanctions; 
• to order the making good or restitution of damage or loss 
• to exclude or suspend the student; 
• to revoke Alumni benefits; 
• to deregister the student. 

A risk-based approach may be used to inform any of the above outcomes. 

7.5 The student will normally be informed of the panel’s decision within 5 working days of the disciplinary hearing. 

7.6 Should the student choose not to attend the panel they have the right to provide representation in the form of a written statement. 

7.7 Should the student choose not to attend, the disciplinary panel shall continue in the student’s absence. The Director of Student Affairs (or nominee) will contact the student in writing thereafter regarding the panel’s decision. 

7.8 Meetings are not normally recorded. Should a recording of the meeting be required, it may take place only with the consent of all attendees. 

8   Stage 4: Appeal 

8.1 The student shall have the right of appeal to the Vice-Chancellor (or nominee) by submitting their appeal in writing within 10 working days, giving the grounds for the appeal, if: 

• The student is aggrieved by the decision reached at the investigatory stage (see section 6.5); 

• The student is aggrieved by the panel’s decision from a disciplinary hearing (see section 7.7); 

• The student is aggrieved by the decision to suspend or exclude (see section 5.11); 

• The student considers that the procedures were not followed properly; 

• The student has new material evidence that they were unable, for valid reasons, to provide earlier in the process; 

• There is bias or reasonable perception of bias during the procedure. 

8.2 If the Vice-Chancellor (or nominee) considers for any reason that the panel’s decision needs to be referred back for further consideration (for example, student provides new material evidence or there is evidence of bias during the disciplinary procedures) the Vice Chancellor or nominee may refer the matter back to the Dean of Education or nominee to consider the evidence and to decide whether or not it would result in a change to the outcome. 

8.3 The Vice-Chancellor (or nominee) may seek clarifications to enable them to make a decision on whether to uphold or amend the decision. The purpose of the clarifications would not be to consider any new evidence; rather, it would be to help the reviewer at the appeal stage to understand any information that exists that is not clearly understood by the reviewer. 

8.4 Working day refers to a day on which ACM is normally open: it does not include Saturday, Sunday, Bank Holidays or other designated periods of closure outside the academic terms. 

8.5 The Vice-Chancellor (or nominee) shall consider the appeal and shall decide whether to uphold or amend the decision made. The decision of the Vice-Chancellor or nominee shall be final. 

8.6 Following an appeal to the Vice-Chancellor (or nominee), these procedures will now be complete, opening the way for the student to approach the Office of the Independent Adjudicator (OIA). 

8.7 An appeal to the Office of the Independent Adjudicator should be made in writing to the address below within one year of the student receiving notification that the internal procedures of ACM (or validating partner, where applicable) have been completed. They should enclose a copy of ACM’s final decision (or validating partner’s final decision, where applicable) and state the reasons for seeking redress from the Higher Education Independent Adjudicator. 

Email enquiries may be sent to enquiries@oiahe.org.uk. The website address is www.oiahe.org.uk. 

9   Warning Points System 

9.1 Where a student’s behaviour is being considered by the Dean of Education (or their nominee), either at Stage 2: Investigation or Stage 3: Disciplinary hearing, then warning points may be used as a penalty (either alone or in combination with other penalties), if considered reasonable and proportionate in the circumstances. Warnings, where considered appropriate, are recorded according to the seriousness and nature of the behaviour. There is no requirement that ACM apply warnings where a warning is considered inappropriate to the circumstances and an alternative penalty is applied. 

9.2 Offences, for the purpose of warnings, fall into different levels of seriousness classified on a four-point scale: minor — serious — grave — suspension/deregistration. 

9.3 A guide to the type of warning which might be issued is provided in paragraph 3.4 ‘Table of types of misconduct and consequences’. However, this is only a guide and it is expected that the Dean of Education (or their nominee) will use their discretion and take into account the individual circumstances of each offence and vary the type of warning and/or penalty issued accordingly. 

9.4 Warnings recorded remain on the student record for the duration of the student’s enrolment at ACM. 

Accumulation of warnings 

9.5 Each level of warning is scored on a 0 to 4 basis as follows: 

Number of Warning Points: 

0  Written 

1  Minor 

2  Serious 

3  Grave 

4  Suspension and/or Deregistration  

9.6 Where the student has reached or exceeded 4 warning points on their student record, a decision about suspension, exclusion or deregistration must be made, and the student should normally be notified within two months after the most recent warning point is awarded. 

Relationship with other penalties / warnings 

9.7 ACM, independent of these Rules, separately has financial and other penalties which may be imposed such as library fines, use of facilities for which a charge is made, refusal to provide information required by law, reimbursement for loss or damage to ACM or personal property of staff, students or visitors, and whereby the use of facilities is regulated. Action taken by ACM under those arrangements does not automatically, but may, lead to reference to the Dean of Education (or their nominee) for consideration of a warning or for other action under the Rules on Student Conduct and Discipline, with any such warning to be additional to any of the foregoing penalties, charges or reimbursement. 

9.8 ACM may record the existence of warnings on any reference supplied.

9.9 If an applicant has had previous study terminated as a result of misconduct, the University reserves the right to not consider their application to any programme of study.

10   Misconduct which is also a criminal offence 

10.1 There may be instances where an alleged act of misconduct may also constitute a criminal offence. 

10.2 The nature and scope of the University’s internal disciplinary process and the nature and scope of a criminal process are fundamentally different. It is important to maintain a clear distinction between them: 

• Under the criminal process, the allegations will be treated as a potential criminal offence; under the disciplinary process, the allegations will be treated as a potential breach of discipline. 

• The criminal process is an external procedure. It deals with allegations that a student has committed a criminal act. The allegation has to be proven beyond reasonable doubt. A judge can impose a wide range of sanctions on an individual who is found to have committed a criminal offence, the most serious sanction being imprisonment. 

• The internal disciplinary process is a civil matter conducted internally at the institution. It is based upon an allegation that a student has breached the ACM’s rules and regulations. The allegation has to be proven on the balance of probabilities. The most serious sanction that can be applied is permanent expulsion from the institution (deregistration). 

• Any adverse finding in the criminal process could result in the student having a criminal record and that subsequently could have a serious, detrimental effect on the future of the individual concerned at ACM.

10.3 The criminal process takes priority. If the matter is being dealt with under the criminal process, then save for taking any necessary precautionary action, the disciplinary process will be suspended until the criminal process is at an end. In that way, the disciplinary process does not duplicate the criminal process. 

10.4 If the matter is not being dealt with under the criminal process or where the criminal process has concluded, then ACM will consider whether a breach of discipline has occurred and, if so, will consider the matter through ACM’s Student Conduct and Discipline procedure.

11   Procedures for Misconduct which may constitute a criminal offence 

Reporting Incidents 

11.1 Anyone can make a report of criminal activity to the police. Where the victim of a criminal offence is the reporting student, ACM will usually take the position that the decision to report a criminal offence is a matter for the reporting student. It is not the responsibility of ACM to inform a student about a police investigation. 

Precautionary Measures 

11.2 Where an offence under criminal law is reported to ACM, action under this Code will be deferred pending any police investigation or prosecution (the student will be required to provide ACM with a written update of any police investigation) save for taking any necessary precautionary measures: 

• to ensure that a full and proper investigation can be carried out (either by police or by an ACM investigator); and/or 

• to protect the reporting student or others while the allegation is being dealt with as part of a criminal process or a disciplinary process. 

Such precautionary measures would be considered by ACM at the point at which the reported student is made aware that a police investigation is being pursued. These measures would remain in place whilst the police investigation is ongoing. 

11.3 Precautionary measures may be put in place if they are reasonable and proportionate and may include: 

• Imposing conditions on the accused student (for example, requiring the accused student not to contact the reporting student and/or certain witnesses) 

• Suspending the accused student from his/her studies on a full, qualified or partial basis 

• Excluding the accused student (for example, prohibiting the accused student from attending certain ACM events or activities). 

11.4 ACM has the right to review a case if no information has been forthcoming from the student and/or the police regarding the progress of the case. ACM may come to a conclusion based on the evidence available. 

Criminal Investigation / Prosecution 

11.5 Where the offence under criminal law is reported to the police, action under this Code will be deferred pending any police investigation or prosecution. Where ACM makes a finding of misconduct and the student has also been sentenced by a criminal court in respect of the same facts, the court’s penalty shall be taken into consideration in determining any warning points under this Code. A risk-based approach may be used to assess whether a student may return to study.

Disciplinary Investigation / Charge 

11.6 If the reporting student will not report the matter to the police or will not cooperate in their enquiries, or the accused student is acquitted following a criminal process, ACM will consider the matter as a potential breach of student conduct and will consider sanctions. Only in exceptional circumstances will ACM report an alleged crime to the police contrary to the wishes of the reporting student. 

11.7 Depending on the nature of the concern, ACM will refer the misconduct which constitutes a criminal offence to the police. 

11.8 Sanctions for misconduct involving an illegal act include the following: 

• Consumption of and/or possession of illegal substances on ACM premises or at an ACM event or activity (0-2 Warning Points) 

• Dealing illegal substances on ACM premises or at an ACM event or activity (4 Warning Points)

Supporting Students 

11.9 ACM will make available appropriate assistance and relevant information and support to all students involved in disciplinary matters which may constitute a criminal offence, from the time when the incident is first reported to ACM up until the time when the relevant criminal and/or disciplinary process has been concluded and, in some cases, beyond that.

11.10 In cases involving allegations made by one student against another student, ACM will afford the same duties and obligations to both students so as to ensure both are treated fairly. Due regard will be taken, for example, to exercise a duty of care, apply the principles of natural justice, i.e. the right to a fair hearing before an impartial decision-maker, comply with equality law duties and uphold human rights and freedom of speech. 

11.11 It is ACM’s priority to ensure, where possible, that the disciplinary process does not impinge a student’s academic studies. This may mean, for example, the implementation of no-go areas on the ACM campus, in place of suspending a student. 

11.12 Advice and support is available to all students involved in disciplinary matters, in which they may reach out to the ACM’s Student Support services, such as the wellbeing or safeguarding teams. These teams are available at wellbeing@acm.ac.uk and safeguarding@acm.ac.uk 

12. DOCUMENT HISTORY AND REVIEW

Download this document: Student Conduct and Discipline 2024-25

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Policy 007: Academic Integrity

1 Introduction

a) The Academy of Contemporary Music (ACM) is committed to operating in an ethical way in every area to ensure the highest possible standards of decision-making and accountability. 

b) ACM believes it is essential for students to develop a professional and ethically-informed skill-set based on the fundamental values of trust, honesty and integrity. This is because being able to work in a professional and ethical way is a highly valued graduate attribute. As part of this development it is fundamental that our students know how to learn from and acknowledge others’ work in the process of creating their own unique pieces of work – and to be truthful about their own contribution. 

c) ACM recognises that academic integrity is a set of learned skills, with honesty, fairness and respect for others and their work at the core. ACM will support and guide students to learn the necessary skills through education and reinforcement of learning, the promotion of core values, policies that enable and the appropriate use of technology. 

d) In order to demonstrate academic integrity, students must produce their own work, acknowledging explicitly any material that has been included from other sources or legitimate collaboration. Students must also present their own findings, conclusions or data based on appropriate and ethical practice. 

e) It is a student’s responsibility to familiarise themself with the academic conventions and practices applicable to the course on which they are registered. It will be the responsibility of students to ensure that the work they submit for assessment is entirely their own, or in the case of group work the group’s own, and that they observe all Regulations, Procedures and instructions governing assessments. 

f) It is the responsibility of each individual student when submitting an assessment item to ensure that the work which they are submitting is the work which they wish to be assessed. 

g) Students must have ethical approval for their project/dissertation, which cannot be gained retrospectively. Failure to do so may result in failure of the work. Refer to ACM’s Research Ethics Policy for details regarding requirements for ethical approval. 

h) Academic misconduct is a breach of the values of academic integrity and can occur when a student cheats in an assessment or attempts to deliberately mislead an examiner that the work presented is their own when it is not. It includes, but is not limited to, plagiarism, commissioning or buying work from a third party or copying the work of others, unauthorised and/or unacknowledged use of artificial intelligence in a piece of work submitted for grading. 

i) If a third party or anonymous whistleblower reports that there has been academic misconduct by a student of ACM, ACM may decide to investigate the allegations. 

j) ACM will take action against any student who breaches the regulations surrounding academic integrity through negligence, foolishness or deliberate intent in any form of assessment. 

k) This policy and procedure is concerned with the actions of students and not their intentions. An excuse of “not intending to” is not an acceptable defence. 

l) In all cases of alleged academic misconduct and cheating, students will be treated as innocent until a case against them has been investigated and upheld. 

m) A finding that academic misconduct has occurred is a judgement based on available evidence, the standard of proof being the balance of probability. 

n) These Procedures should be read in conjunction with the Student Terms and Conditions  – (Section 7) for Academic Integrity. 

2 Aims and Purpose 

This policy is designed to support staff and students to embed good practice and develop methods for enhancing Academic Integrity. Its aims are to:

a) ensure fair and equal treatment of all students when considering whether academic integrity has been breached.

b) make clear the types of behaviours that are considered to be academic misconduct. 

c) set out the penalties for academic misconduct and cheating.

d) describe the procedures by which allegations of academic misconduct and cheating will be investigated and determined.

e) create a culture of enhancement, seeking to learn from cases of academic misconduct.

f) uphold fairness, consistency and natural justice in the treatment of the student body as a whole. 

3 Principles 

The following principles underpin ACM’s approach to Academic Integrity: 

a) ACM treats the decision as to whether minor errors, poor academic practice or unfair and/or dishonest academic misconduct has taken place as a matter for academic judgement and the penalties applied will vary according to the individual case and the seriousness of the offence. 

b) This policy and procedure applies to all work submitted for the Foundation, Undergraduate and Postgraduate degree programmes and will include all assessment items, including research proposals and theses. 

c) Cases of plagiarism at all levels due to poor referencing, paraphrasing and unintentional mistakes in the form and frequency of citations in text, where deception does not appear to be the intention, will be considered as Poor Academic Practice and marked accordingly. 

d) ACM recognises that undergraduate students who are new to Higher Education (for example, Foundation students and students at FHEQ Level 4) may need some time to learn how to acknowledge sources properly. ACM’s response to signs of academic misconduct at FHEQ Level 4 will be to educate students in regard to appropriate academic practice and academic integrity rather than to penalise unacceptable academic practice. This applies to plagiarism, self-plagiarism and collusion (except collusion in an online examination) only. It does not apply to other forms of academic misconduct where penalties will immediately apply. 

e) If academic misconduct is suspected in relation to work submitted by a student, in the interest of helping students to avoid continued acts, cases should be investigated as soon as possible and within one month of submission of the work. However, ACM will exercise its own judgement in cases that come to its attention and reserves the right to investigate cases where academic misconduct appears to have taken place more than one month previously. 

f) Cases of suspected academic misconduct should be evidenced and documented before the appropriate procedure is instigated. Where appropriate a Viva should be conducted to demonstrate the student’s understanding of the subject matter. 

g) Taught students will receive notification from the marker that their work is under investigation for Academic Misconduct in place of a provisional grade for the work submitted. A Holding Grade of U will be recorded in the student record. 

4 Allegations of Academic Misconduct (Third party Reporting)

a) Third parties include (i) students of ACM (current or former students) reporting misconduct by another student, or (ii) members of the public, or (iii) anonymous reporters. 

b) If a third party reports that academic misconduct has been committed by a student of ACM, ACM may decide to investigate the allegations, taking into account the nature of the academic misconduct, any evidence provided by the reporting third party and any other supporting evidence obtained from sources independent of the reporting third party. 

c) ACM will not (unless the law permits) report any details about the investigation undertaken and the outcome of the investigation to the reporting third party, as such information will include the personal information of other individuals including of the student who is being investigated, and such information must remain confidential to comply with Data Protection law, and other duties of confidentiality that ACM may have in relation to the student being investigated and other individuals. 

d) If a reporting third party insists on remaining anonymous, ACM may not be able to rely on the anonymous information as evidence of academic misconduct, as under the data protection legislation and other legal rights that protect individuals faced with allegations against them, the accused person will have a right to know what information others hold about them and how they obtained such information, as this is information relating to them and is therefore their personal data. 

e) If a reporting third party consents to their identity being disclosed to the student who has allegedly committed academic misconduct, ACM may consider any precautionary measures that need to be put in place to safeguard the reporting person or anyone else involved, in consultation with the individuals to be safeguarded.

f) If ACM cannot investigate an anonymous report, we may use the information to better understand the issues impacting our community, to understand trends, and to inform proactive preventive work. 

5 Definitions of Types of Academic Misconduct

Academic misconduct (cheating and unethical practices) in assessments is where a student gains, seeks, attempts or intends to gain advantage in relation to assessments or to aid another to gain such an advantage by unfair or improper means. The following list provides examples of misconduct, but is not exhaustive. 

a) Minor Errors/Poor Academic Practice 

Minor errors arise when a student has attempted to adopt academically acceptable practices but has failed to do so accurately or fully, producing work that is unduly derivative or which fails to recognise sources. Examples include forgetting to insert quotation marks, minor mistakes in referencing or citation, gaps in the bibliography or reference list, non- compliance with some aspects of presentation guidelines. Work will be marked down for an over-reliance on external sources or for being overly derivative.

b) Cheating in examinations or tests 

Breaching the Examination Room Rules for Candidates (Section K). This includes assessments that are taken ‘in-class’, ‘online’ or any other form of summative examination. 

c) Collusion 

Collusion occurs when, unless with official approval (e.g. in the case of group projects), two or more students consciously collaborate in the preparation and production of work which is ultimately submitted by each in an identical or substantially similar form and/or is represented by each to be the product of individual efforts. Examinations and Online timed assessments that contain similar work will be treated as collusion. Collusion also occurs where there is unauthorised co-operation between a student and another person in the preparation and production of work which is presented as the student’s own. This includes when one student produces work and allows another student to copy it – both students will be culpable. If both students submit the work in the same submission period, even at different times, both students will be deemed to have colluded.

Collusion can also be the act of one student presenting a piece of work as their own independent work when the work was undertaken by a group. With group work, where individual members submit parts of the total assignment, each member of a group must take responsibility for checking the legitimacy of the work submitted in their name. If even part of the work is found to contain academic misconduct, penalties will normally be imposed on all group members equally. 

Peer review of each other’s work or discussing an assignment can be helpful. However, students should be wary of falling into an act of collusion by actually producing/writing parts of an assignment for their peer/friend or giving them access to the work.

d) Copying 

Copying occurs when a student consciously presents as their own work material copied directly from a fellow student or other person without their knowledge. It includes the passing off of another’s intellectual property, not in the public domain, as one’s own. It differs from collusion in that the originator of the copied work is not aware of, or party to, the copying. Copying of work from published sources would be dealt with as plagiarism.

e) Dishonest Use of Data: Fabricating or falsifying data or using without permission another person’s work 

Fabricating or falsifying data to include presenting work that has not taken place. This includes laboratory reports or projects based on experimental or field work. It may also include falsifying attendance sheets for placements where this is part of the assessment requirements.

f) Requirement for Ethical Approval 

Failure to gain ethical approval through ACM’s ethical approval processes prior to beginning research, or where the student makes a major deviation from any approved research without gaining additional ethical approval, may result in failure of the work. Refer to ACM’s Research Ethics Policy for details regarding requirements for ethical approval.

g) False declarations 

False declarations and evidence presented in order to receive special consideration by Assessment Boards, including extensions, deferrals and requests for exemption from work. False declarations may be handled under ACM’s Student Conduct and Disciplinary procedure. It will be made clear to students where this is the case. 

h) Plagiarism – Passing off someone else’s work, whether intentionally or unintentionally, as your own 

Plagiarism occurs when a student misrepresents, as their own work, work in the public domain, written or otherwise, of any other person (including another student) or of any institution. Examples of forms of plagiarism include:

a) the verbatim (word for word) copying of another’s work without appropriate and correctly presented acknowledgement and citation of the source. 

b) the close paraphrasing of another’s work by simply changing a few words or altering the order of presentation, without appropriate and correctly presented acknowledgement and citation of the source.

• Sham Paraphrasing: When someone copies text, word for word from a source, references the work but does not place it in quotation marks so it appears to be paraphrased.  
• Illicit paraphrasing: When someone paraphrases text from a source but does not acknowledge the source.

c) failure to reference appropriately or to adequately identify the source of material used:

• Concealing sources: If a student cites a piece of work from a source more than once they must reference it each time. No matter how many times they refer back to the source they must acknowledge the source, even if it is in the very next paragraph.
• Fake Referencing: To make up quotations and/or supply fake citations. The fake citation can be either completely fabricated or reference a real source (book, journal, or website) which contains no such article or words that have supposedly been used or to imply that books and/or journals have been used by copying citations from the work of other authors when they have not.  
• Secondary referencing: To mention someone’s work which has been referred to in a document a student has read, even though the student hasn’t read the original piece of work themselves. When a student compiles their reference list students must only include the document(s) read by the student.

d) the deliberate and detailed presentation of another’s concept as one’s own.

i) Self-plagiarism 

Self-plagiarism, also called auto-plagiarism, is when a student submits the same piece of work, or substantial part thereof, for assessment more than once for graded credit without acknowledging what they are doing by citing the original content. It will be regarded as Self-plagiarism unless the original piece of work is appropriately referenced in the new submission. 

j) Purchasing or Commissioning 

Purchasing or commissioning is either attempting to purchase or purchasing work for an assessment including, for example, from the internet, or attempting to commission, or commissioning someone else to complete an assessment. Essay mills are now illegal entities, and use of them is facilitating an illegal activity. 

For assessments at all levels, the commissioning of proof-reading where this substantially alters the content of the original work, whether this is from a commercial provider or a personal contact, falls under this definition and is considered academic misconduct. 

k) Deliberate attempt to gain advantage by unfair or improper means

Trying to deceive specialist text checking software (e.g. Turnitin) by, for example, using text replacement tools, images in documents instead of text, submitting documents in an alternative format than that stipulated by the assessor. 

l) Use of Artificial Intelligence 

Unauthorised use of artificial intelligence in a piece of work submitted for grading. Content generated by artificial intelligence and not cited or referenced, giving the impression that the content is the student’s own original work. 

6 Appropriate Academic Conduct 

Academic Staff are responsible for informing students: 

a) Students are only permitted to submit their own original work for assessments. 

b) Students should not allow others to see the text they have produced for their assignments and should exercise caution about sharing their ideas and draft copies with other students.

c) Students should not allow others access to electronic versions of their work. 

d) Students should take care to ensure the originality of their own assessment submissions and should always be able to demonstrate that work is their own and correctly sourced and referenced, including declarations of where and how AI was used, where necessary. 

7 Policy Document Responsible Parties

a) The policy lead is responsible for the cyclical monitoring and review of this policy in liaison with the Quality Assurance and Enhancement Manager. The Academic Integrity policy lead is: 

• Head of Quality and Standards 

b) Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff: 

• Group Lead on Student Experience 
• Head of Quality and Standards 
• Quality Assurance and Enhancement Manager 
• Pathway Leaders

8 References 

a) Internal references: 

• Deferral of Assessment Policy and Procedure 
• Student Disciplinary Policy and Procedure 
• Student Disciplinary Appeals Policy and Procedure 

b) External references: 

• Middlesex University Regulations, Part F: Academic Honesty 
• Middlesex University Regulations 2024-25 ‘Student Conduct and Discipline’ 
• Office for Students (OfS): Regulatory Framework for Higher Education in England 
• OfS Conditions B2 and B4 
• QAA Quality Code, Chapter B4: Enabling Student Development and Achievement 
• QAA Quality Code, Chapter B6: Assessment of Students and Recognition of Prior Learning Supporting Academic Integrity: Approaches and Resources for Higher Education, HEA JISC

9 Date of Approval and Next Review 

a) This policy applies to Academic Year 2024-25

Download this policy: POL_007_Academic Integrity_2024-25

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Policy 006: EXTENUATING CIRCUMSTANCES 

1. PURPOSE 

1.1 This policy is designed to support students whose learning has been adversely affected by circumstances that are unforeseen, exceptional and outside the control of the student. Its aims are to: 

• Ensure fair and equal treatment of all students when considering their extenuating circumstances and determining how best to support them; 
• Make clear the types of adverse factors that ACM shall consider as extenuating circumstances; 
• Create a culture of enhancement seeking to learn from extenuating circumstances and improve the student experience, including through appropriate training for decision-makers; 
• Ensure clarity in language and process; 
• Uphold fairness, consistency and natural justice in the treatment of the student body as a whole, as well as for particular individuals including by: 

                ○ Ensuring decisions are taken by those without conflicts of interest; 

                ○ Ensuring that students are neither disadvantaged nor overly advantaged as a result of the process; 

• Maintain awareness through collaboration with support services (academic and welfare), targeted local campaigns, and visible and accessible central information highlighted to students at relevant key points in the academic year.

2. POLICY DETAILS 

2.1 The following principles underpin ACM’s approach to extenuating circumstances (Middlesex University Regulations D8.2): 

• No student shall be put in a position of unfair advantage over other candidates; the aim should be to enable all students to be assessed on equal terms. 
• All work submitted by students for assessment shall be graded on its merits without consideration of any extenuating circumstances known to the marker. Extenuating circumstances will not be used by the ACM Assessment Board to alter the grades of students. 
• Students must submit extenuating circumstances with appropriate, dated documentary evidence, by the specified deadline as per the published guidance. Extenuating circumstances submitted after the deadline specified will normally be considered only if the student was unable or, for valid reasons, unwilling to disclose them before the deadline and submit documentary evidence to support this. 
• Extenuating Circumstances will be considered by Panels, or its delegated nominee, convened on behalf of the ACM Assessment Board who may make a decision based on the published guidance.
• The outcomes of the extenuating circumstances panel, which may include an agreed extension to a coursework deadline or deferral of assessment to the next opportunity, will be provided to the Assessment Board to support their decision making: 

                     ○ In considering whether a student may progress to the next stage of the programme; 

                     ○ In determining the classification for a qualification where the student is borderline or there are conflicting classifications in the profiles of grades;

                     ○ Consideration for an aegrotat award. 

• Normally, extenuating circumstances shall not be taken into account where the circumstances have already been allowed for (for example, by Reasonable Adjustments (see ACM’s Reasonable Adjustments Policy)). Reasonable adjustments should be agreed at enrolment in cases of known disability and in any case agreed with the student before an assessment period begins. 

2.2 The following are not normally considered to be acceptable extenuating circumstances: 

                   (a) Alleged medical conditions without appropriate, dated supporting evidence; 

                   (b) Alleged medical conditions without contemporaneous evidence or sufficiently detailed subsequent evidence; 

                   (c) Social activities; 

                   (d) Temporary self-induced conditions; 

                   (e) Minor ailments and other conditions; 

                   (f) Foreseeable responsibilities associated with pregnancy

                   (g) Examination stress; 

                   (h) Domestic or personal disruptions which could have been anticipated or planned; (i) Study-related (including computer difficulties, losing work not backed up etc.); 

                   (j) Examination conditions. 

Further details on the circumstances which are and are not considered to be acceptable can be found in the Extenuating Circumstances Procedure. 

2.3 Only formal extenuating circumstances applications submitted via the Extenuating Circumstances Google form will be accepted. This can be found on the Assessment Module on Canvas, and can also be provided by a Student Relations Officer. 

2.4 The ACM Assessment Board and Finalist Examination Boards may consider the full history of summarised extenuating circumstances, as recommended by the Extenuating Circumstances Panel. Where necessary, the Chair or Clerk will obtain the original evidence from the Programme Team prior to the commencement of the Board. 

2.5 Students taking part in an assessment by attending a live assessment or submitting work for an assessment are declaring themselves well enough to do so and are therefore ‘Fit to Sit.’ If you experience disruption to your studies prior to the assessment (e.g. due to personal difficulties, crime, bereavement, illness etc.) you must think carefully about whether you should attempt the assessment or whether you should apply for an extension or deferral. A request for additional consideration relating to the submitted assessment will not normally be granted. 

2.6 Examples of the potential outcomes of an Extenuating Circumstances request are as follows: 

• Upheld – 14-day extension under self-certification; 
• Upheld – 14-day extension;
• Upheld – deferral to next assessment period (with supporting evidence only); 
• Upheld with Action – candidate for Reasonable Adjustments; 
• Not Upheld – request for further supporting documentation; 
• Not Upheld – no grounds for Extenuating Circumstances. 

2.7 In order for an assessment to be deferred to the next assessment opportunity, a student must submit an Extenuating Circumstances form with contemporary, relevant supporting documentation. For example, if the application states that the student is suffering with a significant medical issue, a letter from their GP would be required. 

2.8 ACM considers it to be unreasonable, in some cases of illness that do not require medical attention, to request a medical note as supporting evidence for an extenuating circumstances application. In these cases, students may self-certify illness for up to 14 days. 

2.9 Self-certification for digital submissions will only be considered for illnesses within 4 weeks of the assessment deadline. Self-certification will not be accepted for illnesses affecting the student for longer than 7 days, in which case the student will be subject to the items outlined in section 2 of this policy. 

2.10 Self-certified extenuating circumstances applications must be submitted using the Extenuating Circumstances request form and will be considered by the Chair of the Extenuating Circumstances Panel. 

2.11 Where self-certified extenuating circumstances are approved, the student will be awarded until the end of the late window 14 days after the original assessment deadline) to submit the assessment for the module affected by extenuating circumstances. For practical assessments and written exams, the student will be required to sit these at the next available opportunity. 

2.12 Students can self-certify an extenuating circumstances application no more than twice in an academic year. Further requests to self-certify will incur the implementation of ACM’s Fitness to Study Policy. 

2.13 Where applications, including self-certified applications, are found to have been fraudulent, disciplinary action in line with ACM’s Student Disciplinary Policy may be taken. 

4. POLICY SCOPE 

4.1 This Policy applies to students studying on the Foundation Year, and FHEQ Levels 4, 5, 6 and 7 at all ACM campuses. 

5. RELATED POLICIES 

• Academic Appeals Policy 
• Student Complaints and Grievances Policy 
• Equality and Diversity Policy 
• Fitness to Study Policy 
• Student Disciplinary Policy 

6. POLICY OWNER 

6.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

7. PROCEDURES 

7.1 The procedures that accompany this Policy can be found at: acm.ac.uk/policies

      8. EXHIBITS/APPENDICES/FORMS 

8.1 The Extenuating Circumstances Form can be found here: https://docs.google.com/forms/d/e/1FAIpQLSeuHkDtN6Phx5EX-73KdBGTlDbiG987KDtgIdPuPBqt1M87Ig/viewform

9. SUPPORTING INFORMATION 

• QAA Quality Code 
• OIA Good Practice Framework 
• Middlesex University Regulations 
• ACM Extenuating Circumstances Policy

10. DOCUMENT HISTORY AND NEXT REVIEW 

Version: 3.2

Approved on: 01 September 2023

Approved by: Academic Board

Date of next review: August 2024

Download: POL_006 Extenuating Circumstances_202309

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Procedure 006: Extenuating Circumstances

1. Introduction

1.1 This Procedure describes how the Academy of Contemporary Music (ACM) considers formal Extenuating Circumstances claims in relation to the outcome of a student’s summative assessment  and overall programme/award/classification outcomes.

1.2 This Policy applies to students studying on the Foundation Year, and FHEQ Levels 4, 5, 6 and 7 at all ACM campuses.

2. Procedure

2.1 Students requesting consideration of Extenuating Circumstances are required to complete and submit the online Extenuating Circumstances form before the assessment deadline.

2.2 Once the online form has been submitted, students will be contacted with instructions on submitting the supporting documentation required. Details of the types of documentation required can be found in Appendix A.

2.3 Students may request the consideration of Extenuating Circumstances for the following reasons:

• Illness (mental or physical) or Injury
• Bereavement
• Victim of a criminal offence
• Public transport delays of over 1 hour
• Private transport issues
• Personal/ family/ wellbeing difficulties

2.4 If an extenuating circumstances request is received after the given deadline, without good reason, it will not normally be accepted.

2.5 All extenuating circumstances requests are considered by the Extenuating Circumstances Panel (ECP) or the designated nominee.

2.6 The ECP or designated nominee will consider the requests, on a prima facie case, to either approve or decline the applications.

2.7 The ECP or designated nominee will not make an academic judgment regarding submissions, resubmissions or possible conceded passing grades.

2.8 Students will normally receive a decision on the outcome of their Extenuating Circumstances request ahead of the assessment deadline. If the case is more complex and requires extensive discussion, it may take longer to communicate an outcome with the student. Where this is the case, the student will be kept up to date with the progress of their application. Students should be aware that by submitting work for assessment they are declaring themselves ‘Fit to sit.’

2.9 In the event that an extenuating circumstances request is not upheld, and the student feels there has been a material or procedural error in the operation of this procedure, or implementation of the relating policy, the student can be referred to ACM’s Student Complaints and Grievances Policy.

Fitness to Study

2.10 Upon presentation of pro forma, rationale and evidence, and where the Panel considers that there is a compelling and significant need, the Panel may action relevant stakeholders to engage the student in the Fitness to Study procedures.

Reasonable Adjustments

2.11 Students who have a long term condition or learning need which significantly impacts their ability to submit summative assessment work or otherwise complete summative assessment work throughout their candidature should be engaged with Reasonable Adjustments procedures.  By virtue of their long term needs, students should be supported outside the Extenuating Circumstances procedures, and should be engaged with completing an Individual Learner Arrangement (ILA), which clearly and transparently articulates any adjustments to assessment modes or deadlines throughout their time with ACM.

2.12  In cases where the ECP or designated nominee considers that the student would be appropriately supported through long term reasonable adjustments, an action may be given for the student, Intervention Officer, Additional Needs and Disability Manager or equivalent and/ or other member of Student Services staff to convene to mutually agree the adjustments to be applied.

3. Responsible Parties

3.1 This Policy is under the responsibility of the Quality & Standards Committee. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

4. Related Documentation

• Extenuating Circumstances Policy
• Academic Appeals Policy
• Learning, Teaching, Assessment and Attainment Policy
• Equality and Diversity Policy
• Fitness To Study Policy

5. Date of Approval and Next Review

Version:                        3.2

Approved on:                 01 September 2023

Approved by:                 Academic Board

Date of next review:      August 2024

Download: PRO_006_Extenuating Circumstances_202309

Appendix A: Supporting Documentation

Policy 008: Equality and Diversity

1. Purpose and Scope

1.1. This policy describes the way in which ACM approaches matters relating to student and staff equality and diversity.

1.2. This policy outlines the steps taken to ensure due consideration is taken to the embedding of a culture at ACM which is sensitive, inclusive and mindful of its stakeholders differing needs and expectations in relation to equality and diversity.

2. Policy Statement

Equality and Diversity

2.1. The Academy of Contemporary Music (ACM) aims to ensure that no one is treated less favourably than another on the grounds of gender, race, nationality, ethnic or national origin, religious or political beliefs, disability, marital status, social background, family circumstance, sexual orientation, gender reassignment, spent criminal convictions, age or for any other unlawful reason.

2.2 ACM recognises and encourages the valuable and enriching contribution of all who work within ACM and the rights of all individuals who come into contact with ACM, such as prospective students and other stakeholders.

2.3 This policy provides ACM’s overarching vision, values and commitments in relation to equality and diversity. It has been written to reflect changes in equality legislation including the Equality Act 2010.

2.4 At ACM we are committed to advancing equality of opportunity, respecting and celebrating differences, eliminating discrimination, harassment and victimisation and fostering good relations between all who work or learn at ACM, or use our services. We recognise that all have a right to equality of opportunity regardless of the nine characteristics covered by the Act:

• Race
• Disability
• Gender
• Age
• Sexual Orientation
• Religion and belief
• Gender Reassignment
• Pregnancy/maternity
• Marriage/civil partnership

2.5 Other aspects of a person’s identity, background or circumstances can cause them to experience discrimination, for example a person’s socio economic status, class or background. ACM is committed to advancing equality and eliminating discrimination on these and other grounds. 

The Student Experience

2.6 ACM  is committed to:

• Ensuring and promoting equality through teaching and learning, and also in the selection, enrolment, assessment and progression of students.
• Providing appropriate student support and guidance which reflects the diversity of students’ needs both pre-entry and on-course. This means that no student will receive less favourable treatment on the basis of their protected characteristics.
• Support and guidance for students will be linked to their particular needs. It also means that ACM aims to promote equal respect for all people, to challenge prejudice and to prepare students to work in a multicultural and diverse society.
• Ensuring equality of opportunity for all under-represented groups of students through an up to date and regularly reviewed Access and Participation Plan (APP) 

Principles

2.7 This Policy is underpinned by principles to which all ACM students and stakeholders should adhere, namely:

• To create an environment in which individual differences and the contributions of all our staff and students are recognized and valued.
• That successful implementation of the Policy is the responsibility of all ACM students and stakeholders.
• That all students and other stakeholders of ACM will be treated with fairness, respect and sensitivity.
• To aim to create and maintain a working and learning environment where all stakeholders will have the opportunity to fully participate in order to achieve their full potential in a climate free from discrimination, bullying or harassment.

2.8 Breaches of this Policy will be regarded as misconduct and could lead to disciplinary proceedings.

2.9 The Equality Act recognises the following types of discrimination:

• Direct discrimination, including associative and perception of discrimination.
• Indirect discrimination
• Harassment
• Victimization
• Discrimination arising from disability
• Failure to make reasonable adjustments

2.10 This policy applies to all students and visitors to ACM. Where students are working at premises other than ACM locations, they will be subject to the policy.

2.11 This policy covers all behavior by the individual including online platforms such as the Virtual Learning Environment, email, communications channels, distribution media and platforms and across any social media.

Implementation

2.12 The Equality Act 2010 introduced a Public Sector Equality Duty, in force from April 2010, which requires ACM to give due regard to:

• Eliminating discrimination, harassment or victimisation.
• Advancing equality of opportunity.
• Fostering good relations.

2.13 Implementation of this policy is managed via ACM, School and Department plans which will take account of ACM’s commitment to Equality and Diversity and seek to implement its provisions.

2.14 ACM will ensure that its strategic plan has a commitment to equality and diversity; that they receive and review reports on student equality, diversity and widening participation, that they agree relevant equality targets and impact measures and monitor progress towards these.

2.15 The Senior Management Team will take an active and visible lead in driving forward equality and diversity; provide reports; oversee implementation of this policy; ensure equality and diversity data is embedded within self-assessment reports and development plans and agree quality targets with managers.

Monitoring

2.16 The effectiveness of this policy in ensuring we are meeting our obligations will be monitored through regular collection and analysis of data that should be as unobtrusive to individuals as possible, commensurate with this objective.

2.17 ACM monitoring of the implementation and effectiveness of the Policy will be the responsibility of the Senior Management Team. Departments will be responsible for the gathering and analysis of data as required in line with cyclical reporting. Outcomes from analysis of information collated will inform self assessment processes and ACM improvement plans.

Addressing Discrimination, Harassment and Victimisation

2.18  ACM will:

• Actively challenge and tackle all forms of prejudice, discrimination and stereotypical attitudes.
• Deal with allegations of discrimination, harassment and victimization sensitively, and investigate promptly, fairly and thoroughly.
• Treat any form of discrimination, harassment or victimisation carried out by an individual as a matter for possible disciplinary action. This includes harassment by a third party.

Publicity

2.19 The Image ACM projects of itself in its promotional material, advertising and public relations activity, sends messages about the people ACM expects and wishes to serve. ACM’s publicity will be regularly reviewed to ensure that:

• It is non-discriminatory to any group or individual
• It is provided in hard copy and electronic forms to ensure that information is widely available and accessible by individuals with a range of needs.
• It gives the positive image of a place which welcomes everyone for education and training.
• Applications from members of disadvantaged or underrepresented groups are actively encouraged into areas where such groups might be underrepresented.

2.20  Every effort will be made to ensure that appropriate publicity reaches all groups in the community, enabling the widest possible recruitment.

2.21  All ACM students, and potential students, should be made aware of:

• The available study support.
• The services available within ACM to support students with additional learning needs.
• ACM counselling and guidance services.
• The availability of careers guidance and industry related opportunities and enrichment activities.

Student Recruitment

2.22 The process of gaining admission to ACM programmes will be clearly expressed and structured to allow, wherever possible, ease of access to all students throughout the year where appropriate. Prospective students will be offered support and guidance at all stages.

2.23 During the admissions process, students will be invited to indicate details relating to their ethnic origin, any additional learning needs and any special educational needs. This information will be used only for the purposes of providing support, for monitoring and as a reference when considering necessary modifications to the curriculum, marketing activities, buildings and equipment.

2.24 No ACM employee will discriminate unfairly, directly or indirectly in the guidance and recruitment of students.

2.25 Students with additional learning needs and special educational needs will be given the opportunity to discuss ways of overcoming any problems of access (in it’s widest sense, including access to the curriculum) and should be actively involved in problem solving.

Access to the Curriculum

2.26 ACM is an open access institution that seeks to offer learning opportunities to all, whatever their previous level of achievement.

2.27 Programme Handbooks, syllabi and resources will be regularly examined to ensure they do not discriminate, directly or indirectly, against any student group. They should be enhanced by including positive acknowledgement of the contributions made to society by a diversity of cultures.

2.28 Programmes should be accessible to as wide a range of students as possible, by enhanced flexibility in both delivery and timing.

2.29 Learning Support will be made available to all students requiring it, subject to resources.

2.30 Ways of modifying curriculum delivery to allow access to classes to individuals with additional learning needs or special educational needs should continue to be sought.

2.31 Assistive technologies will be developed and deployed to assist and enhance the participation of students with disabilities and impairments in their use of learning opportunities.

2.32 Learning opportunities will be provided for targeted groups to facilitate access and opportunity.

2.33 Procedures for accreditation and assessment will, wherever practicable, be flexible and responsive to the needs of the whole range of students who attend ACM.

2.34 ACM supports the entitlement, for the whole ACM community, to information, guidance and counselling, which will enable individuals to manage their personal development.

Equality and Diversity related concerns

2.35 Any student, customer or client who feels she/he is being discriminated against for reason of disability, gender, ethnic origin, age, socio-economic group or sexual orientation should raise the matter formally or informally, as appropriate, with one of the following, in the first instance:

• Their Pathway Leader
• Head of Academic Practice
• Dean of Education
• Head of Student Services
• Academic Registrar

2.36 The Student Complaints and Grievance Procedure is available for cases of alleged discrimination against students.

2.37  All complaints will be taken seriously by the person receiving them and the appropriate process will be followed to respond to the complaint. Complaints provisions are subject to regular review under the Quality Assurance and Enhancement policy and procedures.

ACM Environment

2.38  By adapting and modifying the environment and facilities, where appropriate, ACM will strive to make students, staff, customers and visitors feel welcome.

2.39 Offensive material of a discriminatory nature will not be displayed in any part of ACM.

2.40 ACM communications and publication (internal and external) will not use language or images which are potentially discriminatory against any group or individual.

2.41 A facility will be made available, if required, to meet diverse religious needs.

2.42 ACM catering facilities will reflect the needs of and show sensitivity to different dietary needs.

2.43 ACM will comply with the requirements of all current legislation relating to the access rights of people with disabilities.

2.44 Consideration will continue to be given to the provision of off-site tuition, where appropriate, to the needs of disadvantaged groups.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Equality and Diversity Policy lead is:

• Head of Student Services

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Student Services
• Head of Diversity, Access and Participation
• Senior Management Team
• Education Management Team
• Pathway Leaders
• Staff with line management responsibilities

4. Reference Points

4.1 Internal:

• Safeguarding Policy
• Student Complaints and Grievances Policy
• Student Disciplinary Policy
• Staff Disciplinary Policy
• Content Approval Policy
• Data Protection Policy

4.2 External:

• The Equality Act 2010

5. Date of Approval and Next Review

Version:                        1.2

Approved on:               03 September 2023

Approved by:               Academic Board

Next Review:                August  2025

Download POL_008_Equality And Diversity_202209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 009: Additional Needs and Disability

1. PURPOSE

1.1 This Policy aims to ensure that ACM promotes and embodies the delivery of inclusive education across all it’s campuses, including Higher Education, Further Education and for all ACM students.

1.2 This Policy describes how the ACM meets the needs of students with additional needs and disabilities by:

• Providing targeted and specialist support to those meeting evidential criteria to access funding for Further and Higher Education support.
• Providing advice to students with an additional need during enrolment, on course and through progression.
• Working collaboratively and proactively with parents/guardians/stakeholders by adopting a multi-disciplinary partnership approach.
• Influencing organisational decisions ensuring adequate levels of inclusive practice and accessibility are considered.
• Advocating for students who have a protected characteristic as recognised by the Equality Act.

2. POLICY DETAILS

2.1 ACM is committed to the provision of equal opportunities for students with additional needs and disabilities, and aims to create an environment that enables them to participate fully in Further and/or Higher Education. It recognises its duties to make reasonable adjustments as described in Section 20 and 21 of the Equality Act 2010.

2.2 ACM recognises and embodies a social model of disability. That everyone who has the capability to benefit from studying at ACM should have the opportunity to do so: this is the principle that informs ACM’s approach to widening participation in a range of areas, including disability.

2.3 ACM takes positive steps to ensure that disabled students can fully participate in the education and other benefits, facilities and services provided for students. This duty is anticipatory and continuing.

2.4 To encourage an inclusive approach to disabled students, ACM need to respond appropriately ensuring that:

• staff have appropriate training to review their own practices and adopt more inclusive learning, teaching and assessment approaches;
• staff understand their duties to make reasonable adjustments;
• staff are aware of the advice and support services for disabled students within ACM.

2.5 ACM does not deny admission to prospective students on the grounds of their disability and takes such steps as it is reasonable, within its means and capabilities, to avoid any disadvantage. In the event that ACM is not able to meet the needs of a particular student, alternatives will be discussed. Admission to the programme would be institutionally irresponsible if ACM is not able to make the necessary adjustments to ensure the well-being, safety and quality of experience for prospective students.

2.6 For all matters relating to this policy and inclusive practice please refer to the Additional Needs and Disability Department. They can be contacted via email on and@acm.ac.uk  or by telephone on 01483 501211.

4. POLICY SCOPE

4.1 This policy applies to ACM students studying both Further Education and Higher Education. It is embodied in all three campuses and across the organisation as a whole.

4.2 It also recognises its responsibility to applicants, staff, visitors and contractors that may also have an additional need or disability.

5. RELATED POLICIES

This policy is embedded across all organisational practices. All associated documents can be found on the ACM website under policies or by using the link. https://www.acm.ac.uk/policies/

Associated policies include:

• 008 Equality and Diversity010 Safeguarding
• 011 Fitness to Study
• 012 Learning, Teaching, Assessment and Attainment
• 013 Hardship and Travel Bursary Funding
• 015 Admissions Policy
• 020 Data Access and Protection
• 046 Risk Assessment
• 058 Student Withdrawal, Interruption and Internal Transfer
• 067 Looked After Young People and Care Leavers

It also directly relates to ACM’s Access and Participation Strategy. This can be found on the ACM website via the link:

https://www.acm.ac.uk/wp-content/uploads/2020/02/ACMGuildfordLtd_APP_2020-21_10067853.pdf

6. POLICY OWNER

6.1 This Policy is under the responsibility of the Student Engagement and Quality Committee. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. The Student Engagement and Quality Committee delegates operational responsibility to the Additional Needs and Disability department. They can be contacted via email on and@acm.ac.uk  or by telephone on 01483 501 211.

7. DEFINITIONS

7.1 Throughout this policy the term ‘Additional Needs and Disability’ is used to denote students with an identifiable additional need that may not be met by the core offer. It is interchangeable with the term ‘Special Educational Needs (SEN)’ and includes those with a learning disability, specific learning difficulty, mental health condition, health problem, physical/hidden impairment or a social care need.

8. PROCEDURES

Admissions Arrangements

8.1 All applicants wishing to study at ACM complete an admission form that includes details of any additional need or disability. We encourage applicants to share information on any condition that may inhibit their ability to access their chosen course/job role.

8.2 All applicants who have made a disclosure will be referred to the Additional Needs and Disability Department (AND Department) who engage with the applicant to ensure that they are given information and advice about the support available.

8.3 Students who have declared an additional need or disability are assessed by the AND department. Depending on the age of the student, the course they are undertaking and their individual needs a recommended support plan is then put in place.

Specialist Support

8.4 Students that have an identifiable additional need or disability may be entitled to specialist support and/or equipment. It is the responsibility of the AND department to support students to apply for local and/or national funding.

8.5 Higher Education disabled students can apply for Disabled Students’ Allowance (DSA). After they supply evidence of their disability they are invited to attend a Needs Assessment at a local Assessment Centre. The Assessor will write a report to outline what support is available.

8.6 Non Medical Help support includes Specialist Study Skills Tutors and Mentors.The Specialist Tutors are on the Association of Dyslexia Specialists in Higher Education (ADSHE) register, and the Specialist Mentor is accredited by the University Mental Health Advisors Network (UMHAN) ensuring they complete rigorous CPD and peer supervision. ACM offers remote study skills sessions and mentoring to all three campuses and face to face appointments in Guildford.

8.7 Students may also be entitled to assistive technology/software, printing costs, accommodation top ups and transport.

8.8 Further Education disabled students in receipt of an Education, Health and Care Plan (EHCP) may be entitled to local authority funding. Learning Support Assistants and a Learning Support Officer may be allocated if required.

Facilities

8.9 The AND Department is located in ACM’s Guildford campus. It has a separate entrance to the main teaching areas so students can attend discreetly. The AND Department aims to have a calm and positive environment, where students feel welcome and comfortable. In Clapham and Birmingham students may access support via remote communication or on campus by appointment.

8.10 All areas in ACM buildings have disabled access and toilets. Where disabled access is not available ACM are committed to finding an alternative arrangement.

8.11 There is a no-food-or-drink policy in all teaching areas, enabling attendance of students at risk of anaphylaxis.

Allocation of resources

8.12 Students with an additional need or disability are either supported/advised by the Learning Support Officer (for Further Education) or Disability Officer (for Higher Education). Both roles sit within the Additional Needs and Disability department.

8.13 The Additional Needs and Disability Department is responsible for regulating and monitoring the allocation of resources.

Identification of needs

8.14 Students who declare their support needs, and satisfy data protection requirements, are identified to teaching staff through the Insight program, which flags the student’s name on the staff registers, enabling teaching staff to have instant access to the information entered. Staff are also advised when this information is updated.

8.15 Teaching staff may refer any student to the AND Department if they have concerns regarding the student’s support needs.

8.16 AND Department staff keep detailed records of support given to students and the progress made.

Access to the Curriculum

8.17 ACM takes positive steps to ensure that disabled students can fully participate in the education and other benefits, facilities and services provided for students.

8.18 This duty is anticipatory and continuing – ACM plans ahead and anticipates reasonable requirements of disabled students. This includes providing all documentation in a digital format and providing alternative forms of assessment as required.

Evaluating the success of provision

8.19 Records are kept of the attendance, retention and achievement of all students, including those with additional needs and disabilities.

Complaints

8.20 Complaints against ACM made by students are treated seriously and, if found to be valid, are acted upon to ensure that the students’ interests are protected as far as it is possible for ACM to do so.

8.21 Informal, and formal grievances can be made in accordance with the Student Complaints and Grievances Policy and Procedure. This can be found on the ACM website under policies or through the link https://www.acm.ac.uk/policies/

9. EXHIBITS/APPENDICES/FORMS

There are no further exhibits, appendices or forms relevant to this Policy.

10. SUPPORTING INFORMATION

There is no further supporting information relevant to this Policy.

11. DOCUMENT HISTORY AND NEXT REVIEW

Version:                         2.1

Approved on:               03 September 2024

Approved by:               Academic Board

Date of next review:    August 2025

Download 009 POL_009_Additional Needs and Disability_2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 010: SAFEGUARDING POLICY

1. PURPOSE

1.1 The purpose of the policy is to assist ACM in discharging its duties and commitments in respect of safeguarding students, staff and the wider community in institution-led activities fully, effectively and in accordance with statutory guidance and legislation. 

1.2 It is the intention of this Policy to promote high standards of personal and professional practice across the institution and outlines the procedures for staff to follow when concerns arise. 

1.3 This Policy has been written in accordance with, and with reference to, the statutory guidance and legislation as outlined in Item 8. 

2. POLICY DETAILS

2.1 The Academy of Contemporary Music is committed to safeguarding and promoting the welfare of all students, staff, visitors and guests and acknowledges its particular responsibilities to children, young people and adults at risk. 

2.2 All staff within ACM have a responsibility to be involved in contributing to a culture in which safeguarding is embedded, discussed openly and risk proactively reduced. Every member of staff is DBS checked prior to commencing employment, and again every three years, and all staff members must complete training in the following areas: 

• Safeguarding Young People
• Mental Health Awareness in Children & Young People
• An introduction to GDPR
• Health and Safety in Education Awareness
• The Prevent Duty
• First Aid Essentials

2.3 All suspicions and allegations of abuse or concerns about radicalisation will be taken seriously by ACM and responded to appropriately involving referral to external agencies when deemed necessary. These suspicions and allegations will be acted upon immediately. 

2.4 ACM will ensure that there are established governance structures in place to ensure that all aspects relating to safeguarding are regularly audited, reviewed and monitored. 

2.5 All ACM students and staff are required to wear ID cards and lanyards at all times whilst on ACM premises. Any person or persons found to be on ACM premises without a valid ACM ID will be removed by security representatives. The main doors to ACM buildings are key card access only to ensure access is only granted to ACM students and staff, or supervised contractors. Any member of the ACM community found to be abusing this system (e.g. by granting access to another person by using their ID card), may be subject to staff or student disciplinary procedures. 

2.6 All visitors, guests and contractors etc. are required to register at the Campus Reception on arrival. They will be issued with, and must display at all times, a Visitor Pass and are required to return it on leaving the premises. A Safeguarding leaflet will also be issued which contains essential information for disclosure process, team information and also includes fire precautions and first aid information. 

2.7 All visitors, guests and contractors etc. will be made aware of and follow ACM’s safeguarding policy. They will recognise, respond to and report any concerns that come to their attention regarding the safety and/or welfare of a young person or vulnerable adult. 

2.8 ACM’s safeguarding policy and procedure are supported by the Safeguarding Team. The safeguarding team must remain aware of all safeguarding policies and procedures and be able to communicate them effectively to all staff. They are responsible for providing comprehensive safeguarding inductions, regular training and reinforcing staff responsibility to recognise, report and respond to concerns. 

2.9 The ACM safeguarding team consists of the Designated Safeguarding Lead and a team of Deputy Designated Safeguarding Leads, and is responsible for responding to safeguarding disclosures under the direction of the DSL. Such actions may include, referring allegations to the relevant investigating agencies such as Local authority , Police, Channel panel, social services; Attending Child In Need meetings and Child Protection conferences. 

2.10 ACM is committed to providing clear and easy to follow procedures for management of all concerns, including those that are deemed low level. In addition to its safeguarding provision, ACM has established procedures to enable staff to raise low level concerns about staff competency, organisational risk and reputational risk. 

2.11 Notwithstanding the measures in place to safeguard children and young people, and ACM’s commitment to students in need of extra support as outlined in Section 8 of the Additional Needs and Disability Policy, ACM does not act in loco parentis for registered students under 18. 

3. POLICY SCOPE

3.1 The policy applies to all members of the ACM community, including students at all levels and campuses, staff, applicants, associate members, visitors, contractors and volunteers. 

3.2 All ACM campuses have students under the age of 18 participating in courses or events, our safeguarding policy and training programme is developed in line with Keeping Children Safe in Education for both our Higher and Further Education provision. All staff adhere to recommendations and necessary requirements stated within this legislation regardless of role or position. 

4. RELATED POLICIES

• Safeguarding Procedures 
• Staff Code of Conduct 
• Student Charter 
• Data Protection Policy 
• Prevent Policy 
• External Speaker and Events Policy 
• Acceptable Use of IT and E-Safety Policy 
• Social Media Policy 
• Student Disciplinary Policy 
• Student Complaints and Grievances Policy 
• Equality & Diversity Policy 
• Staff Recruitment Policy 
• Health & Safety Policy 
• Whistleblowing Policy 
• Criminal Convictions Policy 

5. POLICY OWNER

The responsibility for this Policy falls under the remit of the Safeguarding and Pastoral Services Manager, overseen by the Student Experience and Quality Committee. This role is supported under the Integrated Services Division. 

The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

DSL: Designated Safeguarding Lead is the member of staff that coordinates all safeguarding concerns and oversees all referrals. 

DDSL: Deputy Designated Safeguarding Lead is the member of staff who supports the DSL in maintaining the function of safeguarding throughout all campuses. 

LADO: Local Authority Designated Officer 

ABUSE: A form of maltreatment of a person. Somebody may abuse or neglect another person by inflicting harm or by failing to act to prevent harm. Someone may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place either wholly online, or technology may be used to facilitate offline abuse. People may be abused by an adult or adults or by young people. 

PHYSICAL ABUSE: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to anyone. Physical harm may also be caused when a responsible adult fabricates the symptoms of, or deliberately induces, illness in someone. 

EMOTIONAL ABUSE: The persistent emotional maltreatment of a person such as to cause severe and adverse effects on that person’s emotional development. It may involve conveying to a person that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the person opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on people. These may include interactions that are beyond a person’s developmental capability as well as overprotection and limitation of exploration and learning or preventing the person from participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing people frequently to feel frightened or in danger, or the exploitation or corruption of people. Some level of emotional abuse is involved in all types of maltreatment of a child, although it may occur alone. 

SEXUAL ABUSE: Involves forcing or enticing someone to take part in sexual activities, not necessarily involving violence, whether or not the person is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing, and touching outside of clothing. They may also include non-contact activities, such as involving someone in looking at, or in the production of, sexual images, watching sexual activities, encouraging people to behave in sexually inappropriate ways, or grooming someone in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can people under the age of 18. The sexual abuse of children by other children is a specific safeguarding issue (also known as peer on peer abuse) in education and all staff should be aware of it and ACM’s policy and procedure for dealing with it. 

NEGLECT: The persistent failure to meet someone’s basic physical and/or psychological needs, likely to result in the serious impairment of the person’s health or development. Neglect may occur during pregnancy, for example, as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to: provide adequate food, clothing and shelter (including exclusion from home or abandonment); protect a child from physical and emotional harm or danger; ensure adequate supervision (including the use of inadequate care-givers); or ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs. 

CHILD SEXUAL EXPLOITATION (CSE) and CHILD CRIMINAL EXPLOITATION (CCE) Both CSE and CCE are forms of abuse and both occur where an individual or group takes advantage of an imbalance in power to coerce, manipulate or deceive a child into sexual or criminal activity in exchange for something the victim needs or wants, and/or for the financial advantage or increased status of the perpetrator or facilitator and/or through violence or the threat of violence. CSE and CCE can affect children, both male and female and can include children who have been moved (commonly referred to as trafficking) for the purpose of exploitation. 

SERIOUS VIOLENCE: Indicators may signal someone is at risk from or is involved with serious violent crime. These may include increased absence from education, a change in friendships or relationships with older individuals or groups, a significant decline in performance, signs of self-harm or a significant change in wellbeing, or signs of assault or unexplained injuries. Unexplained gifts or new possessions could also indicate that someone has been approached by, or are involved with, individuals associated with criminal networks or gangs and may be at risk of criminal exploitation. 

MENTAL HEALTH: Mental health problems can, in some cases, be an indicator that a person has suffered or is at risk of suffering abuse, neglect or exploitation. Only appropriately trained professionals should attempt to make a diagnosis of a mental health problem. ACM staff, however, are well placed to observe students day-to-day and identify those whose behaviour suggests that they may be experiencing a mental health problem or be at risk of developing one. 

FEMALE GENITAL MUTILATION (FGM): FGM is a procedure where the female genitals are deliberately cut, injured or changed, even though there is no medical reason for this to be done. It is also referred to as female circumcision. If a member of staff, in the course of their work, discovers that an act of FGM appears to have been carried out, they must report this to the DSL or DDSL and it must be reported to the police. 

PEER ON PEER ABUSE: Children can abuse other children and it can happen inside or outside the institution and online. Even if there are no reports from within the institution, it does not mean it is not happening; it may be the case that it is just not being reported. It is therefore important if staff have any concerns, they should contact the Designated Safeguarding Lead or Deputy. Inappropriate behaviours between peers that are abusive in nature should be challenged. Downplaying certain behaviours, for example dismissing sexual harassment as “just banter”, “just having a laugh” can lead to a culture of unacceptable behaviours, an unsafe environment for people and in worst case scenarios a culture that normalises abuse leading to people accepting it as normal and not coming forward to report it. Peer on peer abuse is seen as a specific safeguarding concern. ACM therefore additionally covers peer on peer abuse in a separate policy and procedures document. 

7. PROCEDURES

The procedure that accompanies this safeguarding policy is Procedure 010: Safeguarding Procedure, and can be found at acm.ac.uk/policies

8. EXHIBITS/ APPENDICES/ FORMS

This Policy has been written in accordance with, and with reference to, the following statutory guidance and legislation: 

• Keeping Children Safe in Education (DfE, 2022) 
• Working Together to Safeguard Children (HM Government, 2018)
• What to do if you’re worried a child is being abused (DfE, 2015)
• The Prevent Duty (DfE, 2015, updated 2019) 
• Child sexual exploitation; definition and guide for practitioners (DfE, 2017)
• Sexual violence and harassment between children in schools and colleges (DfE, 2018) 
• The Children Act 2004 (with later amendments), 
• Safeguarding Vulnerable Groups Act 2006, 
• The Sexual Offences Act 2003, 
• Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007);
• Protection of Freedoms Act 2012; 
• Children and Families Act 2014; 
• Care Act 2014; 
• Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018) 

9. SUPPORTING DOCUMENTATION

There are no further supporting documents to this Policy.

10. DOCUMENT HISTORY AND NEXT REVIEW

Version:                       6.1

Approved on:             03 September 2024

Approved by:              Academic Board

Date of next review:  August 2025

Download: Policy 010_ SAFEGUARDING POLICY 2022

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk 

Policy 011: FITNESS TO STUDY

1. PURPOSE AND SCOPE

1.1 This policy outlines how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach when assessing an individual’s capacity to satisfactorily participate and fully engage as an ACM student. 

1.2 This policy applies to all prospective students, applicants, and current students, and is designed to ensure that students are treated in a fair and equitable manner. 

1.3 The content of this policy aligns with government legislation, the regulations of ACM’s validating partners and other external stakeholders to whom ACM must make reference. 

2. POLICY STATEMENT

Fitness to Study 

2.1 ‘Fitness to study’ refers to an individual’s capacity to participate fully and satisfactorily as a student, in relation to their academic studies and life generally at ACM. 

2.2 Capacity refers to an individual’s ability to make authoritative and objective decisions regarding their well-being or academic progress. Capacity refers to temporary or permanent impairment. 

2.3 ACM recognises that ensuring the mental and physical well-being of its students is crucial to their learning and academic achievement. ACM is committed to supporting and responding to student needs and to seeking to ensure a positive experience which assists students to engage with their studies and the local community. 

2.4 ACM is committed to the involvement of individual students in the management of their health, wellbeing, or exceptional personal circumstances and will work with them to make arrangements for support in order to break down any barriers to their education. 

2.5 There may be instances where a student’s health or well-being causes ACM concern regarding the student’s fitness to study on their programme/course. ACM has a duty of care to respond appropriately to situations where there are concerns relating to visible signs of illness, mental health difficulties, psychological, personality or emotional disorders, safeguarding concerns, and the detrimental impact on the functioning of the individual student and/or other members of the ACM community. 

When to use this policy

2.6 This policy should be used in circumstances where as a result of a known or suspected underlying physical or mental health impairment: 

• A student has disclosed concerns regarding their own fitness to study, in relation to factors concerned with their health, wellbeing, or other circumstances that pose prohibitive to effective engagement with their studies and wider participation with ACM. 
• A student’s ability to study is neither manageable nor achievable in relation to specific tasks and/or activities; 
• A student poses a risk to their own health, safety and/or wellbeing and/or that of other persons;
• The student’s behaviour is, or is at risk of, negatively affecting the teaching, learning and/or experience of other students; 
• The student’s behaviour is, or is at risk of, negatively affecting the day-to-day activities of ACM. 

2.7 This policy should be used when a student’s fitness to study is a cause for concern and all other procedures, processes or options to support the student have been considered or exhausted. 

2.8 ACM may choose to initiate another process either alongside or in place of this policy where the process, procedure or policy relates to a student’s conduct and well-being. 

2.9 Staff who have any level of concern about a student’s health or behaviour should consider use of this policy. If there is a concern of this nature, it is appropriate to explore the student’s well being and behaviour, and agree supportive action rather than enter into a disciplinary procedure. If a member of staff is unsure about whether to implement this procedure, they can seek advice and discuss their concern with ACM’s Designated Safeguarding Lead or a member of the ACM Safeguarding Team. 

2.10 This policy may also be applied if there are concerns about a prospective student or applicant to ACM, which may result in a refusal of a place on application or during the induction period if it is identified that ACM cannot meet the needs of the student concerned. 

3. POLICY OWNER 

3.1 This Policy is under the responsibility of the Student Engagement and Quality Committee. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

Implementation and compliance with the Policy, and associated procedures will be overseen by the following designated staff: 

• Registrar 
• Registry Manager
• Designated Safeguarding Lead 
• Group Lead on Student Experience 
• Additional Needs and Disability Coordinator 
• Wellbeing Coordinator 
• Admissions Manager

     4. REFERENCE POINTS

4.1. Internal: 

• Academic Integrity Policy 
• Admissions Policy 
• Additional Needs and Disabilities Policy 
• Safeguarding Policy 
• Student Complaints & Grievances Policy 
• Student Disciplinary Policy 

4.2. External: 

• Equality Act 2000 
• QAA Quality Code 
• Mental Capacity Act 2005 
• OIA Good Practice Framework 
• Deprivation of Liberty Safeguards

     5. DATE OF APPROVAL AND NEXT REVIEW

Version: 2.0

Approved on:    03 Sep 2024

Approved by:    Academic Board

Next Review:     August 2025 

Download: POL_011_Fitness to Study_AY2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 012: LEARNING, TEACHING, ASSESSMENT AND ATTAINMENT

1. PURPOSE

1.1 This Policy outlines ACM’s approach to learning, teaching, assessment at ACM.

1.2 It is the intention of this Policy to clearly outline the ways in which ACM promises to achieve its strategic aim of developing autonomous learners who are equipped to sustain a career in the creative industries.

1.3 This Policy has been written in accordance with ACM’s Learning, Teaching, Assessment and Attainment Strategy. 

2. POLICY DETAILS

2.1 ACM is committed to delivering an architecture for learning that supports and celebrates differentiation and inclusion.

2.2 ACM has constructed the education programme to ensure that students experience being part of a discipline-specific community; an engaging and dynamic cohort; and a focused and purposeful project group applying the knowledge and skills developed in each of the modules.

2.3 ACM understands the different needs of students across each academic level, and the transitions between them. ACM will work to ensure that students obtain the knowledge and skills at each level, and support them in preparing for and achieving the learning journey of each level.

2.4 ACM believes that pastoral care and academic learning should work in parallel in order to achieve the best possible outcome for students. Senior academic staff will support the students on the learning journey of each level alongside the delivery of the modules for that level.

2.5 ACM will ensure there is flexibility in the learning, teaching and assessment strategies to support students with additional needs, disabilities, or other mitigating circumstances. Details on ACM’s approach to supporting students with Additional Needs and Disabilities can be found in ACM’s Additional Needs and Disabilities Policy which can be found here: acm.ac.uk/policies.

2.6 ACM encourages and challenges its staff to continuously improve the attainment rates of students in widening participation groups as defined in ACM’s Access and Participation Plan.

2.7 ACM recognises the value of transferable skills, which may be learned anywhere, and we encourage all students to engage in life-long and life-wide learning. This is reflected in the programme design and curriculum development.

2.8 ACM will skills-match all academic staff with the learning provision to ensure that students have consistent and high-quality learning that is appropriate to the level at which they are studying.

2.9 ACM will assure the high standards of delivery are maintained through carrying out session observations via formal learning walks. This not only supports the student journey but also the professional development of ACM’s academic staff.

2.10 Students progress through their learning journey is continuously reviewed throughout the modules, via feedback from peers and academic staff in both formal and informal structures. This works to empower the students to take ownership of their progression, recognise the skills, knowledge and understanding they have gained at any given point, and identify what they need to accomplish in order to develop and achieve their goals.

2.11 Students receive positive, constructive and applicable feedback so that ACM can assist them in making progress in their personal, professional and academic journey.

2.12 ACM double marks all research projects at FHEQ Level 6, and ensures standardisation across all marking at each level. Moderation procedures are carried out as part of each marking event to ensure parity across grading.

2.13 ACM complies with the academic regulations of its validating partners, Middlesex University and East Surrey College, and provides samples of work as required.

2.14 ACM has five core development pathways benchmarked at each level, building the capacity of the student up to graduate level. These are:

1. Musical Literacy
2. Digital Literacy
3. Research
4. Professional Conduct
5. Enterprise

ACM has appointed Level Leaders to champion this development for all students.

2.15 ACM Learning Resources and Library have been developed to support the five core development pathways outlined in 2.14 and all of the validated programmes. ACM aims to provide dedicated study space on each of our campuses and access to a wholly digital collection of resources which encompass relevant academic and professional fields.

3. POLICY SCOPE

3.1 This Policy applies to all students at ACM, studying across all levels and at all campuses.

3.2 This Policy also applies to the academic staff across all ACM campuses.

4. RELATED POLICIES

• Student Engagement and Participation
• Additional Needs and Disability
• Reasonable Adjustments
• Extenuating Circumstances
• Safeguarding

5. POLICY OWNER

5.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

6.1 Discipline-specific community: These are sessions that relate to the specific subject area, or pathway, and involve the entire community in that area. These ensure consistency and standardisation of approach and direction of the module.

6.2 Engaging and dynamic cohort: These are sessions that enable specialist interests through discussion, debate, demonstrations, case studies, and peer-review. They usually consist of a smaller group of students (normally around 20-28 students).

6.3 Focused project groups: These are sessions of around 6-9 students working independently and collectively on projects that enable them to apply the knowledge and skills gained in the modules in a professionally-relevant context.

6.4 Life-long learning: Life-long learning is an attitude that recognises that learning never stops and is relevant for every job role and creative work project throughout your career.

6.5 Life-wide learning: Life-wide learning encapsulates the skills you learn in any aspect of your social, community, or professional life and you can apply them outside of the initial context in which you learned them.

7. EXHIBITS/APPENDICES/FORMS

There are no relevant exhibits, appendices or forms related

8. DOCUMENT HISTORY AND NEXT REVIEW

Version:                         2.1

Approved on:               03 September 2024

Approved by:               Academic Board

Date of next review:    August 2025

Download: 012 POL_012_Learning Teaching Assessment and Attainment_202209