Student Protection Plan

This Student Protection Plan sets out the measures the University has in place to protect our students in the event that a risk to the continuation of their studies should arise.

The measures contained in this plan apply to all students (taught and research) studying for a formal qualification with the University of York, and extends to students registered at partner institutions, studying for University of York degrees.

In partnership with the University of Hull, the University operates the Hull York Medical School (HYMS) and students studying on HYMS programmes are registered at either the University of York or the University of Hull. HYMS students are protected by the respective plan of their home institution, which is in addition to the contractual arrangements under which HYMS operates that require both institutions to provide the best protection for HYMS students.

Overseas partners will be subject to the laws of those countries and managed within the parameters of the contractual arrangements that govern such partnerships. The measures are in addition to the protections students have under consumer protection law and do not impinge on their consumer rights.

While the University strives to avoid disruptions to students’ experiences, unforeseen circumstances may necessitate changes, some of which may be outside of the University's control. The University will take all reasonable steps to minimize the disruption of services and the negative impact on affected students, and any changes will be communicated to students as early as possible, with clear information and options.

The University maintains robust risk management processes, business continuity plans, and regular portfolio reviews and monitoring, and works closely with the Students’ Union in relation to contingency planning to mitigate when events occur that could potentially impact on continuation of studies. This plan will be regularly reviewed alongside its financial and risk management processes, and the measures outlined are in addition to the protections students have under consumer protection law.

We are also committed to supporting other institutions to enable students to continue their studies where events occur that may impact on them doing so, through for example programme transfers.

Our commitment to our students

In line with our Together York Declaration, we commit to:

being open and transparent with students should any risk to the continuity of studies arise; we will inform students of risks in a timely manner;
taking reasonable steps to protect all students and their study should we discontinue a programme, close a location (building or campus) where a programme is primarily taught, or if we close altogether;
taking into consideration the needs of all our students and the impact on them of any proposed changes and protective measures (including students on placement or on an approved interruption to their studies);
considering and consulting with students when deciding to implement any substantial changes to a programme or discontinuing it, or closing a location; ensuring that students’ views are taken into account in the way that we mitigate impacts;
being transparent when nearing the end of a collaborative contract with a partner institution;
supporting all our students, by the provision of clear and timely information, advice and guidance and other support as appropriate, in the event of significant changes that impact their studies.

Student impact

When referring to students in the assessment and mitigation of risks, we have considered the impact on both taught and research students, noting that the mitigations will differ accordingly.

The likelihood that the risks included in the table below may materialise has been identified as being ‘low’ or ‘very low’ depending on the risk. Were any such risks to materialise without mitigation measures in place, the resulting impact on students would be severe, except in relation to discontinuing modes of learning and other material changes to programmes, which would have a moderate impact on students. The mitigation measures identified will reduce the impact of these risks to students to low, and are designed to make transitions for impacted students as seamless as possible in the circumstances.

Where risks crystallise mid-cycle for recruitment, information available to applicants on the York website and UCAS or another application platform will be kept up-to-date.

Applicants who have been made offers, including those who have accepted them, will be informed at the earliest opportunity and advised of the options available to them in the circumstances. Further offers will not be made to applicants until it is determined whether or not a course or programme will continue.

Equality impact assessments will be carried out in all events to evaluate how these plans may vary based on students' needs, characteristics and circumstances, and to determine whether any remedial or mitigating actions are necessary for specific cohorts or groups.

Where events occur that involve having to teach-out, irrespective of the mode or location of learning, the University would carefully plan and monitor the teaching out of current students to effectively maintain teaching quality, provide appropriate postgraduate research supervision, and maintain relevant student support arrangements.

Assessment and mitigation of risks

See our Assessment and mitigation of risks (opens as a Google document).

Complaints

The University is committed to offering a high quality education experience which is delivered by academic departments/schools and a range of professional support services.

If a student is dissatisfied with the student protection plan, and the steps taken by the University to maintain their continuity of study, they can make a formal complaint to the University through the Student Complaints policy and process. Students who are dissatisfied with the outcome of a complaint they have made, can refer their complaint to the Office of the Independent Adjudicator (OIA), which is an independent body, separate from the University, which reviews student complaints.

Compensation and refunds

The University has measures in place to ameliorate situations whereby it proves impossible to make alternative provision for enrolled students affected by programme closure, or students incur costs on account of having to undertake repeat study in order to transfer into such alternative provision.

The University’s Refunds and Compensation Policy is available to students online and states how the University will respond to the financial implications for enrolled students who are affected by the closure, suspension of, or major modification to, programmes of study.

In addition, the University’s web pages publicise our approach to tuition fee refunds, other funding, and loans where a student takes a leave of absence. This includes the circumstances in which we would offer a fee waiver for repeat study, and expresses the University’s commitment to explore alternatives to repeat study. This information is reiterated to students in the documentation shared with them when their leave of absence is approved.

Communicating and engaging with students about the Student Protection Plan

The Student Protection Plan is published on the University website. All new students are made aware of the Student Protection Plan when they accept their offer to study at the University of York and when they re-enrol at the start of each year.

Members of staff are made aware of the implications of our Student Protection Plan, and the University’s obligations to the protection of students’ rights as consumers. This is highlighted when staff are proposing substantial programme changes, withdrawal or suspension. The University has fully engaged with the OfS requirements in relation to having due regard to consumer protection law for students in developing its policies, procedures and terms and conditions. Our students have access to independent advice on their rights, and our policy and procedure, from the University of York Students’ Union.

University Education Committee, which includes student representation, annually reviews and approves the Student Protection Plan. Any amendments with the exception of minor corrections (changes to titles/dates/figures etc) will involve engagement with the Students’ Union.

If it becomes necessary to implement the measures outlined in the Student Protection Plan, the University will communicate with impacted students through a variety of different channels e.g. email, web pages, and will aim to provide as much notice as reasonably possible of changes that affect programmes continuation and completion.

Any feedback on this plan should be directed to academic-quality-admin@york.ac.uk, in the first instance.