Policies and Procedures

Newcastle College expects all students to attend 100% of their classes, on time, so that we can give our students the best possible opportunity to be successful.

The minimum level of attendance that is acceptable is 90%. If the attendance falls below this, we will need to find a way to improve the attendance. If the attendance problems do not improve, a student may be withdrawn. Newcastle College students are expected to be punctual and attend their classes from the beginning to the end of each class.

What you can expect from us:
• lessons will start and finish on time.
• we will cover the class or offer another class if a teacher is sick/absent.
• we will support you if you come to talk to us with attendance or punctuality issues.
• we will give you a warning if your attendance is poor and this will have a negative effect on your learning.

What we expect from you:
• if you need to miss a class, you need to inform us as soon as possible, by phoning the EFL office (0191 200 4538) before 9am, or by emailing your teacher before 9am.
• it is important to get in touch before the lesson, as we cannot authorise the absence after the register has been marked.
• if you are planning a longer absence (for example, if you need to go back to your country or if you need medical treatment) you will need to talk to your tutor, and you will need to inform the International Office.
• you need to obtain a Medical Certificate from a doctor for any illness that lasts more than a week.

Accepted reasons of authorised absence: 
• a hospital or specialist doctor appointment that can’t be arranged outside of college hours.
• a religious holiday.
• a career related / university interview.
• severe transport problems.
• college closure.

Some examples of unacceptable reasons of absence:
• utilities appointments (e.g. waiting for a TV installation engineer).
• tiredness.
• sleeping through the alarm.
• taking a friend to the airport.
• spending time with a relative / friend who is visiting.
• bank appointments.

*If we notice that there is a pattern of absence or regular absences, even if you inform your teachers each time, we will need to talk to you about it.

If your attendance falls below the acceptable level, we will take the following steps:
• your tutor will talk to you to see if there is a reason for absences that we can help with.
• you will be asked to attend a meeting with the Programme Leader and a member of International Office to discuss the absences.
• if you are sponsored by your embassy (or any other sponsor), we will get in touch with them to let them know of the attendance issues.
• your attendance will be closely monitored after this meeting and another meeting will be set to review.
• if there is little or no improvement, you will be asked to attend a meeting with Head of Education.
• you may be withdrawn from the course.

The College believes that effective learning is best achieved in a supportive and mutually respectful environment where disruption is at a minimum. The purpose is to promote good conduct at all times and ensure student discipline is maintained in a manner that promotes fair and equitable treatment of all students whilst providing support to staff.

The college expects all students to abide by the Code of Conduct at all times including; when present on and around campus; whilst engaging in offsite activity including trips and work placement; linked online activity or when it is found there is a link to college or its reputation.

When present on and around college premises, whilst participating in any off-site activity or engaging in any online activity linked to the college all students are expected to:

1. wear and make visible allocated ID badge/lanyard (when on- site).
2. be punctual, attend all sessions required by the course timetable and undertake all associated work in a timely manner.
3. respect college property and support staff in the maintenance of a clean and tidy environment throughout college.
4. respect other students, staff and visitors and behave in a way that respects the needs and aspirations of others to learn, teach and live within the College community.
5. familiarise themselves with College Health and Safety regulations and act at all times with due regard for their own safety and that of others.
6. make prompt payment of fees.
7. refrain from eating and drinking in teaching and learning environments (excluding water).
8. follow reasonable instructions of any member of college staff.
9. take responsibility for own behaviour. 
10. comply with other College Policy and Procedure including:

• Academic Misconduct

• Attendance

• Alcohol and Substance Misuse

• IT Acceptable Use

• Safeguarding Young People and Adults and Prevent

• Smoking Free Environment – smoke in designated locations and dispose of waste in appropriate bins

• Student De-escalation

• HE Fitness to Practice

Behaviour Management and Disciplinary Process:

• Level 0: Subject level action
Conversation between subject lecturer and student to address issue and target appropriate action.

• Level 1: Subject lecturer review
Pattern of 3 or more misconduct occurrences. Conversation with student, record on Etrackr/ILP and implement action plan (parental access to Etrackr to review) Confirmation of improved behaviour entered into Etrackr/ILP or no improvement escalated to Level 2.

•  Level 2: Programme level action
Referral to Programme Leader (Parent/Carer of learners U18 and learners with an EHCP invite to meeting) unresolved Level 1 action plan or pattern of 3 or more Level 1 occurrences. Repeated recording of cross college misconduct will also be recorded and actioned at Level 2. Confirmation of improved behaviour entered into Etrackr/ILP or no improvement escalated to Level 3.

• Level 3: Curriculum level action
Referral to Curriculum Leader (Parent/Carer of learners U18 and learners with an EHCP invite to meeting) Unresolved Level 2 action plan or pattern of 3 or more occurrences at level 2 Confirmation of improved behaviour entered into Etrackr/ILP or no improvement escalated to Disciplinary.

• Disciplinary: refer to Head of Curriculum
Unresolved Level 3 action plan and direct result of Serious Misconduct.

We aim to offer a high quality education service in a safe environment where everyone is treated with dignity and respect. If you are unsure and need further help or advice at any stage or require a copy of our complaints guide/form in an alternative format, please ask at the Reception Desk at Student Services in Rye Hill House or telephone 0191 200 4000.

The College has a staged complaints procedure through which we aim to resolve concerns as quickly as possible:

Stage one – informal
• your concerns should be raised immediately and no later than three months after its occurrence.
• students concerns should be brought to the attention of the person, who in your opinion is responsible, your assessor/programme leader/curriculum leader in the first instance.
• employers/parents/members of the public concerns in the first instance should be raised directly with the person, who in your opinion is responsible. If you do not know who to contact, then the issue should be raised formally using the College’s Complaints Form which can be found here.

Stage two – formal
If your concern is not resolved at Stage 1 or you feel the issue has not been responded to satisfactorily, you can take your complaint to Stage 2 of the College’s Complaints Procedure.

• stage 2 concerns should be raised within three months of exhausting Stage 1.
• formal complaints are submitted to Newcastle College’s Quality Unit and are overseen by the Vice Principal for Quality and Curriculum.
• a formal complaint form should be fully completed and submitted either as an attachment to NCLComplaints@ncl-coll.ac.uk or in writing, completing the College Complaints Form (also available from the Student Services and Reception), and sending it to:

The Quality Unit,
Newcastle College
FREEPOST NT920
Rye Hill Campus
Newcastle upon Tyne
NE4 7SA

• upon receipt of the complaints form, we will write to you or your representative within 5 working days, acknowledging receipt of your complaint.
• the complaint will be assigned to one of the Senior Managers within the College structure, who will take responsibility to fully investigate the matter and provide a formal response within 15 working days. If we are not able to do so within this timescale the investigating officer will contact you.

Stage three - appeal
• If you are dissatisfied with the response to your Stage 2 complaint, you have the right to escalate your complaint to Stage 3.
• You should put your appeal in writing, detail the reason for your dissatisfaction, what you have done to try to remedy the complaint informally and what you would like us to do next.
• Stage 3 appeals should be sent to the office of The Principal.

Stage four – FE Students
• if your concern is not resolved at Stage 3 and you are still not happy you can appeal to the Skills Funding Agency (SFA) for all courses.
• before you can do this, you must have exhausted all three stages of the College’s Complaints Procedure.
• if your concern reaches this stage, we will give you full information on how to proceed.
• further detail is also available via the below link: https://www.gov.uk/government/publications/sfa-complaints-procedure-about-providers

Stage four – HE Students
• if your concern is not resolved at Stage 3 and you are still not happy, you can appeal to the Office of the Independent Adjudicator (OIA).
• before you can do this, you must have exhausted all three stages of the College’s Complaints Procedure.
• if your concern reaches this stage, we will give you full information on how to proceed.
• if you are on a course validated by Teesside University and, if, after exhausting all three stages of the College’s Complaints Procedure, you remain dissatisfied, you have the right to submit your complaint to the University.