We expect you to fully engage with your academic studies. The academic formal warning procedure ensures that concerns about your performance or engagement are raised in enough time for you to take appropriate action to improve.
The academic formal warning procedure can be found in the University's Academic Regulations.
The following guidelines should provide you with a clear understanding of the formal warning procedure in relation to your programme of study and its significance.
An academic formal warning is a process which could lead to the discontinuation of your registration at the University. After an initial meeting with your department/ School, if required, it may provide further opportunity for your School/ Student Administration to raise any concerns they have about your attendance of classes, submission of work, standard of work or academic results, and for you to raise any concerns of your own in relation to your studies. Any formal warning you receive is normally permanent and will remain active on your student record until the end of your degree programme and as a permanent part of your student record even after completion of your studies.
Non-academic formal warnings are issued through a different procedure. These can relate to unpaid fees or disciplinary issues and, like academic formal warnings, could lead to your registration at the College being discontinued. To find out more about this procedure, please read the Student Conduct Regulations or contact Student Wellbeing by email or telephone (+44 (0)1784 443394 or 443955) for more information or advice.
Academic and non-academic formal warnings are completely separate processes.
This means that:
- one process does not affect the other
- you can receive up to two formal warning letters from each process
- your registration with the University can be discontinued through either process
How to avoid receiving a formal warning
The University expects students to attend scheduled teaching sessions in the manner in which they are designed to be delivered, for example but not limited to, lectures, seminars, workshops, tutorials, field trips, orals, laboratory session, PC Labs and practicals. The University also expects students to undertake all set coursework and examinations and play an active role within classes. Participation in learning through the use of Moodle and other learning resources is also expected. Although there is an expectation that you attend all teaching sessions, departments can have specific course engagement requirements, which if not met will trigger the formal warning process.
The University expects you to submit all necessary work (both formative and summative) by the deadline set and to an appropriate standard. If you cannot complete an assignment or other work, or know that you will not be able to submit it on time, it is your responsibility to speak with appropriate members of staff in your department or your School Helpdesk to seek advice. For some assessments you may be able to request an extension. Please see further information here.
The University expects you to make at least a reasonable attempt in your assessments or other work. If you are concerned about your work or academic results it is your responsibility to ask your Personal Tutor for advice. Additional academic support is available to students through their department, or through CeDAS.
Taking action
If you are finding it difficult to attend teaching sessions or complete assessments or other required work by the deadline set, it is your responsibility to let Student Administration or your department/ School Administration team know and provide them with a satisfactory explanation.
Before a formal warning is given, if there is concern about your engagement, you may be invited to an informal meeting with a member of academic staff from your department. You should take any meeting invitation seriously; it is an opportunity to seek advice and assistance, particularly if you are having problems. At the meeting, Student Administration's/ the department's expectations of you will be made clear and the formal disciplinary process will be outlined to you.
Help and advice
Royal Holloway is a friendly and caring community, offering an extremely high level of student welfare support to help you get the most out of your time here. We understand that there are a large number of factors that can negatively influence your attendance, submission of work, standard of work or academic results, but there are also many places where you can get advice and guidance. Please visit the College’s Student Wellbeing pages for more details.
If you are having other problems that are causing you to be absent or impact your academic work, you should talk to your Personal Adviser, Year Tutor, Supervisor or another member of academic staff, or the Student Advisory and Wellbeing Services or Students' Union before they result in a formal warning.
The Advice and Support Centre at the Students’ Union is able to provide support and advice before, during and after a formal warning process has commenced (+44 (0)1784 276700).