Handbook for Supervised Postgraduate Research

Part 1 Page

Introduction

Programme Specification
1. Title
2. Scope
3. Aims/Programme Outcomes
4. Length of Study
5. Mode of Study
6. The Research Degrees Sub Committee
6.1 Principle
6.2 The Role of the Research Degrees Sub Committee
7. Waiver of Regulations
8. Award
9. Admissions
10. Enrolment
11. Induction
12. Research Training Programme
13 Virtual Learning Environment
14 Ethical Policy
15. Supervision
15.1 Appointment of the Director of Studies
16. Statements of Responsibility
16.1 Responsibilities of Head of School/Department
16.2 Responsibilities of the Director of Studies
16.3 Responsibilities of the Student
17. Change of Status
17.1 Termination of Studies
17.2 Place of Work
18. Registration
19 Progression
19.1 The Supervision Committee
20. Reports
19.1 Student Reports
19.2 Supervisors Reports
21. Submission and Examination
21.1 Nature of Submission
21.2 Appointing Examiners
21.3 Criteria for appointment of Examination Committee
21.4 The Examination Committee
21.5 External Examiner Duties
21.6 Required Documentation
21.7 Form and Presentation
21.8 Examination Committee – Roles and Responsibilities
21.9 Responsibilities of the Convenor
22. The Viva Voce (Oral Examination)
23. Attendance at Oral Examinations
24. Conduct of Examinations

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25. Examiner’s Recommendations
25.1 Corrections
25.2 Resubmissions
25.3 Disagreements
26. Award of Degree
27. Graduation
28. Problems and Difficulties
29. Appeals

Part 2

General Information, Policies and Procedures

Appendices

1. Flowchart: Student Life (3 Year PhD Programme)

2. Flowchart: Registration
3. Flowchart: Submission to Oral Examination and Flowchart: Oral
Examination to Graduation
4. PhD Progression
5. Translation Work in a Thesis Submission
6. Form and Presentation of Theses
7. Form and Presentation of Portfolios
8. Access to Thesis/Portfolio Submission for Higher Degree
9. GSA Research Ethics Policy
10. Joint Statement on Skills Requirement
11. Research Degree Forms

The information contained in this handbook was correct at the time or

publication (August 2010). Every care has been taken to ensure accuracy, but
changes may have to be introduced after publication since it is our policy to
regularly review course provision. Students will be informed of all proposed
changes.

This handbook is available in alternative formats on request.

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INTRODUCTION

Welcome to your Student Programme Handbook for Session 2010/2011.

The School produces separate Handbooks for each of its programmes, so

please make sure you have the correct Handbook for your particular
programme. This Handbook applies to students of all years studying on
programmes leading to the awards of Master of Philosophy and Doctor of
Philosophy.

Your Handbook is an essential guide to your programme and to the School.

Please familiarise yourself with its contents and refer to it throughout the year.
Its purpose is to provide information on what you can expect to receive from
the School, and what will be expected of you as a student of the Glasgow
School of Art. Your Supervisor will take you through the contents of the
Handbook as part of your annual induction process and this will be your
opportunity to ask for clarification on any of the areas covered. The Handbook
is divided into three sections:

Part One contains information specific to your research degree and it is here
that you will find information on developing your programme, supervision and
research methods, regulations, assessment and so on.

Part Two contains information on the School’s formal policies and procedures
which are relevant to all students and is a useful source of general information
and advice on a variety of topics, including the support services available to
you.

Part Three is presented as appendices to your Handbook and contains

additional advice and information specific to your course, specialist
department and school.

In addition to the Handbook there are other publications to which you may
need to refer during the course of your studies:

• Graduate Studies (extract from the University of Glasgow Calendar) –

for Postgraduate students only.
• University of Glasgow Code of Practice-Postgraduate Research
Degrees
• Degrees and Diplomas awarded in conjunction with the University of
Glasgow (extract from the University of Glasgow Calendar)
• University Fees and General Information for Students (extract from the
University of Glasgow Calendar)

Student Handbooks for all programmes can be found on the VLE. The GSA
Academic Calendar and Academic Handbook are also available on the VLE.
Copies of the documents above are available to all students through the
Research Office. Annual updates are available on the University of Glasgow’s
web site. If you have questions about any of these publications please contact
the Registry. Additional copies of Student Handbooks can be obtained from
the Registry.

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This Handbook has been developed from a variety of sources including the
‘Code of Practice for the Postgraduate Research Students’ published by the
Quality Assurance Agency for Higher Education. The Agency’s Code is
available at

http://www.qaa.ac.uk/academicinfrastructure/codeOfPractice/section1/default.
asp

The Handbook is for your use and it is important that you find it as “user-
friendly” as possible, so please let us know if you have any suggestions to
improve the content or format and we will consider these for future editions.

Best wishes for an enjoyable and productive academic year.

Professor Seona Reid, Director

August 2010

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Programme Specifications

1. Title

Doctor of Philosophy
Master of Philosophy

Intermediate Awards

Master of Philosophy

2. Scope

Programmes of research maybe proposed in any field of study within

the expertise of The GSA, subject to the requirement that the proposed
programme is capable of leading to scholarly research and its
presentation for assessment by appropriate Examiners.

3. Aims/Programme Outcomes

The aim of the MPhil is to produce a critical analysis of a field of

enquiry through:
• Interpreting knowledge within a focused field of enquiry
• Devising a project that leads to a new knowledge within a critical
analysis
• Contextualising the new knowledge within the field of enquiry
• Demonstrating the command of research methods and skills
necessary for advanced academic inquiry

The aim of the PhD is to make an original contribution to

knowledge, through:
• Creating and interpreting new knowledge
• Devising a project that leads to the generation of new
knowledge
• Contextualising the new knowledge within the field of enquiry
• Demonstrating the command of research methods and skills
necessary for advanced academic inquiry

4. Length of Study
From the date of enrolment

Mode of Study Minimum Maximum

MPhil Full Time 1 year 1 year
Part Time 2 years 2 years
PhD Full Time 3 years 4 years
Part Time 5 years 7 years

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 5. Mode of Study
Research Degree study is possible in the following modes:

• Full-time (three terms for MPhil and nine terms for PhD)
pursuing full-time research at the Glasgow School of Art.
• Part-time pursuing part-time research equivalent to not less than
1 term per academic year.
• Completion Period: a student who has substantially finished his
or her research and no longer requires formal supervision.
These students are concentrating on completing their theses or
portfolios, usually away from GSA. It is required that the
student’s work will be submitted within one year of completion of
normal study in the case of a full-time PhD student or two years
in the case of part-time PhD students. Students following an
MPhil programme must submit for examination within six months
of the conclusion of the statutory period of full-time or part-time
study.

Students undertaking further research necessary to the project outside

of the normal research degree completion times may request an
extension to the RDSC. Supervision and access to facilities with the
School may be available for extensions (subject to fee) but not for
completion periods.

6. The Research Degree Sub Committee

6.1 Principle

The GSA will aim at resolving any matters concerning research

degrees quickly and efficiently. Responsibility will be devolved, where
possible, by the Research Degrees Sub Committee (RDSC) to a level
or levels close to the student. However, in all matters of the Research
Degrees Programme (including enrolment, admissions, registration,
completion, examination, student supervision and progression,
appointment of examiners and welfare) final authority rests with the
RDSC.

6.2 The Role of the Research Degrees Sub Committee

The remit of the Research Degrees Sub Committee is to oversee and

make recommendations on policies and procedures relating to the
assurance of quality in the conduct of research degrees.

The RDSC will be responsible to the Research Committee of the

Glasgow School of Art for:

• The admission of new research students

• The registration of research students in one of the four PhD

categories. The categories are: portfolio with documentation;

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 portfolio with written commentary; joint portfolio and textual
dissertation; and thesis in textual form only

• Receiving annual reports from Directors of Studies

• Appointing Director of Studies, second supervisors, and

replacement Supervisors

• Approving the appointment of non-examining external experts

• Approving the programme of research (registration)

• Approving modification of student’s research topic after

registration (see 11. d below)

• Receiving requests from supervisors to take on more than six

full time research students (or part-time equivalent) at any one
time

• Approving all changes in student status

• Approving extension beyond the formal period of study

(Completion Year or extension)

• Approving requests to terminate studies

• Receiving nominations for External and Internal Examiners

• Appointing the Examination Committee

• Receiving and acting upon the Examiners’ joint report on the

student’s overall exam performance

• Considering the student’s written complaints that have not been

resolved by the Supervisor, their local PhD Co-ordinator, the
Head of School/Department or the Lecturer (Research)

7. Waivers of Regulations

Where in the opinion of the RDSC exceptional circumstances have

adversely affected a research student which could not reasonably have
been foreseen, the RDSC may waive any relevant part of these
Regulations on such conditions as it may deem fit.

8. Awards

In order to be considered for the award of MPhil or PhD, students will

have pursued such study on a full-time basis for a period of not less
than one academic year (MPhil) or three academic years (PhD), or for
a period of part-time study of not less than two academic years (MPhil)
or five academic years (PhD); provided that the Senate shall have

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 power in exceptional cases to reduce the period by one academic year
(PhD); and permit a research student during part of the period to
pursue elsewhere his or her special study or research.

9. Admissions

(a) Students applying for entry into the research programme shall:

(i) Normally have obtained a minimum of an undergraduate

degree with First or Upper Second Class Honours in any
British University, or in another University or College
specially recognised for the purpose of this Section by the
University of Glasgow Court on the recommendation of
the Senate (provided always that a diploma or certificate
recognised in like manner as equivalent to a
undergraduate or postgraduate Degree maybe accepted
in place of a Degree).

(ii) Normally have obtained the Certificate of Basic

Information Technology Competence.

(iii) Not be permitted a period of study or research elsewhere,

exceeding twelve months.

(b) All applications should be made on the Glasgow School of Art

Postgraduate Application Form and accompanied by:

• Copy of entry qualification certificates

• Two academic referees
• A research proposal (on the GSA proposal form available
on the website) which includes:
– Possible title of your research
– Research questions and/or problems (What do you
want to find out?)
– Research aims and objectives (What do you hope
to achieve?)
– Research rationale (Why do you think your
research is worth doing?)
– Research context (What is the relevant literature
and practice within your particular field of enquiry?)
– Research methods (What procedures and/or
analytical processes might you use to answer your
questions?)
– Research outcomes (What is the balance of
visual/textual material?)
– What specialist facilities or equipment might you
require?
– What sources of funding do you have (or hope to
have)?
– Does your research have any ethical
considerations?
– Bibliography of key texts and sources

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 • Transcript/mark sheet
• IELTS/TOEFL score certificate for applicants whose first
language is not English
• Electronic submission of Visual works and/or hard copies of
written material in support of the application, if appropriate

(c) All applications are graded by the Lecturer (Research) and local
PhD Coordinator according to a Research Council’s grading
system, involving a rate between 1-6. Applications with a score
of 3 or more will be then be reviewed by at least one other
reader, who will be a suitably qualified member of staff.
Selection may include an invitation to attend an interview, which
may include a portfolio submission or a presentation.

(d) Students must enrol through the Glasgow School of Art

Registry. Research students may only be matriculated if the
Head of School or Department and the Research Degrees Sub-
Committee (RDSC) have given approval. Consideration of
approval should take into account:

• Candidate’s qualifications
• Whether the proposed programme of work is capable of
being studied to the depth required to obtain a PhD
• Whether the proposed programme can be completed
within the designated time period
• Whether the appropriate resources (e.g. library,
computing facilities, studio etc.) will be available
• Whether appropriate supervision can be provided

10. Enrolment

All students who intend to register for a research degree must enrol on
arrival at the School. Continuing students are required to matriculate
annually at the commencement of each academic session. At
enrolment, students shall pay such fees determined by The Glasgow
School of Art.

The effective date of enrolment is normally the first day of the term in
which the research student enrols. It is possible, however, with the
approval of the Research Degrees Sub Committee and the Registry,
for research students to matriculate later in the term or academic year.
The minimum period of study, which determines the submission
deadline, runs from the date of enrolment whenever that might be.

All research students are also required to enrol with the University of
Glasgow. The university’s matriculation forms will be available from the
GSA Registry. In signing these forms, students are agreeing to abide
by the general and course regulations of the School and also of the
University of Glasgow, in so far as they apply to students of the School.

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 Provisional Enrolment

Students who have not completed their enrolment and/or arranged

payment of fees shall not be permitted to continue on the course after
30 November. The only exception will be in cases where the Registrar
gives permission in writing that a student can remain on the course as
a provisionally enrolled student beyond 1 December. Provisional
enrolment may be withdrawn in the event of any breach in the
conditions laid down by the Registrar. Students who have failed to
meet the conditions of their provisional enrolment will not be permitted
to present for examinations.

11 Induction

All research students are asked to attend a group Induction Day. This
is usually at the beginning of the Autumn Term, and at the beginning of
the Spring Term. Students who commence their research studies at
other times receive an individual induction. This induction includes vital
information about the School’s ethos, organisation and systems.

The Research Degree Student Induction will cover:

• Strategic introduction that offers you the chance to meet key

members of staff, including the PhD Co-ordinators for each
school
• The GSA research ethos
• The research environment of the School
• Our vision for Postgraduate Research study
• The role of research in the School
• The Research Degrees Training Programme
• The Postgraduate Forum
• The Postgraduate Research Open Seminars
• The role of the PhD Co-ordinators within the schools
• An introduction to the GSA Library and the Computer Centre
• Vital information about the GSA’s organisation and academic
structures
• Policies and procedures
• Introduction to GSA services and facilities

These topics may be addressed as part of the institutional induction or

the introduction to the research degrees training programme.

12. Research Training Programme

The importance of acquiring research and other skills during research

degrees programmes is recognised by students, staff, employers and
funding bodies.

The Glasgow School of Art provides a cross-school generic research

skills programme to all first year MPhil/PhD students. This programme
is also open to second year students wishing to participate.

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 The generic programme aims to:

• Provide training in generic research skills appropriate to the

level for MPhil and PhD study in Art, Design and Architecture,
Digital Design, Historical and Critical Studies and related fields

• Provide students with the necessary study, professional and

transferable skills to engage in a project of advanced research in
their fields of enquiry

• Enable students to develop the necessary critical judgement to

engage in postgraduate research

• Provide support for students in the initial stages of their

programmes of study, enabling increasing independence

At the start of their programmes of study, students will be given a

research degrees training programme document, detailing the content
of specific sessions, the programme criteria and indicative reading lists.

For more information on The Glasgow School of Art’s Research

Degrees Training Programme, please contact the Lecturer (Research).

Prior to the start of the research programme, students will be asked to

complete a Training Needs Analysis form in order to identify areas of
strength and areas in which the student will require further support.
This form will be distributed to the student’s supervisory team and local
PhD coordinator. The form will be followed up by a Training Needs
Assessment interview after which an Action Plan of agreed training and
development to be undertaken over the next 12 months will be drawn
up. This initial Training Needs Analysis will be reviewed during the
training programme and at the annual progression meeting between
the student and his or her supervisory team.

Specific skills training is delivered at an individual School level.

Students may also access the University of Glasgow’s Research

Training Programme.

Details of this programme can be found at:

http://www.gla.ac.uk/faculties/arts/graduateschool/

A copy of the Joint Statement on Skills Training Requirements can be

found in Appendix 11.

13 Virtual Learning Environment

A Virtual Learning Environment (VLE) is a software system designed to
facilitate teachers in the management of educational courses for their
students, especially by helping teachers and learners with course
administration. The Glasgow School of Art currently uses Blackboard
software.

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 The GSA Research Degrees Programme VLE is available remotely
from computers outside of the School’s network. The site contains all
the regulations, forms and most of the training material students will
need throughout their degree. The VLE also displays information on
Calls for Papers, forthcoming conferences, student events, research
links, resources and staff/student contact details. Students will also be
able to upload documents and pictures and get feedback from their
peers. In addition, special announcements regarding the programme
will be posted on this site.

Students are expected to check the site as often as possible and

ideally no less than once a week. The Lecturer (Research) or local PhD
Coordinator will enrol students on to the site. Students will need to log
on to http://vle.gsa.ac.uk through their Internet browser and use their
GSA username and password to enter the site.

14 Ethical Policy

The School attaches considerable importance to the maintenance of

high ethical standards in the research undertaken by its academic and
research staff and students whether supported directly by the School or
funded from external sources, and recognises its obligation to ensure
that research undertaken under its auspices is conducted to
appropriate standards, and conforms to generally accepted ethical
principles.

The GSA Ethical Policy can be found in Part 3, the appendices. For the
latest version of the GSA Ethical Policy please refer to the Research
Degrees Programme VLE (see details below) and the GSA website

15 Supervision

Candidates must be available for regular supervision (i.e. at least 6

times per year for full time students) by a their supervisory team unless
given permission otherwise by the Supervision Committee.

Candidates on a part-time basis must be available for regular

supervision (i.e. at least 3 times per year) throughout their period of
study unless given permission otherwise by the Research Degrees
Sub-Committee.

15.1 Appointment of Director of Studies (Main Supervisors)

(a) Directors of Studies (Main Supervisors) are nominated by the

Heads of Schools/ Departments and approved by the RDSC.
Directors of Studies will normally be members of academic staff
of GSA
(b) Directors of Studies will normally have an appropriate level of
supervision experience gained through having completed a
research degree, or undergone explicit supervisory training, or

12
 having supervised one or more research students to successful
completion
(c) No supervisor should normally be responsible for more than six
students at any time without the agreement of the Supervisor
concerned, the Head of School/Department and the RDSC
(d) Staff undertaking research towards a PhD will not normally be
appointed as Directors of Studies or additional Supervisors
(e) Supervisors must complete a Curriculum Vitae Form (RDCV) for
submission to the RDSC

16. Statements of Responsibilities

The purpose of these statements is to establish clear and explicit

expectations of students, staff and the Glasgow School of Art. In doing
so, the School hopes to avoid the risks and problems of personality
clashes, of inadequate supervision, or unsatisfactory progress. The
GSA feels it is important that the supervisory relationship is discussed
between students and their Supervisors before the research
commences.

16.1 Responsibilities of the Head of School/Department

(a) To ensure that an appropriate Supervisor is available

before recommending admission to an applicant and to
establish that the proposed research topic is one which
falls within the Supervisor’s field of expertise

(b) To decide that the research topic can be investigated

within the relevant resources

(c) To establish that the proposed research project is

capable of completion within the proposed time scale for
the degree

(d) To ensure the provision of such facilities as are practically

feasible for the satisfactory environment in which the
student can work. Despite the different natures of
Schools/Departments, every effort should be made to
ensure a standard of provision of facilities that is
appropriate to the student’s research needs. Students
should not be promised facilities that cannot be provided

(e) To indicate clearly the range of facilities that are available

both internally and externally (i.e. library provision and
computing). Students seeking guidance on such facilities
should be informed that many of these facilities may
require initial orientation and training. This will be initially
provided through the Glasgow School of Art Induction
Programme. More discipline-specific training programmes
may be provided in individual Schools

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 (f) A Head of School/Department may withdraw supervision
from a student only with the prior approval of the RDSC

(g) To make alternative and adequate supervisory

arrangements if the Supervisor is to be absent from the
GSA for any protracted length of time or leaves the GSA.
This will be done in consultation with the local PhD
coordinator

(h) To ensure that the School or Department in which the

student is studying provides, to the best of its ability, a
suitable and appropriate host environment

(i) To ensure students are fully aware of the relevant Health

and Safety Regulations

(j) To ensure that supervisors are supported in managing

their supervisory responsibilities and, if appropriate, are
offered a reduction in teaching, tutorial and/or
administrative duties

(k) To ensure that Supervisors have the training and support

they require to undertake effective supervision. This
support might include recommending a Supervisor attend
various training courses, conferences and seminars etc

16.2 Responsibilities of the Director of Studies

(a) To assist new students to plan their time; draw up a

programme of work; give advice about literature and
other reference resources; advise on research techniques
and about attendance at lectures, seminars and classes.

(b) To give advice about Research Degrees Regulations,

including plagiarism.

(c) To maintain regular and frequent contact with the student

and be accessible at other appropriate times. GSA
recommends a first contact meeting with the new student
by the end of week 1 of the student’s first term at the
latest. Students should regularly check-in with their
Director of Studies: a series of tutorials should be
arranged throughout the year to amount to at least 6
sessions per annum. It is recommended that a record of
each meeting be kept, recording what is discussed and
agreed.

(d) To request written and visual work regularly, and return it

with constructive written comment, normally within three
weeks. First year students should submit written and/or
visual work of some sort on a monthly basis. These
pieces might be part of a database, a bibliography,

14
 photographs, drawings, paintings, essays or preparatory
work. This submission of work will inform the forthcoming
Supervisory session.

(e) To give detailed advice on progressing the successive

stages of the work so that the whole may be submitted
within the scheduled time in accordance with the RDSC’s
expectations that the submission will be completed on
time. Progression at the end of each session is outlined in
section 3 of this handbook. Normally, this entails an oral
presentation or written or visual piece of work to be
assessed by a committee at the end of year 1 and the
submission of approximately 25% of the final
portfolio/thesis at the end of year 2.

(f) To submit to the RDSC, once each year, a brief report on

the student’s progress by means of the standard form
issued by the Registry. The RDSC will have the right to
require Supervisors who persistently refuse to submit
reports and/or have a poor supervision record to
undertake appropriate training. Such Supervisors will not
be allocated new research students, or be allowed to act
as Directors of Studies.

(g) To make recommendations to the RDSC about any

change in the definition of the research topic or in the
status of the student.

(h) To arrange, as appropriate, for the student to present

work at staff or graduate seminars and help the student
prepare for the oral examination.

(i) To advise the student about the form and presentation of

their submission.

(j) To arrange membership of appropriate discussion

groups, research workshops, involvement in tutorial
meetings and seminars and, where appropriate, facilitate
contact with those working in the topic in other
departments, institutions and centres.

(k) To ensure that a student is made aware of inadequate

progress, unsatisfactory work, or written or oral
presentation which does not reach the required standard.
The Director of Studies also has the right to include as
inadequate progress the student’s persistent missing of
agreed deadlines.

16.3 Responsibilities of the Student

(a) To define the area of their research, in consultation with their

Director of Studies.

15
 (b) To define their training and educational needs and discuss them
with their Director of Studies.

(c) To agree a schedule of meetings with their Director of Studies.

(d) To take the initiative in raising with the Director of Studies

problems or difficulties they have encountered and discuss the
types of guidance needed.

(e) To maintain the progress of work including the punctual

submission of written and practical work.

(f) To submit to the RDSC once a year a brief report on progress

by means of a standard form.

(g) To ensure they are thoroughly acquainted with all relevant

safety regulations and procedures and have received training
before following any course of action using any technique which
might be deemed hazardous or dangerous.

(h) To note the requirement for progression to a subsequent year,

as outlined above.

(i) To inform their Director of Studies of other people with whom

their work is being discussed.

(j) Deciding, in consultation with their Director of Studies, when to

submit for examination.

(k) To attend training seminars, as required, during their first and

second year. The programme will be amended, where
necessary.

17. Change of Status

There are a number of circumstances in the course of pursuing

research of which Heads of Schools/Departments, Supervisors and
students must be aware and which must be reported to and approved
by RDSC. These include the following:

(a) Requests for a change of Director of Studies or appointment of

an additional Supervisor. Requests are made through the local
PhD Coordinator.

(b) Requests for a change of research topic. These should come

from the Director of Studies and should be initially forwarded to
the local PhD Coordinator. If the topic is radically different, but
remains within the Director of Studies’ expertise, then the
Director of Studies may recommend an extension to the time
allowed to complete the degree. All subject to RDSC approval.

16
(c) Requests for transfer from PhD to MPhil or MArch (Research).
These must be supported by a reasoned case from the relevant
Director of Studies supported by the Head of School/Department
and may be requested at any time before submission.

(d) If a student on a Taught Postgraduate Programme (PGT) wants

to undertake a Research Degree (PGR), they should contact the
Lecturer (Research), or the PhD Coordinator in the relevant
area.

(e) Request for a change of mode of study (from part-time to full-

time or vice versa) should be made to the RDSC via the local
PhD Coordinator. This request needs to be discussed with and
supported by the student’s Director of Studies. Only one such
change of mode may be permitted within an academic session.

(f) Requests for suspension of study (also called Leave of Absence

- LoA) can take place for a minimum of one term and a
maximum of four terms. These must be planned for and
submitted to the local PhD Coordinator by the student with
support from Director of Studies before going to the RDSC for
final approval. The case for suspension must give convincing
medical or personal grounds. If the reasons for request of
suspension is not medical grounds (in which case the
suspension will take place immediately on submission of a
doctor’s certificate), time of suspension commences the term
after RDSC approval (September, January, April or June).
Requests for suspension of studies cannot be backdated.
During the time of suspension, no tuition fee is charged.
Requests for LoA cannot be reverted for a minimum period of at
least six months (i.e. if a student requests a change to part-time
status s/he cannot change back to full time in at least six
months, depending on the dates of the RDSC; if a student
suspends studies, s/he will not be able to commence again until
at least six months have elapsed, depending on the dates of the
RDSC, or the period of suspension is due, whichever is shorter).

(g) Requests for a reduction in the required period of study for a

research degree on the basis, for example, of prior research
carried out elsewhere, should be submitted by the Director of
Studies or the Head of School/Department to the RDSC (via the
local PhD Coordinator). Requests are subject to GSA and
University of Glasgow Degree Regulations.

17.1 Termination of Studies

(a) If at any time the Director of Studies considers that a student’s

progress is unsatisfactory and that the student is unlikely to
complete the requirements of the degree, he/she must report in
writing to the RDSC and the PhD Coordinator. The Director of
Studies should inform the student of this in writing.

17
 (b) If the student continues to make unsatisfactory progress, the
Director of Studies may recommend to the RDSC that the
student’s registration be terminated.

(c) Before deciding that the student’s registration should be

terminated, the RDSC must give the student the opportunity to
make representations (aided by a student representative, if
desired) concerning the circumstances that have affected their
progress.

17.2 Place of Work

(a) PhD students will normally pursue full-time or part-time research

within the Glasgow School of Art under the direct supervision of
a Director of Studies.

(b) Students may, however, with the approval of the RDSC carry
out research at approved centres other than the GSA or
undertake appropriate fieldwork. Where research is continued
outside of GSA in this way, it must remain under the direction of
the Director of Studies.

(c) A part-time research student must spend at least 1 term per

academic year, aggregated over the minimum period of study, at
the GSA.

18. Registration

(a) Every applicant to the research programme will have already

provided an outline of their programme of research with their
application. This outline should be a considered proposal but will
not be regarded as binding.

(b) Before the end of the first session (middle of the second session
for part-time students), the student, in consultation with their
Director of Studies, will formulate a closer definition of the topic
and decide how they intend to present their submission. A
presentation of the topic may be made to the School or
Department, as a way of allowing the academic community to
comment on the nature of the proposed research.

(c) The Director of Studies and Head of School/Department must

attest that the proposed programme of research is capable of
being pursued to the level and extent appropriate to a
Postgraduate Research Degree by signing and endorsing the
Registration Form. A Registration Form that has not been
signed and endorsed by the Director of Studies and the Head of
School/Department, should not be forwarded to the RDSC. In
the event that discrepancies between student and supervisor
result in a delay in the submission of the Registration Form to
the RDSC, both parties are requested to submit a written update
of the case, though the PhD Coordinator, to the RDSC.

18
 (d) If the student’s supervisory team consists of only one
supervisor, the Registration Form should be accompanied by a
nomination of up to two additional supervisors. This form(s)
should also be tabled at the RDSC, though the local PhD
Coordinator.

(e) The signed Registration Form will be presented to the RDSC,

through local PhD Coordinators, for approval. Enrolment into
year 2 (or 3 for part-time students) and any stipendiary award
will depend on the approval of the project by the RDSC. Any
subsequent modification of the topic must be submitted by the
Supervisory team to the RDSC.

19. Progression

In order to progress from one year of study to the next, students will
have produced evidence of satisfactory progress in the special study or
research undertaken by them to their supervisors, the Research
Degrees team and the Research Degrees Sub-Committee. This is
normally done through a peer group presentation or, alternatively, a
Supervision Committee (see below). The necessity for a Supervision
Committee will need to be discussed specifically with PhD
Coordinators and the Lecturer (Research) in advance.

(a) Directors of Studies and students should develop a plan for the
research, with an agreed deadline for written work or practical
aspects of research projects. Directors of Studies should keep
records of the completion and assessments of coursework
requirements in the first year of study.

(b) A progress assessment must normally be passed within one

academic year before students will be allowed to matriculate for
the following year. Failure to complete this assessment may
result in delays to matriculation and payment of any stipendiary
awards. Normally the progression requirements at the end of
year 1 will consist of a presentation of oral and written work.
Where relevant, creative practice must also be visually
evidenced to the appropriate level. If, after further consultation
between student and Director of Studies the submission is
judged not to be of a PhD standard, the Director of Studies may
recommend to the RDSC re-registration for MPhil or MArch
(Research).

(c) The progress assessment at the end of Year 2 will normally

consist of a written submission of approximately 20,000 words
or appropriate practice-based equivalent where non textual
element are included, to the student’s Director of Studies in
addition to an oral presentation.

19
 (d) During Year 3 (of a full time PhD), students are expected to
submit for examination during that session. If students are not
ready to submit, they will be expected to request either a
supported or an un-supported extension to the RDSC. Each of
these has a different level of support and fees, and students
should contact their Directors of Studies, in first instance, for
further advice.

(e) Any application for an extension into year 4 will be accompanied

by substantial justification and a work plan, as well as by
endorsement from by the Director of Studies, in the form of their
signature. Any extension granted either for six or twelve months,
only.

(e) Information on student progress will take the form of Progress

Reports written by Supervisors and forwarded to local PhD
Coordinators and the Research Office (see below Supervisor
Reports). The satisfactory completion of the Progression Form,
including a frank assessment of the student’s prospects, is a
necessary prerequisite for student matriculation and the release
of any stipendiary awards. Director of Studies should not be
dissuaded from recommending exclusion if this is justified by
unsatisfactory progress. Progress reports should be completed
shortly after the student has completed their progression
requirements including a presentation, and any supporting work
set by the supervisor(s). This will normally be within two weeks
of the presentation.

(f) Supervisory reports must give details of meetings – including

dates – between the student and Supervisor (s) and
confirmation that the working conditions for external students
are satisfactory.

(g) Students should supplement the Supervisor’s report with their

Supervision Record Forms, to be completed after each meeting,
and giving details of dates, subject discussed and action taken.
The students should regularly forward these to their local PhD
Coordinator and the Lecturer (Research) at least at the end of
their academic year. (See below, Student Reports).

19.1 The Supervision Committee

A Supervision Committee can be appointed for each research student

to oversee the progress of that student. The Committee must meet with
the research student before the end of their academic year. The
membership of the Supervision Committee can include the following:

(a) A Convener, normally the appropriate PhD Coordinator,

appointed by the Research Degrees Sub-Committee of the
Research Committee of Glasgow School of Art;

20
 (b) A Director of Studies who shall be the main Supervisor and
normally a member of the academic staff of Glasgow School of
Art and is responsible for reporting to the RDSC;
(c) Such second Supervisor(s), including any external Supervisors
as may be appointed by the Research Degrees Sub Committee
of the Research Committee of Glasgow School of Art
(d) If appropriate, an advisor appointed by the Senate of the
University of Glasgow from the staff of the University. The
advisor shall not be required to possess subject expertise in Art,
Design or Architecture.
(e) The appropriate Head of School or Department, where
available.

If the Director of Studies or supervisors are unable to attend, they will

be requested to submit a report. In the absence of supervisors, the
Committee will reserve the right to defer the decision to allow
progression. This is to ensure proper consultation with supervisors
takes place before formal progression, and also ensures any issues
arising from the work presented are treated both rigorously and fairly.

The Supervision Committee shall report to the PhD Coordinator, the

Lecturer (Research) and, through them to the Research Degrees Sub-
Committee of the Research Committee of Glasgow School of Art. The
Research Degrees Sub-Committee of the Research Committee shall
be responsible to the Academic Council of Glasgow School of Art for
the progress of all research students. The Academic Council shall be
responsible to the University Senate through the Higher Degrees
Committee of the Faculty of Arts.

A formal record giving permission to progress must be submitted to the

Research and PG Department.

20. Reports

20.1 Student Reports

(a) Students are required to complete a Research Degrees

Supervision Record form after each tutorial with their supervisor.
A copy of this form should be sent to the local PhD coordinator
and the Lecturer (Research), who keeps student progress files.

(b) Students are required to complete report forms after their yearly
Progression Presentation and return them to the Lecturer
(Research), and local PhD Coordinator. It is the Research
Office’s responsibility to assess these reports, to investigate any
discrepancies and to bring any problems to the notice of the
RDSC.

20.2 Supervisor Reports

21
 (a) After each tutorial, supervisors may comment on the Research
Degrees Supervision Record form in order to ensure accuracy.

(b) Supervisors are also required to complete progress forms after

yearly progression. If a School/ Department has established a
sub-committee to review the annual progress of each student,
the report is initially submitted to this Committee for review and
its recommendations incorporated into the report.

(c) Students will not be allowed to matriculate for the new session
until a report form and notification of the successful completion
of progression is submitted. Stipendiary awards to holders of
GSA Studentships will also be affected by the late completion of
the report forms. It is, therefore, imperative that these reports
are completed in a timely fashion.

21. Submission and Examination

The Candidate and their supervisory team will consider the decision to
submit for examination. In signing the Intention to Submit form, both
the Candidate and the supervisory team have agreed that the
Candidate is ready to submit.

The Candidate will submit to the RDSC, through the local PhD
Coordinator an ‘Intention to Submit form’ at least three months before
the planned oral examination. This form contains details of the
proposed Examination Committee and the nature of submission, and
should normally be accompanied by an Internal and External Examiner
Nomination forms.

21.1 Nature of Submission

The Thesis: Textual and Portfolio Element

All Candidates for the Degrees of Master of Philosophy (Research) or

Doctor of Philosophy shall present for the approval of the Senate a
thesis either in portfolio or textual form, or an approved combination of
both, which shall embody the results of the Candidate’s research, and
which shall be accompanied by a declaration signed by the Candidate
that the thesis has been composed by himself or herself. Any textual
element in the thesis must be written in English.

The Portfolio

(a) Within these regulations, the term ‘portfolio’ shall be taken to

mean a body of original work, comprising one or a number of
items, in fine art, craft, design or architecture. The body of work
may be presented in material or virtual reality. The work may
take the form of objects, images, environments, architectural
structures, performances, texts, virtual or conceptual works,
software or designs for any of these, or any comparable form.
The portfolio may include work of an interdisciplinary character

22
 whether the predominant discipline is fine art, craft, design or
architecture.

(b) The body of original work shall be documented by textual

material and photographic or other visual process including
labels or notes of explanation written in English. The
documentation must be in permanent form. The documentation
shall be to a standard whereby a future researcher may
recognise the new knowledge represented or embodied within
the portfolio, as determined by the Examiners. The
documentation shall include references, a bibliography and
notes in which the Candidate must state the sources from
which his or her information is derived, the extent to which he
or she has availed himself or herself of the work of others, and
the portions of the portfolio and any accompanying written
commentary or dissertation which he or she claims as original.

(c) A Candidate must submit a written summary of 250-1000

words. The summary must be an adequate and informative
abstract of the work suitable for publication by The Glasgow
School of Art. The documentation shall become the property of
The Glasgow School of Art and shall be lodged in the Library of
The Glasgow School of Art.

(d) The student within his or her application for registration should
make an initial proposal of a submission category; a final
proposal of category should be agreed by the student and the
Supervision Committee and submitted to the Research
Degrees Sub-Committee of the Research Committee for
approval prior to the examination. Once the category of
portfolio has been approved, the content of the portfolio and
the arrangements for its exhibition shall be subject to the
agreement of the Supervision Committee.

A student submitting for the degree of Master of Philosophy may

submit his or her portfolio within one of the following categories:

Portfolio with Documentation

A candidate may submit for examination a portfolio which in itself

represents or embodies new knowledge and which is documented in
accordance with the regulations above.

Portfolio with Written Commentary

A candidate may submit for examination a portfolio together with a

commentary on its production, presentation or context, when such a
commentary is necessary to understanding the new knowledge
represented or embodied by the body of the work. A written
commentary shall normally consist of 1,000– 2,000 words excluding
references, bibliography and appendices. A candidate who wishes to
submit a written commentary of lesser or greater length must seek the

23
 permission of her or his supervisory team and the RDSC.

Joint Portfolio and Dissertation

A candidate may submit for examination a portfolio together with an

extended written text which together but not necessarily separately,
represent or embody new knowledge. A dissertation shall normally
consist of 7,000 – 15,000 words excluding references, bibliography and
appendices. A candidate who wishes to submit a Dissertation of lesser
or greater length must seek the permission of her or his supervisory
team and the RDSC.

Thesis

In the case of a research student wishing to submit for examination by

thesis, whether or not the thesis will relate to a portfolio, the following
conditions shall apply:

A candidate must submit a thesis which shall embody the results of the
candidate’s special study or research, and which shall be accompanied
by a declaration signed by the candidate that the thesis has been
composed by herself or himself.

The thesis shall be a minimum of 30,000 and a maximum of 40,000

words including references, bibliography and appendices in each case.
A candidate who wishes to submit a thesis of greater or lesser length
must seek prior permission of the RDSC.

A candidate must also submit a written summary of 250 - 1,000 words.

The summary must be an adequate and informative abstract of the
work suitable for publication by Glasgow School of Art.

A student submitting for the degree of Doctor of Philosophy may

submit his or her portfolio within one of the following categories:

Portfolio with Documentation

A Candidate may submit for examination a portfolio which in itself

represents or embodies new knowledge and which is documented in
accordance with the regulations above.

Portfolio with Written Critical Commentary

A Candidate may submit for examination a portfolio together with an

extended commentary on its production, presentation and context,
when such a commentary is necessary to understanding the new
knowledge represented or embodied by the body of the work. A written
critical commentary shall normally consist of 3500 - 5000 words
excluding references, bibliography and appendices. A Candidate who
wishes to submit a written critical commentary of lesser or greater
length must seek the permission of her or his supervisory team and the
RDSC.

24
Joint Portfolio and Textual Dissertation

A Candidate may submit for examination a portfolio together with an

extended written critical text, which, together but not necessarily
separately, represent or embody new knowledge. The textual
dissertation should normally consist of 20000 - 40000 words excluding
references, bibliography and appendices. A Candidate who wishes to
submit a Dissertation of lesser or greater length must seek the
permission of his or her supervisory team and the RDSC.

Textual Thesis

In the case of a research student wishing to submit for examination by

textual thesis, and whether or not this relates to a portfolio, the
following conditions shall apply:

A Candidate must submit a textual thesis which shall embody the

results of his or her special study or research, and which shall be
accompanied by a declaration signed by the Candidate that the thesis
has been composed by herself or himself.

The thesis shall be a minimum of 70000 and a maximum of 100000

words including references, bibliography and appendices in each case.
A Candidate who wishes to submit a thesis of greater or lesser length
must seek prior permission of his or her supervisory team and the
RDSC.

A Candidate must also submit a written summary of 250-1000 words.

The summary must be an adequate and informative abstract of the
work suitable for publication by The Glasgow School of Art.

21.2 Appointing Examiners

The student, in consultation with their supervisory team, will

complete and forward the Intention to Submit Form to the local
PhD Coordinator. This will be submitted by the local PhD
Coordinator to the Research Degrees Sub Committee for
approval. If the submission requires an exhibition, the student
will need to plan in advance, no later than one year before
submission, The student and their supervisory team should
notify the PhD Coordinator at this time.

In addition to the ‘Intention to Submit’ form, students and

supervisors should discuss potential examiners with the local
PhD Coordinator. The local PhD Coordinator will make formal
contact with both Internal and External examiners.

25
 The nominated External Examiner will then complete the
‘External Examiner Nomination’ form, together with a CV and
forward to the local PhD Coordinator, who then submits External
and Internal Examiner nominations for approval to the RDSC. A
Convenor of the examination should also be considered by the
supervisor, the student and the local PhD Coordinator.

After the RDSC approves the examiner nominations and the

Intention to Submit, and in consultation with the Director of
Studies, the local PhD Coordinator makes arrangements for the
submission of the thesis and visual material (if appropriate) and
the oral examination.

21.3 Criteria for the appointment of the Examination Committee

In making nominations, PhD Coordinators should, in

consultation with supervisors and Candidates, seek to identify
prospective External Examiners who:

• Have expertise in the area relevant to the student’s field

of research
• Have experience of examining at doctoral level in the
United Kingdom (if they have not had this experience an
additional Examiner should be nominated)
• Not have had any professional relationship with the
student which may give rise to a conflict of interest (e.g.
supervisory, collaborative research) within the last five
years
• Are not registered for a research degree
• Hold, or have held, no appointment at the GSA, other
than that of External Examiner, during the period in which
the student has been registered for the degree
• Are able and willing to examine Candidates and to
complete the process of examination within a specified
period

In making nominations, PhD Coordinators should, in consultation with

Supervisors and Candidates, also seek to identify appropriate Internal
Examiners. The Internal Examiner may not necessarily be a subject
specialist, but it is essential that they have sufficient distance from the
Candidate (e.g. are outside of the department in which the candidate is
working), have supervisory experience and/or have experience of
examining at Doctoral level.

21.4 The Examination Committee

The Examination Committee will comprise the following:

• One Convenor of the Committee, who will take the role of

an impartial Chair and has been appointed by the
Research Degrees Sub-Committee. The Convenor

26
 should be a GSA member of staff, and normally not from
the same School or Department as the Candidate
• One External Examiner (two, if the Candidate is a
member of GSA staff)
• One Internal GSA Examiner

21.5 External Examiner Duties

The core duties of Examiners for research degrees are:

• To consider carefully the work submitted by Candidates

• To arrive at an independent evaluation of whether the
work submitted meets the standard of the award, and if
not, in what aspects is it deficient
• To write a preliminary report (in the GSA-specific form,
see VLE for form)
• To consult with other Examiners and, if deemed
necessary by the convenor, compare preliminary reports
• To agree with the local PhD Coordinator the date and
time for the viva examination
• To prepare for the viva; compare independent reports
with other Examiners (if required by the convenor) and
agree an agenda for the examination
• To conduct the viva examination
• Following examination, to decided whether the Candidate
has met the standards for the award
• To decide upon an appropriate recommendation to the
RDSC
• To write a final report with the other Examiner(s) on the
Candidate’s performance and submit it on the approved
form
• In all cases, where the recommendation is that the thesis
be revised before the award or re-submission for the
original or a lesser degree, to agree with the other
Examiner(s) a full list of changes to be made and/or work
to be undertaken and the time permitted for the
completion of such changes and/or additional work. This
should be collated in the Final Oral Examination Report
form collected by the Convenor of the Examination who
will then forward it to Registry. The GSA Registry will
send a copy of the Examiners recommendations to the
Candidate, Director of Studies and the Research Office
as soon as possible after the viva examination. A copy of
these recommendations will be attached to the final
report

21.6 Required Documentation

Candidates will be required to submit the following to the

Registry:

27
 • Three copies of their portfolio and/or thesis, one for each
examiner and the convenor of the examination. These
should be printed copies, soft bound with thermal binding
or spiral bound (not sewn or hardbound, which should
only be submitted after the thesis has been fully approved
by the examiners).
• The thesis and/or portfolio should contain a declaration,
signed by the Candidate and their Supervisor, attesting
that the submission is all the student’s own work,
acknowledging work done in collaboration with others and
confirming that the work has not been submitted for any
other academic award
• An abstract, suitable for publication, of not more than 400
words,
• Where appropriate, three copies of a list of formal course
work successfully completed
• A submission form (see VLE for form) with details of the
examination arrangements, to be completed by the
student, in conjunction with the local PhD Coordinator.
This submission form contains a form for the declaration
which can be used for submission within the thesis.
• Research Degrees Schedule Form
• Library Access Form

21.7 Form and Presentation

(a) Essential information concerning the format of submission for

presentation can be found in the appendices of this handbook
and in the regulation above.

21.8 Examination Committee: Roles and Responsibilities

(a) The Student is responsible for ensuring an ‘Intention to Submit’

form is agreed, completed and forwarded to the RDSC (through
the local PhD Coordinator) at least three months prior to the
planned date of submission. The PhD Coordinator is responsible
for ensuring the receipt of the ‘External Examiner Nomination
Form’ and examiner CV and submitting it to the RDSC, together
with the student’s ‘Intention to Submit’ form. The purpose of
these forms is to formally approve the nominations of the
Examination Committee.

(b) Examination Committees are appointed by the University of

Glasgow’s Senate on the recommendation of the RDSC, in
accordance with the following requirements:

(i) One Internal Examiner and one External Examiner must

be appointed for each Candidate or two External
Examiners if the Candidate is a member of staff of the
GSA

28
 (ii) The Internal Examiner must be a member of the
academic staff of the Glasgow School of Art

(iii) No Supervisor shall be appointed as Internal Examiner

(iv) If an associate supervisor was appointed when the

Candidate registered with the Institution, he/she may not
be appointed as an Internal Examiner

(v) A member of the academic staff who leaves GSA may

not be appointed as an External Examiner within five
years of leaving

(vi) No person shall be permitted to convene an Examination

Committee if he/she is the Candidate’s Supervisor

21.9 Responsibilities of the Convenor

(a) Chairing the examination and ensuring that the conduct

of the examination is in accordance with GSA regulations
and external requirements.

(b) Coordinating the preparation of the final Examination

Committee’s report, including the reconciliation of
disagreements amongst members of the Examination
Committee.

(c) Ensuring that the Examiners’ reports and

recommendations are forwarded to the RDSC.

22. The Viva (Oral Examination)

The aim of the viva voce examination is to provide an opportunity for

the Examiners to question the Candidate on aspects of the submission.
It should be designed to elicit information on any or all of the following
issues:

(a) Explanation of the structure of the thesis, either in portfolio or

textual form, or a combination of both

(b) Justification for the inclusion or exclusion of material

(c) Explanation for and justification of the use of particular research

methods and techniques

(d) Defence of the originality of the thesis, either in portfolio or

textual form, or a combination of both

(e) Clarification of any points of ambiguity within the thesis

(f) Justification for the conceptual approach taken in the thesis

29
 (g) The depth of knowledge of the contextual background to the
subject of the thesis

Students are strongly recommended to undergo a mock Viva before their final
submission, and to allow for time to respond to the mock Viva team’s
recommendations before final submission. The mock Viva should be on
material that is as near as the final submission as possible. It is the student’s
responsibility to ensure that internal deadlines are met so that a meaningful
mock Viva can take place. The Director of Studies has the right to also
determine the timing of the mock Viva, from their assessment of student
progress. The student/Director of Studies should then discuss mock Viva
arrangements with the Local PhD Coordinator.

23. Attendance at Oral Examination

(a) Candidates for Postgraduate Research Degrees are normally

asked to present for an oral examination and one must be held if
any of the Examiners so require. It may be omitted only if all the
Examiners agree that it would make no difference to the results
of the whole examination

(b) The following persons must attend the oral examination:

• The Candidate
• The Internal Examiner
• The External Examiner (or two if the Candidate is a
member of staff)
• The Convenor of the Examination Committee

(c) The Candidate’s Director of Studies does not attend the oral
examination unless the Candidate has made a written request to
the Convenor,, The Director of Studies attends the oral
examination as an observer and they are requested to leave
before any decision is taken. The Director of Studies should not
sign any of the Examiners’ reports or recommendations. The
Director of Studies, who is not invited to attend the examination,
does have the right to submit a separate report to the Convenor
prior to the oral examination

(d) If his or her attendance at the examination is approved but he or

she is unable to attend, the Director of Studies may nominate
another member of the supervisory team, or a former supervisor
who has recently left GSA, or a GU adviser (if appointed) to be
present in his or her place at the oral examination. This has to
be agreed with the Candidate

(e) No other person may be present at the oral examination without

the prior permission of the Convenor of the Examination
Committee and the RDSC

24. Conduct of the Examination

30
 (a) Following their formal appointment, each Examiner will be sent a
copy of any written submission along with a preliminary report
form by the Registry. This will be normally be sent at least eight
weeks, and no later than six weeks, prior to the date of the oral
examination, depending on the requirements of the examiners.

(b) Before the oral examination, each Examiner must assess the
submission and submit the preliminary report to the Registry,
giving the reasons for judging the submission satisfactory or
unsatisfactory. The reports are required at least 2 weeks before
the examination. The supervisors may also submit a written
report. The Registry will forward the Examiners reports to the
Convenor of the Examination Committee before the oral
examination.

(c) An oral examination will normally be held within the GSA.

Arrangements for the coordination of the oral examination
should be made by the local PhD coordinator. The Convenor of
the Examination will arrange the Viva schedule in consultation
with the Examiners. This will include viewing of any visual
aspects of the submission.

(d) At the oral examination, the examiners will test the Candidate’s
knowledge of the research upon which the submission is based
and confirm (or otherwise) their preliminary views, already sent
to the Registry. No indication of these preliminary views shall be
communicated to the Candidate at any stage of the oral
examination.

(e) The Examiners must sign and submit to the RDSC a joint report
on the Candidate’s overall performance with their
recommendations as to the outcome. If the Examiners are not
able to reach an agreement on the outcome of the examination,
the decision will rest with the RDSC.

25. Examiner’s Recommendations

Degree of Master of Philosophy

The Examiners’ recommendations for the degree of MPhil shall be one

of the following:

(a) That the submission be accepted for the Degree

(b) If the Examiners are generally satisfied with the content of the
submission and with the Candidate’s performance at the oral
examination but consider that some amendments are required
before the degree can be confirmed they may recommend:

(i) That the degree be awarded subject to certain minor

corrections of detail or of presentation. The Candidate is
given the opportunity to re-submit in a revised form within

31
 a stated period, which should not exceed three months.
Formal re-submission is not required and the corrections
shall be carried out to the satisfaction of the Internal
Examiner; or

(ii) That the degree be awarded subject to changes of

substance in a specific element or elements of the
submission as recommended by the Examiners within a
stated period, which should not exceed twelve months.
These shall not involve a revision of the whole
submission or of a major proportion of it and a full re-
submission is not required. The changes shall normally
be carried out to the satisfaction of both the Internal and
External Examiners.

(c) If the Examiners are not satisfied with the submission or with the
Candidate’s performance at the oral examination, they must
make the following joint recommendation:

(i) That the submission as a whole is unacceptable on the

grounds of unsatisfactory content, but that the Candidate
be permitted to revise it, taking account of the comments
made by the Examiners, and to resubmit it for the same
degree within a stated period which should not exceed
twelve months.

(d) That the thesis be rejected with no right of revision and re-
submission.

Degree of Doctor of Philosophy

The Examiners’ recommendations for the degree of PhD shall

be one of the following:

(a) That the submission be accepted for the Degree

(b) If the Examiners are generally satisfied with the content of the
submission and with the Candidate’s performance at the oral
examination but consider that some amendments are required
before the degree can be confirmed they may recommend:

(i) That the degree be awarded subject to certain minor

corrections of detail or of presentation. The Candidate is
given the opportunity to re-submit in a revised form within
a stated period, which should not exceed three months.
Formal re-submission is not required and the corrections
shall be carried out to the satisfaction of the Internal
Examiner; or

(ii) That the degree be awarded subject to changes of

substance in a specific element or elements of the

32
 submission as recommended by the Examiners within a
stated period, which should not exceed twelve months.
These shall not involve a revision of the whole
submission or of a major proportion of it and a full re-
submission is not required. The changes shall normally
be carried out to the satisfaction of both the Internal and
External Examiners.

(c) If the Examiners are not satisfied with the submission or with the
Candidate’s performance at the oral examination, they must
make one of the following joint recommendations:

(i) That the submission as a whole is unacceptable on the

grounds of unsatisfactory content, but that the Candidate
be permitted to revise it, taking account of the comments
made by Examiners and resubmit it for the same degree
within a stated period which should not exceed twelve
months.

(ii) That the submission has not achieved the standard

required for the degree of PhD, but that the Candidate be
permitted to revise it, taking accounting of the comments
made by the Examiners and to resubmit it for examination
for the degree of MPhil/MArch (Research) within a stated
period which should not exceed six months.

(d) That the thesis be rejected with no right of revision and re-
submission.

25.1 Corrections

(a) Where minor corrections or revisions are required, the

Convenor of the Examination Committee should provide
the Candidate with a list of requirements within 2 weeks
of the date of the examination, or where an oral
examination is not held, within 2 weeks of the completion
of the examination of the submission.

The Candidate will return the amended submission to the

Internal Examiner who will confirm to the Registry, in
writing, that the necessary revisions have been
completed and that the degree may be awarded.

(b) Where substantial changes are required the Examiners

will forward their comments and the major changes in
content required before the submission may be re-
examined to the Director of Studies and Convenor of the
Examination Committee. The Director of Studies will give
the Candidate detailed advice as and when necessary
during the revision process.

33
 The Candidate may consult their Director of Studies from
time to time as necessary while he/she is working on the
revisions. The Candidate will return two copies of the
submission to the Registry for transmission to the
External and Internal Examiners. The Examiners shall
confirm to the Registry, in writing, that the necessary
revisions have been completed and that the degree may
be awarded.

(c) The GSA Registry will send out a covering letter within 2
weeks, setting out the arrangements for the return of the
submission and, where appropriate, details of the re-
examination.

(b) Minor Changes – Details or Presentation

The Candidate will return the amended submission to the

School’s Registry who will normally consult the Internal
Examiner. The Internal Examiner who will confirm to the
Registry, in writing, that the necessary revisions have
been completed and that the degree may be awarded.

(c) Substantial Changes – Details or Presentation

The Candidate may consult their Director of Studies from

time to time as necessary while he/she is working on the
revisions. The Candidate will return two copies of the
submission to the Registry for transmission to the
External and/or Internal Examiners, as specified in the
Oral examination report. The Examiners shall confirm to
the Registry, in writing, that the necessary revisions have
been completed and that the degree may be awarded.

25.2 Resubmission

(a) The Candidate must submit three copies of the revised

submission to the Registry for examination in accordance
with the original process. Three copies of their portfolio
and/or thesis, one for each examiner and the convenor of
the examination. These should be printed copies, soft
bound with thermal binding or spiral bound (not sewn or
hardbound, which should only be submitted after the
thesis has been fully approved by the examiners).

(b) The re-submitted thesis and/or portfolio should be

examined by the previously appointed Examiners unless
the RDSC is satisfied that there is a sound case for the
replacement of any Examiner(s)

(c) The appointment of any replacement Examiner(s) must

be in accordance with the procedures stated above

34
 (d) The Convenor of the Examination Committee shall
consult the members of the Committee as to whether
there should be a second meeting of the Committee and
whether the Candidate is required to submit to a second
oral examination

25.3 Disagreements

Examiners are not obliged to agree on their recommendations.

Where there are disagreements amongst Examiners, the
Convenor is expected to clarify and, where possible, reconcile
those differences. If there are irreconcilable disagreements, the
RDSC will consider the various reports and recommendations
and reach a decision. It will not recommend the award of a
degree without the approval of the External Examiner. The
Committee may decide in a case of disagreement, to
recommend the appointment of a further External Examiner.

26. Award of Degree

The award of the degree shall be approved by the RDSC, upon receipt
of reports and satisfactory recommendations for all Examiners,
together with confirmation that the Candidate has met all the other
necessary requirements. The Candidate will be required to submit to
the Registry:

• Two hardbound copies of submission, which should

include the declaration and abstract
• An electronic copy of the abstract. The Abstract must be
an adequate and informative summary of the work,
suitable for publication by the Glasgow School of Art
• Library Access form
• Research Degrees Schedule

27. Graduation

The Convenor of the RDSC will write to the student to confirm the
award of their degree. The Registry will write to the student with details
of the next GSA graduation ceremony. If the student is unable to attend
the ceremony it is possible to graduate ‘in absentia’.

28. Problems and Difficulties

GSA aims to provide a welcoming and supportive environment for the

conduct of research studies by postgraduate students. From time to
time, however, students will encounter academic problems and
difficulties. In the first instance they should raise them with their
Director of Studies, but if this is not appropriate they should see the
Lecturer (Research) or their local PhD coordinator for advice. Students
may also discuss any issues with their Head of School or Department
or the Head of Research and Postgraduate Studies.

35
 In those cases where the student is critical of a Supervisor’s
performance, the Head of School/Department will discuss the matter
with the Supervisor concerned and assess whether or not the
complaint is justified. If the complaint is justified, the Head of
School/Department may recommend additional training or even a
change of supervisor. In those cases where the Head of
School/Department is the supervisor, the matter shall be dealt with by
the Lecturer (Research) or local PhD Coordinator in the manner
described above or referred to the convenor of the RDSC for
Convenor’s action.

The GSA Complaints Procedures are described in Part 2 of this

Handbook.

29. Appeals

The Research Degrees Programme at The Glasgow School of Art is

governed by the GSA Code of Appeals, inserted below.

CODE OF PROCEDURE FOR APPEALS

1.0 Introduction

The Senate of the University of Glasgow has agreed with the Academic
Council of The Glasgow School of Art that a joint procedure for the
consideration of appeals against academic decisions be established for
students following courses which are taught wholly or partly in The
Glasgow School or Art, and which lead to awards of the University of
Glasgow. Appeals will be considered by a joint Glasgow School of Art
and University of Glasgow Appeals Committee (see paragraph 5.0).

This procedure has been approved by the Senate of the University and
the Academic Council of the School and covers appeals against
academic decisions on progress and final degree examination(s). It
applies to all Undergraduate, Taught Postgraduate and Research
Postgraduate students.

The School shall provide an annual report to the Liaison Committee of

the University of Glasgow and The Glasgow School of Art. The report
will contain a review of activities in relation to academic appeals.

2.0 Principles

The Glasgow School of Art Code of Procedure for Appeals observes

the general principles outlined below.

2.1 A student should have a full opportunity to raise an appeal

against an academic decision without fear of disadvantage and
in the knowledge that confidentiality will be respected.

36
 2.2 The School will provide enrolled students with a copy of the
appeals procedure as well as advice and support on the
procedure as required. Additional advice and support may be
provided by the President of the Student Representatives
Council (SRC) of The Glasgow School of Art or alternatively by
the Registrar.

2.3 Members of the Joint Appeals Committee (See paragraph 5.3)

should be provided with regular guidance on the Code of
Procedure for Appeals.

2.4 Where an appeal is upheld, the School will reimburse the

student with any reasonable and proportionate incidental
expenses associated with her/his appeal.

2.5 The procedure will comply with the legislation relating to Data
Protection and Freedom of Information.

3.0 Definition of an Appeal

3.1 An appeal is defined as a request for a review of a decision of

an academic body charged with making judgments concerning
student progression, assessment or award.

3.2 A student may appeal on the grounds outlined in paragraph 6.5

below.

3.3 A student may not appeal against decisions of Examiners or

other matters of academic judgment unless the grounds of the
appeal are contained in paragraph 6.5 below.

3.4 A former student may not appeal once s/he has graduated from
the School. By graduating, the former student is deemed to
have accepted the recommendation of the Board of Examiners.

3.5 The Code of Practice on Incomplete Assessment and Good

Cause, outlined in Section XXII of the “University Fees and
General Information for Students” extract of the University of
Glasgow Calendar, is concerned with the sudden unforeseen
onset of illness or adverse personal circumstances affecting the
student. It is not intended to apply to chronic or persistent
illness or to long-term adverse personal circumstances affecting
a student’s preparation for examinations and/or attendance at
examinations or the submission of written work by the due date.
Examiners will mark and classify the performance as it
stands and will not judge undemonstrated capability.
Where there is chronic illness, good cause shall only be
established where the Candidate’s performance has been
compromised by a sudden severe episode of the illness.

4.0 The Appeal Process

37
 Informal Resolution

4.1 Prior to submitting a formal appeal, students are advised to

discuss the matter with their Course Tutor, Head of Department
or equivalent in an attempt to resolve the matter informally. An
Officer of the SRC can assist or represent the student in seeking
an informal resolution.

An Appeal against a decision on Progress

4.2 An appellant who wishes to appeal on grounds of medical or

other adverse personal circumstances against the application of
published PROGRESS regulations, should obtain a medical
report or a report on the other adverse circumstances and
should submit it to the Registrar with the note of appeal. This
will then be passed to the Convener of the Board of Examiners
for consideration.

4.3 The Joint Appeals Committee (see paragraph 5.3) will entertain
a progress appeal by a student against the decision of a Board
of Examiners only on the grounds that:

(a) that there has been defective procedure at the level of the
Board of Examiners;

(b) the disposal of the Board of Examiners was clearly

unreasonable.

(c) that there is new information that for good and proper
reason was not available to the Board of Examiners at
the time it reached its decision.

An Appeal against a Final Degree Examination Decision

Appeals against the decision of a Board of Examiners will follow the

process outlined below.

4.4 The first stage will be a Preliminary Disposal. The detailed

process and the possible outcomes of the Preliminary Disposal
are outlined in paragraph 7.3 below.

4.5 The Preliminary Disposal may result in a referral of the appeal

to a full hearing of the Joint Appeals Committee. The procedure
for this is outlined in paragraph 8.0.

4.6 Further review by the Senate Appeals Committee of the

University of Glasgow is available following consideration by
the Joint Appeals Committee but only on the grounds outlined in
paragraph 13.2.

5.0 Joint Appeals Committee

38
 5.1 The Academic Council of The Glasgow School of Art shall
establish a Joint Glasgow School of Art/University of Glasgow
Appeals Committee (hereafter referred to as the Committee).

5.2 Full power for deciding appeals are vested in the Committee.

5.3 The Committee shall consist of the Director (Convener) or

her/his nominee, members of the Academic Council, members
of the Joint Board for Product Design Engineering and the
President of the SRC. Exceptionally, the Committee shall
have powers to co-opt up to two members of the Senate of the
University of Glasgow. Where a case in question involves a
course taught partly in the University, there shall be at least one
University member serving on the Committee. The appellant
has the right to object to the involvement of the student
representative. Such objection should be submitted in writing
along with the letter of appeal.

5.4 Where a member of the Committee has participated directly in

the decision appealed against, that member shall not sit for the
individual appeal. No member of the Senate Appeals
Committee shall be entitled to serve on the Committee.

5.5 The quorum of the Committee shall be 3.

5.6 The Committee may have the assistance of a legal adviser.

5.7 The Registrar (or her/his nominee) shall act as Secretary to the
Committee.

5.8 The Joint Appeals Committee shall not have authority to alter an
academic decision. If relevant factors are raised by the appeal
which should have been known to the Board of Examiners or
which the Board failed to take into account, the Committee shall
instruct the Board to reconvene to reconsider the assessment.
Where the Board after reconsideration of the issues raised in the
appeal retains the original decision, the Deputy Director of the
School or her/his nominee shall decide whether the
recommendation of the Board should be accepted or rejected.

6.0 Lodging of an Appeal

Timescales

6.1 An appeal or intimation of intention to appeal should be

submitted in writing to the Registrar within 10 working days of
the intimation to the student of the decision against which the
student is appealing. Where an intention to appeal is
submitted, the full appeal, including the grounds and the remedy
shall be submitted within 20 working days of the date of the
letter intimating intention to appeal.

39
 6.2 An application for an extension of time for submitting an appeal
beyond 20 working days shall be submitted to the Registrar and
shall include sufficient information concerning the nature of the
appeal, the grounds on which an extension of time is sought and
shall be accompanied by such evidence of medical or adverse
personal circumstances as are relevant to the application.

6.3 An extension of time for submitting an appeal shall not be

granted unless the Convener of the Joint Appeals Committee is
satisfied that the student was precluded from appealing within
20 working days as a result of serious illness or other
circumstances which are both exceptional and relevant to the
appeal.

6.4 A letter of appeal or other documents for the consideration of an

appeal shall be treated as having been given or sent on the day
that it is received by the Registrar; and any letter or document
sent to any person, including the student, in connection with the
appeal shall, if sent to the person’s last notified address, be
treated as having been given or sent on the day that it was
posted.

Grounds for Appeal

6.5 Appeals will not be entertained against marks or decisions of

examiners, or other matters of academic judgment, but only on
grounds of unfair procedure or new evidence, namely:

Medical or other adverse personal circumstances

(a) that there is new information that for good and proper reason
was not available to the Board of Examiners at the time when it
reached its decision on a particular student.

An appellant who wishes to appeal on grounds of medical or

other adverse personal circumstances against a decision
reached by a Board of Examiners, is referred to the Code of
Practice on Incomplete Assessment and Good Cause in section
XXII of the “University Fees and General Information” extract of
the University of Glasgow Calendar;

Unfair or Defective Procedure

(b) that the conduct of the examination was not in

accordance with the approved examination regulations
for the course;

(c) that the Candidate was given misleading written

information concerning the nature of the examination and
its requirements.

40
 6.6 The provision for medical evidence or evidence of adverse
personal circumstances is not designed to compensate for
underperformance due to these circumstances nor are Examiners
expected to infer how a Candidate might have performed if
unaffected. Where a Candidate’s performance is borderline
between grades or classifications of Honours, provision of such
evidence shall not necessarily raise the Candidate to a higher
grade or classification.

Content of Letter of Appeal

6.7 An appeal submitted by E-mail will not be considered. E-mail

correspondence will only be acceptable where it has been used
to make or confirm arrangements for a hearing, if a hearing is
deemed to be necessary.

6.8 The note of appeal must include:

(a) the name, address, telephone number and e-mail

address of the appellant;

(b) all the grounds on which the student considers that the
decision should be changed; additional grounds may be
admitted subsequently but only at the discretion of the
Convenor; additional grounds presented at a hearing may
lead to adjournment of the hearing.

(c) the remedy, or remedies, which the student seeks;

(d) whether the student wishes to make oral representation

at any hearing which may be held or whether s/he is
content for the appeal to be considered without her/his
presence;

(e) whether the student intends to be assisted or represented

by any person and, if so, the name, address and
occupation of that person.

6.9 A student who wishes to appeal on grounds of medical or

other adverse circumstances shall provide a *medical report
from her/his General Practitioner or Hospital Consultant. The
medical report shall detail the severity, duration and possible
impact of the medical condition on the student’s academic
performance. Where the student wishes to appeal on the
grounds of adverse personal circumstances, a written
statement by an independent witness must be provided. The
report shall detail the severity, duration and possible impact of
the circumstances.

*
A charge may be made by a GP for the provision of a medical report.

41
 7.0 Consideration of Appeal

Power to give directions

7.1 The Director or her/his nominee may direct the student (or her or
his representative) or any party to the proceedings to furnish
additional evidence, information or explanation as may be
thought to be appropriate.

7.2 A direction to the student (or her or his representative) shall state
the period of time by which the student shall respond in writing
following which the appeal may be dismissed by the Director.

Preliminary Disposal

7.3 Upon receipt of a written appeal the Director or her/his nominee,

after consultation with two other members of the Joint Appeals
Committee, may make a Preliminary Disposal which may result
in:

(a) Dismissal of the appeal because:- no competent

grounds for appeal have been stated; the appeal is
frivolous or vexatious; the appeal is out of time or the
student failed to comply with a direction made;

(b) Dismissal of the appeal because the evidence submitted

could reasonably have been presented to the Board of
Examiners;

(c) Referral of the appeal to the relevant Board of Examiners

for reconsideration where Clause (i) of the Code of
Practice on Incomplete Assessment and Good Cause
(see Section XXII) has been satisfied and where it is clear
that the Board of Examiners was unaware of the medical
or personal circumstances described in the letter of
appeal.

(d) Referral of the appeal to a full hearing of the Joint

Appeals Committee, whereupon the Convener may take
such other interim action as he/she deems appropriate.
Provision of a hearing does not imply that a prima facie
case has been established.

7.4 The Registrar will state in the letter to the student (or her or his
representative) the outcome of the Preliminary Disposal, the
reasons for the decision and shall provide the papers which
were considered by the Committee.

7.5 An appeal which has been dismissed under Preliminary

Disposal may be reinstated if the student (or his or her

42
 representative) makes representations with reasons why the
case should not have been dismissed. The representation and
the reasons shall be made in writing within 10 working days of
the date of letter intimating the outcome of the Preliminary
Disposal.

8.0 Hearing Arrangements

The Committee will normally meet within twenty days after receipt of
an adequate note of appeal, or as soon as practicable thereafter.

The Registrar shall:

8.1 Request reports and information including information relating to

the manner in which the decision appealed against was
reached;

8.2 Request the attendance of any person or persons whose

presence is necessary for the hearing of the appeal;

8.3 Provide the student (or his/her representative) normally within

10 working days in advance of the hearing with a copy of all
papers which will be before the Committee and the names of the
persons who will be in attendance. The papers will normally be
sent by recorded delivery or may at the student’s request, be
collected in person.

8.4 Notify the student (or his or her representative) no less than 5
working days prior to the hearing of the date, time and location
of the hearing and the names of the members of the Committee
who will consider the case.

9.0 Attendance at Hearing

9.1 Where the student is prevented from attending by ill health, the
hearing shall normally be deferred on submission of a medical
certificate. If the student does not attend on the agreed date
and no notification of the absence has been received, if the
Convenor is satisfied that the student has received due notice of
the hearing, the Committee may proceed to deal with the case
and to reach a decision in the student’s absence.

9.2 The student shall have the right to be accompanied at the

hearing by one of the following: a parent or guardian; a fellow
student or other friend or to be formally represented by an
Officer of the Students’ Representative Council; a member of
the University staff; or a lawyer. Where the student seeks to
have two individuals in attendance, one shall attend as an
observer only.

43
 9.3 The student may name any person or persons s/he wishes to be
present to provide evidence on her/his behalf. The name of any
person or persons called by the student to provide evidence
shall be provided to the Registrar no later than 10 working days
before the date of the hearing. The student shall be
responsible for arranging the attendance of such persons at the
hearing with the exception of members of staff of the School
who shall be notified of the date, time and location of the hearing
by the Registrar.

9.4 If any person or persons are unable or unwilling to attend the

hearing, the Convener of the Committee shall be responsible for
deciding if the hearing should proceed on the date arranged or
be deferred. A written statement may be presented by any
person who has been invited to attend the hearing but is not
available on the date specified.

9.5 The hearing shall be held in private. Confidentiality shall be

observed at all times within the constraints of the procedure.

10.0 Professional Advice

Where the Committee requires the advice of an expert to deal with a

question of fact or special difficulty, such an expert shall provide a
written report and where appropriate shall be invited to attend the
hearing to provide evidence.

11.0 Conduct and Procedure for Hearing

The normal procedure at a hearing will be described in the

paragraphs which follow, but the Committee may adapt the procedure
if it considers that an alternative arrangement would be more fitting in
the circumstances

11.1 The Committee shall attempt to ascertain all relevant facts with
a view to coming to a reasonable disposal;

11.2 The Committee shall consider the appeal in the light of the
relevant regulations and practices taking account of the entire
circumstances of the case.

11.3 The Committee shall examine the appellant and invite him or
her to make an opening statement, or to have a statement
made on his or her behalf. Thereafter the Committee shall:

11.3.1 proceed to examine any person(s) called by the

appellant and any person (s) who, in the view of the
Convener, might contribute to the consideration of the
appeal, and shall afford the appellant or his or her
representative the opportunity to question, through the
Committee, those persons;

44
 11.3.2 consider all relevant reports and information;

11.3.3 afford the appellant an opportunity to make a final

statement, or to have one made on his or her behalf.

11.3.4 The Convenor shall seek confirmation from all parties

that all necessary and relevant information has been
conveyed to the Committee, that the questioning is
complete and that in the opinion of the student, the
hearing has been conducted in a fair manner.

11.3.5 Thereafter all persons, except the Committee, the

Registrar and any legal adviser appointed to advise
the Committee shall retire while the Committee
considers its decision. The Committee shall reach its
decision or defer the decision pending further
investigations.

11.3.6 At any stage it shall be competent for the Committee

to adjourn the hearing if it considers this to be
necessary.

12.0 Disposal

12.1 The Committee shall decide the matter at the conclusion of its
consideration of the appeal or as soon as possible thereafter;

12.2 It may decide by a majority;

12.2 It may dismiss the appeal because it does not evidence

grounds for appeal as outlined in paragraph 6.5;

12.4 If it upholds the appeal, the Committee may order whatever

remedy it deems appropriate in the circumstances which does
not involve overturning an academic judgment;

12.5 It may refer the appeal to the Board of Examiners with

whatever guidance or direction it considers appropriate;

12.6 The Registrar, on the instructions of the Convener, shall

intimate the decision in writing to the appellant and to the
relevant Head of School and Department or, if appropriate, the
Joint Board for Product Design Engineering;

12.7 In its report to the Head of School or the Joint Board for
Product Design Engineering, the Committee may wish to
include any recommendations related to the matter which has
given rise to the appeal. The Committee may also make
recommendations, as appropriate, to the Quality in Learning
and Teaching Committee.

45
 13.0 Further Review

13.1 An appellant who is dissatisfied with the decision of the Joint

Appeals Committee shall have the right of further appeal to the
University Senate. A copy of the Code of Procedure for
Appeals to Senate can be found in Section XIX of the
“University Fees and General Information for Students” extract
of the University of Glasgow Calendar.

13.2 The Senate Appeals Committee will entertain an appeal

against the Joint Appeals Committee only on the grounds that:

(a) new evidence has emerged which could not reasonably

have been produced to the Committee;

(b) there has been defective procedures at the Joint

Appeals Committee level;

(c) the disposal of the Joint Appeals Committee was

manifestly unreasonable.

13.3 Independent External Review

If the appellant is dissatisfied with the outcome of an appeal to

Senate, she/he shall have the right to a review of the Office of
the Independent Adjudicator, details of which are available
from the Senate Office.

46
 PART TWO

Student Regulations, Procedures and General Information

47
Contents Page

General Information

Term Dates
Relationship with the University of Glasgow
Campus Map
Library, Archives and Computer Centre
Collection and Archives
Student Representation and the Committee Structure
Students Association
HESA (Higher Education Statistics Agency)
Data Protection
Student Support
Counselling
Welfare Advice and Information
Accommodation
Health
Sports and Recreation
Legal Rights and Advice
Learning Support
Students with a Disability
International Students
Careers Advice
Registry

Financial Matters

Tuition Fees
Payment of Fees
Hardship Funds
Overseas Students
Financial Guarantee Form
Scholarships
Council Tax

48
Health and Safety

First Aid
Accidents and Incidents
Joint Consultative Committee for Health and Safety
Meningitis
GSA Alumni
Millers Art Store

Policies and Procedures

Introduction
Equal Opportunities
Students with a Disability
Health and Safety
Lone Working
Fair Copyright
Whistle-Blowing Policy (Public Interest Disclosure)
Anti-harassment and Bullying
Use of E-mail
Alcohol, Drugs or Substance Abuse
Student Complaints
Student Discipline

Regulations

Compliance with Programme Instructions

Conduct and Discipline
Enrolment
Enrolment Number
Enrolment Card
Provisional Enrolment
Debts to the School and the University of Glasgow
Health and Safety in the Workshops and Studios
Insurance/Security of Work and Belongings

49
TERM DATES
ACADEMIC SESSION
2010/11

ALL UNDERGRADUATE FINE ART, DESIGN & ARCHITECTURE PROGRAMMES

(ALL YEARS)
Total Teaching Weeks {30}

Induction Wk Monday 13 September 2010 Friday 17 September 2010

Term 1 Monday 20 September 2010 Friday 10 December 2010
Reading Week: 1 November - 5 November 2010
Term 2 *Wednesday 5 January 2011 Friday 18 March 2011
Reading Week: 14 February – 18 February 2011
Term 3 Monday 11 April 2011 Friday 10 June 2011

BENG (ALL YEARS)/University of Glasgow

Total Teaching Weeks {30}

Induction Wk Monday 13 September 2010 Friday 17 September 2010

Semester 1 Monday 20 September 2010 Friday 17 December 2010
Semester 2 Monday 10 January 2011 Friday 25 March 2011
Exam Period Monday 18 April 2011 Friday 10 June 2011

POSTGRADUATE TAUGHT MASTERS PROGRAMMES (12 MONTHS)

Total Teaching Weeks {45}

Induction Wk Monday 13 September 2010 Friday 17 September 2010

Term 1 Monday 20 September 2010 Friday 21 January 2011
Term 2 Monday 24 January 2011 Friday 27 May 2011
Term 3 *Tuesday 31 May 2011 Friday 9 September 2011

POSTGRADUATE TAUGHT MASTERS PROGRAMMES (24 MONTHS)

Total Teaching Weeks {30}

Induction Wk Monday 13 September 2010 Friday 17 September 2010

Term 1 Monday 20 September 2010 Friday 21 January 2011
Term 2 Monday 24 January 2011 Friday 27 May 2011

* Monday 27 September 2010, Monday 3/Tuesday 4 January and 18 July 2011

(tbc)
are local holidays*

Other Holidays and Important Dates, 2010/11:

Term 1, Mid Term Holiday Monday 8 November 2010

GSA's Winter Break Thursday 23 December 2010 – Tuesday 4 January
2011
Term 2, Mid Term Holiday Friday 11 February 2011
GSA's Spring Break Friday 18 March – Friday 8 April 2011
Bank Holiday Monday Monday 25 April 2011
May Days Monday 2 May & Monday 30 May 2011
Degree Show Opens (GSA) Friday 10 June 2011
Graduation Friday 17 June 2011

The primary sacred times for world religions are provided through:
www.interfaithcalendar.org

50
Relationship with the University of Glasgow

The School’s degrees are validated by the University of Glasgow. This

means that whilst students are taught wholly within the School of Art, by
School of Art staff, the degree awarded at the end of the programme will be a
degree of the University of Glasgow. The School however remains an
independent and distinctive institution. Students are enrolled as full-time
students of GSA, and also as a student of the University. Students have the
right to vote in the election of the Rector of the University and details of this
are issued by the GSA Student Representative Council (SRC). The level of
access to the University of Glasgow facilities varies per programme of study.

Only certain categories of students (BEng/MEng - Product Design

Engineering, MPhil in Art, Design and Architecture in Education and
Postgraduate Research students) are entitled to borrowing rights in the
University of Glasgow’s library. This facility can be extended to other
postgraduate students on request and students should contact the University
of Glasgow Library for further information. The remainder of Glasgow
School of Art students are entitled to use the University’s Library for
reference.

All Glasgow of Art students are bound by the relevant regulations of the
University of Glasgow (See the Introduction for more information).

All students of The Glasgow School of Art can access the sports facilities at
the University of Glasgow for a nominal fee. Further information on this can
be obtained from the Student Welfare Adviser or the Registry. (See also
Section 3.6 (e))

51
 GLASGOW SCHOOL OF ART CAMPUS

1 Mackintosh Building 2 Newberry Tower

Continuing Education, Directorate, Dept of Interior Dept of Silversmith and Jewellery, Dept of Textiles,
Design, Dept of Painting and Printmaking (Painting), Newbery Gallery, Refectory, Staff Lounge
Estates Office, Exhibitions Office, Finance Office, First
Year Fine Art, GSA Enterprises, GSA Shop, IT Office,
Janitorial Services, Mackintosh Gallery, Mackintosh
Library, Mackintosh Research Centre, Mackintosh
Room, Millers Art Shop, Personnel Office, Registry,
School of Fine Art Office & Head of School, Student
Counselling Service
3 Foulis Building 4 Haldane Building

Atrium Gallery, Centre for Advanced Textiles, Dept of Careers Service, Dept of Ceramics, Fine Art
Product Design, Dept of Product Design Engineering, Workshops, Learning Support Service, Welfare
Dept of Visual Communication, Design School Seminar Advisory Service
Room, School of Design Office & Head of School

5 Barnes Building 6 Margaret Macdonald House

Dept of Sculpture and Environmental Art, Electronic Student Residence

Media Laboratory, Master of Fine Art
7 J D Kelly Building 8 Richmond Building

Dept of Painting and Printmaking (Printmaking),First Dept of Fine Art Photography

Year Design
9 GSA Library 10 Bourdon Building

Business Development Office, Computer Centre, Mackintosh School of Architecture, Mackintosh

Development and External Relations Office, Library, Environmental Architectural Research Unit, Podium
Video Conferencing Suite, International and Home Gallery,
Recruitment Mackintosh School Office and Head of School
11 Assembly Building House for an Art Lover (Not Shown)
Continuing Education Studios, Digital Design Studio
Students Association, Students Representative Council

52
Library, Archives, and Computer Centre

Students at GSA have access to a wide range of specialist learning

resources, both physical (books, journals, slides, videos, theses and
dissertations) and virtual (online indexes and databases) in the GSA Library.
The GSA Archives are based in the Research Centre for Archives and
Collections, and are a resource which students are encouraged to use for
learning and research. The Computer Centre is available for producing
essays and other documents, research using the web, and manipulation of
images. Students are also be able to use the reserve collections in the
Mackintosh Library.

Glasgow is well provided with academic and research libraries, and students
will have access to many of these as well. In addition, the School’s Inter-
Library Loans service means that the Library can obtain almost any book or
journal article from libraries worldwide.

The Library and Archives team are there to support students’ learning needs,
and the Subject Specialists can offer help and advice in selecting the best
resources. During the busiest hours a dedicated Enquiry Desk is available to
help students track down the information they require.

Students have a diversity of learning styles and particular requirements and

as such the facilities include adaptive software to allow students to access
information in the form that most suits them, and mind mapping software to
allow students to develop concepts and ideas visually. The Library aims to
make documentation and signage fully accessible.

All Library services are subject to review and enhancement. The

arrangements detailed below may therefore change. Students will be
informed of any changes relating to the Library service.

Finding out about the Services of the Library

Each new student will be given an introduction to the Library tailored to their
chosen subject area, and an explanation of how to use the Computer Centre.
Each student will be given a password enabling access to the wide range of
software on offer.

53
Student Library Forum

Every term, a Student Library Forum is held, chaired by the President of the
Students’ Association, and attended by elected student representatives as
well as staff from the Library, Archives and the Computer Centre. The Forum
provides an important space for sharing ideas to enhance the School’s
information services.

Opening Hours

Main Library and Computer Centre

Term Time
Monday to Thursday 9.30am – 7.45pm
Friday 9.30am – 4.45pm
Saturday 12.00noon – 4.00pm

Vacation Time
Monday to Friday 9.30am – 4.45pm

Mackintosh Library

Term Time Only

Monday to Friday 11.00am – 12.00noon

Please note that these are normal opening times, and may need to be varied
from time to time. It may be also be necessary to close for certain tasks, such
as Library stock checks and Computer Centre maintenance, but these will as
far as possible be arranged for vacation periods. Students will be told in
advance of such changes.

A Learning Environment

The aim is to make the Library an inviting learning and research environment.
After consultation with student representatives, eating and drinking and the
use of mobile telephones have now been banned in the Library.

Users are strongly encouraged to respect the learning resources, therefore

disciplinary action will be taken in cases of theft or deliberate damage to
books and other learning resources. This policy has been strongly endorsed
by student representatives.

54
Lending Services

Students are able to use the reference collection (encyclopaedias,

dictionaries, directories, etc) in the Library. Magazines and journals, and the
reading list collection, are also available for reference only.
Students may borrow any of the lending books (around 60,000 volumes) and
slides and may also borrow videotapes and DVDs on overnight loan.

Borrowing period

Currently the lending period is 3 weeks, but students can renew the loan for
further periods of 3 weeks unless another user has reserved the item. In this
case items must be returned to the Library immediately. Items can be
renewed twice by going to the “Borrower Information” section of the web
catalogue.

If an item is returned late, a fine will be charged. The current rate is 10p per
day per item.

For videotapes and DVDs the loan period is overnight. If a videotape or DVD
is not returned by 2 p.m. the next day an immediate fine of £1 will be charged
which then increases hourly by 20p (current rates).

The GSA enrolment card also acts as a student’s library card – always have it
available when visiting the Library. Students will also need it when visiting
other libraries with which there are reciprocal access arrangements.

Students should not borrow books on behalf of others, or lend books which
they have on loan. The responsibility for all items borrowed remains with the
owner of the enrolment card produced at the time.

Exchange Visits

Students remain responsible for all items borrowed on their card. This
includes periods when students are on exchange with overseas institutions.
All items should be returned to the Library before going on exchange.
Students will be able to use the library facilities of the host institution.

Inter-Library Loans

If the Library does not have a book or journal article needed for a student’s
studies, it can usually be borrowed on a student’s behalf from libraries
worldwide through the Inter-Library Loans service.

55
Suggesting purchases

Students are actively encouraged to suggest additions to the Library stock.

However there is no guarantee that every suggested item will be purchased.

Finding out about the services of the Library

Website Students can find full information online at

http://www.gsa.ac.uk/library/ This includes a link to the Library Catalogue at
http://library.gsa.ac.uk/ and a full list of contacts.

The Library Guide contains a wealth of information. Students can collect a

copy from the Library, or by visiting the web site.

Contacting the Library

Students can find out about all services provided by contacting the main
library desk on the ground floor. The telephone number is 0141 353 4551.

Other Libraries

Students have reference access to all of the higher education libraries in the
Glasgow area – the university libraries of Glasgow, Glasgow Caledonian,
Paisley and Strathclyde; the Royal Scottish Academy of Music and Drama;
Mitchell Library; and the Alliance Française Médiathèque. Students will need
to present their GSA enrolment card when visiting these libraries.

The Glasgow School of Art is a member of two schemes allowing borrowing

for some groups of students from other HE institutions. The schemes are as
follows.

UK Libraries Plus

UK Libraries Plus is a co-operative scheme between higher education

libraries. Membership of the scheme enables full-time postgraduate students,
part-time and distance learning students, and students on placement, to join
up to 3 member libraries near where they live and work, and to borrow books
from these libraries. Full time students and staff are also eligible to use the
scheme, and can access any number of member libraries, for reference
purposes. Further information can be found at:
http://www.uklibrariesplus.ac.uk/students/index.htm

56
SCURL Research Extra

The SCURL Research Extra Scheme permits access and borrowing rights to
academic staff and research students of Glasgow School of Art to SCURL HE
Libraries within Scotland.

Details of this scheme can be found at:http://scurl.ac.uk/about/access.html

Further details of these schemes can be accessed at the issue desk in the
Lending Library or at http://www.gsa.ac.uk/library/

Technical Services

The Computer Centre currently includes 45 networked Apple Mackintosh

computers, colour and monochrome printers, slide and flatbed scanners. A
charge is made for printing to cover the cost of consumables. Software
includes word processing, image manipulation, page layout, web browsing,
and email. Before using the Computer Centre, students must take a short
induction programme. Further training programmes are available to improve
skills in using the Computer Centre and information resources. Details of
these programmes will be posted on the Library and Computer Centre notice
boards

All network activity should be within the JANET Acceptable Use Policy – see
http://www.ja.net/documents/use.html for the current version of the Policy.

Students will be given a personal GSA email account. Important information

from various departments in the School will be issued to this address, so it is
important that students check their email regularly.

Students are also entitled to an ATHENS user name and password. This
allows free access to subscription-based online collections of data and
images from any internet computer.

The Library equipment currently includes;

• four photocopiers – three monochrome and one colour. There is a

charge for photocopying to cover the cost of consumables
• six video viewers
• five DVD players
• copy stand – students will need to supply a camera
• slide viewers, including a light table
• two Telesensory video magnification systems for readers with
visual impairment

Please note that technical equipment is subject to review and enhancement,

so these details may change.

57
Collection and Archives

At the heart of the campus is the Mackintosh Building, designed in 1896 by

Charles Rennie Mackintosh, one of the School’s former pupils. The
Mackintosh Building has become a place of pilgrimage for visitors from
around the world but remains fundamentally a working school and a continued
source of inspiration to those who work within it. However, staff and students
of the School are also asked to acknowledge and respect the international
heritage and cultural role of the Mackintosh Building, as it remains a unique
and irreplaceable asset.

In addition the School has one of the largest and most important museum and
archive collections of any UK art school and these provide an excellent study
resource.

The institutional archive dates back to the School’s foundation in 1845 and
documents over 150 years of art, design and architectural education at the
School through official papers, correspondence, photographs and press
cuttings relating to the School, its staff and students. Together with over 30
Deposited Archive Collections, the size and significance of the archive
continues to grow.

The School’s museum collection totals some 2,500 items of which 300 works
(furniture, watercolours, architectural drawings etc,) are by Charles Rennie
Mackintosh. A further 200 objects are full size plaster casts and architectural
fragments that were introduced to the School as teaching aids during the 19th
century.

The remaining items are chiefly works by former staff and students of the
School whilst a small contemporary collection is being developed through
annual Degree Show purchases made by the Friends of the Glasgow School
of Art.

The Research Centre for Archives and Collections is located in the

basement of the Mackintosh Building. The Centre (which is accessed through
the Department of Historical and Critical Studies) is usually open Monday to
Friday 9.30 a.m. – 5 p.m. and closed 1 p.m. to 2 p.m. For further information
contact the Curator (0141-353-4524) or the Archivist (0141-353-4592).

58
Student Representation and the Committee Structure

Student Representatives play a vital and rewarding part in the working life of
GSA. Each studio should have a Class Representative, who will be elected at
the start of each academic year, and each department has a representative
who is on the Student Representative Council (SRC). Training and support for
student reps is provided by the Students Association in collaboration with the
School.

Class Representatives

Class representatives attend the Student/Staff Consultative Committees

which meet once a term. This is a forum for open discussions about all
aspects of each programme, and the School itself. This Committee should
resolve any minor issues and take on board student feedback about the
programme.

Academic Committee Structure

This diagram outlines the basic Academic Committee Structure at GSA and
how the SRC represents students within the Art School.

59
60
SRC Representatives

The Student Representative Council is part of the Students Association and is

only open to students. It deals with issues across GSA, and is also
responsible for running the Students Association. Through the President of
the Students Association, the SRC can feed directly into any part of the
School at any level, so if there are any issues which need to be resolved, the
SRC can take them directly to the School.

Raising Issues

If students have any issues they wish to raise or concerns they feel need to
be resolved, to do with any aspect of GSA, they should speak to their class
Rep or SRC Rep in the first instance. Issues can also be brought straight to
the President of the Students’ Association.

Programme Monitoring and Evaluation

This is the process by which the School assures itself that its students are
receiving a high quality education and the aims and objectives of its
programmes are being achieved. Student participation is an essential and
valued part of this process. Heads of Departments must produce Annual
Programme Monitoring Reports for submission to the Quality in Learning and
Teaching Committee. These reports have to take into account issues raised
at Student/Staff Consultative Committees and through student questionnaires
and indicate how those concerns have been addressed. Typically, reports
deal with the effectiveness of staffing, levels of equipment, changes in
programme content, etc. Additionally they must address External Examiners'
reports.

Student Feedback

Obtaining, analysing and acting upon feedback from our students effectively is
one of the central planks of the School’s quality assurance and enhancement
framework and the School has a long and established tradition of ensuring
that the student voice is heard in every area of our core activities.

Through the year, students will have the opportunity to give feedback on their
programme and the School in a variety of ways through:

• Student Staff Consultative Committees (SSCC)

• Student Focus Groups
• End of Year Review Questionnaires
• Quality Enhancement Questionnaires
• Open Space Meetings
• An annual Student Satisfaction “Clipboard” study
• Student Representative Meetings with senior staff

61
 • Support Service Questionnaires, Focus Groups and Satisfaction
Surveys

Programme Leaders have to report on the methods of student feedback and

their responses to it in the Annual Programme Monitoring Reports, and the
first meeting of the SSCC will be used exclusively to feedback to students on
the issues raised last year and the action that has been taken as a result.
This may include information on why action has not been possible.

It is important for students to also take responsibility for raising issues and
getting feedback. If students have any questions about how to raise a
particular issue, they should speak to their Head of Department, Tutor or
Class Representative.

Students Association

The Glasgow School of Art Students Association is a democratic organisation

run by, and for, the students of GSA. This is done through a committee of
elected student representatives (the SRC), including a full time President and
Entertainments Convenor.

Events

The Students Association plays a vital role in bringing together students from
all parts of the School. It is the social centre of the Art School, and is a well
established venue within Glasgow, hosting numerous gigs and club nights.
Popular with both Art School students and the wider Glasgow public, the
venue attracts such names as Derrick May, Rawkus Records, Mr Scruff and
Andrew Weatherall, and is a regular haunt for Glasgow bands such as Belle
and Sebastian and Arab Strap.

There are also major events in the yearly calendar, such as Freshers Week,
an Activities Week (A Yearly Event - AYE), the fancy dress Halloween ball,
the talent show and the Degree Show street party.

Facilities

The Students Association has two highly sought after exhibition spaces, which
can be booked out at the start of each term, and provide a weekly showcase
of student work. We also support students through a student initiated project
fund, which distributes grants to assist with collaborative projects.

There are several Clubs and Societies, from discussion groups to drumming
groups, and we are always keen to expand in this area, if you fancy
establishing one of your own.

Representation

Assistance to individuals is available from the Students Association, should

students have any academic or general concerns. Part of the role of President

62
is to represent students in the event of an academic appeal or complaint. It
doesn’t matter what the query might be, students can always come along to
the Student Association offices to get some advice.

There is a network of student representatives within The Glasgow School of

Art, and students will have their own Class and SRC Representatives. This
network is a really important part of ensuring that student views are made
clear throughout the School and beyond. Being a Student Representative is
a valuable and rewarding part of being a student at The Glasgow School of
Art.

The Students Association provides a strong voice for students both within
GSA, and in a wider context. The Students Association plays a major part in
the running of the art school, and as members of the National Union of
Students, the SA campaigns on student issues within Scotland and the U.K.

For more information please contact the Students’ Association:

Web site www.gsasa.org

Reception 0141-353-4530
Fax 0141-332-0691
President sa-president@gsa.ac.uk 0141-353-4529
Entertainments sa-entertainments@gsa.ac.uk 0141-353-4531

The Education Act 1994 gives students the right to opt out of membership of
the Students Association. Any student opting out of membership shall not be
unfairly disadvantaged with regard to the provision of services by the
Association. Students who wish to opt out should contact the President of the
Students Association or the School’s Director of Finance and Resources for
more information.

HESA (Higher Education Statistics Agency)

HESA was established in 1994 as an agent for the funding councils to provide
statutory information to the Government on higher education. The School is
required to collect certain information from students for the purposes of a
computerised statistical return, which is submitted, to the agency annually.
This information is taken from application forms and from information provided
at enrolment.

Data Protection

Rules Concerning the Use of Data

The School has a requirement to retain certain information about its students,
employees and other users to allow performance and achievement to be
monitored and, for example, to ensure health and safety. It is also necessary
to process information so that programmes can be organised, staff can be
recruited and paid and legal obligations to funding bodies and government are
complied with. To comply with the law, information must be collected and
used fairly, stored securely and not disclosed to any other person unlawfully.

63
To do this, the School must comply with the Data Protection Principles which
are set out in the Data Protection Act (1998).

In summary these state that personal data shall:

• Be obtained and processed fairly and lawfully and shall not be

processed unless certain conditions are met.
• Be obtained for a specified and lawful purpose and shall not be
processed in any manner incompatible with that purpose.
• Be adequate, relevant and not excessive for those purposes.
• Be accurate and kept up to date.
• Not be kept for longer than is necessary for that purpose.
• Be processed in accordance with the data subject’s rights.
• Be kept safe from unauthorised access, accidental loss or
destruction.
• Not to be transferred to a country outside the European Economic
Area unless that country has equivalent levels of protection for
personal data.

The School and all staff or others who process or use any personal
information, must ensure that they follow these principles at all times.
Members of staff are responsible for ensuring that any holdings of personal
data are registered internally with the School’s Data Protection Officer, and for
the control of students using such data under their supervision. The
Chairman of the Board of Governors shall have the power to withdraw access
to computing facilities from any person deemed to be in breach of the
requirements of the Act, and to require the modification or deletion of personal
data in order to ensure compliance with the Act. Copies of Guidelines on the
Act are available from the Data Protection Officer. It is the user’s
responsibility to comply with these guidelines; in particular the Board of
Governors’ Regulations concerning the disclosure of examination marks must
be observed. Users must treat as privileged any information not provided or
generated by them which may become available to them through their use of
computing facilities; no part of such information may be copied, modified,
disseminated or used without the permission of the appropriate person or
body.

Data Protection Notification

At enrolment students will be advised of the following Data Protection

Notification:-

“For The Glasgow School of Art to undertake its obligations in relation to

academic and administrative functions, we are obliged to collect and process
information, including images provided by you and other agencies on your
behalf (such as UCAS and referees), from application/admission onwards. It
is not possible to remain an enrolled student without your agreement to
provide this information. The Glasgow School of Art will process the data
according to the Data Protection Act 1998. Information provided may be used
for statistical analysis and monitoring by The Glasgow School of Art and,
under our legal obligation, to report on and return data to government, funding
and other agencies (for example: Scottish Higher Education Funding Council,

64
students' Local Education Authorities or funding bodies, Scottish Office,
Student Loans Company, Higher Education Statistics Agency). In addition, in
certain circumstances, information may be officially required to be disclosed
by The Glasgow School of Art to legal authorities, for example, the police and
immigration authorities.”

Student Support

The role of centralised student support services in The Glasgow School of Art
is to enhance the overall student experience and to support the role of
teaching staff in supporting students. The School has an integrated student
support structure which meets the needs of its increasingly diverse student
population and ensures that central support staff work closely with academic
colleagues in helping optimise the learning potential of all students.

The School offers a range of centralised student services as detailed in the

following paragraphs. Students can also seek assistance or support from
their Tutor, Head of Department or Head of School. In any event, it is
recommended that students advise their Tutors if they are having problems of
any sort which may affect their ability to study and participate in the
programme.

Such issues may be taken into account at tutorials and assessments and
reasonable adjustments can be made to ensure that students are not
disadvantaged. Issues cannot however be dealt with retrospectively, unless
there are very good reasons for doing so. If the problem is a medical one,
students should ensure that any medical certificates are submitted to the
Registry. This will ensure that the circumstances are taken into account in
final assessments.

It is important to remember that at one time or another everyone has

difficulties, so, if problems arise, students should feel free to discuss them
with their Tutor or any of the support services below. Remember, there are
people available to help.

If you have any comments or suggestions about the support services

available to students please contact the Head of Student Support Services on
0141-353-4527 or the Head of Academic and Student Services on 0141 353
4513.

Counselling

The Counselling Service provides a confidential and professional service to all

students. If students have a problem or would like to address an issue that is
troubling them, they should make an appointment to see one of the School's
Counsellors.

The service is located in the Mackintosh Building. Appointments can be

made by telephoning 0141-353-4484 or e-mail counselling@gsa.ac.uk

Welfare Advice and Information

65
Information and advice on a range of subjects is available from the School's
Student Welfare Adviser. The Welfare Adviser can give information on
financial support (including student loans and access funds), local facilities,
childcare, healthcare, budgeting, sports and recreational facilities, term time
employment, accommodation and advice for international students on
immigration, insurance and so on.

The Welfare Advisory Service is based in the Haldane Building, 30 Hill Street.
Students can call in or telephone to make an appointment on 0141-353-
4509/e-mail welfare@gsa.ac.uk

Accommodation

Margaret Macdonald House

There are a limited number of spaces available within the School’s residences,
Margaret Macdonald House. Priority is given to the following categories of
students:-

• First Year students.

• Students under 19 years of age
• Students who live outwith travelling distance of the School
• Students who have declared special needs
• Overseas students with no contacts in Glasgow

The Student Residence Manager, Fiona Sloan, can be contacted at Margaret

Macdonald House, Mondays to Fridays between 9.00am and 1.00pm. It is
possible that rooms may become available at times throughout the year.
Students who are seeking School maintained accommodation can contact
Fiona on site or by calling (0l4l) 331 1261 or email f.sloan@gsa.ac.uk.

Private Rented Accommodation

PAD (Private Accommodation Database) - Enrolled students have access to a
computer database which contains information on available private rented
sector accommodation throughout the city. A guide has also been produced
which contains helpful information and advice on finding somewhere to live. If
students would like to access the database and/or receive a copy of the guide
they should contact the Student Welfare Adviser on 0141-353-4509.

Staff can also offer information and advice about rights and obligations as a
tenant.

Health

Doctor

Students must register with a doctor locally if they can no longer reach their
doctor at home. The School Doctor is Dr Graham Love, Woodside Health
Centre, Barr Street, Glasgow, G20 9LR, tel. (0141) 531 9560.

Dentist

66
The Glasgow Dental Hospital, 378 Sauchiehall Street, Glasgow, tel. (0141)
332 7020 operates an emergency service. For regular dental care, students
are advised to register with one of the many local dental practices.

Aids & HIV

The HIV Counselling Clinic, The Brownlee Centre, Gartnavel General
Hospital, 1037 Great Western Road, Glasgow, G12, tel. (0141) 211 1089 for
an appointment. HIV testing available.

Contraception & Pregnancy

Family Planning Clinic, 6 Sandyford Place, Glasgow, G3 7NB, tel. (0141) 211
8130 (free contraception, including condoms, for men and women).

Drug Abuse
National Drugs Helpline 0800 776600.

Further information on healthcare services available to students can be

obtained from the Student Welfare Adviser.

Sports and Recreation

All GSA students have access to the University of Glasgow’s Sports and
Recreational facilities at a cost of £30 for the Session. Further information on
the facilities available and on how to join is circulated to all students at
enrolment. Alternatively students can contact the Student Welfare Adviser on
0141-353-4509.

Legal Rights and Advice

Citizen’s Advice Bureau, Robert Owen House, 3rd Floor, 87 Bath Street,
Glasgow, G3, Telephone (0141) 331 2345.

Legal Services Agency, 11th Floor, Fleming House, 134 Renfrew Street,
Glasgow, tel. (0141) 353 3354 for appointment. Helpline 11am-1pm.
Tuesday, Wednesday, Thursday, drop in Wednesday 1.30-4pm.

Shelter - Tenants Rights, 53 St Vincent Crescent, Glasgow, tel. (0141) 221

8995.

The Student Welfare Adviser is also happy to provide information and

guidance or referral to the appropriate agency.

Learning Support

The School has a Learning Support Service. This is available to any student
who wants to focus on the development and understanding of their learning
process.

The Learning Support Tutors work with students who, for whatever reason,
might need some assistance in an area of their studies. Thus, for those
students who have particular requirements because of a learning disability or

67
learning difficulty, those who are returning to study after a break from formal
education, or those who simply feel out of their depth at some point during
their programme, this service will be a valuable resource.

The Service also offers opportunities to work with other students in

addressing some of the programme elements that are commonly challenging.
English Language Support classes for International Students whose first
language is not English are also available. Further information on these can
be obtained by emailing learningsupport@gsa.ac.uk.

The Service is based in the Student Support Unit, Haldane Building, 30 Hill
Street. Please call in to make an appointment, telephone 0141-353-4467/8
or e-mail learningsupport@gsa.ac.uk.

Students with a Disability

More than 15% of students at The Glasgow School of Art have officially
notified the School that they have a disability. Many of these students have a
specific learning disability, like dyslexia. There are also many students at the
School who have mental health difficulties, long term medical conditions and
other unseen impairments. A number of students have sensory impairments
and mobility difficulties. All of these can have an impact on a students’
ability to participate.

If students require some help with their studies as a result of an impairment or

disability, they can contact the Learning Support and Development Service
who will work with students to ensure that their needs are known and look at
ways of meeting these needs. They will also be able to advise students
whether they are eligible for additional funding through the Disabled Students
Allowance scheme, If eligible, they can help you with any application.

International Students

The School’s Student Recruitment and International Office is located in the

Library building. Staff can provide information and support on issues specific
to full-time international, incoming exchange, visiting and study abroad
students. Students interested in applying to participate in the School’s
student exchange programme can also contact staff for advice and
information.

Careers Advice

Due to the specialist nature of the School's programmes and the close
relationship between the School and the “professional world”, Tutors are well
placed to provide advice on career opportunities in each specialist area.
Programmes in professional practice are also offered as part of the curricula.

The School also has a dedicated Careers Advisor, who works closely with
teaching departments and provides impartial, generic and specialist careers
advice and guidance to all students. This complements the specialist
professional practice and training delivered within all programmes. The

68
service is based in the Haldane Building, 30 Hill Street or contact
careers@gsa.ac.uk, telephone 0141-353-4482.

The Registry

The Registry is located on the mezzanine level in the Mackintosh Building.

Registry staff are able to provide students with information and advice on a
range of issues including enrolment, examinations, graduation, withdrawal
(including temporary leave of absence) and academic appeals and
complaints.

If students are unsure about where to go for help they should contact the
Registry in the first instance who will be able to direct them to the appropriate
department. Registry staff can be contacted on the following numbers 0141-
353-4512/4514/4517 and 4570.

69
Financial Matters
Tuition Fees

Fees payable vary from programme to programme and increase each year in
line with inflation. Further information on tuition fee levels can be obtained
from the Finance Office, Catherine Maxwell, 0141-353-4510.

Any balance will be paid directly to the School by your funding body.

Payment of Fees

All students are personally liable for the payment of tuition fees. The School
is sensitive to the pressures facing students and their families and has put in
place flexible payment arrangements to allow students to pay fees in
instalments. However, please note that failure to pay tuition fees by the
specified date may result in students being asked to leave the programme.
Details of payment procedures are issued in the information notes provided to
all new students. Further copies are available from the Registry or the
Finance office.

Further information on fees and payment methods can be obtained from

Catherine Maxwell, Student Fees Administrator, Finance Office, 0141-353-
4510. If you have any difficulty regarding payment of tuition fees you should
also contact the Fees Administrator in the first instance.

Please note that individual departments also levy materials fees. Further
information on this in contained in the School’s prospectus, alternatively, it
can be obtained from the Registry.

Hardship Funds

These funds were introduced by the Government in 1990 to provide financial

help to full-time, UK domiciled undergraduate and postgraduate students
where access to higher education might be inhibited by financial
consideration, or where students for whatever reason, including physical or
other disabilities, face financial difficulties. Funds are administered by the
School. Awards are made by a Hardship Committee in the form of a grant or
as a repayable loan. Inevitably, given the demand, there are never sufficient
funds to meet all students' needs. Further information can be obtained from
the Student Welfare Adviser on 0141-353-4509.

Overseas Students

Overseas students will be expected to provide evidence that they are able to
meet fees and maintenance requirements. Flexible payment arrangements
are available. Please note that fees increase each year in line with inflation.
Students should take this into account when making any application to their
government or sponsor for financial assistance.

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IF STUDENTS HAVE A PROBLEM WITH THEIR GRANT/LOAN OR HAVE
DIFFICULTY IN PAYING THEIR TUTION FEES, THEY SHOULD CONTACT
THE STUDENT WELFARE ADVISER OR THE FINANCE DEPARTMENT
IMMEDIATELY FOR FURTHER ADVICE

Financial Guarantee Form

All overseas students are required to complete a financial guarantee form

before they are issued with an unconditional offer of a place. The form asks
students to certify that they have sufficient funds to pay tuition fees to support
themselves for the duration of their studies. In addition, overseas students
will be asked to pay a deposit of £500.

Scholarships

A number of scholarships are available for new undergraduate and

postgraduate students studying at GSA. If successful, students would receive
their scholarship at enrolment. The criteria for each scholarship varies but
the School has a standard application process which is explained in the “A
Guide to Scholarships at The Glasgow School of Art” leaflet which is available
on the School’s web-site or from the Student Welfare Adviser, telephone
0141-353-4509.

For departmental scholarships and government funding (Including SORSAS

and AHRC awards) please contact the Research Office.

Council Tax

Generally speaking, full-time students are exempt from paying Council Tax if
they are living with other students. Exemption forms are available from the
local Council Office. The form requires endorsement by the Registry.
Further information on Council Tax can be obtained from the Student Welfare
Adviser on 0141-353-4509.

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Health and Safety
First Aid

The School provides a first aid rest room located in the Bourdon Building off
the ground floor lift lobby in the School of Architecture.

This facility is fully equipped and is intended for use by persons requiring rest
and attention under the supervision of a First Aider. Access to the room is
only permitted with the knowledge and supervision of a First Aider.

A list of First Aiders is available at all reception areas within the School. In an
emergency, a First Aider can be contacted by phoning the Main Reception,
Ext: 4500 or the Head Janitor on Extension 4539.

Accidents and Incidents

All accidents resulting in personal injuries or damage to property must be

recorded in the School’s accident and incident book. This is located in a
central location within the various buildings within the School. If a student is
involved in an accident whilst on School premises, they should immediately
report to the Tutor, Lecturer, Head of Department or in their absence, another
responsible officer such as a Technician or the First Aider.

Joint Consultative Committee for Health and Safety

Students are represented on the Joint Consultative Committee for Health and
Safety by the President of the Student’s Association, who is the student
representative. Students should raise any health and safety concerns locally
with their Lecturer, Tutor or Head of Department before this can be raised at
the Committee. The Committee meets every three months and is chaired by
a Head of School. The School’s Health and Safety officer is available for
advice and assistance on matters relating to health and safety. The Health
and Safety Officer is contactable on extension 0141-353-4763.

Meningitis

Students should be aware of the dangers of the Meningococcal /Meningitis

/Septicaemia infection. Vaccines are now available and students are strongly
advised to seek vaccination before arriving at the School, or in any event at
an early stage of their programme

Further information can be obtained from the Student Welfare Adviser,

Student Counsellor and the Student Residences Manager.

The School has a detailed policy on dealing with any suspected/confirmed

cases of Meningitis, available on request from the Personnel Office or the
Registry.

The National Meningitis Research Foundation’s 24-hour helpline number is:-

01454 413344.

72
GSA Alumni

Anyone who attends The Glasgow School of Art for three months or more
automatically becomes a member of The GSA Alumni. They will join over
7,800 former students and graduates of the School and, long after students
have gone their separate ways, the Alumni Office can assist in organising
reunions and events – helping students and graduates to keep in touch
across the world.

The Glasgow School of Art prides itself on the success of its students and
alumni and does not want those achievements to go unnoticed. The School
looks forward to sharing in news and accomplishments and hopes that many
of its graduates will help to provide careers advice, placements and mentoring
to current students and assist with recruitment - at home and overseas.
Former students are the School’s greatest advocates and can in many ways
make a valuable contribution to their alma mater.

The Alumni office will stay in touch with students after they leave, keeping
them regularly updated with developments and achievements at the School
and, through email, internet pages and regular mailings (The School
magazine FLOW is issued to all alumni with up-to-date addresses twice a
year) will help make them feel part of the School and its future. Students can
help by keeping the School up to date with their contact details and any
items of news.

Further information about the GSA Alumni can be obtained by contacting

Kate Hollands, Development Manager, Alumni and Fundraising, Marketing
and Development Office on 0044 (0)141 353 4788 or by e-mail:
k.hollands@gsa.ac.uk

Millers Art Store

The store at the GSA sells a range of materials at a discount to full-time

students. It is open as follows: -

Terms 1 and 2

Mon - Thurs 9.15am - 5.20pm

6.00pm - 7.20pm
Friday 9.15am - 4.20pm
Saturday 9.30am - 12 noon

Term 3
Mon - Thurs 9.15am - 5.20pm
Friday 9.15am - 4.20pm

73
Policies and Procedures

Introduction

This section contains policies, procedures, regulations and general

information relevant to all students of The Glasgow School of Art. It is
intended that you should read it in conjunction with Part 1 of your Student
Programme Handbook and the relevant University of Glasgow calendar
extracts outlined below. New Students will receive a hard copy of all
relevant documents on or before enrolment and are advised to read them
carefully and retain them for reference. Thereafter, for Continuing Students,
updated versions of the relevant Student Programme Handbook and the
University calendar extracts will be available on the web.

University of Glasgow Calendar extracts are as follows:-

• “Degrees and Diplomas awarded in conjunction with The Glasgow

School of Art”
• “University Fees and General Information for Students”

Paragraph 3.1 explains the relationship with the University of Glasgow in

more detail and why the relevant regulations apply.

B Eng/M Eng Product Design Engineering students are also bound by the
regulations of the University of Glasgow, Faculty of Mechanical Engineering.

In the event that you feel aggrieved about anything relating to your
programme or your time at The Glasgow School of Art, the School has
established a set of procedures to allow you to address your concerns. As a
general rule however, the School aims to try wherever possible to address
any concerns on an informal basis. These procedures exist should a
satisfactory resolution not be possible at that stage.

It is important that you select the appropriate procedures carefully for your
particular situation as the use of the wrong procedure may lead to confusion
and may affect the remedy being sought.

For guidance, the appropriate procedures are summarised below. These are
outlined in detail in the pages that follow:-

1) Student Complaints Procedure

This should be invoked to address any perceived wrongs relating, but not
limited, to the provision of a service by the School, or any aspect of your
programme. A complaint is broadly defined as any expression of a grievance
that a service has failed to match the standards promised by the School or
what it would be reasonable to expect. It does NOT cover complaints about
the academic decision of an Examination Board.

74
Further copies of the procedure or guidance on any aspect of the procedure
can be obtained from the Registrar.

2) Code of Appeals Procedure

The procedure covers appeals against the decision of an Examination Board

with regard to a student’s progress or final degree award. There are clearly
stated grounds for appeal contained within the detailed procedures however,
in summary, appeals will NOT be entertained against the marks and decisions
of examiners or other decisions of academic judgement. Appeals will only
be considered on the basis of medical evidence or procedural issues.

Further copies of the procedure or guidance on any aspect of the procedure

can be obtained from the Registrar.

3) Anti-Harassment and Bullying Policy and Guidelines

This procedure should be used if you wish to make a complaint about another
person on the grounds of bullying and harassment.

Further copies of the policy or guidance on any aspect of the policy can be
obtained from the Human Resources Manager.

4) Whistle-Blowing Policy

This policy is intended to assist you if you believe you have discovered
malpractice or impropriety or have any other concerns which are in the public
interest. These concerns may (at least initially) be investigated separately.
This investigation may ultimately lead to the invocation of any one of the
procedures already described.

Further copies of the policy or guidance on any aspect of the policy can be
obtained from the Human Resources Manager.

Please note that separate regulations apply to other areas of the School’s
operations such as the Library, The Students Association and Halls of
Residence and these should be followed in the first instance should your
complaint relate specifically to these areas.

The GSA Code of Assessment is included in section 1.13. You are

encouraged to read this carefully. The code gives an overview of the
assessment process across the School. Further detailed information on
assessment is contained within Part 1 of your Student Handbook.

The information contained in this section was correct at the time of going to
press in September 2005, but is subject to alteration without notice. If you
require confirmation of any of the information contained in this section or have
any other related enquiries, please contact: -

Head of Academic and Student Services

The Glasgow School of Art
167 Renfrew Street

75
GLASGOW
G3 6RQ

Equal Opportunities

Policy

AIM
The Glasgow School of Art is an Equal Opportunity Employer. The School
aims to ensure that members of staff and students and potential members of
staff and students are selected and treated on the basis of merit, ability and
potential regardless of their age, sex or gender, sexual orientation, marital or
parental status or other family circumstance, race, ethnic or national origin,
colour, disability, political belief, membership of or activities as part of a trade
union, social or economic class, or any other grounds not relevant to good
employment and admissions practice. The School aims to eradicate unfair
and discriminatory practices, direct or indirect, however and whenever they
occur.

OBJECTIVES
In order to further its policy on equal opportunities, the School accepts the
following principles and commitments:

• Fair and open procedures will be operated in respect of recruitment

and selection of staff and students as well as deployment, training and
promotion of all grades of staff.
• Monitoring of these procedures will be carried out regularly along with
monitoring of the School’s student body and workforce.
• Equal opportunities training and guidance will be provided, particularly
for staff involved in the recruitment and selection of students and staff
as well as deployment and training of other staff.
• Recruitment, selection and promotion procedures will be periodically
reviewed and examined to ensure that they are not discriminatory in
their intention or operation.
• Effective complaints procedures will be used to resolve complaints of
discrimination.
• Breaches of this policy will be dealt with through existing and agreed
procedures.
• Victimisation of anyone who has complained of being discriminated
against will be regarded as misconduct.
• Positive action initiatives will be introduced where appropriate.
• Language used in the School correspondence and literature will reflect
the letter and spirit of this policy.

RESPONSIBILITY
The Head of Human Resources is responsible for devising and implementing
appropriate procedures in the case of staff. With regard to students, the
Head of Academic and Student Services has this responsibility. Whenever
necessary, the School will seek the specialist help and advice of appropriate
advisory bodies, e.g. Equal Opportunities Commission, Commission for Racial
Equality and the Disablement Advisory Services, in resolving any problem that
might arise in the implementation and development of this and related

76
policies. However, personal responsibility for the successful operation of this
policy lies with every member of staff of the School, particularly those
responsible for the recruitment, selection and supervision of students and
staff.

Students with a Disability

Policy

1. Introduction

1.1 The Glasgow School of Art is committed to the implementation of a

policy to achieve equality of opportunity for all its students.

1.2 The School endorses good practice with regards to the access and
progress of students

1.3 School is working towards ensuring that students with disabilities

realise their potential.

1.4 This policy applies to the experience of any current or potential student
who has additional needs arising from a disability, for example through
sensory or physical impairment, medical or mental health conditions or
specific learning difficulties such as dyslexia.

2. Admissions

2.1 The School will actively encourage, and clearly publicise, that it
welcomes applications from students with disabilities.

2.2 Applications from all Candidates will be considered on individual merit.

2.3 Application procedures will encourage applicants to provide information

concerning specific needs. This will include any relevant
documentation.

2.4 Admissions procedures will provide opportunities for applicants to

discuss specific support requirements in detail and assess the
suitability of the School’s provision.

2.5 Any discussion of support requirements will be separate from

consideration of an applicant’s suitability for the programme.

2.6 In the arrangement of interviews due regard will be given to the

particular requirements of the applicant.

2.7 Clear information will be available regarding support facilities and

physical access to buildings.

2.8 If for any reason the School is unable to meet an applicants

requirements, the applicant will be given essential feedback to facilitate
an alternative choice of programme or institution. In such a case a

77
 record will be kept by the School of any reasons and this record will be
used to inform future policy and development.

3. Teaching and Assessment

3.1 Care will be taken to monitor programme organisation and teaching to

enable the best possible opportunities for participation by students with
disabilities.

3.2 Heads of Departments will be responsible except where they have

designated another member of staff:

a) Discussing the programme with individual applicants. This

would include the teaching and learning activities entailed to
ensure that the applicants learning support and other needs are
identified and provision made.

b) Ensuring that in each year of study essential information about a

students requirements is communicated to all staff involved in
their education: including, for example, cross over projects and
visiting staff.
The nature of this information will be negotiated with the student
and passed on with the student’s permission.

c) Ensuring that there is a clear mechanism in place for each

student with a disability to discuss any emerging needs and
agree appropriate actions to address those needs.

3.3 The purpose of any additional support or special arrangements shall be

to compensate for any restriction imposed by the disability. It will not
otherwise advantage the student or affect the validity of work or its
assessment. Particular arrangements may need to be approved by the
Quality in Learning and Teaching Committee.

4.0 Student Support

4.1 The School will endeavour to enable participation by students with

disabilities in all aspects of School life on equal terms with other
students.

4.2 Subject to the level of resources at the School’s disposal, a continuing

programme of improvement to the physical environment, equipment
provision, administrative and learning support services will be
implemented to support the full and effective involvement of students
with disabilities.
5.0 Staff Support

5.1 The School will support through its staff development programme,
initiatives which increase the confidence and develop the skills of all
staff working with students with disabilities.

78
5.2 The School will actively encourage the sharing of good practise and
expertise.

6.0 Implementation and Monitoring

6.1 The School will seek to involve students with disabilities in the
development of services and policy at all times.

6.2 This policy will be achieved through the development of more detailed
priorities, policies and procedures as a result of school wide
consultation and the establishment of a steering group on disability
issues.

6.3 All policy and procedures will be monitored at every level of the
committee structure of the School and through annual plans/reports.

Health and Safety

It is a condition of enrolment that students agree to comply with the School’s

health and safety policy and arrangements that are in place to ensure their
health, safety and welfare. Students are to:

1. Take reasonable care for their own health and safety and that of others
who may be affected by their acts or omissions. In particular, they
shall:

a. Comply with all safety rules and instructions relating to their

education and where appropriate their accommodation (if living
in Halls of Residence);

b. Report unsafe conditions or activities to their Lecturer, Tutor,

Technician, the Health and Safety Officer or Residence
Manager so that remedial action can be initiated;

c. Make use of any safety measures or devices provided for their

education including personal protective equipment according to
any instruction and training;

d. Do not intentionally or recklessly interfere with or misuse

anything which is provided in the interest of health and safety;

e. Co-operate with the staff and representatives of the School to

ensure the implementation and maintenance of the School’s
health and safety policy and arrangements for health and safety.

2. Co-operate with all members of the School staff in maintaining the

requirements of the Health and Safety at Work Act and all other
regulations affecting the School.

3. Not to interfere with, intentionally or recklessly, or misuse anything

provided in the interests of health and safety in the School and Halls of
Residence.

79
4. These instructions of conduct do not replace, or relieve persons from
complying with, the requirements of civil or criminal laws. Unlawful
behaviour may result in criminal prosecution as well as School
disciplinary action.

Lone Working and Out-Of-Hours Policy

The School's new Lone Working and Out-of-Hours Policy became effective on
1 April 2004. Changes in Health and Safety Standards driven by the Health
and Safety Executive, as well as the need to meet First Aid regulations, in
particular, have been the impetus for the School to tighten up its
arrangements.

The purpose of the policy is to ensure the safety and security of individuals
who need to work outside of normal working hours. In order to achieve this,
anyone in a School building between 6.30 p.m. and 9 pm must register on the
‘late working reader’ button. However, if working after 9pm, the Head of
School/Department must seek permission from the Facilities Manager who
will in turn clear this with the Head Janitor.

The permission must be properly registered with the Facilities Manager and
Head Janitor beforehand. In giving permission, it will be the responsibility of
the Head of School/Department to assess whether the safety and security
risks for the individual are properly covered.

POLICY

1. The School in recognition of its’ duties under the Health and Safety at
Work etc. Act 1974 and other relevant legislation towards its’ staff and
students, hereby declares its intention to ensure the health, safety and
welfare of all its students and staff. The general principle to be applied
so far as lone working is concerned should be one of prevention by
seeking to avoid wherever possible, placing staff and students in
situations which may foreseeably give rise to an increased risk to
health and safety.

2. Wherever possible, work should be organised so that individuals work

in groups and lone working is discouraged as far as possible.

3. Undergraduates must not work alone at any time, and should take
care to be aware of such an eventuality when working at times when it
may be likely that there is nobody else on the premises. Another
student must accompany individuals or there must be someone within
reasonable proximity.

4. It is recognised however, that for Post Graduate Students and staff in

some situations it is not reasonably practicable to avoid lone working
and particular care should be taken to establish safe procedures with
respect to the working environment. (See Guidance Appendix 1)

Please note that the need for accompaniment does not only relate to
the degree of perceived risk associated with the project work, but must

80
 also take into account the small chance that the student/staff member
might have an accident simply moving about the studio/office or might
suddenly be taken ill.

5. Working outside core hours

All staff and students working outside core hours are responsible for
their own, and others health, safety and welfare and for the security of
the building. In particular, whilst on the premises staff and students
must: -

• Register in by swiping ‘in’ on the ‘late working reader’ between 6pm

and 6.30pm and register ‘out’ on exiting
• Be aware of the procedures for raising the alarm in the event of an
emergency or a fire (using the telephone which has a direct link with
Security)
• Evacuate the building immediately on hearing the fire alarm and
remain in the assembly area (Garnet Hill Park) until informed it is
safe to return
• Inform Security of any incidents/accidents or problems, particularly
in relation to safety or security (water leaks, alarms, suspicious
persons etc)
• Comply with instructions given by Security (including requests to
leave the building if working alone or to produce School identity
card)
• Not bring any unauthorised ‘friends’ or ‘guests’ into the premises
• Not consume any alcohol or drugs which may impair an individual’s
ability to work
• Not sleep on the premises.

Fair Copyright

What is Copyright?
Copyright is a property right vested in works by authors/creators. It is the right
of the author/creator to reproduce or copy their own work, or to authorise
others to do so. It is also the right to protect their work from copying and
reproduction, including inputting into any electronic media, without permission.
The current relevant legislation is in the Copyright, Designs & Patents Act
l988.

Who Owns Copyright?

Copyright arises automatically in, and generally belongs to, the creator of any
original artistic or literary work, the moment it becomes visible to the naked
eye. Students, therefore, own the copyright in their design and photographic
work.

Copyright of work produced by more than one person will belong equally to all
parties concerned.

81
Students should ensure that all working, finished film and photographs carry
their name, contact phone number, year of origination and the universal
copyright symbol ©.

Student Copyright and School Requirements

Work undertaken by students may, from time to time, be used for specific
educational purposes, i.e. promotional publicity, recruitment and programme
records. Students who are, or have been, on a programme of study at GSA,
licence the School to freely use their work in this way. GSA will make every
effort to credit the student by name, as appropriate.

Student Copyright and Commissioned Work

When the School undertakes work from external commissioners or agents,
the copyright is vested in the School. Responsibility for the clearances of all
third party rights with the work rests with the School.

When a student undertakes work from an external commissioner, agent or the

School, copyright is vested in the student, who may licence the School to use
it for promotional, publicity, recruitment and programme records, etc.
Responsibility for clearances of all third party rights within the work rests with
the student.

Student Copyright and Non-Commissioned, Commercially Viable Work

During the programme of their studies, students may produce work which may
be commercially viable. In such cases it will be necessary for the student to
licence the work either to the School or to an external client before any use
can be made of the work by the other party. Responsibility for clearances of
all third party rights within the work rests with the student.

Whistle-Blowing Policy (Public Interest Disclosure)

1. Introduction

The Glasgow School of Art is committed to the highest standards of

openness, probity and accountability. It seeks to conduct its affairs in a
reasonable manner taking into account the requirements of the funding bodies
and the standards in public life set out in the reports of the Nolan Committee.

The Public Interest Disclosure Act, which came into effective from 2 July
1999, gives legal protection to employees against being dismissed or
penalised by their employers as a result of publicly disclosing certain serious
concerns. It is a fundamental term of every contract of employment that an
employee will faithfully serve his or her employer and not disclose confidential
information about the employer’s affairs. However, where an individual
discovers information, which they believe, shows malpractice/wrongdoing
within the organisation, then this information should be disclosed without fear
of reprisal, and may be disclosed independently of line management.

It should be emphasised that this policy is intended to assist individuals who

believe they have discovered malpractice or impropriety. It is not designed to
question financial or business decisions taken by the institution; nor may it be
used to reconsider any matters which have already been addressed under

82
harassment, grievance or disciplinary procedures. Once it is in place, it is
reasonable to expect members of the School to use it rather than air their
complaints outside the institution.

2. Scope of Policy

This policy is designed to allow employees, agency workers and other

contractors or other members of the School, including students and
Governors, to raise concerns at a high level and to disclose information which
the individual believes shows malpractice.

A number of policies and procedures are already in place covering grievance

and complaints; harassment and discipline. This new policy is intended to
cover concerns which are in the public interest and may (at least initially) be
investigated separately but might then lead to the invocation of established
procedures. These might include:

• financial malpractice or impropriety or fraud

• failure to comply with a legal obligation or with the Statutes,

Ordinances and Regulations of the Institution

• dangers to health and safety or the environment

• criminal activity

• academic or professional malpractice

• improper conduct or unethical behaviour

• attempts to conceal any of the above

3. Safeguards

3.1 Protection
This policy is designed to offer protection to those employees or other
members of the School who disclose such concerns provided the
disclosure is made:

i) in good faith; and

ii) in the reasonable belief of the individual making the disclosure that it
tends to show malpractice.

The individual will be protected if they make the disclosure to an

appropriate person/body (see section 4 below). It is important to note
that no protection from internal disciplinary procedures is offered to
those who choose not to use the disclosure policy procedures specified
herein.

3.2. Confidentiality

83
 The School will treat all such disclosures in a confidential and sensitive
manner. The identity of the individual making the allegation may be
kept confidential so long as it does not hinder or frustrate any
investigation. However, the investigation process may reveal the
source of the information and the individual making the disclosure may
need to provide a statement as part of the evidence required.

3.3. Anonymous Allegations

This policy encourages individuals to put their name to any disclosures
they make. Concerns expressed anonymously are much less
powerful, but they will be considered at the discretion of the School.

In exercising this discretion, the factors to be taken into account will

include:

 the seriousness of the issues raised;

 the credibility of the concern; and
 the likelihood of confirming the allegation from attributable
sources.
Anonymous allegations, which merely hint at a problem but fail to give
full details concerning it often, provide insufficient basis for action.

3.4. Untrue Allegations

If an individual makes an allegation in good faith, which is not
confirmed by subsequent investigation, no action will be taken against
that individual. If, however, an individual makes malicious or vexatious
allegations, and particularly if he or she persists with making them,
disciplinary action may be taken against the individual concerned.

4. Procedures for Making a Disclosure

4.1. Initial Step

The individual should make the disclosure to the Secretary to the
Board of Governors who should immediately inform the Director and
Chair of the Board of Governors unless:

i) requested not to do so by the discloser,

or

ii) if the Chair of the Board of Governors is likely to be involved at any

subsequent appeal.

In cases involving financial malpractice, the Secretary to the Board of

Governors should act throughout in close consultation with the Director
as the Designated Officer for the institution’s public funding. If the
disclosure is about the Secretary to the Board of Governors, then the
disclosure should be made to the Director.

If the individual does not wish to raise the matter with either the
Secretary or the Director, then he or she may raise it with the
Chair of the Audit Committee if the issue falls within the purview

84
 of that Committee, or with the Chair of the Board of Governors. In
cases of financial impropriety, the Chair of the Audit Committee
should be directly involved. It should be noted that employees
who make disclosures to the Prescribed Regulatory Body are
protected under the law. For Scottish Higher Education, this is
the Scottish Higher Education Funding Council. Also the terms of
the Financial Memorandum require the School to notify the
Funding Council of any financial malpractice or fraud as soon as
it is discovered.

4.2. Process
The Secretary will consider the information made available to him/her
and decide on the form of investigation to be undertaken. This may be:

a) to investigate the matter internally

b) to refer the matter to the police
c) to call for an independent inquiry

If the decision is that investigations should be conducted by more than

one of these means, the Secretary should satisfy him/herself that such
a course of action is warranted.

Where the matter is to be the subject of an internal inquiry, the

Secretary will then consider how to conclude whether there is a prima
facie case to answer. This consideration will include determining:

• who should undertake the investigation

• the procedure to be followed
• the scope of the concluding report

4.3. Investigation
Normally the Internal Auditor or other independent officer of the School
will undertake this investigation and will report his/her findings to the
Secretary. Investigations will not be carried out by the person who will
have to reach a decision on the matter. Any investigation will be
conducted as sensitively and speedily as possible.

As a result of this investigation, other internal procedures may be

invoked, such as:
1. disciplinary
2. grievance or complaints
3. harassment

In some instances it might be necessary to refer the matter to an

external authority for further investigation. For example, in cases
alleging misuse of public funds, the Funding Council (and the National
Audit Office) may wish to undertake their own investigation.

4.4 Feedback
The Secretary will inform the individual making the disclosure of what
action, if any, is to be taken. If no action is to be taken then the
individual concerned should be informed of the reason for this and

85
 allowed the opportunity to remake the disclosure to another appropriate
person. For example, if the initial disclosure was made to an officer of
the School, then the subsequent disclosure might be made to the Chair
of the Audit Committee or Chair of the Board of Governors. This other
person will consider all the information presented, the procedures that
were followed and the reason for not taking any further action. The
outcome of this will be either to confirm that no further action is
required or that further investigation is required and will follow the
procedures referred to in 4.2 above.

Where a disclosure is made any person or persons against whom the

disclosure is made will be told of it and the evidence supporting it and
will be allowed to comment before any investigation, or further action,
is concluded.

4.5. Reporting of Outcomes

A report of all disclosures and any subsequent actions taken will be
made by the Secretary who will retain such reports for a period of three
years. In all cases a report of the outcomes of any investigations will
be made to the Audit Committee in detail where the issue falls within its
purview, and in summary in other cases as a means of allowing the
Committee to monitor the effectiveness of the procedure.

The outcome of all cases involving misuse of public funds will be

reported to the Funding Council. Contact names for information:

Company Secretary to the Board of Governors Eliot Leviten

The Glasgow School of Art
167 Renfrew Street
GLASGOW, G3 6RQ

Director Seona Reid

The Glasgow School of Art
167 Renfrew Street
GLASGOW, G3 6RQ

Chairman of the Board Philip Rodney

The Glasgow School of Art
167 Renfrew Street
GLASGOW, G3 6RQ

Chairman of Audit Committee William English

The Glasgow School of Art
167 Renfrew Street
GLASGOW, G3 6RQ

Chief Executive Mark Batho

Scottish Higher Education Funding Council
Donaldson House
97 Haymarket Terrace
EDINBURGH, EH12 5HD

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Bullying and Harassment Policy Statement and Guidelines

1. POLICY STATEMENT

All employees and students have a right to an environment free from

harassment and bullying. The School is opposed to harassment in any
form and is committed to providing a working and learning environment
that will enable staff and students to fulfil their personal potential and in
which the dignity of all individuals is respected.

To this end, the School seeks to provide an environment that promotes

equal opportunities and is free from all forms of harassment and
bullying. Harassment has a serious detrimental effect on working,
studying and the social conditions for staff and students of the School.
Whilst the School seeks to protect all staff and students from
harassment or bullying, only such behaviour by members of staff
towards other members of staff or students is specifically included in
this policy. Incidents of students harassing other students or members
of staff are outside the scope of employment law and are therefore
covered by the regulations governing discipline of students. However
general advice about dealing with harassment and bullying is included
for the benefit of both staff and students.

Any incidents of harassment will be treated extremely seriously and

harassment can be grounds for disciplinary action, possibly resulting in
retraining, redeployment, dismissal or expulsion.

The School expects the full cooperation of all its staff and students in
promoting an environment where harassment is actively discouraged.

The School’s Policy on Harassment and Bullying has the support of the
Governors, Directorate, staff and students, following consultation with
staff, the recognised Unions and the Students Association and has
been accepted by the Board of Governors, Directorate, Executive
Group and Academic Council.

All members of the School, Governors, staff and students are

responsible for helping to ensure that individuals do not suffer sexual,
racial, religious or any other form of harassment.

2. DEFINITIONS OF HARASSMENT

Harassment is unwanted behaviour, which is offensive to the recipient

or others and is not justified by the working relationship. It Is often
based on one or more of the following grounds:

• sex,
• race,
• disability,
• age,

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 • sexual orientation,
• religion

It can also be based on any individual characteristic that separates one

person from another e.g. personal features, height, weight etc.
It may also be an abuse of power, through making unreasonable
demands on students or staff beyond what is required by regulations or
contract, or by treating an individual differently from other students or
staff.

Examples of Sexual Harassment include –unwanted sexual

attention, which emphasises sexual status over status as an individual,
colleague or student e.g. physical abuse or assault or unwanted
touching, suggestive remarks, unacceptable sexual language or
unwanted sexual invitations.

Examples of Racial Harassment include – offensive or derogatory

behaviour directed at an individual or group because of their colour,
nationality, race, ethnicity or ethnic origin, eg. name calling, insults or
racist jokes, physical abuse or assault, graffiti.

Examples of bullying include- overly aggressive behaviour, abuse of

power or position, making decisions to the detriment of a member of
staff or student that are unfair or unsubstantiated. Generally bullying
occurs when people are singled out, demeaned and devalued either
openly or in private.
Differences of attitude or culture and misinterpretation of social signals
can mean that what is perceived as harassment or bullying by one
person may not seem so to another.

The above definitions are not exhaustive and are included only as a
guide.

3. GSA’S RESPONSIBILITIES IN REDUCING HARASSMENT AND

BULLYING

All supervisors/Heads of Department within the School are required to

ensure that the staff or students for whom they are responsible are not
subjected to harassment and should respond sensitively to any
concerns expressed by their staff or students. If someone believes they
have been harassed then there should be an opportunity for their
anxiety to be expressed, without fear of victimisation. If
supervisors/Heads of Department become aware of behaviour, which
may cause offence, they do not have to wait until a complaint is
brought to their attention before taking any appropriate action.

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4. REMEDIES FOR HARASSMENT

The School will act upon all complaints received in a positive and
serious manner. There are several methods open to staff and students
to stop bullying or harassment. The decision about which method is
best has to be personal decision, based on the factors of the case.
However where cases of bullying or harassment have been fully
investigated and an individual found guilty, disciplinary sanctions
imposed could include:
• dismissal (in relation to staff)
• exclusion (in relation to students)

5. INFORMAL PROCEDURE

It is often helpful to discuss the problem with your Manager/Class

Representative/Head of Department or with the person who is causing
distress. If you do not feel able to discuss the problem with any of
these
people then there are a number of other options available. You can
speak with a member of the Human Resources Team or with one of
the school’s trained Harassment Advisors. In addition your Trade Union
representative, or a National Officer may be able to advise how best to
make the initial approach.

Students who feel they are being harassed, either by fellow students or
a member of staff can also seek advice from the Students’
Representative Council (SRC) or also one of the School’s trained
Harassment Advisors (see below).

Should a complaint about harassment or bullying by a student be

upheld the student will be dealt with in accordance with the School’s
Code of Discipline for Students, a copy of which is contained in the
Student Handbook, which is issued to each student at enrolment.
Additional copies are available from the Registrar.

6. HARASSMENT ADVISORS

The School has a network of trained Harassment Advisors. Anyone,

staff or student who is concerned about any form of harassment can
speak to one of the Harassment Advisors, a list of which is provided at
the end of this document. You can choose to speak to any one of these
Advisors – not necessarily an Advisor who may be within your
Department or School.

The Harassment Advisor may keep brief, anonymous notes but these
will be personal to the Advisor, these notes will not be recorded or
stored on a School file without your permission. The School will monitor
usage of the Harassment Advisors on an annual basis but all
information produced will be entirely anonymous and no-one will be
able to be identified from it.

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 Whoever you choose to approach will talk through the problem with
you and help you to voice your concerns. The objective is to provide
you with the support needed for you to decide upon a future course of
action in order that the situation is resolved. Together you and the
advisor will agree what course of action you feel is appropriate.

Further action will not normally be taken without your express

permission. However, you should be aware that if the allegation is of a
particularly serious nature (i.e. physical assault, racist/sexist abuse or
similar), the School will be obliged to take further action.

7. FORMAL PROCEDURE

Complaint against a member of Staff

If a satisfactory solution is not reached informally then a formal
complaint may be lodged. This must be made in writing to the Head of
HR, who will contact the appropriate line manager to initiate an
investigation. In exceptional circumstances where it is not appropriate
for the line manager to be approached the Head of HR will appoint an
independent investigator.
Students wishing to complain about a member of staff should make
their complaint to the Registrar, who will contact the Head of HR to
initiate the investigation process.
The member of staff conducting the investigation will inform the alleged
harasser in writing that a complaint has been made and that they have
an opportunity to respond to these allegations. The alleged harasser
has the right to seek advice from a Harassment Advisor and may seek
representation within the School or from a recognised Trade Union
Representative. Representation from out with the School, including
legal representation is not permitted within the scope of this
Harassment and Bullying Policy.

Complaints against a Student

Students or staff wishing to complain about a student should follow the

guidance contained in the Regulations Governing the Discipline of
Students (copies of which are available from the Registry.)

8. INVESTIGATION

The line manager (or nominated individual) will carry out a full
investigation and this will be carried out as expeditiously as possible. It
may be necessary for those involved in the investigation to speak to
witnesses or any other person as they see fit and to obtain written
statements. Staff (and where necessary students) are expected to co-
operate with the investigation. Confidentiality will be maintained as far
as this is possible within the constraints of the Harassment and
Bullying Policy.
The line manager will submit a report to the Head of HR who will make
a decision regarding possible next steps. Unless there are extenuating
circumstances, the line management investigation will normally be

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 completed, the report submitted and decision communicated to both
parties, within 5 weeks of receipt of the letter of complaint.

9. SUSPENSION DURING THE INVESTIGATION

It may be necessary to place an employee or student on suspension

while an investigation is conducted. During this period the employee(s)
shall continue to receive their contractual remuneration and other non-
remunerative benefits.
Suspension will be notified to the employee or student in writing and
will not normally exceed a period of 10 working days without a review.
In exceptional circumstances the period of suspension may be
extended to allow full investigation to take place.

10. INVESTIGATION OUTCOMES

Complaint against a member of staff

Following the conclusion of the investigation, there are 3 possible
outcomes:
• no case to answer;
• informal disciplinary action e.g. counselling, training etc.;
• formal disciplinary action.

Any action to be taken must be reasonable in light of all the facts. In

some cases it may be concluded that formal disciplinary action is
unnecessary or that counselling or training is preferable - the individual
may now be more able to accept the need to change their behaviour. If
formal disciplinary action is initiated, the appropriate level of the
Disciplinary Procedure will be instigated and the existing Staff
disciplinary procedures, regulations and appeals procedures will be
used as appropriate. As a full investigation will have already occurred
as part of the original complaint, any further investigation will only be
carried out where specific need for further information is identified by
the manager hearing the disciplinary case.
All the circumstances should be considered including: the employee’s
disciplinary and general record; action taken in similar previous cases;
any explanations and circumstances to be considered and whether the
disciplinary action is reasonable.
Where the Head of HR decides there is no case to answer, the alleged
victim (if a staff member) may use the grievance procedure if they
believe the investigation or the decision was flawed.
Complaint against a student
The possible outcomes are contained in the Regulations Governing the
Discipline of Students

11. APPEALS AGAINST DISCIPLINARY ACTION

If an employee wishes to appeal against a disciplinary decision, written

notice setting out the grounds of the appeal should be submitted to the
Head of HR within 5 working days of receiving the decision.
The appeal procedures provided for in the existing Disciplinary
Procedure will apply.

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 The appeals process for students is contained in the Regulations
Governing the Discipline of Students

12. FALSE ACCUSATIONS

It is recognised that certain complaints may be orchestrated with

mischievous or malicious intent and these will be viewed seriously with
the prospect of resultant disciplinary action against the complainant.
The grievance procedure may not be used by the alleged harasser as a
counter measure during the investigation even if the alleged harasser
believes that the complaint is without merit. The investigation will
determine the outcome.

13. LINKS TO OTHER GSA POLICIES/PROCEDURES

• Disciplinary Procedure
• Equal Opportunities Policy
• Grievance Procedure
• Race Equality Policy
• Regulations Governing the Discipline of Students

Appendix A LIST OF HARASSMENT ADVISORS

Kerry Aylin, 0141 353 4617
Ian Grout, 0141 353 4716
Maria Walsh, 0141 353 4523
John Quinn, 0141 353 4561

Use of E-Mail

Student email is available at the following address: http://webmail.gsa.ac.uk

There are a number of concerns which the School has in respect of the
potential dangers of communicating by e-mail. It is therefore appropriate that
the School has a policy applicable to all its students who use e-mail so that
everyone is aware of the procedures to be used in respect of it and other
Internet applications.

1. Students must not use the e-mail system to display, generate, store
and/or pass on to others material whether in text, pictures or any other
form which may be regarded as offensive on race, sex or disability
grounds.

Students must not use the e-mail system to propagate viruses, chain-
letters or unsolicited advertising material (spam).

2. In particular, the School will not accept as an excuse for the distribution
of inappropriate material that the employee/student was not aware that
it was attached to the message forwarded.

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3. The question of what constitutes offensive material is not one for the
sender to determine – it is the effect on the recipient which is important.
Students should not therefore pass on any material which even risks
causing offence to any recipient.

4. If a student generates and/or pass on e-mails to other users she/he

must be very clear as to the intended recipient. The inadvertent
dispatch of material to a collective user group, for example, is no
different from sending it individually to all those within that group.

5. If a student has cause to be away from her/his desk for any period they
should log out while absent. Otherwise the School must assume in the
first instance that any material coming from that terminal was
generated and/or passed on by the student. For the same reason
students should never reveal their e-mail log-on details to any person.

6. The School expects all e-mails to be written in a civil, professional and

so far as possible amicable tone, just as it expects staff/students to
adhere to those principles in conversation and in paper
correspondence. The School will not tolerate bullying by e-mail or
“flame-mail”. The use of obscene language or swear words is
prohibited.

7. For students’ own protection and that of the School she/he should not
use the e-mail to distribute or pass on any material which is actually or
potentially defamatory of any person, group, firm or company, whether
or not connected with this School. Jokes at the expense of named or
identifiable others are included within this prohibition.

8. Standard email should not be considered a secure medium for

communication. If material confidential to the School or certain people
within it is being communicated internally you should not use e-mail.

9. The misuse of the School’s e-mail system, deliberate or inadvertent,

will be treated as a serious disciplinary matter. In the most serious of
cases, breach of these procedures could lead to exclusion.

Alcohol, Drugs or Substance Misuse

a) POLICY

The School endeavours to ensure that employees’ and students’ use of either
alcohol or drugs does not impair the safe and efficient running of its operation
or the health and safety of its employees and students.

b) INTOXICATED EMPLOYEES/STUDENTS

If an employee/student is known to be, or strongly suspected of being clearly

intoxicated by alcohol or drugs, the Director will be consulted. Arrangements
will be authorised for the employee/student to be escorted from the School
premises immediately. Disciplinary action may be take place in accordance

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with the School’s Disciplinary Procedure when the employee/student has had
time to recover.

c) CONSUMPTION OF ALCOHOL

Employees/students are expressly forbidden to consume alcohol when at

work and any breach of this rule is likely to result in disciplinary action being
taken. Where there is a “hospitality” situation i.e. special lunch, exhibition
review etc, the Director’s prior authorisation for the provision of alcohol is
expressly required. As an alternative to alcoholic drinks at hospitality
occasions, the Board may consider making use of the large selection of low
and non-alcoholic drinks that are available on to-day’s market.

d) DRUG ABUSE

Employees/students who use drugs which have not been prescribed on

medical grounds will, in the absence of mitigating circumstances, be deemed
to be committing an act of gross misconduct and will thus render themselves
likely to be subject to dismissal, as will any employee/student proved to be
buying, selling or in possession of unlawful (i.e. unprescribed) drugs.

The School’s policy on student drug use and abuse is as follows:-

1. The Glasgow School of Art has a legal obligation to take action when it
becomes aware of illegal activities, including the possession, supply or
production of classified/controlled drugs.

2 It is the School’s policy to report any such incidents to the Police and in
addition, may invoke the School’s Disciplinary Procedures. Students
should be aware of the serious consequences that a criminal record or
disciplinary proceedings may have on their future employment/study.

3 Students are reminded that they are responsible for the behaviour of
their guests/visitors (in Halls of Residence) in this respect.

4 The School will act on any information received concerning activity

involving classified/controlled drugs and will investigate any allegations
thoroughly.

Student Complaints Procedure

From time to time students may feel that they have a complaint about some
aspect of their programme or support service provision offered by the School.
The School has established a complaints’ procedure through which students
can pursue such grievances. The procedure allows for complaints to be dealt
with at an informal level in the first instance. This will normally mean that you
should take the matter up with your tutor, Head of Department or the member
of staff responsible for the area concerned. You should remember that you
could also raise the issue through the Staff/Student Consultative Committee
for your department by approaching your Class Representative. If the matter
remains unresolved, the procedure then allows you to take a formal approach
by submitting your complaint in writing to the designated senior officer in the

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School. The procedure is published below in full. If you have any questions
about making a complaint, you may at any time seek impartial advice from the
SRC President, or the Registrar.

Introduction

1.1 The Glasgow School of Art endeavours to provide all students with an
environment that is educationally supportive, fair and intellectually
challenging and where services are provided in an efficient and friendly
manner. We hope that you do not have any cause to complain about
the standard of service offered to you by the School. However, we
acknowledge that problems can occur from time to time. When they do
or when you are not satisfied that we have acted in accord with our
policies and standards, we would ask you to advise us timeously using
the procedures listed below. You are strongly advised to make a
complaint as soon as possible following the incident against which you
are complaining. Please be assured that you will not be
disadvantaged in any way if you make a complaint in good faith.

1.2 A complaint is broadly defined as any expression of grievance that a

School service has failed to match the standards promised by the
School or what it would be reasonable to expect.

1.3 It is essential that you clearly state at each stage the remedy you are
seeking that would in your view represent satisfactory resolution of
your complaint.

1.4 This procedure is open to all individual students registered on

programmes offered by or taught at The Glasgow School of Art.
Groups of students may not submit joint complaints under this
procedure although the School may, at its discretion, decide to
consider complaints as a group. Complaints may not be submitted by
a third party. Similarly anonymous complaints will not be considered.

1.5 The procedure should not be used to make complaints about academic
decisions of Boards of Examiners. Any such complaint should be
addressed through the School’s Code of Appeals Procedure. If you
are in any doubt as to which procedure you should follow on a specific
matter you are strongly advised to consult with the Registrar.

1.6 Service provision is defined as any aspect of the School’s operation

designed to provide an individual with a definable service. These
would include academic provision in terms of teaching quality and
programme design; academic support services such as IT and
technical support, library services, academic advising/personal tutoring;
student services such as those provided by the Registry or Student
Support; and central services such as financial administration, catering,
accommodation and washroom facilities.

1.7 Complaints from individuals who are dissatisfied in their dealings with
The Glasgow School of Art’s Students’ Association or claim to be
unfairly disadvantaged by reason of having exercised the right not to

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 be members of the Association, will normally be dealt with under the
Association's own Complaints Procedure, as approved by the School.

1.8 Complaints from individuals who are dissatisfied with the School’s
admissions process will normally be dealt with under the Admissions
Complaints Procedure, as approved by the School’s Academic Council.

1.9 It is expected that this procedure will only be invoked as one of last
resort i.e. once all informal and alternative formal channels to resolve a
complaint have been exhausted.

Scope of Procedure

2.1 The procedure is also designed to provide for the resolution of

complaints about the School in relation to the operation of its policies in
relation to students with disabilities.

2.2 Separate procedures have been established to deal with cases of

harassment. Details of these procedures can be found in section 1.7.

2.3 The procedure conforms to the requirements of the Scottish Office

Further and Higher Education Student Charter (1993) and the QAA
Code of Practice, section 5: “Academic Appeals and Student
Complaints on academic matters - March 2000”, with regard to
complaints about services or information provided by the institution.

2.4 Students who have a complaint which is specifically about misleading

information given in the School’s Prospectus may use this procedure to
complain or may write to the Quality Assurance Agency for Higher
Education who will investigate the matter.

Complaints Procedure

3.1 Informal Procedure

3.1.1 It is at this informal level that the School anticipates that individual
complaints will be resolved amicably.

3.1.2 Student complaints will normally centre on two main areas: academic
and non-academic.

3.1.3 In any of the following circumstances, you may choose to be

accompanied by or represented by the President of the Schools’
Student Association or by a fellow student.

3.1.4 If you have a complaint about your programme you should take up this
matter with your Tutor or your Head of Department. You may also
raise the issue through the Student/Staff Consultative Committee for
your department by approaching your Class Representative.

3.1.5 If you have a complaint about a specific individual you are encouraged
to approach them directly in the first instance. Alternatively you may

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 wish to take the matter up with the member of staff who is responsible
for the area concerned (this will normally be the Head of Department).

3.1.6 If you have a complaint about a School service (Library, Registry,

Student Support, Accommodation etc) you should approach the Head
of Department concerned.

3.2 Formal Procedure

3.2.1 Stage 1
If you are dissatisfied with the result following any informal approach,
whether to an academic department or to a service department, then
you should take up the matter in writing with the Registrar who will
consult the relevant Head of Department or Head of School with a view
to resolving the complaint at this stage. You should clearly indicate
the redress you are seeking that would in your view represent
satisfactory resolution of your complaint.

3.2.2 Stage 2
If you are dissatisfied with the reply following Stage 1 above, then you
should take up the matter in writing with the appropriate School
representative. For academic matters this will be the Deputy Director
and for non-academic matters this will be the Director of Finance and
Resources. If the complaint involves either of these representatives, or
their departments you should take up the matter with the Director, who
may appoint a nominee to investigate the complaint. No individual
involved in the complaint or in the “internal” complaint stage will be
involved in this stage of the investigation.

The following principles will apply in relation to a formal complaint:-

(a) Your complaint should take the form of a brief written summary
outlining the nature of the complaint and the remedy you are seeking.
You should also highlight the actions taken to date.

(b) You may be accompanied by or represented by the President of the

Students’ Association or by a fellow student. External representation
will not, however, be permitted in the context of this procedure.

(c) Complaints will be responded to as promptly as possible and normally

within one month. Complaints will be dealt with in a manner, which
meets the needs and merits of each individual situation. At all times
the matter shall be dealt with as tactfully as possible and the
requirements of confidentiality will be observed as far as possible
within the constraints of the procedure.

(d) The School’s representative shall inform the person or department in

writing that a formal complaint has been received. In the case of a
complaint against an individual person, s/he has the right to seek
representation from a trade union or from a colleague.

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(e) It will be normal practice for the representative to interview both the
complainant and the parties complained about, in order to resolve the
matter. Other staff and/or students relevant to the complaint may also
be interviewed. Copies of written submissions will be made available
to both the complainant and the parties complained about. In certain
circumstances and at the discretion of the School’s representative,
some information will, however, be deemed as confidential.

If the complainant is unavailable to attend any meeting called under the

complaints procedure, provided adequate notice is given, s/he may
nominate a representative.

(f) The School’s representative will reply in writing to all parties concerned
notifying them of the outcome of the investigation.

Appeals Procedure

4.1 If you are of the view that there has been an irregularity in the
procedure followed up to and including Stage 2, that the outcome of
the investigation was clearly unreasonable or that new evidence has
become available, then you have the right of appeal to the Academic
Council of the School. Appeals must be submitted within 14 calendar
days of receipt of notification of the preceding stages.

4.2 The appeal should be submitted in writing to the Registrar who will
arrange an Appeals Committee meeting. The Committee will comprise
of three members of the School’s Academic Council and will be chaired
by the Director or his/her nominee. No person who is involved in the
complaint or in the earlier investigation of the complaint will serve on
the Committee.

4.3 The Appeals Committee shall be convened within 14 working days

after receipt of the written request. It shall communicate its decision in
writing via the Registrar to all parties concerned as soon as possible
thereafter.

Independent Review

5.1 If you are still of the view that there has been an irregularity in the
procedures followed, up to and including 4.1 and 4.3 above, then you
may ultimately seek review of your complaint by the Scottish Public
Services Ombudsman. Please note that the Ombudsman can only
consider complaints about procedural errors or contraventions of basic
principles of justice or administrative law and cannot consider matters
of academic judgement, including marking and examinations, except in
so far as the complaint is about alleged irregularities. If you decide to
seek a review of your complaint by the Ombudsman you should write
to:

Scottish Public Services Ombudsman

4 Melville Street

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 Edinburgh
EH3 7NS

Telephone: 0870 011 5378

Text: 0790 049 4372
Fax: 0870 011 5379
Email: enquiries@scottishombudsman.org.uk

NOTES

i) Students may at any time seek assistance or advice from the President
of the Students’ Association, the Registrar or a Student Counsellor.
Contact details are available through the School’s main switchboard on
0141-353-4500.
ii) Any action of a disciplinary nature taken as a result of the
implementation of this complaints procedure will be in accordance with
the School's Staff and Student Discipline Procedures and normal
management practice in the institution.
iii) Action under this procedure may be suspended pending the outcome
of any police or other statutory or regulatory investigation of the
persons or events in question.
iv) The School reserves the right, in exceptional circumstances, to act
unilaterally on information received through the operation of this
procedure without the agreement of the complainant.
v) These procedures will be subject to ongoing reviews and an annual
report will be made to the School’s Academic Council on complaints
received.
vi) All records of complaints held on computer will be accessible to named
individuals in accordance with the provision of the Data Protection Act
(1998).
vii) If a complaint is upheld, the School will meet the cost of any
reasonable and proportionate incidental expenses incurred by the
complainant.
viii) In most cases, written correspondence shall NOT include e-mail
correspondence. E-mail correspondence is only acceptable if related
to confirmation of arrangements of any meeting deemed necessary
under the complaints procedure.
ix) In most cases, if appropriate, the remedies shall include but not be
limited to:- financial compensation; disciplinary action against a
member or members of staff; disciplinary action against a fellow
student; or a combination of these.
x) The School reserves the right to reject frivolous complaints outright. In
these cases, you will be provided with written reasons as to why your
complaint has been deemed so.

SUMMARY

The key terms of these procedures are:

• Complaints will be handled with all possible speed, tact and

confidentiality

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• These procedures do not cover complaints about academic decisions
of Boards of Examiners

• There is an opportunity to deal with the complaint informally before

anything is put in writing

• Every effort will be made to resolve the complaint at the informal stage

• If any complaint is made against a member of staff, they have the right
to be informed immediately

• There is the right to take complaints to the Scottish Public Services

Ombudsman

Regulations Governing Discipline of Students

1. Jurisdiction

All students of the School are subject to the jurisdiction of the

Academic Council and the Senate of the University of Glasgow in
respect of both their studies and their conduct.

2. Disciplinary Offences

2.1 All students of the School are required at all times to be of good
behaviour and to observe all regulations, which may be made from
time to time by the School, or by the University of Glasgow.

2.2 There is no definitive enumeration of disciplinary offences. Examples

of conduct, which would be regarded as disciplinary offences, are:

(a) making use of unfair means in any School assessment or

assisting a Candidate making use of such unfair means;

(b) falsification or serious misuse of School or University

documents, including degrees, diplomas or certificates;

(c) impersonation or false pretences;

(d) theft, misappropriation or misapplication of, or gross negligence

in dealing with School funds or property;

(e) violent or threatening behaviour;

(f) engaging in conduct which disrupts teaching, study, research or

other academic activities or the administration of the School or
which unjustifiably infringes freedom of thought or expression.

(g) obstructing any officer or employee of the School in the

execution of his or her duties;

(h) sexual or racial harassment.

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 Where the conduct may constitute a disciplinary offence, criminal
proceedings may follow.

2.3 Detailed regulations governing, for example, the Library, membership

of the School's Student Association and Halls of Residence are
published separately. Minor breaches of these regulations may be
dealt with in accordance with the provisions of these regulations; major
breaches of these regulations may be dealt with under the provisions of
this Code.

2.4 A finding of guilt or an acquittal in a criminal court shall not preclude

proceedings under this Code in respect of the same incident, provided
that in the case of an acquittal no such proceedings shall be taken on
allegations considered and rejected in a criminal court. Any sentence
or order pronounced by a criminal court shall be taken into account in
the imposing of any penalty under this Code.

2.5 Students who will find themselves the subject of Disciplinary Action are
advised to contact the President of the Students’ Association to
appraise her/him of the situation.

3. Discipline Committee

3.1 The Academic Council shall on matters concerning the conduct of the
student body delegate its powers to a Discipline Committee, which
shall consist of the following persons:

3.1.1 The Director or Director of Finance and Resources;

and

3.1.2 Four other members of the Academic Council who shall be elected
annually to the Discipline Committee by the Academic Council.

3.2 The Director or Director of Finance and Resources shall preside at all
meetings of the Discipline Committee.

3.3 The quorum of the Committee shall be three. The Chairman of the
Meeting shall have deliberative and a casting vote. In the event that a
quorum cannot be obtained, the Academic Council shall have power to
appoint additional members of Council to serve on the Committee for
the hearing.

3.4 No member shall sit in judgement on a case in which s/he has any
interest.

3.5 The Registrar of the School will act as Clerk to the Committee.

3.6 The Committee may have the assistance of a legal advisor.

4. Complaints Regarding the Conduct of a Student

101
4.1 Any allegation that a student of the School has committed a disciplinary
offence may be reported by or through an officer or member of staff of
the School, or by or through any student.

4.2 The allegation should be made in writing to the Deputy Director who
shall decide either:

4.2.1 To deal summarily with the allegation by interviewing the student

personally. The intimation to attend for interview shall include details of
the alleged offence. The student may be accompanied at the interview
by a fellow student, a member of the academic staff or by an officer of
the Students’ Association. The Deputy Director may examine any
witness whose evidence, in her/his opinion, may assist the
investigation. If s/he is satisfied on hearing representations from the
student and any other witnesses that the student has been guilty of
misconduct, the Deputy Director shall be empowered to give an oral
reprimand and/or to warn her/him as to her/his future conduct; to order
the restitution of property taken or damaged; suspend the student from
the School or part of the School for a period not exceeding 12 weeks;
permit the student to continue subject to conditions; or select any
combination of these penalties. The outcome will be communicated to
the student in writing and details lodged in her/his file.

or

4.2.2 Without interviewing the student, to refer the complaint to the Registrar.

4.2.3 A student has the right to appeal to the Board of Governors against any
decision imposed under paragraph 4.2.1. Details of Appeals
procedures are contained under paragraph 6.

5. Procedure Following a Reference of a Complaint to the Registrar

5.1 Following receipt of a report under the terms of paragraph 4.2.2 the
Registrar on behalf of the Discipline Committee, shall issue a written
notice, to the student concerned to appear before the Discipline
Committee. Fourteen days notice in writing shall be given and the
notice shall specify the following:

5.1.1 The complaint against the student.

5.1.2 The date, time and place of the Hearing.

5.1.3 That the Committee will hear any witnesses in the student's defence
that s/he may cite at the Hearing and will consider any documents
which s/he may wish to lodge, and that such documents must be
lodged at least 7 days before the Hearing.

5.1.4 That the student may be accompanied by the President of the

Students’ Association, or by an enrolled student of the School, or by a
parent or friend, or by a member of the Academic Staff. The name of

102
 any such person must be communicated to the Registrar 7 days prior
to the Hearing. Legal representation will not be permitted in the
context of this procedure.

5.2 The Committee may call other witnesses whom they deem as relevant
to the case.

5.3 If the student does not appear on the date appointed and the Discipline
Committee are satisfied that proper notice has been given to her/him,
the Committee may in the absence of any extenuating circumstances,
proceed to deal with the case as if the allegations had been admitted
and, if necessary, impose the appropriate penalty in the student's
absence.

5.4 If the student appears before the Discipline Committee s/he shall first
be asked whether s/he admits or denies the allegations specified in the
notice to her/him and, if s/he denies the allegations, whether in whole
or in part.

5.5 If the student admits the allegations, the Discipline Committee shall
impose the penalty that they consider to be appropriate after hearing
any statement the student and/or her/his representative may wish to
make in mitigation and after considering any other evidence.

5.6 If the student denies the allegations made against her/him, the
Discipline Committee shall hear any witnesses that may be necessary
to enable the facts to be ascertained, including any witnesses the
student may cite in her/his defence. The Discipline Committee shall
also consider any documents the student may have lodged.

5.7 The Discipline Committee may arrive at their decision by a majority

vote of the members present.

5.8 If the Discipline Committee considers that the allegations are proved,
they shall inform the student of the penalty they consider to be
appropriate after hearing any statement that the student and/or her/his
representative may wish to make in mitigation. The Registrar on behalf
of the Discipline Committee shall inform the student in writing of the
reasons for the decision, and at the same time the student shall be
informed of her/his rights of appeal under paragraph 6.

5.9 The penalties which may be imposed by the Discipline Committee shall
include reprimand, suspension from academic or other privileges,
exclusion or expulsion from the School as well as a recommendation to
the Governors that they obtain payment from the student of the cost in
whole or in part of any loss or damaged caused to the School. The
decision of the Committee shall be lodged in the student's file.

6. Appeals Against Decisions by the Deputy Director or the Discipline

Committee

103
6.1 A student has the right of appeal to the Board of Governors against any
decision of the Disciplinary Committee. Details of the procedure for
appeals will be made available to the student by the Registrar as
specified in paragraph 5.8.

6.2 An appeal against a decision of a Disciplinary Committee shall have

the effect of suspending, for the duration of the appeals procedure, any
penalty imposed.

7. General Provisions

7.1 All penalties (other than reprimands and/or warnings given under
paragraphs 4.1.1) shall be reported to the School’s Academic Council
and Students' Association, but such notification shall not disclose the
name of the offender.

7.2 A finding of guilt or an acquittal in a Criminal Court shall not preclude

disciplinary proceedings, in respect of the same incident, against the
offender at the instance of the Academic Council acting through the
Discipline Committee in accordance with the prescribed procedure,
provided that, in the case of an acquittal, no disciplinary proceedings
shall be taken on allegations already considered and rejected in a
Criminal Court. However, any sentence or order pronounced shall be
taken into account in the imposition of any penalty.

7.3 The findings of a Criminal Court in respect of an incident which is the

subject of disciplinary proceedings may be used as evidence in such
proceedings.

7.4 If a student is the subject of disciplinary proceedings before the

Discipline Committee on more than one occasion then the findings of
the Discipline Committee in respect of a previous offence may not be
divulged or used as evidence in subsequent proceedings against the
same student, but such findings may be divulged by the Registrar and
taken into account when determining a subsequent penalty.

7.5 Any disposal shall be lodged by the Registrar in the record of the
student concerned.

104
REGULATIONS

Compliance with Programme Instructions

Students shall be required to comply with such programme instructions as are

prescribed by the Head of School and by the Head(s) of specialist area(s) in
charge of the programme concerned. Such instructions will require students
to attend studio at specific times, lectures, tutorials, study trips, examinations
and other events: to provide themselves with such books, equipment and
other materials as are necessary for the programme; to submit items of work
including studio work, completed projects, essays and dissertations, by such
dates as may be instructed. All such instructions shall be given to students in
writing at an appropriate point in the programme. Reasonable notice of any
alteration to these will be given.

A student who fails to comply with programme instructions may be excluded

from the programme prior to degree examinations.

Conduct and Discipline

The Glasgow School of Art is committed to a policy of equality of opportunity

and aims to provide a working and learning environment which is free of unfair
discrimination and will enable staff and students to fulfil their personal
potential. All individuals should be treated with dignity and respect whether
at work or study; staff and students have an important role to play in creating
an environment where harassment is unacceptable.

All students are expected to abide by the general regulations of both the
School and the University of Glasgow and to behave in an appropriate
manner at all times. A copy of the School’s Code of Discipline can be found
in section 1.0, Policies and Procedures. If you find yourself subject to the
Code of Discipline, you are advised to contact the SRC for further advice.

Enrolment

Enrolment is the administrative act of becoming a student of the School.

Every student of the School must enrol on an annual basis and pay the
appropriate fee for her/his programme. This process may also be referred to
as 'matriculation' or ‘registration’. Each student must complete and sign an
enrolment form. In signing this form, the student is agreeing to abide by the
general and programme regulations of the School and also of the University of
Glasgow, in so far as they apply to students of the School. In addition
students are accepting liability for ensuring payment of tuition their fees. Any
changes in personal details must also be highlighted at this stage.

Enrolment dates are normally issued during the summer. At this time
students will also be advised what they need to bring to complete the process
e.g. birth certificate (new students only) and letter of award.

All continuing students will enrol each year by post. Details of postal
enrolment will be issued in early summer.

105
Any student who fails to either enrol on the allocated day, or enrol by post as
instructed, without prior permission from the Registrar, will be charged a fixed
penalty. The penalty can range from £25 up to £250 depending on the
circumstances. Further information on the fixed penalties is available from
the Registry.

Postgraduate Research students, BEng/MEng Product Design Engineering

students, M Phil, Art, Design and Architecture in Education students and PhD
students are also required to enrol at the University of Glasgow. This means
that they are fully enrolled students of both institutions and have full access to
the University of Glasgow facilities.

Enrolment Number

Every student has an unique enrolment (or matriculation) number. This is

assigned to students when they enrol and is recognised by both the School
and the University of Glasgow. The number remains unchanged throughout a
student’s programme and any subsequent programmes they may attend at
The Glasgow School of Art or the University of Glasgow. The number is
quoted on enrolment cards and students will be asked to quote this when
filling in forms for the School or University.

Enrolment Card

Students must carry their enrolment card with them at all times. Not only is
this proof of student status, it also allows students access to the relevant
School buildings. It is important therefore that students complete the
enrolment process as soon as possible otherwise entry to the relevant
department or library may be restricted. In the interests of security, students
may also be asked to present these to members of staff.

Lost enrolment cards should be reported to the Registry immediately.

Replacement cards will be issued at a cost of £10.00. This fee is waived if
the card has been stolen and the incident reported to the police.
Enrolment cards are only issued to new students. Continuing students will
use the same card throughout their time at the School.

Provisional Enrolment

Students who have not completed their enrolment shall not be permitted to
continue on their programme after 1st November. Permission to remain
provisionally enrolled beyond this date will only be given by the Registrar in
exceptional cases. Provisional enrolment may be withdrawn in the event of
any breach in the conditions laid down by the Registrar. Students who have
failed to meet the conditions of their provisional enrolment will not be
permitted to present for examinations.

Debts to the School and University of Glasgow

No person shall be permitted to enrol as a student of the School or receive

any degree or diploma conferred by the University or the School until all

106
arrears of fees of any kind (to either the University or the School) have been
paid in full. This also applies to outstanding library books, borrowed
equipment, payment for replacement of equipment, accommodation fees and
any fees charged for materials used throughout the programme. It will be
each student’s responsibility to provide evidence that debts have been
cleared before she/he is permitted to enrol or register for graduation.

The School is aware of the financial difficulties facing students. If students

have concerns over payment of monies due they are advised to contact the
Student Welfare Adviser to discuss their situation (See section 3.6 (b))

Health and Safety in the Workshops and Studios

All students will receive formal introductions to the workshops and

studios to ensure they are familiar with safety procedures and practices
specific to each workshop and studio.

Students must familiarise themselves with the hazardous qualities of

chemicals that they purchase before use and take the appropriate
control measures to ensure their own safety and that of others.

Written instructions will also be posted around the workshop/studio to

reinforce the health and safety message especially in relation to the fire
safety and good housekeeping, as a reminder to students.

No student shall be allowed to work in any workshop area

unsupervised and unless they have received, and acknowledged by
signature that they have undertaken the necessary introductions to that
area.

Lone working is not permitted after core hours. Please read the Lone
Working and Out-Of-Hours Policy in Section 1.4.

Insurance/Security of Work and Belongings

Please be advised that students’ personal property kept on GSA premises

should be covered by their own individual policies, as the School cannot
accept liability for the theft, loss or damage of any such property.

If students intend to borrow or hire equipment (either from the School or any
external company) they are advised to contact the Director of Finance and
Resources office for advice on insurance cover. Loss or damage of the
School’s equipment will result in the student being liable for the first £500. For
further information contact Eliot Leviten, Director of Finance and Resources
on 0141-353-4519.

107
Appendices

Appendix 1 Flowchart: Student Life (3 Year PhD Programme)

Appendix 2 Flowchart: Registration
Appendix 3 Flowchart: Submission to Oral Examination
Flowchart: Oral Examination to Graduation
Appendix 4 PhD Progression
Appendix 5 Translation Work in a Thesis Submission
Appendix 6 Form and Presentation of Theses
Appendix 7 Form and Presentation of Portfolios
Appendix 8 Access to Thesis/Portfolio Submission for Higher
Degree
Appendix 9 GSA Research Ethics Policy
Appendix 10 Joint Statement on Skills Training Requirements
Appendix 11 Research Degree Forms

108
Appendix 1: Flowchart: Student Life (3-year PhD Programme)
Appendix 2: Flowchart: Registration
Appendix 3: Flowchart: Submission to Oral Examination
Flowchart: Oral Examination to Graduation
 Appendix 4: PhD Progression

YEAR TWO YEAR THREE EXAMINATION

YEAR ONE

October May October April-July October March June Mid-August Late September

Submit soft-
Enrolment Peer Group / Matriculation Submission to Matriculation External Supervisor bound Examination
Supervision Supervisor of 25% Examiner forwards thesis to Committee:
Committee of final submission Nominated Intention to Registry
Presentation or– and Submit (RD- • Convenor (
progression to Countdown EX-INT) to • External
registration Peer Group / Planning Registry Examiner
Initially for Supervision Meeting Mock Viva • Independent
MPhil, if Provisional Committee Internal
applicant decision of Presentation Examiner
does not category of • Supervisor as
have a submission observer
Masters Committee’s
Degree (PG) recommendation
Committee’s and Supervisor’s Graduation in the
recommendation report to RDSC following June
and Supervisors
report to RDSC

Priorities
Priorities Priorities Priorities
• Developing topic for
registration • Developing and • Completing empirical work in final term • Respondi
• Carrying out literature organising database • Completing draft final resubmission by end of ng to
and contextual review • Carrying out the term two recommendati
• Refining research substantive portion of • Revising and re-organising submission during ons of
questions and methods empirical work term three Examining
• Trials of empirical work • Preparing a 25% • Identifying External Examiners in consultation Committee
• Provisionally submission at year end for with Supervisor • Submittin
determining the form of the Supervisor • Notifying Supervisor that you are ready to g hard-bound
final submission • Developing a clear submit three months in advance of examination thesis
timetable for progression to
final submission

NB: Dates assume initial enrolment in October.

Appendix 5: Translation work in a Thesis Submission

Admissibility, Length and Languages

1. A thesis may have as one of its major components an original

translation of a text of imaginative literature, or of critical, historical or
philosophical scholarship or one not covered by these definitions but
approved for the purpose by the Research Degrees Sub Committee.

2. The Committee may, for this purpose, approve (or recommend) the
translation of either a group of short texts or an excerpt from some
longer text.

3. In accepting or recommending a text, group of texts or excerpt for this

purpose, the Committee shall have regard to the requisite length of the
thesis.

4. A thesis, which includes a translation, may substantially exceed the

requisite length for a normal thesis.

5. The language of the work translated and of its translation shall be

among those, which are taught in the University of Glasgow Faculty of
Arts, or for which, supervisory and examining expertise is available.

6. The language of the translation shall normally be the Candidate’s first

language. An applicant for admission, however, may submit one or
more original translations into another language, in whose light the
Committee may approve a project involving translation into that
language.

7. The language of the rest of the thesis shall be English.

Form of Thesis

1. An original translation may stand as a major component of a thesis in

either of two ways:

(a) As the chief source of primary and experimental evidence for a

thesis concerned with translation theory and methodology.

(b) As the contribution to knowledge, which is provided by the thesis

and discussion in the critical apparatus of the thesis.

2. A translation offered as evidence in a thesis on translation theory

and/or practice may not occupy more than 50% of the total length of
the thesis. The theoretical part may assume whatever form best
enables its argument to develop.
3. A translation which is itself offered as a contribution to knowledge may
occupy up to 70% of the total length of the thesis. The remainder shall
include an introduction and a commentary.

4. The introduction should make clear the case for translating the work in
question, the nature of the problems, which it presents to the translator,
and the principles and strategies followed in translating it.

5. The commentary should deal with at least a representative range of

translation problems and the solutions adopted for them. In general, it
should enable a reader understanding the work only through its
translation to form a notion of what that translation has not been able to
convey.
Appendix 6: Form and Presentation of Thesis

These requirements are based on ‘Recommendations for the presentation of

theses (BS 4821 1990)’ published by the British Standards Institution. Copies
of the full text are available in the Library.

1. Theses should be typed or printed in a permanent and legible form –

normal characters size no less than 2mm.

2. Good quality paper (range 70g/m2 > 100g/m2) of A4 size should be

used. Margins should be not less than 15 mm and 40 mm at binding
edge.

3. Pages should be numbered in a single sequence through the thesis in

single and multi-volume works.

4. The title should give the full title of thesis; the full name of the author;
the degree for which the thesis is being submitted; the organisation to
which it is being submitted; the School/Department in which the
research was conducted; the month and year of submission. The
volume number should also be given if the thesis is in more than one
volume.

5. A table of contents should be provided, plus separate lists of tables and

illustrations and accompanying material if any. End matter may include
appendices, glossary, a list of references, bibliography and indices.

6. Citations in the text should be linked to the list of references following

either the style of the Vancouver system with numbers referring to a full
list arranged in the same order, or by the Harvard system, with
references to the author’s name and date in the text and the list is in A
to Z order.

7. Any abbreviations should be those in normal use; where a necessary a

key should be provided.

8. The thesis should be firmly sewn and securely attached to its boards to
ensure sufficient rigidity to support the weight of the work when
standing on a shelf. The boards should be of dark coloured cloth. The
author’s name and the title of the thesis should appear on the front
cover, and the author’s name (including initials); the degree for which
submitted and the year of submission should appear on the spine,
lettered from to the bottom. The volume number (if any) should also be
given on the spine.

9. Illustrations of all kinds should normally be bound in with the thesis.

Any material, which cannot be conveniently bound, should be
packaged so that it can be kept with the thesis and should be labelled
in a similar way.
Appendix 7: Form and Presentation of Portfolios

The aim of the chosen means of presentation should be to simulate as closely

as possible the way in which the work was presented during the External
Examination. The portfolio needs to be documented in such a way that it can
be stored in the Library so that future researchers may have access to the
new knowledge represented or embodied within the portfolio.

There are basically two types of presentation the Library can store:

1. Digital Format

Digital format is the preferred way to present work as it occupies little

space and it is easily accessible to interested readers. It also has the
advantage that it can include most forms of representation: text;
images; sound and film/video. One copy of the thesis, in CD or DVD
format will be deposited in the Library.

2. Printed Format

This should conform to BS 4821:90 (Appendix 1). The format should

not exceed A4 size.

A third option available is to combine formats 1 and 2. In this case, the visual
and audio material would be presented in digital form and the support text
would conform to the requirements of the printed form.

Specific Requirements for Digital Form

1. The work will be presented in the order in which it should be looked at.

2. The presentation software used should be available in the GSA Library

and not require installation of any software in order to view the work.

3. The opening image will be the title page of the portfolio, which should
contain the full title of the work, the full name of the author, the degree
for which the work is submitted, the organisation to which it was
submitted, the School/Department in which the work was carried out
and the month and year of submission.

4. The second image of the presentation should contain the abstract that
describes the work in not more than 400 words.

5. The third image should contain a table of contents with hypelinks to

each of the parts of the work mentioned in the table of contents.

6. Citations, bibliographies and abbreviations should follow the

conventions of written theses.

7. The language used will be English.

If the Portfolio format is to be used, a written commentary description of how
the author intends to document the work for deposit in the Library will be
submitted for approval to the Research Degrees Sub Committee. This
description will accompany the “Notification of Intention to Submit a
Thesis/Portfolio”.
 Appendix 8

Appendix 8: Access to Theses/Portfolios submitted for Higher Degrees

Notes for Candidates

One copy of a successful Candidate’s thesis/portfolio are deposited in the

GSA Library, where they are under lock and key to prevent unauthorised use.
The Research Office will keep the other copy of the submission. Some
Schools/Departments may wish to keep a copy and in these cases three
copies of the submission should be handed in.

The author should include a copyright statement on the title page of the
submission as follows

© Author’s name, Year of submission

This secures the author’s legal rights against publication of the contents by
another person without prior consent.

Normally a thesis/portfolio becomes available for consultation after it has been

deposited in the GSA Library. The Senate however permits an author to
restrict access to the thesis/portfolio for one year or, at the most, three years
after deposit, unless the reader has received the author’s express permission
to see it. A Supervisor will be able to advise the author if this is desirable for
commercial or patent reasons. The Library will normally undertake to seek the
author’s permission in such cases but to avoid long delays there is a time
limit. If no reply is received from the author at his or her known address within
three months, the Library, in consultation with the Research Degrees Sub
Committee may grant permission for the thesis/portfolio to be consulted.

Unrestricted theses/portfolios are available for loan to other United Kingdom

libraries through the Inter-Library Loans Service, for consultation in the
borrowing library. Photocopied or microfilmed copies may be supplied to
libraries or individuals on payment of the cost of reproduction. Copying and
loaning do not affect the author’s rights in any way.

Candidates are required to sign a form indicating that they understand these
provisions and giving or withholding permission for consultation or
photocopying. This form must accompany the thesis/portfolio when it is
submitted.
 Appendix 10

Appendix 9: GSA RESEARCH ETHICS POLICY

1. Introduction

1.1. The aim of this document is to outline the GSA policy on ethical issues in
research and to set out the procedures by which it is implemented and
monitored. By its nature, research at GSA does not generally raise
ethical issues of an unusual kind. It is, however, a requirement of
funding bodies that the ethical considerations relating to all research
activities are made explicit. It is also recognised that an ethics policy
can be an essential tool in maintaining quality and integrity in research.

1.2. The following is guidance for the School’s academic, contract research,
administrative and fundraising staff, all postgraduate research students,
and undergraduate and masters students where their supervisors agree
that they are undertaking research. The policy is also available to
potential research funding agencies.

1.3. The School attaches considerable importance to the maintenance of

high ethical standards in the research undertaken by its academic and
research staff and students whether supported directly by the School or
funded from external sources, and recognises its obligation to ensure
that research undertaken under its auspices is conducted to appropriate
standards, and conforms to generally accepted ethical principles.

1.4. The School’s ethics policy recognises the recent changes in research
culture whereby there is an increasing need for all Higher Education
Institutions to adopt research ethics policies. The School is publicly
accountable for the research undertaken under its auspices, and all
researchers have a responsibility to maintain the reputation of GSA and
its excellent research standards. The GSA research ethics policy
identifies the key research ethics issues and sets out the process for
ethical review of research.

1.5. The School reserves the right to impose special conditions on any
awards involving particular ethical issues, and will where necessary seek
guidance on such issues from the School’s Research Committee, which
is responsible under its terms of reference for monitoring, updating and
implementing the School’s research ethics policy. The research ethics
policy will be reviewed by the School’s Research Committee annually.

2. GSA Research Committee Ethics Group

2.1. All research involving human participants, identifiable personal and/or

medical data, is subject to ethical scrutiny under the auspices of the
Research Committee Ethics Group, as set out below. While such
research raises particular ethical issues, ethics policy dimensions also
 Appendix 10

run through other research not involving human participants. The Ethics
Group is a sub group of the GSA Research Committee. It is chaired by
the Head of Research and Postgraduate Studies and consists of each of
the research developers from the schools, plus a representative from the
Registry.

2.2. Ethical scrutiny of applications is dealt with by ad hoc meetings of the

Ethics Group with a minimum membership of three members who have
no personal or departmental conflicts of interest in respect of the
particular issue concerned.. The Group may at its discretion request
advice and guidance from School colleagues with particular expertise,
and in addition may call upon outside experts to assist with advice and
review as required.

3. Procedures

3.1. The School does not currently require applicants to submit every
application to the GSA Ethics Group prior to submission. The procedure
is as follows:

3.1.1. All applicants should provide the local research developer with a
copy of the research application and a completed an ethics form
(see Appendix A), stating whether any ethical issues arise out of
the conduct of the research.

3.1.2. If the form states that no ethical issues arise, the form will be
signed off and returned to the applicant and a copy sent to the
GSA Ethics Group.

3.1.3. If the form states that ethical issues arise out of the conduct of the
research, the research developer will forward a copy of the form
plus a copy of the research proposal to the Ethics Group. The
proposal should clearly identify the ethical issues that arise and
how these will be managed in the project.

3.1.4. The Ethics Group will consider the applications and report the
decision to the applicant through the research developer. The
Group may:
(a) approve the application
(b) reject the application
(c) request further information or modifications to the application

3.1.5. In the case of (c) the revised application should be submitted through the
same procedure.
 Appendix 10

3.2. The Group will meet on an ad hoc basis to consider applications and will aim
wherever possible to notify the applicant of approval or difficulties with the
proposal within three weeks of receipt. This lead-time should therefore be
incorporated into the research proposal preparation timetable at an early stage. If
difficulties with approval arise, the Group will consult with the applicant and seek
to resolve the problem. If unanimous agreement on approval or resolution of
difficulties cannot be reached, the decision of the Chair is binding.

3.3. The Ethics Group can also be called upon to provide ethical approval of research
proposals where a funding body requires it, or where either a researcher or
Research Developer requests it.

3.4. Appendix A contains a copy of the Ethic Approval form

3.5. Appendix B contains a sample statement for inclusion on external research

funding applications

4. Guidance for researchers

4.1. Colleagues are required to address ethical considerations explicitly in

their proposal where these arise in the design or conduct of the
proposed research. These considerations are taken to include, at a
minimum:

Principle 1. Respect for Human Dignity

 Appendix 10

The cardinal principle of modern research ethics is respect for human

dignity. Such respect requires that researchers protect the multiple and
interdependent interests of the person -from bodily to psychological to
cultural integrity -as they may be affected by the research.

Principle 2. Respect for Free and Informed Consent

Individuals are generally presumed to have the capacity and right to
make free and informed decisions. Respect for persons thus means
respecting the exercise of individual consent. In practical terms, this
principle translates into the dialogue, process, rights, duties and
requirements for free and informed consent by the research participant.

Principle 3. Respect for Vulnerable Persons

Respect for human dignity entails high ethical obligations towards
vulnerable persons -to those whose lack of competence or decision-
making capacity renders them vulnerable. Children, institutionalized
persons or others who are vulnerable are entitled to special protection
against abuse, exploitation or discrimination. This often translates into
special procedures to protect their interests.

Principle 4. Respect for Privacy and Confidentiality

Standards of privacy and confidentiality protect the access, control and
dissemination of personal information. In doing so, such standards help
to protect mental or psychological integrity and where appropriate, to
preserve anonymity.

Principle 5. Respect for Justice and Inclusiveness

Procedural justice requires that the ethics review process have fair
methods, standards and procedures for reviewing research proposals,
and that the process be effectively independent and anti-discriminatory.
Justice also concerns the distribution of benefits and burdens of
research. No segment of the population should be unfairly burdened with
the harms of research. Distributive justice also imposes duties neither to
neglect nor discriminate against individuals or groups who may benefit
from advances in research.

Principle 6. Balancing Harms and Benefits

Modern research ethics require a favourable harms-benefit balance -that
is, the foreseeable harms should not outweigh anticipated benefits.
Harms-benefit analysis involves the informed assumption of harms and
benefits, and the ethical justification for competing research paths, it also
affects the welfare and rights of participants. There is often uncertainty
about the magnitude and kinds of benefits or harms that may result from
proposed research. This uncertainty imposes an obligation to conduct
research at the highest possible level of competency.

Principle 7. Minimizing Harm

Researchers have a duty to avoid, prevent or minimize harm.
Procedures that might cause serious or lasting harm to a participant
must not be used unless their absence would expose the participant to a
 Appendix 10

risk of even greater harm. Participants must not be subjected to

unnecessary risks. Minimizing harm also requires that the research use
the smallest number of participants and the smallest number of tests on
them that will ensure scientifically valid data. Should adverse effects
result from research, the researcher has an obligation to assist the
participant in reducing or minimizing those effects.

Principle 8. Maximizing Benefit

The researcher has a duty to maximize benefits. Such benefits may
accrue to the participants themselves, to other individuals, or to society
as a whole, or to the advancement of knowledge.

4.2. Applicants should be guided in their research by commonly agreed

standards of good practice such as those set out in the statements of
ethical practice produced by relevant professional organisations.

4.3. Colleagues are required to consider fully the ethical implications of their
research and their means of resolving any ethical issues arising.
Researchers whose proposals are independently scrutinised by the GSA
Ethics Group are required to provide written evidence which addresses
these questions as appropriate.

4.4. Where research is being conducted in collaboration with another

institution outside the School, the ethics policies of those institutions
should be appended to any proposals to be considered by the GSA
Ethics Group.

5. Research conducted outside the UK

5.1. This raises special ethical and political issues relating to personal and
national disparities in wealth, power, the legal status of the researcher,
political interest and national political systems. Researchers should bear
in mind the differences between the civil, legal and often financial
position of national and foreign researchers and scholars.

5.2. Researchers should also be aware that irresponsible actions by

themselves or the research team can jeopardise access to a research
setting or even a whole country for other researchers.

5.3. Researchers should note that there may be a number of national laws or
administrative regulations which can affect the conduct of their research
e.g. matters pertaining to data dissemination and storage, publication,
rights of research subjects, of sponsors and employers etc.

5.4. The GSA Ethics Group’s review guidance notes, together with advice on
best practice in securing informed consent, are available to colleagues
on the GSA website: http://www.gsa.ac.uk/
 Appendix 10

6. Appeals

6.1. Applicants may appeal a decision by the Ethics group. Applicants who
wish to appeal a decision by the Research group should write in the first
instance to the Chair of the Research Committee citing the
circumstances involved. An appeal will normally be heard by the GSA
Research Committee, which may refer the appeal to the GSA Academic
Council if no local resolution can be found.
 Appendix 10

APPENDIX A ETHICS APPROVAL FORM

THE GLASGOW SCHOOL OFT ART

ETHICS COMMITTEE

APPLICATION FORM FOR ETHICAL APPROVAL

This application form should be submitted to the School Research Developer

EITHER in hard copy through the internal mail OR as a Word attachment.

All questions must be answered.

1. Name(s) of person(s) submitting research proposal:

2. Position(s) held (e.g. Lecturer, Doctoral Student etc.):

3. School:

4. Project title:

5. Have all investigators read, understood and accepted the GSA Ethical
Policy, a statement of which is available on the GSA website? Please circle
or highlight:

YES NO

6. Does your proposal involve human subjects, materials or data not in the
public domain? Please circle or highlight:

YES NO

7. If you answered YES to Question 6, please append a copy of your

research proposal to this document.

8. What, if any, in your opinion are the ethical considerations involved in this
proposal? You should consult the ethical policy statements of the AHRC
and/or ESRC, and you may also wish to consider some or all of the following
issues:
 Appendix 10

-- issues of safety, including the experience of the investigators (subjects,

investigators)
-- issues of consent (are the subjects students, or others in a dependent
relationship? Does the research include children or people with special
needs? Will payment or any other incentive be made to any research
subject? How is consent to be obtained? It is expected that consent will be
given in writing.)
-- issues of confidentiality (Can subjects be identified from information held by
another party?) Who will have access to the data and what measures will be
adopted to maintain the confidentiality of research subjects and to comply with
data protection requirements, e.g. will data be anonymised?)
-- issues of balance (Are there any cultural, social or gender-based
characteristics of the research subjects which have affected the design of the
project or which may affect its conduct?)

Please continue on a separate sheet if necessary. If Question 8 is non-

applicable, simply insert “N/A” below.

9. Date of submission of form:

10. Signature of person making the proposal:

Thank you for filling in this form. You should receive confirmation of ethical
approval within three weeks of submitting it. IMPORTANT: lead times for
applications must take into account this timescale for approval.
--------------------------------------------------------------------------------------
For office use:

DECISION:

Initials of scrutineers (if applicable):

Signature of Convenor GSA Ethic group:

Date of decision (copy of this form to be returned to proposer)

Form updated: July 2004

 Appendix 10

APPENDIX B SAMPLE STATEMENTS

The following statements may be used in applications to funding bodies etc.

(A) Ethical Policy: Summary

1. The Glasgow School of Art derives its ethical policy from considerations
identified by AHRC and the ESRC.

2. The School Research Developers are responsible for ensuring that ethical
issues in Schools research are kept under review; that procedures are
managed and monitored; that appropriate records are made and kept; that
the GSA is kept informed as appropriate; and that reports are made to
GSA Research Committee.

3. All research proposals from the School’s staff and students involving
human subjects, materials and data not in the public domain must be
submitted to the Research Developer. All research proposals seeking
external funding must also be reported to the Research Developer before
submission, using the form provided; if the proposal involves human
subjects, materials and data not in the public domain, the full proposal
should also be submitted.

4. The Research Developer brings such proposals to the GSA Ethics Group.
This is a sub-committee of the GSA Research Committee convened by the
Head of Research and Postgraduate Study and consisting of
representatives from each of the schools. The Committee reflects the
range of expertise and research experience of GSA.

5. Three members of the Ethics Committee scrutinise each such proposal.

Members of the Ethics Group who are involved in a research submission
may not act as scrutineers. This quorum may:

-- authorise research to proceed;

-- seek additional information before allowing research to proceed;
-- ask that some aspect of methodology should be reconsidered;
-- reject proposal in whole or in part;
-- revoke its approval if dissatisfied with the conduct of research or
researchers;
-- refer researchers through the GSA disciplinary procedures if
issues of concern arise from research.
-- report the decision to the GSA Research Committee

6. A record will be kept of all applications and decisions.

(B) Further Procedure Statement

Some funding bodies ask for a further statement about procedures. This
wording could be used:
 Appendix 10

My research proposal has been approved by the GSA Research Committee,

and I am therefore obliged to observe the ethical requirements of that
Committee. These requirements are based on guidelines established by
AHRC, ESRC and other UK funding councils.
Appendix 10: JOINT STATEMENT ON SKILLS TRAINING REQUIREMENTS

Introduction:

The research councils (including the Arts and Humanities Research Council, AHRC)
play an important role in setting standards and identifying best practice in research
training. This document sets out a joint statement of the skills that doctoral research
students funded by the research councils/AHRC would be expected to develop
during their research training.

These skills may be present on commencement, explicitly taught, or developed

during the course of the research. It is expected that different mechanisms will be
used to support learning as appropriate, including self-direction, supervisor support
and mentoring, departmental support, workshops, conferences, elective training
courses, formally assessed courses and informal opportunities.

The research councils would also want to re-emphasise their belief that training in
research skills and techniques is the key element in the development of a research
student, and that PhD students are expected to make a substantial, original
contribution to knowledge in their area, normally leading to published work. The
development of wider employment-related skills should not detract from that core
objective.

The purpose of this statement is to give a common view of the skills and experience
of a typical research student, thereby providing universities with a clear and
consistent message aimed at helping them to ensure that all research training is of
the highest standard, across all disciplines. It is not the intention of this document to
provide assessment criteria for research training.

It is expected that each Council will have additional requirements specific to their
field of interest and will continue to have their own measures for the evaluation of
research training within institutions.

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 (A) Research skills and techniques – to be able to demonstrate:
1. The ability to recognise and validate problems.
2. Original, independent and critical thinking, and the ability to develop
theoretical concepts.
3. A knowledge of recent advances within one’s field and in related areas.
4. An understanding of relevant research methodologies and techniques and
their appropriate application within one’s research field.
5. The ability to critically analyse and evaluate one’s findings and those of
others.
6. An ability to summarise, document, report and reflect on progress.

(B) Research environment – to be able to:

1. Show a broad understanding of the context, at the national and

international level, in which research takes place.
2. Demonstrate awareness of issues relating to the rights of other
researchers, of research subjects, and of others who may be affected by the
research, eg confidentiality, ethical issues, attribution, copyright, malpractice,
ownership of data and the requirements of the Data Protection Act.
3. Demonstrate appreciation of standards of good research practice in their
institution and/or discipline.
4. Understand relevant health and safety issues and demonstrate
responsible working practices.
5. Understand the processes for funding and evaluation of research.
6. Justify the principles and experimental techniques used in one’s own
research.
7. Understand the process of academic or commercial exploitation of
research results.

(C) Research management – to be able to:

1. Apply effective project management through the setting of research goals,

intermediate milestones and prioritisation of activities.

2. Design and execute systems for the acquisition and collation of

information through the effective use of appropriate resources and
equipment.

3. Identify and access appropriate bibliographical resources, archives, and

other sources of relevant information.

4. Use information technology appropriately for database management,

recording and presenting information.

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 (D) Personal effectiveness – to be able to:
1. Demonstrate a willingness and ability to learn and acquire knowledge.
2. Be creative, innovative and original in one’s approach to research.
3. Demonstrate flexibility and open-mindedness.
4. Demonstrate self-awareness and the ability to identify own training needs.
5. Demonstrate self-discipline, motivation, and thoroughness.
6. Recognise boundaries and draw upon/use sources of support as
appropriate.
7. Show initiative, work independently and be self-reliant.

(E) Communication skills – to be able to:

1. Write clearly and in a style appropriate to purpose, eg progress reports,

published documents, thesis.
2. Construct coherent arguments and articulate ideas clearly to a range of
audiences, formally and informally through a variety of techniques.
3. Constructively defend research outcomes at seminars and viva
examination.
4. Contribute to promoting the public understanding of one’s research field.
5. Effectively support the learning of others when involved in teaching,
mentoring or demonstrating activities.

(F) Networking and teamworking – to be able to:

1. Develop and maintain co-operative networks and working relationships

with supervisors, colleagues and peers, within the institution and the wider
research community.
2. Understand one’s behaviours and impact on others when working in and
contributing to the success of formal and informal teams.
3. Listen, give and receive feedback and respond perceptively to other

(G) Career management – to be able to:

1. Appreciate the need for and show commitment to continued professional
development.
2. Take ownership for and manage one’s career progression, set realistic
and achievable career goals, and identify and develop ways to improve
employability.
3. Demonstrate an insight into the transferable nature of research skills to
other work environments and the range of career opportunities within and
outside academia.
4. Present one’s skills, personal attributes and experiences through effective
CVs, applications and interviews.

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Appendix 11: RESEARCH DEGREE FORMS

All forms relating to the Research Degrees Programme are available to

download from the Forms section of the Research Degrees Programme area
of the GSA Virtual Learning Environment. The latest versions of all Research
Degree forms will be made available only on this site.

http://vle.gsa.ac.uk

Forms are colour coded as follows:

— Red links for forms to be completed by students
— Blue links for forms to be completed by supervisors
— Green links for forms to be completed by both
— Black links are local PhD coordinator and examiner's forms

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