Policies & Procedures

Admissions Policy

Introduction

The Admissions Policy is intended to establish the basic philosophy underpinning the admission of students to The College.

The College affords an equal welcome to people of all races, backgrounds, genders, beliefs, ages, sexual orientations and those with disabilities and special needs.

UMIT reserves the right to alter, cancel any course or part thereof and the college likewise reserves the right of admission.

Enrolment Criteria

All programmes are offered subject to minimum enrolment numbers being achieved, as defined by The College.

Places on programmes are offered on the basis of the professional judgement of the College Authority and where each of the following requirements is met:

There is a place available to be offered and the programme is not full. (Applicants may be put on a waiting list where there are more applicants than places on offer.)
The applicant completes a successful interview and meets the requirements for the programme as outlined on the college website.
All applicants regardless of previous education, training or experience, is considered likely to benefit from attendance.
Participation by the applicant will contribute positively to the programme and in no way infringe upon the opportunities or rights of other students or staff.
The college does not support applications directly from post primary without having completed this cycle.
An offer of place to an applicant, whose first language is not English, is subject to the applicant successfully providing proof of competency (intermediate level) in the English Language.

There are additional regulations governing the admission to courses of applicants who are not citizens of the EU.

Applicants with a Disability/Specific Learning Difficulty/Medical Condition

Applicants are encouraged to inform the College of any special requirements that they may have, in order to plan the provision of appropriate facilities to enable the applicant to participate in their course safely and effectively. The College makes every effort to provide appropriate support and help for learners with special requirements within the limits of available resources. Applicants with special requirements are asked to disclose their disability/learning difficulty/medical condition on the College Application Form in the College Admissions System and to communicate with the Disability Support Officer. Applicants are informed that disclosure of a Disability/ Medical Condition will not adversely affect their application in any way.

Programme enrolment is complete only when:

Programme charges are paid in full by the student no later than the commencement date of programme classes, except in a case, which is deemed by The College to be an exceptional circumstance.
In certain situations, Payment Plans may be put in place to facilitate students to continue with their studies.
All information and supporting documentation requested by the college has been submitted
In the case of full-time programmes, students will not be enrolled after the 30th September, except in a case, which is deemed by the college to be an exceptional circumstance.

(The college will not be responsible for any inability to complete the enrolment process by the above closing date, if all necessary information and supporting documentation have not been provided. The provision of false or inaccurate information by the applicant may render the applicant’s application null and void.)

Refusal of Admission / Right of Appeal

The formation of courses is subject to a minimum enrolment. UMIT reserves the right of admission to any course provided All appeals against a refusal to admit should be made in writing to the Director of UMIT.

Appeals must be lodged in writing within 5 working days of receipt of the College’s letter specifying.

The applicant’s full name, address and telephone number
The decision being appealed as well as the grounds on which it is being appealed

The Principal will establish an Appeals Board to consider the appeal. The Board will comprise;

The Principal or Deputy Principal
A Course Co-ordinator other than the Course Co-ordinator of the course applied for
Another member of the teaching staff from the relevant course, but who was not involved in the original decision

The applicant may address the Appeals Board in person. Requests to address the Board must be submitted in writing to the Principal at the time of the appeal. The Principal will inform the applicant of the decision of the Appeals Board.

Relevant Legislation

Qualifications and Quality Assurance (Education and Training) Act 2012 http://www.oireachtas.ie/documents/bills28/acts/2012/a2812.pdf

Education Act 1998 in particular, Section 15 (2) Student Council, Section 27.6 http://www.irishstatutebook.ie/1998/en/act/pub/0051/sec0027.html)

Education (Welfare) Act 2000 (aspect of apply) Section 19, Section 23 (see: http://www.irishstatutebook.ie/2000/en/act/pub/0022/sec0019.html)

Equal Status Act 2000, Section 4 and Section 7 (2) Section 7 (3)

(see: http://www.irishstatutebook.ie/2000/en/act/pub/0008/sec0007.html) and the VEC (Amendment) Act, 2001

Learner Attendance & Punctuality Policy

1. Description

The Learner Attendance & Punctuality Policy has been developed as part of UMIT’s commitment to providing a supportive learning environment which enables all learners who have chosen to study with the College to achieve their full potential.

Attendance is a key component in learner retention, progression, achievement and employability. Regular attendance and academic achievement are closely linked. Learners who actively participate in their learning by attending classes regularly are more likely to:

Enjoy a rewarding experience in which their knowledge, skills and abilities are developed.
Successfully complete their course.
Achieve better results.

UMIT expects all of our learners to have full attendance in order to successfully complete their course. Employers set high expectations of attendance and punctuality in the workplace. We therefore expect our learners in the College to comply with high levels of attendance and punctuality.

Every course or activity requires a commitment to attend allparts of the programme on offer fully and punctually. Any learner unable to fulfill this commitment may be required to leave the course or activity.

Absence for reasons covered by a medical certificate fall outside minimum attendance requirement, but will be subject to a combined authorised and unauthorised absences over 20 days when a course may be terminated.

Attendance, which falls below 80%, where there are no extenuating circumstances, is unacceptable.

2. Learner Responsibilities

Learners are expected to:

Attend 100% of their timetabled classes punctually.
If learners are late into class the onus is on the learner to ensure that their attendance is recorded.
Report any absence due to illness or other reason to the Main Office on the first and any subsequent day of absence.
Do everything possible to avoid unnecessary absences by making medical appointments outside class time unless it is an emergency.
The start date of the academic year is clearly outlined, therefore late starts are to be avoided.
Provide medical evidence to the Class teacher for absences of more than 3 consecutive timetabled days.
Give prior notification to the Class teacher in the event of foreseen authorised absence.
Those students experiencing difficulties with attendance are requested to contact their Class teacher.

3. Staff and College Responsibilities

The College will record, monitor and report on the attendance of all students for all of their timetabled classes in accordance with the College procedure.

There are regular reviews of students’ progress on their programme, including attendance, completion of assessment requirements and academic achievement, and that appropriate action is taken either to help learners achieve their academic aims or, where learners are failing to engage with the course, advising them to seek alternative career paths.

Verbal and written communications with learners with regards to attendance will be kept in order to build up a pattern of attendance behaviour and documentation will be used to support the College in its management of attendance and punctuality.

4. In the Event of Unsatisfactory Attendance

Where a learner’s attendance is unsatisfactory, one or more of the following actions may be taken:

Class teachers may contact the learner to seek an explanation for their unsatisfactory attendance;
Learners may be invited by the Attendance Committee to discuss with the college Attendance Committee how their attendance will be improved and any support that may be required;
Learners who have been absent without satisfactory explanation for 10 consecutive timetabled days without contact with the College will be deemed to have opted out of the course. The onus is upon the learner to make contact with the College. Re-affirmation of enrolment can occur only with the permission of the Deputy Principal in charge of attendance in the first instance.
Where a learner has missed a significant amount of time, authorised and unauthorised combined, which will result in they being unable to participate effectively on the course, the learner may be advised by the Attendance Committee or College Management against resuming their place on the course in the current year. In this regard, a period above 20 days absent would be regarded as significant.
The Attendance Committee has the power to recommend to the Principal the learner’s college place should be terminated.
Staff writing references for students (for colleges, universities, employers etc.)

5. Appeals Committee

A learner can make an appeal to the Appeals Committee which can uphold or overturn the decision of the Attendance Committee. The Appeals Committee comprises of a Deputy Principal, a staff representative and an external person. Course Co ordinator, Class teacher and Subject teacher(s) are central to giving the Appeals Committee objective background to each case that arises. The aim of the Committee is to deal with each learner fairly, but while at all times, implementing the agreed College Policy regarding attendance.

6. Disclosure

Learners over the age of 18 have the right to privacy of their attendance records. However, attendance records will be made available

Class teachers may contact the learner to seek an explanation for their unsatisfactory attendance;
Learners may be invited by the Attendance Committee to discuss with the college Attendance Committee how their attendance will be improved and any support that may be required;
Learners who have been absent without satisfactory explanation for 10 consecutive timetabled days without contact with the College will be deemed to have opted out of the course. The onus is upon the learner to make contact with the College. Re-affirmation of enrolment can occur only with the permission of the Deputy Principal in charge of attendance in the first instance.
Where a learner has missed a significant amount of time, authorised and unauthorised combined, which will result in they being unable to participate effectively on the course, the learner may be advised by the Attendance Committee or College Management against resuming their place on the course in the current year. In this regard, a period above 20 days absent would be regarded as significant.
The Attendance Committee has the power to recommend to the Principal the learner’s college place should be terminated.
Staff writing references for students (for colleges, universities, employers etc.)

7. Associated Documents

Discipline Policy Student Contracts

Code of Behaviour for College Adult Learners

Learners are actively and positively encouraged to participate fully in College life and to do so in an atmosphere that supports the learner. Consequently, Learners are expected to conduct themselves as responsible members of the College Community.

While the code of behaviour and associated procedures are infrequently invoked, it is important that Learners understand what is expected in terms of conduct and also the procedures in respect of any concerns or issues that may arise in respect of conduct.

Learner Responsibility

Learners are expected, at all times, to conduct themselves in a manner consistent with responsible behaviour, both towards other persons and property within and outside the College. Learners are required to adopt a responsible attitude to their studies in respect of classes, attendance or such other academic activities for which they are timetabled.

Learners must not engage in any behaviour, which may constitute inconvenience or nuisance to any person(s). Learners are advised that as well as observing these general regulations they are also bound to observe specific requirements attached to areas, activities and departments.

Learners are also expected to act in a reasonable and responsible manner when engaged in College activities and events taking place outside the College, or when they are acting as, and can be clearly identified as representing the College.

General Conduct

The College requires Learners to conduct themselves with consideration for others in and around College buildings and in public places. Inappropriate behaviour, which will render a Learner liable to disciplinary action would include (but is not limited to):

Any conduct which disrupts or is likely to disrupt teaching or the administration of the College
Intolerant or discriminatory behaviour, which reflects any prejudice
Use or attempted use of unauthorised or unfair means in connection with examinations or other assessed work
Violent, reckless or negligent conduct causing, or intending to cause, damage to persons or property, or disorderly conduct
Falsification, misappropriation or misuse of College documents or records or other such materials
Theft, misappropriation or misapplication of, or negligence in dealing with the funds or property of others
Gross or repeated offensive behaviour towards person(s)
Refusal to leave any Institute building or the grounds when requested to do so by a member of the College staff
Breach of College Adult Learner Policies and Procedures
Failure to comply with any of the College Regulations

Consumption of Alcohol

The consumption of alcohol in the College or its grounds is not permitted. Any Learner(s) found or believed to be under the influence of alcohol within any of the buildings or any of the grounds will be immediately reported to a member of College Management. Such an occurrence may be considered a serious breach of conduct and may lead to disciplinary action.

Consumption of Controlled Substances

The possession, consumption or distribution of illicit or banned substances is illegal. Any Learner(s) found in possession, consuming, receiving or distributing such products or found under the influence of narcotics or other such substance within any of the College buildings or grounds (or while involved in any college activities e.g. field trips, exhibitions etc) will be immediately reported to the appropriate Authorities.

Any infringement of these regulations will be considered a serious breach of the code of conduct and will likely result in the expulsion from the College of the person(s) concerned.

Smoking Area

The College is a smoke free College. A designated smoking area is provided for Learners. This is the only area for smoking and students are expected to behave in accordance with the code of conduct. Any infringement of these regulations may be considered a serious breach of conduct and may lead to disciplinary action.

The use of eCigarettes (“vaping”) is considered to be smoking under this policy and the same requirements and restrictions apply in respect of the use of all such products and appliances.

Learners are advised that any unauthorised use of copyright material is prohibited. The College will actively discourage all breaches of copyright in respect of literary, computer software, dramatic, musical, and artistic or any other works which constitute intellectual property. Infringement of copyright may lead to criminal prosecution or civil action by the copyright owner. Any Learner who faces legal action for infringement of copyright may also be disciplined by the College.

Guidelines on the acceptable usage of copyright material for academic purposes are available in the Cork ETB Assessment Handbook for Learners.

Safety

The College is committed to ensuring that all those who come onto College property can do so without any fear as to their personal safety. The College is required to comply with the terms of the Safety, Health and Welfare at Work Act(s) and any other legislative requirements to ensure a safe working environment.

Learners shall not engage in any act of vandalism or other such act which would leave the College open to prosecution. Such an occurrence may be considered a serious breach of conduct and may lead to disciplinary action.

Attendance

Learners are to fully participate and attend scheduled classes / course work. The following attendance requirements are essential;

100% attendance and participation are expected from every student. Attendance will be recorded in accordance with course requirements.
Learners are required to be punctual for every class.
If a Learner is absent for any reason they must contact the Course Director immediately by email or telephone.
In the event of illness (3 consecutive days or more), Learners must bring a medical certificate and present it to the designated person.
If a Learners attendance and participation are deemed unsatisfactory, they may be subject to disciplinary action, which may include not being allowed to continue on the course.

Use of Mobile Phones

The use of mobile phones is not permitted while a class, laboratory, workshop or other teaching activity is taking place. Use is defined to mean the operation of a mobile phone for any purpose including texting, web surfing, media steaming, etc. Mobile phones should be placed on silent and not be visible within a classroom, workshop or laboratory environment while classes are in progress, unless with the express permission of the person delivering the class.

Mobile phone use is not permitted in any area of the College where a sign prohibiting use is displayed.

Mobile devices or similar electronic devices are not permitted inside an area where assessments are being conducted. Please refer to the College Examination Regulations for additional details.

Personal Property

The College does not accept responsibility for the personal belongings, books and equipment of students whilst on College premises.

Observance of the Law

Learners are expected at all times to obey and uphold the law while within the perimeters of the College, or while a student is engaged in college related activities where the Learner can be clearly identified as representing the college. Breaches of the law especially those leading to criminal prosecution and conviction may lead to disciplinary proceedings being initiated against the offending student.

The College reserves the right to make a formal complaint to the relevant authorities in any instance where, in their opinion, the law has been broken.

Third Party Complaints

UMIT does not engage with third party complaints

Learner Complaints Procedure

A Learners disciplinary procedure is necessary to ensure that fair discipline is maintained in the College and that where such procedures are invoked that measures can be applied in a fair and consistent manner.

Having a disciplinary procedure serves a dual purpose in that it provides a framework which enables College Management to maintain satisfactory standards and students have access to a procedure whereby alleged failure(s) to comply with standards may be fairly and sensitively addressed.