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This booklet has been compiled by the Institute's Academic Regulations Committee and approved by the Academic Council and Governing Body of the Institute. It details the current academic regulations for Students and Members of the Institute covering areas such as admissions, examinations, registration, code of discipline etc. It also details the regulations for the Learning Resource Centre.
It is your responsibility to familiarise yourself with these regulations. Any additions or amendments will be notified accordingly. Various student representatives on Academic Council have had an input to the process of compiling the regulations.
Should you have any queries or require any further information, please do not hesitate to contact my office.
D. Denieffe,
Registrar
Contents
INTRODUCTION
NORMS OF BEHAVIOUR
STUDENT CODE OF DISCIPLINE
Student Identity
Registration
Student Conduct with reference to Academic Courses
Notification of Withdrawal from Institute
Breaches of Discipline
Clubs and Societies
Complaints Procedure
Procedure of the Disciplinary Committee
Disciplinary Hearing Procedure
Disciplinary Committee Penalties
Complaints procedure - Examination Infringement Panel
Procedures of the Examination Infringement Panel
Examination Infringement Penalties
Examination Infringement Appeal
Complaints procedure - Regulations and Mechanisms for
the Hearing of Academic Appeals
Procedure for the Hearing of Academic Appeals Panels
EXAMINATIONS
Admission
Leaving
Procedure
Conduct
Queries
Special Requirements
Serious Illness
Invalidation
Infringements
Examination Results
Examination Recheck/Review
Repeat Examinations
Repeating Course Elements
LEARNING RESOURCE CENTRE REGULATIONS (LRC)
Introduction
General Principles
Computing facilities located elsewhere on Campus
Outreach Centres
General Regulations of the LRC
Library Regulations of the LRC
Computer Regulations in the LRC
Sanctions/Penalties
INTRODUCTION
The Institute of Technology, Carlow is a community consisting of: Members of the Governing Body, Members of the Academic Council, Members of Staff, Registered Students, Graduates of the Institute and such other persons as the Governing Body may appoint to be members joined together for the common purpose of the advancement and dissemination of knowledge. Its chief officer is the Director and its statutory bodies are the Governing Body and the Academic Council.
NORMS OF BEHAVIOUR
All members of the Institute are expected to behave responsibly at all times, to observe and abide by the regulations of the Institute and not to engage in any activity which might damage the good name of the Institute.
Student Code of Discipline
Students must carry their Identity Card at all times while on the Institute Campus.
1. REGISTRATION
1.1 In order to attend academic courses and to avail themselves of Institute facilities, students must register in the manner prescribed. Such registration constitutes an undertaking to comply with the rules and regulations of the Institute.
1.2 A Student Identity Card is issued to each student on registration and it is non-transferable. If this Card is lost, stolen or destroyed, the student must report its loss, theft or destruction and obtain a duplicate from the Admissions Office on payment of the replacement fee. The card remains at all times the property of the Institute.
1.3 The Student Card must be produced on demand to any member of staff where such member requires proof of identity. The Card must be surrendered on demand to a member of staff.
1.4 Students must notify their home address and address during the academic term to the Institute on Registration. Any change of such addresses while registered as a student must be immediately notified in writing to the Admissions Office.
2. STUDENT CONDUCT WITH REFERENCE TO ACADEMIC COURSES
2.1 Students are required to attend lectures and practical classes of the courses of study for which they have registered. They shall, in all laboratory activity, field exercises or research work, seminars or any other academic work, conform to the directions of the Head of Department or of the staff member responsible.
2.2 In cases of absence arising from illness, or for any other reason, a student shall inform in writing their Head of Department, explaining the cause of absence and shall, if required, produce such evidence as will satisfy the Head of Department.
2.3 Students must provide themselves with such books, instruments, special clothing and equipment as their classes require. In particular, protective clothing must be worn by all students using the Science Laboratories and the Institute workshops.
2.4 Where a student is responsible for any breach of good conduct or discipline during lectures or practical classes, or while engaged in laboratory work, research work or field exercises, seminars or any other academic work or who fails to obey instructions from any member of staff, such a member of staff may require the student to withdraw from the particular lecture or class or other academic activity. If any breach of good conduct or discipline occurs, the staff member if he/she deems appropriate may bring the matter to the notice of the Registrar for appropriate action as they think fit.
3. NOTIFICATION OF WITHDRAWAL FROM INSTITUTE
In order to withdraw from the Institute, students must complete the Withdrawal from Institute Form available from their Head of Department/Class Tutor and return their Student Card.
4. BREACHES OF DISCIPLINE
Any act or omission, which affects adversely the rights of any other member of the academic community or which disrupts the orderly and responsible conduct of any Institute activity or which violates any Institute Regulation, shall constitute a breach of discipline. In particular and without prejudice to the generality of the foregoing, the following are examples of offences:
4.1 Conduct which is disruptive of or which may disrupt teaching or study or research.
4.2 Conduct which interferes or is likely to interfere with the administration or the good order of the Institute.
4.3 Plagiarism, or copying or cheating at any examination or test, or any other offence involving the integrity of an examination.
4.4 Conduct interfering with the proper conduct of examinations.
4.5 Abuse of drugs, alcohol or other substances on the campus, including contravention of the regulations which may be made from time to time relating to the consumption of alcohol on the campus.
4.6 Obstruction or harassment of any member of staff or student of the Institute in the performance of duties, work or other Institute activity.
4.7 Sexual harassment of any kind
4.8 Damaging, defacing, stealing or misappropriating any property of the Institute, or of any Club or Society of the Institute, or occupying or using such property other than in accordance with the provisions made by the Institute, Club or Society. Students are similarly required to make good any damage or loss which they cause to the personal property of any member of the Institute.
4.9 Conduct which is likely to interfere with any meeting or other activity, including sporting and social activities, within the Institute or organised by the Institute, an Institute Club or Society.
4.10 Misuse of a Student Card, or personation or activities involving false pretences or dishonesty.
4.11 Acts or omissions by students while outside the Institute engaged in field exercises, work experience, placement or assignment, organised by the Institute or while representing the Institute or any Institute Club or Society which would breach these Regulations if committed in the Institute.
4.12 Activity which adversely affects or is likely to adversely affect the reputation of the Institute, the students or members of staff.
4.13 Contravention of any of the Institute rules or regulations. Detailed regulations applicable to specific areas are posted in the appropriate areas.
4.14 Incitement or encouragement of any other person or persons to do any of the aforementioned things.
5. CLUBS AND SOCIETIES
5.1 All functions of Institute clubs and societies are held by permission of the Director or his/her nominee under such conditions as may be prescribed.
5.2 Membership of an Institute club or society is open to students who are registered and in attendance at courses.
5.3 Rag activities must not contravene the Institute Regulations.
6. COMPLAINTS PROCEDURE
Where a complaint of misconduct or alleged breach of the Disciplinary Regulations by a student has been brought before the Registrar, he/she will investigate the matter and if necessary refer it to the Disciplinary Committee. Where an examination infringement is alleged, a separate disciplinary procedure will operate as outlined in sections 11-14.
The Disciplinary Committee shall be chaired by the Registrar or his/her nominee and be composed of one Head of Department, one member of the Academic Council (not of the candidates Department), one student member of the Academic Council and the Head of Student Services. A member of the administrative staff may be appointed as a non-voting secretary to the Committee.
Decisions of the Committee shall be taken by simple majority. The Chairman will have a casting vote. A written record of the proceedings shall be made.
7. PROCEDURES OF THE DISCIPLINARY COMMITTEE
The Registrar shall prepare a summary containing particulars of the alleged offence and shall forward the summary to the Disciplinary Committee.
The Committee shall cause notice of the hearing to be sent by registered post to the last known address of the respondent student at least ten days before the date of the hearing or to be handed personally to the said student.
The written notice shall contain a copy of the summary compiled by the Registrar and a note of any documents on which the Institute proposes to use at the hearing. In addition, the notice shall state that the student is entitled within reason to call the attendance of witnesses for the purpose of the hearing, to inspect all relevant documents and to obtain copies of any documents listed in the notice upon which the Institute intends to rely. The notice shall also state that the student has a right to bring representation, legal or otherwise, to the hearing, and if he/she intends to do so, they must inform the Registrar beforehand. The student shall be informed that written submissions may be made to the Disciplinary Committee in advance of the hearing.
8. DISCIPLINARY HEARING PROCEDURE
The following procedure shall be followed by the Disciplinary Committee:
The Registrar or other Institute representative appointed by the Registrar shall present the case to the Committee.
The student shall be asked to admit or deny the alleged offence.
If the student admits the substance of the charge or complaint to be true, it shall not be necessary for the Registrar or Registrars representative to offer evidence, although both parties may make such submissions or addresses as they wish in relation to the penalty.
If the student denies the alleged charge, the subsequent procedure shall be fair and reasonable having regard to the nature of the offence and the penalties laid down in these Regulations. In particular the following practices shall be observed:
8.1 All the evidence shall be heard in the presence of the student and of the students representative and they shall be given the opportunity to cross-examine all witnesses called by the Registrar or Registrars representative who likewise may cross examine witnesses called by the student;
8.2 The student shall be given the opportunity of offering evidence himself/herself and of witnesses and documentation relevant to the issues;
8.3 The Registrar or Registrars representative and the student or students representative(s) shall be given the opportunity to make submissions after evidence has been taken including representations in regard to the penalty where the Disciplinary Committee has found that the charge has been proved against the student;
8.4 The Committee shall deliberate in the absence of complainant, respondent student and/or representatives shall be entitled to seek legal advice on any legal matter arising in the course of the proceedings;
8.5 These procedures set forth above shall not be deemed null and void if the conduct of the student or the students representative or any other person or persons on the students behalf in the opinion of the Disciplinary Committee renders compliance with the said procedures impossible or impracticable.
9. DISCIPLINARY COMMITTEE PENALTIES
Where a student is found guilty of the offence or offences charged, the Committee is empowered to impose any of the following penalties, either separately or in combinations:
9.1 Expulsion from the Institute;
9.2 Suspension from the Institute for a stated period, or until such time as any requirements laid down by the Committee such as payment of a fine or the restitution of damage or loss are fulfilled;
9.3 Exclusion from specific Institute facilities;
9.4 Debarring from examinations for a specified period;
9.5 A fine not exceeding half of the 1st Year Course fee.
9.6 A reprimand and a note on the students record;
9.7 An order for the reparation of any damage or loss caused, either to the Institute or to any of its members.
9.8 Deprivation of award of degree, diploma, certificate, scholarship, prize or other academic award;
Communication of Decision
The determination of the Disciplinary Committee in every case brought before it, shall be given in writing, and a copy thereof forwarded in due course to the student concerned or the students duly appointed representative. A copy shall be sent for noting to the Academic Council, to the relevant Head of Department and the Governing Body.
10. DISCIPLINARY COMMITTEE APPEAL
An appeal may be made to the Disciplinary Appeals Committee within two weeks from the date of issue of the decision of the Disciplinary Committee and the appellant shall submit in writing the grounds for appeal. The date of issue of the said decision shall be the date on which the decision is posted by registered post to the students address as appears on the Institutes register of students, or the date on which the said decision is handed to the student.
Disciplinary Appeal Committee
10.1 The Disciplinary Appeal Committee shall be composed of an uneven number of members of the Academic Council including a student member of Council not on the initial Disciplinary Hearing Panel not exceeding five chaired by the Director or his/her nominee. In exceptional circumstances where the student member of Council cannot sit on the Appeal Committee, then a registered member of the Student Body may sit on the Appeal Committee.
10.2 A member of the Administrative Staff may be appointed as a non-voting secretary to the Disciplinary Appeal Committee.
10.3 Decisions of the Disciplinary Appeal Committee shall be taken by a simple majority.
10.4 A written record of the proceedings shall be made.
Procedures of Disciplinary Appeal Committee
10.5 A copy of the appellants grounds of appeal including the appellants submission, if any, shall be provided to the Committee.
10.6 A copy of the relevant record of the Disciplinary Committee of the Academic Council shall be obtained from the said Disciplinary Committee.
10.7 The appellant or appellants representative, and the Registrar or other Institute representative may make oral submissions to the Disciplinary Appeal Committee.
10.8 In exceptional cases where in the opinion of the Disciplinary Appeal Committee the requirements of justice so dictate, the Committee may consider evidence which was not tendered at the hearing before the Disciplinary Committee but provided always that the intention to adduce such fresh evidence has been notified to the student or to the Registrar or other Institute representative, as the case may be, in time sufficient to enable the student or the Registrar or other Institute representative to consider properly the said fresh evidence and to deal therewith adequately at the hearing of the appeal.
10.9 The Disciplinary Appeal Committee may:
10.9.1 Allow the appeal.
10.9.2 May reconsider the penalty imposed.
10.9.3 Reject the appeal.
Communication of Decision
The determination of the Disciplinary Appeal Committee shall be given in writing and a copy thereof forwarded to the student concerned by prepaid registered post to the students address appearing on the Institute register of students, or to the students representative. A copy shall be sent for noting to the Academic Council, the relevant Head of Department, and to the Governing Body.
11. COMPLAINTS PROCEDURE - EXAMINATION
INFRINGEMENT PANEL
Where a complaint of misconduct or alleged breach of the Examination Regulations by a student has been brought before the Registrar, the Registrar will take steps as soon as is practicable to arrange a meeting of the Disciplinary Committee Examination Infringement Panel to establish the facts and circumstances of the alleged infringement of examination regulations.
Terms of reference:
To establish the facts and circumstances of the alleged infringement of examination regulations by candidates, and where the panel considers that infringement has occurred, make appropriate recommendations for the disqualification of the candidate or otherwise, to the Institute Board of Examiners.
Membership:
Chairperson: Head of Department (not of the candidate concerned)
Academic Staff Member of Academic Council or the Head of Department of the candidate.
Student Member of the Academic Council
Registrar as secretary to the Panel.
12. PROCEDURES OF THE EXAMINATION INFRINGEMENTS PANEL
The Registrar shall prepare a summary containing the particulars of the alleged examination infringement and shall forward the summary to the Examination Infringement Panel.
The Panel shall cause notice of the hearing to be sent by registered post to the last known address of the respondent student or handed personally to the said student.
The Candidate has a right to bring representation, legal or otherwise, to the hearing, and if he/she intends to do so, they must inform the Registrar beforehand.
The Registrar will collate information for the hearing, inter alia, examination schedule, question paper, invigilators and examination officers reports, the candidates internal examiner(s) and/or Head of Department reports if required, and any other material deemed relevant.
The decision of the panel will be conveyed in writing by the Registrar to the candidate as soon as possible after the hearing.
13. EXAMINATION INFRINGEMENT PENALTIES
Where a student is found guilty of the offence or offences charged, the Committee is empowered to recommend to the Institute Board of Examiners, the imposition of any of the following penalties, either separately or in combinations:
13.1 In the case of an offence of plagiarism or of copying, cheating or other offence in connection with an examination, exclusion from the examination in question in part or in toto and/or from the academic course being followed by the student or any of it.
13.2 Payment of a fine.
13.3 Debarring from examinations for a specified period.
13.6 Deprivation of award of degree, diploma, certificate, scholarship prize or other academic award.
14. EXAMINATION INFRINGEMENT APPEAL
The candidate may appeal the decision, and has to do in writing, stating the grounds, of the appeal, within three days after the decision is conveyed to them. Where no appeal is lodged, the Registrar will present in writing the decisions of the panel to the Institute Board of Examiners.
If an appeal is made, a panel will be convened to hear it. It will have the following membership:
Chairperson - Director of the Institute or his nominee, Head of Department (other than on the infringement panel, and not the candidates Head of Department), One Academic Staff Member of Academic Council (other than on the infringement panel), Registrar as secretary to the Appeals panel, and Institute Secretary as legal advisor to the Appeals panel.
The Candidate can bring representation, legal or otherwise, to the appeals hearing and if he/she intends to do so, they must inform the Registrar beforehand.
The Registrar will collate all material, reports, etc for the hearing.
The decision of the Appeals panel will be conveyed in writing to the candidate as soon as practicable after the hearing, and if possible before the meeting of the Institute Board of Examiners.
The Registrar will present the Appeals Panel decisions in writing to the Institute Board of Examiners.
15. COMPLAINTS PROCEDURE - REGULATIONS AND MECHANISMS FOR THE HEARING OF ACADEMIC APPEALS
A Candidate may appeal an examination result where Institute academic Staff are the designated Internal Examiners for the course and the award, by:
15.1 Requesting a review, meaning the reconsideration in detail of all or part of the existing examination material where feasible by the Internal and External Examiner(s). A review will automatically include a re-check meaning the administrative operation of checking the recording and the addition of marks.
The regulations and mechanisms for dealing with reviews are those detailed in the current Institute Marks and Standards, and published by the Institute on the application form for a review of an examination result.
A candidate appealing an examination result on this ground(s) must first write to the Registrar setting out his/her substantial grounds for the appeal. The Registrar will take steps as soon as is practicable to arrange a meeting of the Examination Appeal Panel to hear the appeal.
The time limit for lodging an appeal with the Registrar shall be 14 days after the issue of the Examination Result or the confirmation of the outcome of a review or recheck application.
Terms of reference:
To establish the facts and circumstances of the candidates appeal. Where the panel considers the appeal to merit reconsideration of the candidates result it may make appropriate recommendations to the Institute Board of Examiners. Where the Panel considers the appeal to be outside the remit of the Institute board of Examiners, it will refer the appeal to the Institute Director. The decision of the Director will be final.
Membership:
Chairperson: Head of Department (not of the candidate concerned)
Academic Staff Member of Academic Council, from the candidates Department
Student Member of the Academic Council
Registrar who will also act as Secretary to the Panel.
16. PROCEDURES OF THE ACADEMIC APPEALS PANEL
The Registrar shall prepare a summary containing the particulars of the appeal and shall forward the summary to the Academic Appeals Panel.
The Panel shall cause notice of the hearing to be sent by registered post to the last known address of the respondent student or handed personally to the said student.
The Candidate has a right to bring representation, legal or otherwise, to the hearing, and if he/she intends to do so, they must inform the Registrar beforehand.
The Registrar will collate information for the hearing, inter alia, examination schedule, question paper, invigilators and examination officers reports, the candidates internal examiner(s) and/or Head of Department reports if required, and any other material deemed relevant.
The decision of the panel will be conveyed in writing by the Registrar to the candidate as soon as possible after the hearing.
17. GENDER BALANCE
Every attempt will be made to address gender balance in the convening of all panels.
EXAMINATIONS
1. EXAMINATIONS
1.1 Registration at the beginning of the Academic year for full-time students also constitutes entry for end of year examinations. Repeat candidates must submit an examination entry form authorised by the relevant Head of Department together with appropriate fee to the Examination Secretary by the closing date. Examination entry forms and further information are available from the Examination Secretary.
1.2 Examination candidates are required to acquaint themselves thoroughly with the Examination regulations in the Student Handbook/Academic Regulations booklet which will be posted in examination halls.
1.3 Arrangements made between the Institute and the Higher Education and Training Awards Council apply. These arrangements are set out in the HETACs Directory of Courses in Higher Education and in the Institutes Examination Marks and Standards. These documents can be consulted in the Institutes Library.
2 ADMISSION
2.1 In order to qualify for admission to written and practical exams candidates are required to have covered the theory and practical course provided by the Institute.
2.2 Candidates are required to be in attendance at the examination hall at least 15 minutes before the examinations commence.
2.3 Candidates will be responsible for making their own arrangements to ensure their timely attendance at the examination hall.
2.4 No Candidate will be admitted to the examination in any paper after thirty minutes of the time for that paper has elapsed.
2.5 Examination halls will close 5 minutes before examination commencement time and candidates who arrive after this time will not be allowed into the hall until 10 minutes after examination commencement time has elapsed.
2.6 Internal Examiners will not be available in Examination Halls during examinations.
Please note: Students will be required to present their Institute Identity Card in order to gain admission to Examination Halls.
3. LEAVING
3.1 No candidate may be authorised to leave the examination hall until the expiration of thirty minutes from the time at which the examination began.
3.2 No candidate who leaves the examination hall at any time during the course of an examination in a particular paper without the Invigilators permission may be permitted to return during the further course of that examination. A candidate taken ill, may however, be permitted to leave the hall on handing his/her answer book to the Invigilator and may be re-admitted to the examination provided he/she has been in the care of the attendant during the entire period of his/her absence. The time lost by the candidate may be compensated for at the close of the examination period.
3.3 A person who leaves the examination hall during the course of their examination will have their examination script endorsed by the Invigilator.
3.4 A candidate who completes his/her work during the examination should remain seated until the Invigilator has collected his/her answer book(s) and should not then leave the hall until the time appointed for the conclusion of the examination, unless permitted to do so by the Invigilator.
4. PROCEDURE
4.1 Candidates are required to provide themselves with pen, pencils, rulers and similar materials as appropriate. Borrowing from other candidates is strictly forbidden.
4.2 A candidate must occupy the place first assigned to him/her by the Invigilator unless otherwise directed during the entire examination.
4.3 A candidate should raise his/her hand if he/she wishes to attract the attention of the Invigilator during the examination.
4.4 The candidates name, course, course year and class group should be entered on all materials used.
4.5 Any additional answer book, squared paper, etc issued to a candidate whether used or unused, should be put inside his/her answer book before it is surrendered to the Invigilator.
4.6 Candidates must obey the direction of the examination personnel at all times. Where any violation of the regulations is observed or where any candidates behaviour is such as to jeopardise the successful running of the examination, the candidate concerned will be advised of the alleged violation and warned that his/her examination may be disallowed. The candidate will then be allowed to continue the examination. The candidate will be warned that any further violation during that examination will result in his/her expulsion. A candidate will be expelled from the examination centre when his/her behaviour is such as to jeopardise the successful conduct of the examination or for a second offence.
5. CONDUCT
5.1 A candidate shall not bring into the examination hall, or have in his/her possession, or under his/her control, or within his/her reach any book(s) notes or electronic storage and retrieval devices unless specified on his/her examination paper.
5.2 A candidate shall not, while in the examination hall;
5.2.1 Use, or attempt to use any book, memorandum, notes or paper save the examination paper and such answer books etc. as shall have been supplied to him/her by the Invigilator.
5.2.2 Aid or attempt to aid, another candidate.
5.2.3 Obtain, or attempt to obtain, aid from another candidate.
5.2.4 Communicate, or attempt to communicate, in any
way, with another candidate.
5.3 A candidate
5.3.1 Shall not write on the examination materials supplied or any of the material brought into the examination hall other than the answer book supplied.
5.3.2 Shall not take out, or attempt to take out, of the examination hall any answer books, whether used or unused.
6. QUERIES
6.1 Candidates may not make any queries regarding the content of an examination paper for purposes other than elucidation, legibility or possible errors in printing.
6.2 All queries must be addressed to the Invigilator by raising your hand.
7. SPECIAL REQUIREMENTS
Students who require special exam facilities should inform their Head of
Department at least one month prior to examinations in order that special provision may be made.
8. SERIOUS ILLNESS
Students who are unable to take an examination or complete an assignment due to illness should present medical evidence of the illness to the Head of Department. Such evidence may be taken into account by the Examination Board in assessing the performance of the individual student. However, it must be pointed out that under no circumstances may a student receive marks for an examination or assignment which he/she has not taken.
9 INVALIDATION
A Chief Invigilator may following consultation with the Examinations Officer request a candidate to leave the examination hall and forfeit his/her answer book for a breach of any of the examination regulations or for unseemly behaviour.
10 INFRINGEMENTS
All alleged examination infringements will be recorded and submitted to the Registrar who will refer the matter to the Disciplinary Committee Exam Infringement Panel whose decisions are forwarded to the Institutes Board of Examiners. Infringement of examination regulations may result in the forfeiture of the complete examination.
11 EXAMINATION RESULTS
Official examination results will be published on the Institute Notice Board as soon as practical after the Examination Board Meeting. Academic Staff will be available for consultation on that day.
12 EXAMINATION RECHECK/REVIEW
12.1 Recheck means the administrative operation of checking the recording and addition of marks.
12.2 Review means the re-consideration in detail of all or part of the existing examination material where feasible by the internal and external examiner(s) and reconsideration by the Examination board.
Information in relation to reviews and rechecks is available on request from the Examinations Office.
Students who wish to have their examination results rechecked or reviewed should complete the appropriate form which is available on request from the Examination Office. Completed application forms together with appropriate fee should be returned within ten working days of publication of the candidates provisional examination results.
Decisions in relation to the recheck or review of results:
That candidates in the case of Reviews and Rechecks will be issued with provisional results by the Registrar as they become available.
13. REPEAT EXAMINATIONS
Entry to Repeat Examinations
Students eligible to enter for the Autumn repeat examinations will receive an application form with their transcript of results in June. Students should complete this form and return it with the appropriate fee to the Examination Office, Institute of Technology, Carlow, Kilkenny Road, Carlow by the specified closing date.
Timetables in relation to the repeat examinations will also be sent to each student with their transcript of results.
14. REPEATING COURSE ELEMENTS
Students who fail a continuous assessment component of a subject must apply for readmission to attend the relevant class subject.
The student will be liable for appropriate fees.
Examination scripts are available to candidates outside the Freedom of Information Act. Details are available from the relevant Head of Department.
LEARNING RESOURCE CENTRE REGULATIONS (LRC)
1. INTRODUCTION
The Learning Resource Centre is an academic environment in which various resources have been provided for students and staff use to support the normal activities of the Institute, in particular for educational, research and administrative purposes. The overall ethos of the Learning Resource Centre is to facilitate students to learn using the most effective and flexible techniques. Users will therefore find individual reader spaces, group work areas, print-based library materials and open access information technology facilities. The building also contains lecture halls, seminar rooms, a conference suite and multi-media laboratory facilities.
The Learning Resource Centre is not a social or recreational space and the regulations below attempt to create an environment within which the differing learning styles of different individuals can be accommodated. Your co-operation with the implementation of these regulations will ensure that all users derive the maximum benefit from the resources provided.
These regulations cover all users of the Learning Resource Centre.
2. GENERAL PRINCIPLES
2.1 It is the responsibility of individual users to be aware of the regulations. Ignorance of the regulations is not acceptable as an excuse or defence.
2.2 Anyone acting in contravention of the regulations set out hereunder may be subject to the Institutes disciplinary procedures and/or criminal prosecution.
2.3 These regulations are applicable to all users of the LRC staff, students, external members and visitors. In addition, use of Internet/Intranet facilities is also subject to the HEAnet Acceptable Usage Policy, details of which are available at: http://www.heanet.ie/about/policies/acceptable-usage-policy
2.4 Users are expected not to engage in any activity that is likely to:
2.4.1 cause disruption to the academic work of other users.
2.4.2 disrupt the intended use of the resources
2.4.3 waste resources (people, equipment, consumables)
2.4.4 infringe the legal rights of others
2.5 All users are bound to observe the Copyright and Related Acts 2000 (Ref. http://www.irishstatutebook.ie/2000/en/act/pub/0028/ ) and the Criminal Damage Act 1991 (Ref. http://www.irishstatutebook.ie/1991/en/act/pub/0031/print.html)
2.6 Users found to be in breach of the regulations set out below will incur sanctions/penalties as detailed in Section 8.
2.7 The Institute reserves the right to amend or update the regulations from time to time as it sees fit.
3. Computing Facilities Located elsewhere on the Campus
Computing facilities not in the LRC located elsewhere on the campus are subject to the relevant regulations contained in the LRC Regulations.
4. Outreach Centres
Library/Computing facilities in the Outreach Centres are also subject to the relevant regulations contained in the LRC Regulations.
5. General Regulations of the Learning Resource Centre
The following persons may avail of the facilities of the Learning Resource Centre:
5.1 Registered students of the Institute
5.2 Members of the Governing Body, Academic Council and all Institute staff.
5.3 Graduates of the Institute of Technology Carlow and External Members having genuine scholarly needs, which can be met without detriment to other users of the LRC. An annual fee will be required from such users.
No fee or deposit is payable where any user wishes to use the LRC solely for consultation, reference or information purposes.
5.4 External members must notify the Institute of any change of address.
5.5 Students are required to have their Student Identity card available at all times.
5.6 The use of Mobile Phones is not permitted and such phones must be switched off before entering the LRC.
5.7 Study places may not be reserved in the LRC. Any place left unattended for longer than fifteen minutes may be cleared for use by another user, if so required.
5.8 Bags and other personal belongings may be brought into the LRC. These should be kept in a tidy manner so as not to constitute a trip hazard. The Institute will not be responsible for any personal property left unattended in the LRC.
5.9 Users must not write on, mark or otherwise deface any manuscript, book, map, print, item of equipment or furniture in the LRC. This includes the placing of feet on chairs and desks. Users must not damage, destroy or remove any of the equipment or furnishings of the LRC.
5.10 Certain areas of the LRC are designated as Quiet Areas. Some of these areas have computers installed. These areas are reserved for individual study/work. It should be noted that:
5.10.1 Silence must be observed in these areas.
5.10.2 The use of personal audio equipment is permitted in these areas, subject to minimal inconvenience to other users. Such permission may be withdrawn at any time by LRC staff.
5.11 Certain areas of the LRC have been fitted out with tables for group working. In these areas and in the stairwell, and subject to minimal inconvenience to other users conversation is permitted. Such permission may be withdrawn at any time by LRC staff.
5.12 The LRC is protected by an electronic security system. Users must use the entry and exit barriers provided.
5.13 The emergency exits are for use in cases of emergency evacuation / fire drills only. These exits must not be used at any other time.
5.14 The use of matches or open lights in any part of the LRC is strictly prohibited. Smoking is forbidden.
5.15 The consumption of food, drinks or snack items is strictly prohibited. (Official meetings, booked through the Institutes Development Office, and held in designated Meeting Rooms are exempted).
6. Library Regulations of the Learning Resource Centre
6.1 Borrowing materials from the LRC
6.1.1 Every loan transaction must be recorded at the main issue desk.
6.1.2 The Institute regards the unauthorised removal of items from the LRC as a serious offence.
6.1.3 The borrower shall be responsible for the safe keeping of any library material until it has been returned. Material should be returned to the main issue desk or deposited in a specially designated returns bin when such a receptacle is provided.
6.2 Loan Periods and Borrowing Restrictions
6.2.1 The loan periods for different categories of material are set out hereunder. Users are expected to ensure that each item is returned by the due date.
6.2.2 Material borrowed from the General Collection by registered undergraduate students of the Institute may be kept for seven days. Up to three items may be taken on loan at any one time.
6.2.3 Material borrowed from the Short Loan Collection by registered students of the Institute is due for return two days later (weekends excepted) Two items may be taken on loan at any one time.
6.2.4 Material borrowed from the General Collection by members of the Governing Body or Institute Staff may be kept for one term or subject to recall by the Librarian. A combined total of six items may be taken on loan at any one time from the General Collection or from the Short Loan Collection.
6.2.5 Material borrowed from the Short Loan Collection by members of the Governing Body or Institute staff is due for return on the following day (weekends excepted). A combined total of six items may be taken on loan at any one time from the General Collection or from the Short Loan Collection.
6.2.6 Material borrowed by external members may be kept for seven days, or subject to recall by the Librarian, for a longer period during Christmas and Summer vacations.
6.2.7 Material borrowed from the General Collection by students enrolled on post-graduate programmes of the Institute may be kept for four weeks or subject to recall by the Librarian. A combined total of six items may be loan at any one time from the General Collection or from the Short Loan Collection.
6.2.8 Material borrowed from the Short Loan Collection by students enrolled on post-graduate programmes of the Institute is due for return two days later (weekends excepted). A combined total of six items may be loan at any one time from the General Collection or from the Short Loan Collection.
6.3 Restricted material
6.3.1 Certain categories of material, placed on restricted loan, will be subject to special regulations posted within the Library.
6.3.2 Material from the Short Loan Collection is not available for borrowing by External Members.
6.3.3 Materials from the Journals Collection and the Reference Collection may not be borrowed.
6.3.4 Items in special collections shall be consulted only under the direction of the Librarian and shall not be removed from the Library except on such conditions as the Librarian may determine.
6.3.5 The period of loan of material from the General Collection may be extended (subject to recall of the book by the Librarian) if application is made on or before the date on which the book is due for return.
6.3.6 A notice from the Librarian requiring the return of material in demand shall be complied with within the period specified in such notice.
6.3.7 No borrower shall transfer material to another person whether or not that person is registered as an LRC user.
6.3.8 The Librarian has discretion to limit the number of items issued to any borrower.
6.3.9 All items shall be returned when notice of a general inspection has been given. During the period of the general inspection, access to the Collections may be restricted or closed.
6.3.10 All material on loan must be returned at the end of the borrowing period or the end of the academic year whichever is the earlier.
6.4. Fines
Fines, at rates posted within the Library are payable on each overdue item.
7. Computer Regulations in the Learning resource centre
7.1 Users have a personal computer "ID" and password. Each user must keep his/her ID and password confidential to themselves. If a user forgets his/her password or suspects it may be in use by another person he/she must inform the Institute Computer Services Office immediately. An ID is not transferable.
7.2 Each user is responsible for all activities logged against his/her account and also for all files stored in his/her allocated network disk space.
7.3 Accessing another computer users account is strictly forbidden.
7.4 No software (i.e. computer programs) other that those provided by the Institute may be operated on an Institutes computer.
7.5 All floppy disks and Zip disks should be checked for viruses prior to use in the Institutes computers. Users should use the "Scan disc for virus" Icon on the Windows desktop to perform this task.
7.6 Where a Computer User encounters a problem or potential virus the user must report the matter immediately to a member of the Computer Services Department.
7.7 The use of Game Playing software on Institute computers is prohibited.
7.8 Wilful damage to computer facilities will not be tolerated. This for example includes interfering with hardware settings, connections, power cables, network cables, mice, keyboards.
7.9 Altering the settings or preferences of any Institute computer or computer program is prohibited, for example altering Windows wallpaper or screensaver options.
7.10 Software, Hardware and other accessories provided by the Institute for student use belongs to the Institute and under no circumstance can it be considered student property. The Institute is licensed to use software on its computers and it is illegal for a user to copy it for use elsewhere. Irish Copyright law strictly prohibits a person from copying software which he/she does not own.
7.11 A user may not store his/her personal data files on the local hard disk of an Institute computer, such files may be stored on the allocated network drive, Zip disk or floppy disk.
7.12 Each user is responsible for clearing up any unwanted printouts he/she generates. Waste-bins are provided beside
each print station and should be used for this purpose.
7.13 Use of the e-mail system is for Institute and academic related activities only.
7.14 A user must "log-out" of a computer when he/she is not using it. Under no circumstances can a user remain logged on when he/she leaves a computer laboratory or open access computer area. This applies to any user absence.
7.15 The use or storage on an Institute computer of unlawful material or material likely to be offensive is prohibited.
7.16 The Institutes Internet/Intranet service is for academic uses only, accessing internet services such as streamed audio/video or chat-rooms is strictly forbidden.
7.17 The use of any utility that generates network broadcast messages is strictly forbidden.
7.18 Computer hacking, attempted computer hacking, downloading, storing or distributing information relating to Computer hacking is strictly forbidden.
8. Sanctions/Penalties
There are four categories of sanction/penalty which may be applied to users found to be in breach of the regulations:
8.1 Suspension of Users Network Account and/or Library Loan facilities for one week.
Regulation breaches incurring the above penalty:
8.1.1 Installing/running software not supplied by IT Carlow (Regulations Ref. No. 7.4).
8.1.2 Non-payment of fines (Regulations Ref. No. 6.4.1).
8.1.3 Playing games on Institute Computers (Regulations Ref. No. 7.7).
8.1.4 Altering or attempting to alter Windows Desktop settings on Institute Computers (Regulations Ref. No. 7.9).
8.1.5 Copying software from Institutes computers or network servers (Regulations Ref. No. 7.10).
8.1.6 Leaving unattended P.C. logged on to user account (Regulations Ref. No. 7.14).
8.1.7 Sending broadcast messages across network (Regulations Ref. No. 7.17).
8.1.8 Reserving study places / leaving unattended P.C. logged on to user account (Regulations Ref. Nos. 5.7 and 7.14).
8.1.9 Disruption of designated quiet areas (Regulations Ref. No. 5.10).
8.1.10 Bypassing the exit barrier (Regulations Ref. No. 5.12).
8.1.11 Using matches or open lights (Regulations Ref. No. 5.14).
8.1.12 Removing Special Collection material from the LRC (Regulations Ref. No. 6.3.4).
8.1.13 Transfer of borrowed material to another person (Regulations Ref. No. 6.3.7).
8.1.14 Procedure
Upon witnessing or being informed of the offence, the staff member requests the offending user to produce his/her ID Card. The users Login ID is noted and the user is informed of the breach of regulations and advised that his/her account will be suspended as a result (An automated e-mail is sent to the relevant Head of Department informing him/her of the incident, the penalty imposed and the date from which it has been imposed). The user will also be informed of his/her right to appeal the penalty in writing or by e-mail to his/her Head of Department. The staff member then passes the account details to a member of the Computing Services staff who will enter the account ID into the network administration application. The account will be automatically suspended, after a three day holding period, for one week. Brief details of the offence are noted in the database. The users account is automatically re-enabled one week after the date of it being disabled.
Repeat offenders will incur double penalties.
8.1.15 Appeal Mechanism
The user can appeal the decision by writing to his/her Head of Department informing them of the basis of the appeal. Pending the outcome of such an appeal, the sanction/penalty will not be enforced. On receipt of an appeal the Head of Department will arrange a hearing with the Computing Services Manager and/or Librarian and the relevant user. A decision on the success or otherwise of the appeal will be made as a result of this meeting. The user will be notified in writing of the decision. Staff can make an appeal to their Head of Department/Function. Other users can appeal to the Registrar of the Institute in writing.
8.2 Suspension of Users Network Account and/or Library Loan facility indefinitely pending disciplinary hearing.
Regulation breaches incurring the above penalty.
8.2.1 Possession or distribution of illegal software files such as child pornography (Regulations Ref. No. 7.15).
8.2.2 Viewing, storing or distributing pornographic or other offensive material on an Institute computer (Regulations Ref. No. 7.15).
8.2.3 Attempting to hack or storing of utilities, software, or information which could assist hacking on an Institute Computer (Regulations Ref. No. 7.18).
8.2.4 Hacking into other computer systems either internally or externally, causing actual systems failures, deleting or modifying files such as to cause abnormal operation of the system (Regulations Ref. No. 7.18).
8.2.5 Physically damaging or abusing computers or peripherals belonging to the Institute (Regulations Ref. No. 7.8).
8.2.6 Sending abusive or offensive e-mails to anyone either internally or externally (Regulations Ref. No. 7.13).
8.2.7 Harassment or bullying of staff or other students by use of Institutes Computers using e-mail or broadcast messages or for the production or storage of such malicious material on Web Servers either internal or external to the Institute. (Regulations Ref. No. 7.13, 7.15 and 7.17).
8.2.8 Marking, defacing, damaging, removing LRC property (Regulations Ref. No. 5.9).
8.2.9 Using emergency exits unnecessarily (Regulations Ref. No. 5.13).
8.2.10 Failing to check-out material at main issue desk (Regulations Ref. No. 6.1.3).
8.2.11 Procedure
Upon witnessing or being informed of the offence, the staff member requests the offending user to produce their ID Card. The users Login ID is noted, the user is informed of the breach of regulations and advised that his/her account will be suspended as a result. The user is asked to log out and vacate the computer workstation immediately. The staff member passes the account detail to Computing Services staff who will enter the account ID into the network administration application. The user account is automatically suspended. (An automated e-mail is sent to the relevant Head of Department informing him/her of the incident). A backup copy of all data in the account at time of suspension is made onto zip disk and given to the Computer Services Manager. The complainant must compile a detailed report of the offence. The Computer Services Manager passes this report to the Registrar who will decide if a disciplinary hearing is necessary. The users network account is disabled pending a decision from the Registrar.
8.2.12 Appeal Mechanism against decisions of the Disciplinary Committee
An appeal may be made to the Disciplinary Appeals Committee within two weeks from the date of issue of the decision of the Disciplinary Committee and the appellant shall submit in writing the grounds for the appeal. The date of issue of the said decision shall be the date on which the decision is posted by registered post to the students address as appears on the Institutes register of students, or the date on which the said decision is handed to the student.
8.3 Charging of fines, damage costs, postage costs etc.
Regulation breaches incurring the above penalty:
8.3.1 Damage to or loss of library materials issued on loan (Regulations Ref. No. 6.1.3).
8.3.2 Non-return of items issued on loan within specified loan period (Regulations Ref. No. 6.2.1).
8.3.3 Non-return of items specifically recalled by the Librarian (Regulations Ref. No. 6.2.6).
8.3.4 Procedure
Upon witnessing or being informed of the offence, the staff member requests the offending user to produce his/her ID Card or obtains the users details from the library computer system. The users Login ID is noted, the user is informed of the breach of regulations and advised that his/her account will be suspended as a result. If logged onto the network, the user is asked to log out and vacate the computer workstation immediately. The staff member passes the account detail to Computing Services staff who will enter the account ID into the network administration application. The users account is automatically suspended. (An automated e-mail is sent to the relevant Head of Department informing him/her of the incident, the penalty imposed and the date from which it has been imposed). A backup copy of all data in the account at the time of suspension is made onto zip disk and given to the Computer Services Manager. The complainant must compile a detailed report of the offence. The Librarian passes this report to the Registrar who will decide if a disciplinary hearing is necessary. The users network account is disabled and the library loan facility withdrawn pending a decision from the Registrar.
8.3.5 Appeal Mechanism against decisions of the Disciplinary Committee
An appeal may be made to the Disciplinary Appeals Committee within two weeks from the date of issue of the decision of the Disciplinary Committee and the appellant shall submit in writing the grounds for the appeal. The date of issue of the said decision shall be the date on which the decision is posted by registered post to the students address as appears on the Institutes register of students, or the date on which the said decision is handed to the student.
8.4 Miscellaneous Sanctions/Penalties
Regulation breaches incurring the above penalty:
8.4.1 Non-production of ID Card will result in admission to the LRC being refused (Regulations Reg. No. 5.5).
8.4.2 Consumption of food, drinks or snack items will result in suspension of Users Network Account and Library Loan facilities for 1 week and confiscation of food, drink and snack item(s) (Regulations Reg. No. 5.15).
8.4.3 Non-return of loaned items at end of Academic year may result in the withholding of examination results (Regulations Reg. No. 6.3.10).
8.4.4 Appeal Mechanism
The user can appeal the decision in writing to the Registrar. After consultation with the complainant and the Librarian and/or the Computing Services Manager the Registrar will decide on the next course of action.
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