Professor David GreenawayVice-ChancellorThe University of NottinghamRegistrar's DepartmentUniversity ParkNOTTINGHAMNG7 2RD23 July 2014Dear Professor Greenaway,Annual LetterI enclose the OIA Annual Letter for your institution for 2013. This documents the University’s record inhandling complaints and appeals. Explanatory notes and relevant definitions are set out in Annexe 2. Acopy of this letter will be published on the OIA website, together with letters to all other Schememembers, later this month.I hope this is helpful.Yours sincerely,Rob BehrensIndependent Adjudicator & Chief ExecutivePage 1 of 7‘for students in higher education’Registered & Postal Address: Third Floor, Kings Reach, 38-50 Kings Road, Reading, RG1 3AA, United Kingdomwww.oiahe.org.uk enquiries@oiahe.org.uk Tel: 0118 959 9813Independent Adjudicator & Chief Executive – Robert BehrensThe OIA is a charity, registered in England & Wales under number 1141289, and a company limited by guarantee, registered in England & Wales undernumber 4823842.
Annexe 1STATISTICS1The University of NottinghamNumber ofYearOIA Bandstudents2013G351752012G34120Year20132012Annual Complaints to the OIAComplaintsComplaints closed2received at the OIAat the OIA17332614Annual ChangeCompletion of Procedures Lettersissued dated2013512012115Annual ChangeDecreased by 64Of theseCompletion ofProceduresLetters issuedthe OIA receivedthe following:Decreased by 9Increased by 19Complaints received at the OIA with Completion ofProcedures Letters dated201323201222Annual ChangeIncreased by 1The University of Nottingham has informed the OIA that 51 students were issued with a Completion ofProcedures Letter in 2013. To date the OIA has received 23 complaints from The University ofNottingham students with Completion of Procedures Letters dated 2013. This means that about one inevery two students who exhausted the formal internal complaints procedures during 2013 brought theircomplaint to the OIA. By way of comparison, the mean average proportion of complaints brought to theOIA from universities in the same band was about one in every five students who had complained.3Charts 1 and 2 below give the comparison between the returns from The University of Nottingham andthe band medians.Chart 1Institutional record compared to the band median605150.5504030232015.5100Completion of Procedures Letters issued dated 2013Complaints received at the OIA with Completion ofProcedures Letters dated 2013The University of Nottingham1Band medianThe figures under headings "Complaints received at the OIA" and "Complaints received at the OIA with Completion ofProcedures Letters dated [year]" may overlap. The figures under these headings should therefore not be added together.2Some of the complaints might have been received in the previous year.3Here we use the mean average for the band as the comparator. This is consistent with the way we have previously calculatedthe ratio of complaints to completion of procedures letters for the OIA as a whole. The charts that follow show comparison tothe median average to limit the distorting impact of any outlying institutions within the band.Page 2 of 7
Chart 2Total complaints received and closed3335302325201717151050Complaints received at the OIA in 2013Complaints closed at the OIA in 2013The University of NottinghamBand medianThe OIA closed 33 complaints against The University of Nottingham in 2013. Chart 3 below displaysthe outcome of the closed complaints and compares The University of Nottingham figures to those ofthe band median.Chart 3Complaints closed by outcome (2013)25212015151054422003.5211.50JustifiedPartly JustifiedSettledNot EligibleThe University of NottinghamPage 3 of 7Not JustifiedBand medianWithdrawn
Chart 4 below breaks down the complaints about The University of Nottingham closed in 2013 bysubject matter of complaint. Chart 5 below illustrates the proportion of the total number of complaintsabout all universities closed by the OIA in 2013 attributable to subject matter of complaint. In chart 4actual numbers of complaints are contained in brackets.Complaints closed by subject matter (2013)Academic StatusAcademic misconduct, plagiarism and cheatingDiscrimination and Human RightsWelfare and AccommodationAdmissionsServices issues (Contract)Disciplinary matters (not academic)FinancialOtherChart 4Chart 5Proportion of the total number ofcomplaints closed by the OIA in 2013The University of Nottingham12% (4)1%3% (1)8%9%3% (1)3% (1)5%3% (1)4%6% (2)2%6% (2)Page 4 of 764% (21)6%64%
Annexe 2EXPLANATORY NOTESNote 1Under Scheme Rule 4 the OIA has the discretion, exceptionally, to review complaintseven where the internal complaints procedures have not been exhausted. Forstatistical purposes, we treat such complainants as having exhausted the relevantprocedures.Note 2Student numbers were obtained from Higher Education Statistics Agency (HESA) www.hesa.ac.uk. 2009/2010 HESA figures were used to assign universities to therelevant OIA subscription band in 2012 and 2010/2011 figures in 2013.Note 3The heading ‘Complaints received at the OIA in 2013’ includes all complaints wherethe OIA Complaint Form was received at the OIA during 2013. It also includes NotEligible complaints. By contrast, ‘Complaints received at the OIA with Completion ofProcedures Letters dated 2013’ includes only complaints received at the OIA withCompletion of Procedures Letters dated 2013, whenever received. For example, acomplaint may have been received in 2014 but with the Completion of ProceduresLetter dated 2013. The example given also applies to 2012 statistics.Note 4In this exercise, bands G, H and I are merged for the purposes of calculating bandaverages for universities in those bands. This enabled the OIA to provide moremeaningful contextual information where numbers of institutions in bands are small.Note 5The heading ‘OIA Band’ refers to OIA subscription bands which are as follows:Institution sizePage 5 of 7BandFewer than 500 studentsA501 to 1,500 studentsB1,501 to 6,000 studentsC6,001 to 12,000 studentsD12,001 to 20,000 studentsE20,001 to 30,000 studentsF30,001 to 50,000 studentsG50,001 to 100,000 studentsHMore than 100,000 studentsI
DEFINITIONSCompletion of Procedures Letter – Once a student has exhausted the university's internalcomplaints or appeals procedures, the university must promptly send the student a Completionof Procedures Letter. In line with published Guidance, this letter should set out clearly whatissues have been considered and the university's final decision. This letter directs the studentto the OIA.Justified/Partly Justified/Not Justified – At the end of the OIA review process we will decidewhether a student’s complaint about the university is Justified, Partly Justified or Not Justified.Not Eligible complaint – This is a complaint that we cannot review under our Rules.Settled complaint - Once a complaint is received by the OIA and the University has beennotified, a complaint will be considered “settled” where the parties to the complaint reach anagreed outcome prior to the OIA issuing a Final Decision.Suspended complaint - A case may be suspended, normally at the request of a complainant,in exceptional circumstances e.g. bereavement or illness. Cases may also be suspended ifthere is on-going action taking place in another forum which could affect the outcome of theOIA’s review e.g. secondary procedures taking place within the University.University – For ease of reference, we use the word ‘university’ throughout the letter to includeall institutions subscribing to the OIA Scheme.Withdrawn complaint - A complaint will be considered “withdrawn” if a complainant requeststhat the OIA cease to review the complaint or in cases where the complainant fails toparticipate in the OIA’s process.CATEGORIES OF COMPLAINTSAcademic Status - complaints which are related to academic appeals, assessments,progression and grades.Service Issues (contract) - complaints which are related to the course or teaching provision,facilities and supervision.Disciplinary matters - complaints which are related to disciplinary proceedings for nonacademic offences.Academic Misconduct - complaints which are related to academic offences includingplagiarism, collusion and examination offences.Discrimination and Human Rights - complaints where the student claims there has been anyform of discrimination, including harassment, and where he or she claims his or her HumanRights have been breached.Page 6 of 7
Financial - complaints relating to finance and funding: e.g. fees and fee status, bursaries andscholarships.Welfare and Accommodation - complaints relating to support services, e.g. counselling,chaplaincy, assistance for international students, and university accommodation issues.23 July 2014Page 7 of 7
Professor David Greenaway Vice-Chancellor The University of Nottingham Registrar's Department University Park NOTTINGHAM NG7 2RD 23 July 2014 Dear Professor Greenaway, Annual Letter I enclose the OIA Annual Letter for your institution for 2013. This documents the Un
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