List of active policies

Full policy

DRAFT for campus review. Not yet approved by Southern Ferns Campus management. This text is a starting point prepared on 13 August 2026 so the acceptance mechanism can be tested. It must be replaced with the approved wording before real learners are enrolled.

1. About this agreement

This agreement sets out what you can expect from Southern Ferns Campus (the Campus) and what the Campus expects from you as an enrolled learner. By accepting it you confirm that you have read and understood it, together with the Student Handbook and the policies referred to below, all of which are available in the student portal.

It covers your use of the student portal and your enrolment on Campus programmes, including programmes leading to awards by OTHM Qualifications (UK) and programmes regulated by the Tertiary and Vocational Education Commission (TVEC) of Sri Lanka.

2. Enrolment and registration

• Your enrolment is confirmed when the Campus has received your completed application, verified your entry qualifications, and settled the fee arrangement.
• For OTHM programmes the Campus registers you as a learner with OTHM. The name and details you supply must exactly match your national identity card or passport, because they appear on your final certificate.
• You agree to provide true, accurate and complete information, and to tell the Campus promptly when your personal or contact details change.

3. Your responsibilities as a learner

• Engage genuinely with your programme: attend classes, complete activities, and submit assessments by the published deadlines.
• Meet the published attendance requirement. Absences should be notified in advance where possible, and supported by evidence where the absence policy requires it.
• Treat staff, fellow learners and Campus property with respect. Harassment, discrimination or abusive behaviour is not tolerated.
• Use the student portal only with your own account, keep your password confidential, and do not share your login with anyone.

4. Academic integrity

All work you submit must be your own. Plagiarism, collusion, contract cheating, impersonation and the unauthorised use of AI-generated content presented as your own work are academic malpractice. Malpractice is investigated under the Campus malpractice policy and, for OTHM programmes, may be reported to OTHM. Penalties can include rejection of work, loss of marks, or withdrawal from the programme.

5. Assessment, results and appeals

Assessment methods, deadlines and grading criteria are published in each course. For OTHM programmes, results are subject to internal and external verification, and final awards are issued by OTHM, not the Campus. If you believe an assessment decision is wrong you may appeal under the Campus appeals procedure, available in the student portal.

6. Attendance, deferral and withdrawal

The Campus records attendance for every scheduled session and monitors it against the required threshold. Attendance records form part of the evidence the Campus must hold for TVEC and OTHM. If you cannot continue studying you may apply to defer to a later intake, or submit a withdrawal request. The Campus keeps your academic records after withdrawal or completion as required by its regulators and awarding bodies.

7. Your personal data

The Campus collects and holds personal data about you, including your name, national identity number, date of birth, contact details, guardian or emergency contact, entry qualifications, attendance and assessment records, for the purposes of delivering your programme and meeting its obligations to OTHM and TVEC. Your data is processed in accordance with Sri Lanka's Personal Data Protection Act and the Campus privacy policy. It is shared only with the awarding body, the regulator, and the service providers the Campus uses to run the portal and send email. You have the right to see the data the Campus holds about you and to ask for corrections.

8. Communication

The Campus communicates with you through the student portal and the email address on your student record. You are responsible for checking both. Official requests must be submitted through the channels described in the Student Handbook.

9. Support and complaints

If something is wrong, tell the Campus early. If a concern is not resolved informally you may use the Campus complaints procedure. Complaints about OTHM programmes that the Campus cannot resolve may be escalated to OTHM under its published procedures.

10. Changes to this agreement

The Campus may update this agreement from time to time. Substantive changes are published as a new version, and you will be asked to read and accept the new version at your next login.

11. Acceptance

By accepting, you confirm that you have read and understood this agreement, that the information and documents you have provided are true and complete, and that you agree to comply with this agreement for the duration of your enrolment.

Full policy

DRAFT for campus review. Replace with the approved privacy notice before real learners are enrolled.

What we hold

Southern Ferns Campus holds your name, contact details, national identity or passport number, date of birth, guardian or emergency contact, entry qualifications and English language evidence, your programme and intake, your attendance record, your submitted work and your results.

Why we hold it

To deliver your programme, to register you with OTHM Qualifications where your programme leads to an OTHM award, and to meet the record-keeping obligations placed on the Campus by OTHM and by the Tertiary and Vocational Education Commission of Sri Lanka.

Who we share it with

OTHM Qualifications (UK) for registration and certification; TVEC where required by regulation; and the service providers that run the student portal and send its email. We do not sell your data or share it for marketing.

How long we keep it

Academic records are retained for the period required by our awarding body and regulator, and are not deleted when you leave the programme.

Your rights

You may ask to see the data we hold about you and ask us to correct anything inaccurate. Contact info@southernfernscampus.edu.lk.