University Centre Colchester | Withdrawal Intermission and Transfer Policy

University Centre Colchester
Withdrawal, Intermission and Transfer Policy

Policy Details

Policy Owner: UCC Academic Services

CE Sponsor: Principal and Chief Executive Officer

Date created this year: 28th June 2024

Version: 5.0. Approved by: College Executive. Date approved: 09 July 2024. To be reviewed: September 2027.

Version Control
Version Number: 5.0
Changes from previous 12 months policy: Minor updates to job titles and names of validating partners. Appendices updated for 2024-25
Changes to policy in year

Equality Impact Assessment Tool
Name of Policy: UCC Withdrawal, Intermission and Transfer Policy

Does the policy/guidance affect one group less or more favourably than another on the basis of:
Race or ethnicity: No
Disability: No
Gender: No
Religion or belief: No
Sexual orientation: No
Age: No
Marriage and Civil Partnership: No
Maternity and Pregnancy: No
Gender Reassignment: No

Is there any evidence that some groups are affected differently? No

If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable? N/A

Is the impact of the policy/guidance likely to be negative? No

If so, can the impact be avoided? N/A

What alternatives are there to achieving the policy/guidance without the impact? N/A

Can we reduce the impact by taking different action? N/A

Contents
1 INTRODUCTION …………………………………………………………………………………………….. 4
2 WITHDRAWAL ……………………………………………………………………………………………….. 5
3 INTERMISSION (TEMPORARY WITHDRAWAL) ………………………………………………… 7
4 TRANSFERS ………………………………………………………………………………………………….. 9
Appendix 1 – Form HE-1-WD …………………………………………………………………………………. 10
Appendix 2 – Form HE-1-INT …………………………………………………………………………………. 12
Appendix 3 – Form HE-1-TR ………………………………………………………………………………….. 14

1 INTRODUCTION

1.1 University Centre Colchester is committed to student retention and attainment. However, we recognise that there are times that some students decide to withdraw from their programme of study after exploring all options available to them.
1.2 This policy relates to the change of student status both within and outside of an academic year and encompasses all provisions including the University of East Anglia, University of Huddersfield and Pearson validated programmes.

2 WITHDRAWAL

2.1 Students may self-withdraw from their studies by completing form HE-1-WD (appendix 1)
2.2 Students should discuss their wish to withdraw from study with their Programme Leader before submitting the completed withdrawal form.
2.3 Prior to withdrawal, students should also be encouraged to seek advice and guidance from UCC Academic Services regarding any financial implications e.g. refund of maintenance loans.
2.4 Verbal, face to face or telephone notification of withdrawal cannot be accepted.
2.5 When determining a final date of attendance prior to withdrawal, continued engagement with the programme of study is taken into consideration. This is usually by a positive register mark, or active engagement with the virtual learning platforms.
2.6 Once the student has withdrawn it is the student’s responsibility to contact the Student Finance Company to inform them of the withdrawal.
2.7 The signed and dated withdrawal form should be returned to the Senior Academic Services Officer for processing either by visiting room HE102 or by emailing to uccacdemicservices@colchester.ac.uk
2.8 The Senior Academic Services Officer will confirm in writing to the student that they have been withdrawn and will carry out the internal EBS ‘e-progress’ procedure.
2.9 Once the e-progression has taken place, the Senior Academic Services Officer will inform the Registry Office of the withdrawal. The Registry Officer will (where appropriate) inform the Student Loan Company and/or Local Education Authority and Student Services.
2.10 Students’ who have withdrawn from their studies at University Centre Colchester but subsequently wish to return will be considered as ‘new applicants’. Request for re-entry with credit may be made through the normal channels.
2.11 Students may also be withdrawn through the process of a number of various published policies, including but not limited to: Disciplinary, Academic Offence, Progression Board, Fitness to Study or an Examination Board. Reasons for withdrawal include non-engagement with study, and academic failure.
2.12 Special procedures apply to students who wish to withdraw after week 25; final dates for application to withdraw are clearly written on the withdrawal form.
2.13 It is UCC policy, and part of national HESA rules, that students cannot normally be considered for re-admission to the same programme from which they have been required to withdraw, or a similar programme which contains modules the student may have already taken, for a minimum of two years after the student has left (with the exception of students who have been required to withdraw because of debt).
2.14 Students may be considered for immediate re-admission to a completely different area of study if there are good reasons to indicate that the student chose the wrong course originally and there is evidence that the student could be successful with study in a new area.
2.15 Students who withdraw, or change programme of study, should be aware that there may be a fee implication, and students should familiarise themselves with the published UCC Fee Policy.
2.16 Where a student has sufficient credits upon withdrawal to receive an exit qualification, this will be presented to a formal Examination Board at the next available opportunity. Students are reminded that this will not happen at the point of exit.

3 INTERMISSION (TEMPORARY WITHDRAWAL)

3.1 Students may seek permission to intermit temporarily from their studies at University Centre Colchester, with a view to returning at a later date.
3.2 Intermission, if approved, will be for one academic year from the date of approval, although students may, by agreement, return at a suitable point at any time during the 12 months.
3.3 Students must make a written application by completing form HE-1-Int. Applications to intermit must be submitted to the UCC Academic Services Office who will seek permission from the Area Head for any intermission to take place. For students studying on a University of East Anglia award, permission to intermit must be granted by the UEA Academic Partnerships Office, and this will be sought by the Academic Services Office upon receipt of a formal application on form HE-1-Int.
3.4 Upon receipt of the written application the Area Head will consult with the Programme Leader and/or other members of staff.
3.5 Once an application has been by the Area Head, the Area Head must inform the Senior Academic Services Officer who will either:
a) inform the student of the outcome by letter, clearly setting out any conditions to the student regarding returning to study; or
b) complete the paperwork required by the University of East Anglia.
3.6 Once the intermission request is fully approved by all parties, the Senior Academic Services Officer will complete the internal EBS “e-progress” procedure and inform the Registry Office of the intermission. The Registry Office will inform the Student Loan Company (Student Finance England), the Local Education Authority and Student Services if applicable.
3.7 When determining a final date of attendance prior to intermission, continued engagement with the programme of study is taken into consideration. This is usually by a positive register mark, or engagement with the virtual learning platforms.
3.8 Intermitting students will be required to remain as enrolled students for the entire period of their absence.
3.9 All intermitting students will have access to the following facilities and benefits for the duration of the intermission period.
• Access to student services including advice and guidance as appropriate;
• Continued use of email account;
• Full Library membership;
• Access to campus to use computing facilities.
3.10 Any achieved modules completed prior to the intermission period will be presented to the Examination Board at the next opportunity to ratify results.
3.11 If the period of absence extends beyond the commencement of the next academic year, students will be required to re-enrol at the beginning of the new academic year. Should students fail to do so within 28 days of the first day of the Autumn term, they will be deemed to have withdrawn from study and will be permanently withdrawn.
3.12 Re-admission after withdrawal from intermission has taken place will be by consideration of the Head of Academic Services for up to 30 days from the date of permanent withdrawal.
3.13 Special procedures apply to students who wish to intermit after week 21; final dates for application to intermit are clearly written on the intermission form.
3.14 Students who have intermitted due to illness will be required to obtain a fitness to return to study certificate/letter from their GP/medical practitioner (the student may incur a cost from their localised surgery regarding this).
3.15 Fitness to return to study certificates/letters should be delivered, posted, or scanned to the Senior Academic Services Officer in room HE102 or by email to uccacademicservices@colchester.ac.uk before enrolment.

4 TRANSFERS

4.1 Students may be permitted to transfer to a different mode of study i.e. full time to an alternative mode such as part time, with the permission of the Area Head. All transfers must conform to the relevant University regulations.
4.2 Students who wish to transfer their mode of study must complete form HE-1-TR and this must be authorised by the Programme Leader.
4.3 It is the responsibility of the student to inform the Student Finance Company of the change in the mode of study.
4.4 Changes in the mode of study may only take place up to week 21 of the academic calendar.
4.5 Once authorised, the transfer form must be returned to the Senior Academic Services Officer in room HE102 or by email to uccacademicservices@colchester.ac.uk for tracking.
4.6 The Senior Academic Services Officer will forward the transfer form to the Registry Office, and the Registry Officer will process the transfer within the internal EBS and inform the Student Finance Company as appropriate.
4.7 Students are advised to seek advice regarding any financial implications of changing mode of study mid-year.

TRANFERS TO ALTERNATIVE COURSE CODES
4.8 Students may be permitted to transfer onto a different pathway within their study areas e.g. from a Bachelor’s Degree to a Foundation Degree or Certificate of Higher Education, where these options exist.
4.9 Transfers onto an alternative pathway may only take place with the permission of the Area Head up to week 21 of the academic calendar.
4.10 Form HE-1-Tr must be completed for any requests to transfer to a different pathway. Students should be advised to consider any financial implications of changing a degree pathway.

STUDENTS REGISTERED ON INCORRECT PROGRAMMES
4.11 If a student is identified as being registered on an incorrect programme due to an administration error at the point of registration, University Centre Colchester reserves the right to amend and update the student’s registration without the need for a formal transfer request to be submitted by the student.

Appendix 1 – Form HE-1-WD

Appendix 2 – Form HE-1-INT

Appendix 3 – Form HE-1-TR