When a student wishes to leave
This page covers processes to follow when a taught student (UG or TP) is considering taking leave from their studies.
“Leaver” is a term used to refer to students who, in exceptional circumstances, are officially authorised to either take temporary leave from their studies of 4 weeks or more, or permanently leave their programme before completion. Requests for leave should be discussed between the Student and the School, and then submitted by the School to the Operations Team, as detailed below.
- Students are required to attend all aspects of study expected by their programme and School.
- Students commit to a year’s fees at the point of annual registration with the University – only in exceptional circumstances will the University not require payment of full fees.
- All leave requests submitted by schools are only made when the student has been given reasonable advice and signposting regarding the implications of their leave request.
An Microsoft (MS) Form will capture the students initial leave request.
- On completion an email will be sent to the School who should then arrange a meeting with the student to discuss the leave request further.
- An email will also be sent to the School who should then arrange a meeting with the student to discuss the leave request further.
You can access the enquiry form here.
Step by step
- Student contacts School in person or through the enquiry form.
- Enquiry form captured in Sharepoint.
- School contact the student and arrange a meeting..
- Meeting held ideally between a Student Support Officer (SSO) (alternatively with an academic or personal tutor) – Meeting should cover reason for leaving, implications (academic and fees/funding/visa), highlight alternatives with signposting to LUU/wellbeing/counselling services/mit circs).
- Automatic email following meeting to confirm student’s decision. Yes or no determines if process continues.
- If student decides to leave following the meeting, the School must ensure student is aware that they have not yet officially left – still more process to follow.
- School completes Sharepoint with leave information, workflow sends confirmation request to the student .
- Student ‘Accept’ or ‘rejects’ conditions of request. ‘Reject’ goes back to School, ‘Accept’ goes through to Operations Team for processing.
- Confirmation of processing sent to School and relevant teams.
- School informs student.
Alternatives to leave requests
There are other processes that run alongside temporary leave. These may be a more relevant route to pursue and include:
- Mitigating circumstances process for examinations issues (within School or Student Cases.
- Unsatisfactory Work, Attendance and Engagement Procedure (UWAEP)
- Standard Operating Procedure for Attendance Monitoring (SOPAM), which relates to presumed leavers and UWAEP in this list.
- Fit to Study procedure (TBC including ill health exclusion) (Student Cases)
- Study Success meetings (within School)
- Progression exercise (within School following school examination boards, reporting taught undergraduate students who have exhausted all resit examination attempts)
- Referred students procedure (Student Cases)
- Presumed (permanent) leavers – please read the link for more details
Guidance on requested leaving date
The University’s Operations team is responsible for finalising a student’s leave start date, which may differ from the leave date requested by the student. This date will be entered into the student record and signifies when the student’s leave request has been approved and processed. It is important that the leavers form is submitted to Operations within 10 working days of the initial meeting with the student, as Operations are unable to backdate beyond this period.
Delays and backdating of leave can affect the following areas:
- UKVI must be updated of any changes to the candidature within 10 working days. A backdated start of leave date would mean that this requirement is not met.
- Tuition fees.
- The student could receive funding they are not entitled to and be required to pay this back.
- Accommodation fees.
- The student may have continued to access facilities and resources past their start of leave date.
Incomplete or inaccurate requests can also negatively impact the student in the ways mentioned above.
Please do not submit standard requests with a leave date in the future. Leave requests such as this may be returned to be recompleted.