Permanent leavers
This page covers the specifics of requesting permanent leave for taught students. Please read the ‘When a student leaves’ page for background information first.
A DEFINITION OF PERMANENT LEAVE
If a student wishes to permanently leave their programme (and usually also the University), this could follow on from temporary leave or be submitted simply as permanent leave. Please follow the overall process on the ‘when a student wishes to leave’ page.
STUDENT AND SCHOOL CONVERSATIONS - PERMANENT LEAVE
Schools should ensure the student is aware of the implications of their leaving, and signpost to resources as detailed below. The agreement of leave should be clearly documented between school and student. Further information on the below can be found for students on the Leaving Leeds Early students page and for staff members on the SES staff site guidance.
- Reason for leave
- Examinations and progression - consider whether mitigating circumstances might be required.
- Funding (links on the Leaving Leeds Early students page above most relevant)
- Fees
- Student visas – please see international students pages on the students site
- School/course requirements determined by school e.g. placement requirements
- Accommodation - this is not part of programme arrangements but does have a significant impact upon the student’s personal situation. The University accommodation site outlines requirements to terminate a contract.
STANDARD GUIDELINES AFFECTING PERMANENT LEAVE
When submitting requests for permanent leave, the following guidelines must be followed before the request can be processed.
LEAVE START REQUESTED:
· 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.
· Degree Apprenticeships are an exception to standard leave date regulations. Due to the nature of the contracts covering Degree Apprenticeships, their leave start date must be the last instance of learning.
AUTHORISATION:
· School staff has emailed the form (those permitted to do so as agreed within the school’s staff framework).
· Student has emailed from their University email account authorising the same leave request that is submitted. Alternative evidence may be used only where the student is absolutely unable to authorise the form, e.g. emergency hospitalised student, and for professional based courses (in particular PGC-SCITT/S PGCE Secondary SCITT or ND-PSIA/CPD where correspondence verifying student information is agreed to come from the linked external party).
Please see other pages for further resources. If you have any questions or feedback about this page, please email studentrecords@adm.leeds.ac.uk.
Permanently withdrawing prior to or within the first 14 days of study (also known as cancellation or cooling off period)
Newly registered students permanently leaving within 14 days of the start of term, or course start date if non-standard, are permitted by contract to notify the University by email or cancellation form of their withdrawal.
When the School is informed of a withdrawal in this time frame, this should be forwarded to the Operations Team as soon as possible. If the withdrawal request comes as a completed standard leave form, the form should be processed in the usual manner. Only one submission of withdrawal is required, however the notification must reach Operations via studentrecords@adm.leeds.ac.uk or registration@leeds.ac.uk, with complete clear information and within the requirements of the route used.
DEFERRALS
For students who are not fully registered, deferrals can be made by the student and/or school emailing registration@leeds.ac.uk confirming the student as a deferral (No Show), and also notifying your relevant admissions team to then make the update on Banner admissions screens, to create a new record for the student into the new cohort.
If schools receive notification of a deferral by an undergraduate or taught postgraduate student, the Admissions Teams need to be informed as a priority. Operations will need to be informed for record updates and general record keeping reasons.