Students may take permanent leave (permanently withdraw) from the University for a variety of reasons. A summary of the processes can be found here.
For full guidance on student leave, please see the Taught Students Leavers Guide for Staff, available in the downloads section below. Please note, the main information below is for taught students. A link for research student processes is at the bottom of this page.
When a student is considering permanent withdrawal
The appropriate member of staff in the school should meet with the student to advise them on their decision including discussion of the possible impact on finance and/or visa, and to direct them to further resources.
Submitting a taught student leavers' form
If a student decides to withdraw temporarily or permanently, the school should complete a manual leaver's form, then scan and email this to firstname.lastname@example.org. The form must be submitted within 2 weeks of the leaving date (see leaving date information below).
The school should also then enter this leaving data in the Banner form SWATSLF. Importantly, SWATSLF must be opened in the current term on the student's file, and once completed, the submit button should be ticked before saving SWASTLF (this is often missed). The Operations team will then receive a notification to update the Banner record and certain information will be pre-populated in Banner. The Banner training course B260: Record Keeping covers the SWATSLF process in full.
Details of the leave submission should be as follows:
- The leave date is to be entered as the date the student informed the University in writing of their decision (also referred to as intention) to leave, however this must be within 2 weeks of submitting the request.
- An expected return date must be agreed upon and entered for temporary leavers, usually for the start of term 1 or 2 following, depending on what the student is required to progress to or resit.
- Only one reason for leaving should be selected, we cannot record multiple reasons for leaving.
- The student should sign the taught student leavers form. If it is not possible to get the student's signature, a member of staff in the school can sign on the student's behalf so long as the form is accompanied with verified written confirmation (email or letter) from the student that they intend to withdraw.
- A member of staff in the parent school should counter-sign the form.
Reinstating a student who is permanently withdrawn
If a school wishes to reinstate a student who has withdrawn but then changed their mind they should seek guidance from the Student Cases team in the Secretariat.
Frequently asked questions
What is considered the leaving date for a student?
The leaving date is the date that the student informs the University in writing of their decision (also referred to as intention) to leave, principally via the taught student leavers' form. This form must be submitted within two weeks of the leaving date stated on the form. If this timeframe is not met, the date the school signed the form (if within two weeks) will be taken as the leaving date. If this date is not within two weeks, the date of receipt of the form will be taken as the leaving date. For details on form submission, see above.
The leaving date in Banner will be used to notify external organisations e.g. Home Office and Student Finance England. To ensure the consistency of this information, only the central Student Education Service teams, in particular the Student Services Counter team (not Schools) provide verification of the leaving date.
Postgraduate research students
Information on the process is available from leaving your research due to a change in circumstances on the SES student website.