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. 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 and direct them to further resources, so that they are aware of the impact their decision has, including discussion of the possible impact on finance and/or visa. Further details are in our above guide.
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 email@example.com. 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 "Activate Leaver's Workflow" box 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.
- Only one reason for leaving should be selected, Banner cannot record multiple reasons for leaving.
- The student should sign the taught student leavers form, agreeing to the leave as described on the 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 agree to the leave described on the form.
- 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Reinstating a student who is permanently withdrawn
If a school wishes to reinstate a student who has withdrawn but then changed their mind they should seek guidance from the Student Cases team in the Secretariat.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 requested (such as on a taught student leavers' form) is used as an indicative date only. The leaving date finalised on the student record (Banner) by the Universitys Operations team reflects when the leave request is fully approved by the University.
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.