2Y: Student Enrolment, Registration and Maintenance of Records

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1 Title: Student Enrolment, Registration and Maintenance of Records Document Type: Policy Location: Academic Handbook Section 2Y Version: 1.6 Publication date: Author: Approved by: Academic Board Last updated: 2Y: Student Enrolment, Registration and Maintenance of Records Introduction 1. This policy outlines Southampton Solent University s intent regarding student enrolment, registration and the maintenance of student records, both paper based and within the University s student records system. 2. In order to participate in any course, and to receive marks and credit for assessments as necessary, a student must be properly enrolled (new students) or registered (continuing students). The aim of formal enrolment and annual registration is also to ensure that the University is fully compliant with the requirements of its external stakeholders e.g. HEFCE/SFE and professional bodies and that all new and continuing students are encompassed within the full range of University academic facilities and support mechanisms, including coverage by the University s third party liability insurance. This policy is also relevant to collaborative arrangements where the students of another institution contribute to the University s fundable numbers. 3. The term student covers any individual eligible to participate in a University course, including placement or exchange arrangements, delivered on campus, at an off-site venue, at a partner institution, or remotely via distance learning. New Students 4. Students new to the University are defined as those who are starting a University course for the first time; this may or may not involve the award of academic credit. New students include all those studying the first year of courses on traditional delivery (normally Level 4 but including Level 3), and those entering direct to subsequent levels of a course. It encompasses students on all modes of attendance, including short courses and students studying single credit units under the professional development framework (but see paragraph 5 below). 2Y.1

2 Continuing students 5. Continuing students are defined as those students who have not completed their award and are progressing to the next level of a course or who are continuing study on the same level of a course. This includes students who are returning to the University after a period of suspended study and students who are transferring course. Students who are studying short courses and additional single credit units under the professional development framework are treated as continuing students only where they are studying consecutively. Enrolment 6. All new students at Southampton Solent University enrol formally once only at the beginning of the course and for the duration of that course 7. Enrolment is a two-stage process. In advance of joining the University all prospective students are alerted to essential contractual documentation encompassing the University s rules and regulations. New students will pre-enrol by completing personal information details on-line via the student records system s self-service registration facility. This marks the point at which students confirm agreement to University regulations and their intent to complete the course, subject to meeting academic standards and remaining in good financial standing. Pre-enrolment also includes necessary data protection clearance by notifying the student of the way in which their data will be used and providing the opportunity for the student to give permission for the University to discuss their finance details with a named third party. 8. The final part of the enrolment process is a face-to-face meeting at which proof of identity is checked and the student s personal details as entered in the student records system are verified and updated where necessary. Professional Development Units (PDU)/Short Courses 9. Students studying as part of the professional development framework and other short courses who return to the University for further discrete periods of study must also enrol formally each time they commence a new PDU/short course. The exception is where students are known to be studying on a consecutive basis. Distance learners 10. Students studying purely on a distance learning basis will not normally be required to attend the University for formal enrolment. As part of the admittance process they will be asked to forward to the Admissions Team original or certified evidence of a range of specified documentation including academic qualifications and personal identification. They will complete enrolment purely via the online registration facility. 11. Where distance learning includes collaboration with employers, who will verify staff undertaking courses/pdus, then those students will not be asked to produce personal identification but will be required to complete personal details for HESES purposes via the online registration facility. 2Y.2

3 Registration 12. After formal enrolment students are required to register annually via the on-line selfservice registration facility. This indicates their intention to return to their course in advance of the next academic year and provides opportunity for the student to check their personal details, their curriculum choice and to be informed of any changes in University regulations for the coming academic year. Registration satisfies the requirements of Student Finance England in respect of loan payments to be made to the student via BACS First on recommencing studies. Timescales 13. The enrolment/registration period varies by course/year. Formal enrolment will take place for the majority of students new to the University, or new to a course of study, at the beginning of each new academic teaching year; there will however be in-year enrolments in respect of students who may join courses at different points during the academic year, or where courses commence at different points in the year. 14. The University aims to ensure that enrolment for all new students on traditional delivery courses is completed no later than the end of week two of the teaching period in which they commence studies. 15. All continuing students who can academically progress to the next level of their course, and who are not in debt to the University for tuition-fee payment, will register for the next year of their course via the University s online registration facility, at the appropriate point in the year for their course. They must be registered no later than the end of week three of the teaching period in which they commence studies. 16. Students on short courses and those delivered by distance learning should normally complete the enrolment process by the end of the first day of teaching. 17. Students eligible to enrol/register and who fail to do so by the required timescale: i. may be withdrawn; ii. may be subject to an administrative fee in respect of the resource subsequently expended by the University to confirm individual attendance. Completion of the Student Record 18. Subsequent to enrolment/registration the Student Records and Compliance Team (SRCT) will take action to complete individual records within the student records system so that the University has robust data for internal management information purposes and to meet statutory returns e.g. HESES/HESA. Processes will be focused to resolving any student s status that remains in query: i. the Admissions Team will contact new students who were expected, but whose status is still pre-enrolled to establish their intentions and defer/cancel applications as appropriate in time to meet the UCAS deadline (normally towards the end of October of each year); 2Y.3

4 ii. iii. as part of attendance monitoring processes and specifically to establish robust data for the 1 st December HESES return, SRCT will identify and contact continuing students who were expected to return to study and whose status remains pre-enrolled at the end of the registration period. Where the student s intentions are unknown and SRCT and Admissions Team have been unable to make contact, the student will be withdrawn, as Did Not Return ( DNR) with an effective date of the beginning of the teaching year. The procedure needs to be concluded in time to report DNRs by 1 st December annually; where non-eea (overseas) students sponsored under Tier 4 are identified as failing to arrive, the Admissions Team will liaise with the SRCT to ensure the Home Office is advised in accordance with the University s Policy on University alignment with the requirements of the Home Office for the admittance of non-eea students under Points Based Immigration - Tier 4 (General) students ; iv. where the reason for non-registration is due to course tuition fee debt, the SRCT will liaise with the Finance Service and take action accordingly. This may involve withdrawal of the student in accordance with the University s policy on the Management of Student Fees and Charges ; v. the SRCT will ensure that the student curriculum is fully complete, including the allocation of relevant optional units to the course instance where this has not been automatically updated as part of the University s on-line curriculum choice or where the student has authority to change option choice. This must be completed before the HESES 1 st December deadline. Students transferring courses 19. Students may leave the University or transfer to another higher education institution or may transfer to an alternative course within the University. Students leaving the University are withdrawing from their course but will be noted as non-completions within the student records systems for HESA returns purposes. Students who have enrolled at the University but transfer internally will not be required to enrol formally again but transfer paperwork must be fully completed and authorised by academic and SRCT staff. The individual electronic student record will then be amended to reflect the move to the alternative course at the appropriate level. The procedure for transfers may be dictated where relevant by the University s policy on the recognition of prior learning (See Academic Handbook Section 2H). 20. Staff actioning transfers must inform the SRCT of all Non-EEA student course transfers via in order to update the Home Office on the status of students sponsored under Tier 4. Discontinuation of study: withdrawal and suspension 21. Students may wish to discontinue their studies either on a permanent or temporary basis. This may involve, at the student s request, their permanent withdrawal as an enrolled student of the University or suspension from their enrolment for a defined period of time. 22. Students intending to leave their course, for whatever reason, should discuss the matter with an academic tutor and at the Student Hub who can refer the student appropriately. All applications to leave the University must be made in writing. Students must also be advised 2Y.4

5 of the financial implications of leaving their course early and in particular of their tuition fee liability as outlined in the University s Fees Booklet. 23. All non-eea students withdrawing from a course for any reason must be advised to seek the advice of the International Adviser (LIS Student Support) regarding the potential impact on their visa status. Staff actioning withdrawals must also inform SRCT of every Non-EEA student withdrawal via in order to update the Home Office in respect of the status of students sponsored under the University s Tier 4 licence. Withdrawal from course: on request 24. Students have the right to withdraw from their course following discussions with an academic tutor or a Student Achievement Officer. Students should then be referred to the SRCT for advice on the implications of their withdrawal and the timely completion of associated administrative processes, including updating of the relevant internal record systems and notification to external bodies where appropriate. 25. The student s withdrawal date is normally the date of last attendance at the University providing the student has informed the SRCT in writing as soon as the decision to withdraw has been made. Where the student has not complied with this requirement the date of withdrawal will normally be the date the student notified the University in writing of their intention to leave. The appropriate fee to be charged upon withdrawal is dependent upon the type of course and the timing of withdrawal; full details are outlined in the University s Fees Booklet. Withdrawal from course: as a requirement 26. Students may be withdrawn from their course in the following circumstances: i. where a student fails to meet the University s enrolment/registration requirements e.g. non-payment of the 50% fees deposit by non-eea overseas students; ii. iii. as a result of the University s attendance monitoring process where attendance checks identify students who have consistently failed to improve attendance and to respond in accordance with the University s Student Attendance Statement; where at any time within a student s period of study their immigration status becomes invalid (e.g. their leave to remain in the UK expires or is revoked); the student will then be withdrawn from their course unless: a. they are able to provide written evidence of a pending application to the Home Office for an extension or further leave to remain in the UK and evidence that any application was made prior to the expiry date of their old visa; or b. they provide written evidence of submission of a pending appeal against a decision of the Home Office to refuse an application or revoke the student's leave to remain in the UK. iv. as the result of being in tuition fee debt to the University when withdrawal is initiated in accordance with the University s policy on the The Management of Student Fees and Charges ; 2Y.5

6 v. in exceptional circumstances relating to disabled students. The University will explore means of supporting disabled students to continue their studies by considering making reasonable adjustments to meet the individual student s specific needs and requirements in accordance with the University s responsibilities and obligations under the Equality Act If, after consultation between the school, Student Services staff and the student the University is unable to make effective and practicable reasonable adjustments the school may ultimately require the student s withdrawal from the course; vi. as a result of disciplinary action by the University which results in a requirement for the student to withdraw from the University: (See Policies, Procedures & Guidelines : Student Disciplinary Procedure ; Mental Health Policy & Guidelines for Good Practice ; Student Academic Misconduct ); vii. as a result of academic failure where a Progression and Award Board determines that a student has failed a course. 27. The University s Articles of Government require that only the Vice-Chancellor, or nominee from the Vice-Chancellor s Group in his temporary absence, can authorise the compulsory withdrawal of a student under 26(vi) above. In all other circumstances, student withdrawal will be authorised by a delegated member of the relevant school management team. Suspension from studies: on request 28. With the approval of the school, and subject to the conditions at paragraph (30) below, students have the right to suspend their studies for personal reasons. In deciding to suspend, students need to be mindful of the course registration period; periods of suspension count towards the time taken to achieve an award. Suspension will be for a defined period, normally to coincide with natural breaks in the academic year or course delivery and the anticipated date of return must be established. Periods of suspension will not normally be longer than one year and will be timed to allow the student to resume studies no later than at the same point in the following academic year. 29. The exact timing of suspension will be dependent on the structure, delivery and assessment pattern of the course and the student s personal circumstances; applications will therefore be considered on a case by case basis. Those wishing to suspend will be advised to contact the SRCT as soon as possible so that arrangements can be made to confirm in writing the individual administrative and academic arrangements for the student. 30. When considering a request to suspend studies, academic and professional service staff should be mindful of the following and that a request to suspend studies will normally be refused in the following circumstances: i. in the four weeks of teaching prior to final unit assessment; ii. where a course is subject to curriculum amendment during the period of suspension such that it would impact adversely on a student s ability to resume their studies. 2Y.6

7 Suspension from studies: as a requirement 31. Students may be required to suspend their studies in the following circumstances: i. as a result of an allegation of misconduct under the Student Disciplinary Procedure; ii. where an allegation has been made under the Student Disciplinary Procedure of misconduct which suggests that there may be a mental health issue or otherwise where the perverseness of a student s behaviour is causing distress or concern to other students or staff. In either event, students may be required to suspend their registration for a specified period of time whilst the matter is dealt with under the relevant policy, including the Student Mental Health Policy. 32. Where there appears to be a requirement to suspend a student in accordance with 31(ii) above, a member of the relevant school management team must liaise with the Head of Student Support to ensure that the appropriate University policy and procedures are invoked to best support the student. Curriculum choice 33. Students will undertake their option choice for the next academic year curriculum online via the student records system. This is an annual exercise co-ordinated by AS with a deadline for completion normally no later than the end of March. 34. Students will confirm their final curriculum for the academic year at the point of registration. Subject to approval by the school, students may change option choice up to week two of the teaching period. Assessment 35. The academic record of students suspending studies will be presented to the relevant Unit Assessment Board/Progression and Award Board to confirm decisions regarding assessments submitted, and due to be submitted, up to the date of suspension. Students will normally only be awarded defer decisions in respect of extenuating circumstances submitted and approved. 36. When the student returns to their course they will normally retain marks achieved and complete all outstanding assessments for the level of the course in accordance with the assessment regulations current at the time. However, the student s assessment requirements will be reviewed in light of any programme specification amendments during the suspended period. No student should be academically advantaged or disadvantaged as the result of a period of suspended studies. Appeal on withdrawal/suspension 37. When the University requires a student to withdraw or suspend from their course, the student has the right of appeal against that decision in accordance with the relevant policy. 2Y.7

8 Access to University facilities 38. During periods of suspension, individuals will not normally have access to the University or its facilities (e.g. teaching, assessment, IT services/library. 39. SRCT will contact students who have suspended their studies, during the period preceding their expected return, in order to establish their intentions regarding recommencing study and advise them of their tuition fee liability. Student attendance monitoring 40. The Student Achievement Team will continue to allocate resource to monitor student attendance in accordance with the University s Student Attendance Statement. This will support the timely maintenance of student records. There will be a focus on pre-1 st December checking for the HESES return plus checks at regular intervals across the academic year as part of the attendance monitoring initiatives. Non-EAA ( overseas students 41. Southampton Solent University is a Tier 4 Sponsor of the national points based immigration system. In order to meet the obligations of its Tier 4 Sponsor licence the University has a supplementary policy and procedures for the monitoring of the status of all Non-EAA students (Policy on University alignment with the requirements of the Home Office for the admittance of non-eea students under Points Based Immigration - Tier 4 (General) students and Points Based Immigration: Tier 4 (General) Students Records maintenance, Attendance Monitoring & Reporting - Operational guidance). Non-completions 42. Where, as a result of attendance monitoring, there is no evidence that a student is attending, then withdrawal procedures will be initiated for that student. 43. In updating student records SRCT need to be compliant with the HEFCE interpretation of completion for funding purposes. The University cannot claim funding for students who fail to complete units. In order to be counted as a completion, a student must finish all units they intended to complete in the year of instance within 13 months of their commencement date; this will encompass students taking referrals on traditional delivery. In order to complete a unit the student must either undergo the final assessment of the unit or pass the unit where this can be achieved without undergoing the final assessment. A student who fails to complete any unit of their enrolled curriculum (120 CATS for full-time mode) within the 13 th month period of instance is to be returned as a non-completion for all activity in that year. Modes of attendance 44. The mode of attendance for each student is key to funding and must be recorded appropriately in the student records system. Attendance at the University may be influenced by unit/course delivery but will be classified within the category of full or part-time student for HESA purposes. 2Y.8

9 Southampton Solent University campus card 45. On enrolment all long course students are issued with a University campus card for the duration of their course. This must be retained by students whilst on campus since it provides evidence of student status, is required to record attendance in each timetabled session and facilitates access to student facilities e.g. library, membership of the Students Union. Registration periods 46. The University s awards have defined maximum registration periods within which the student must achieve the award. Registration periods are outlined in the University s Academic Handbook Section 20 Annex 1: Assessment Regulations and include any periods of suspended study. 2Y.9

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