Processing
Withdrawals / Leave of Absences
Any student may, on a voluntary or required basis, withdraw either permanently or temporarily from the University or programme of study at any point in the year.
Introduction
WHAT IS THIS TASK?
Any student may, on a voluntary or required basis, withdraw either permanently or temporarily from the University or programme of study at any point in the year.
WHY COMPLETE THIS TASK?
To close off or suspend a student’s record in a timely manner ensuring the correct calculation of appropriate refunds/fees. This ensures funding bodies and SLC are informed thereby allowing prompt cessation/suspension of further payments to the student. It further ensures the student is not inaccurately reported in the annual HESES return to HEFCE as a predicted enrolment.
WHEN SHOULD THIS TASK BE COMPLETED?
The procedure applies to student initiated withdrawals, required withdrawals, presumed withdrawals and WADM program changes (transfers). The request should be completed within three working days of the official withdrawal of the student.
WHO IS RESPONSIBLE FOR THIS TASK?
Schools must initiate a permanent or temporary withdrawal request via SharePoint. The request will be processed by Student Registry. Student Registry will notify the School, ISPC and Income Office on completion of withdrawal.
WHAT ARE THE CONSEQUENCES OF NOT COMPLETING THIS TASK?
FOR THE STUDENT:
- Student may be invoiced for fees if still registered as a student;
- The portion of refundable charges paid will be dependent upon the date of withdrawal, if withdrawal processed after institutional refund period, no refund calculated;
- Failure/Delay in suspension of financial aid, e.g. student loans, scholarships, grants;
- Withdrawal may not be reported on the student’s academic transcript.
FOR THE SCHOOL:
- Incorrect tuition calculation/student refund;
- Delay in notification to SLC/funding bodies;
- Inaccurate class/grade rosters;
- Continued insurance liability/duty of care;
- Impact on student load;
- Student may have continued access to University facilities including QUB email;
- Student may have continued access to grades/unofficial transcript;
- Student will continue to receive School/University communications;
- Impact on accuracy and consistency of statutory returns;
- Impact on annual audit;
- Delay in notification to UKBA in respect of international student withdrawals (PPS).
Important Information
- Withdrawal/Leave of Absence requests should only be formally completed after concluding appropriate support mechanisms and/or discussions between the student and relevant staff.
- Schools are required to complete a separate Withdrawal/Leave of Absence request form for each programme of study the student is to be withdrawn from.
- Where relevant, the Graduate School awards team and International Student Support Office will receive an email alert following the initial processing of the withdrawal request, the School should notify these offices of any subsequent changes to the original request.
- Required withdrawals will not be actioned until the time allowed for appeals has lapsed.
- Schools are required to update Qsis by adding a RLOA (Return from Leave of Absence) when the student returns, and notify PGR Records.
- The International Student Support Office should be notified of all international student withdrawals before the SharePoint form is submitted.
How do I perform this task?
Please note there are TWO Withdrawal/Leave of Absence request forms available via SharePoint, one applies to all UG/PGT withdrawals and the other to all PGR withdrawals.
UG/PGT student withdrawals
The process
PGR student withdrawals
The process