CHANGE OF ENROLMENT STATUS
What this Guide will cover: What’s the difference between Suspension, Withdrawal and Transfer Key concepts to understand Financial Implications
Who to tell
This booklet gives basic information advice and guidance on what to do and who to tell when you are considering a change of enrolment status during your studies. It is strongly recommended that you meet with an advisor within the Money@CampusLife Team to ensure you receive advice and guidance based on your individual circumstances.
What’s the difference between suspension, transfer and withdrawal?
TRANSFER
If you are unhappy on your current course you may be thinking of transferring to a different course at Swansea University, or transferring to a course at another institution. You will need to get the permission of your current department as well as the department you want to transfer to before you can do this. Transferring course can cause issues with your student funding particularly if the lengths of the courses are different (e.g. one involves a foundation year or year abroad.)
SUSPEND
Suspending your studies means taking time out or putting your studies ‘on hold’, usually for personal reasons. This is normally done with a view to resuming the course at a later date (usually the next academic year). When you suspend your student finance is usually also considered ‘on hold’ for the remainder of the academic year but it can have a major impact on what you will be entitled to in future years.
WITHDRAW
Withdrawal is the complete termination of your registration on your programme of study and all units associated with it. Your student finance will be stopped for the remainder of the year and any years studied will be considered as previous study return to study in future.
REPEATING MODULES
If you need to repeat failed modules over the course of an additional year of study, full maintenance funding may still be available, but this year will be classed as your +1. Your tuition fees will be pro rata’d depending on the number of credits you need to repeat.
Transferring, Suspending & Withdrawal – How to do it Whether you want to transfer your course, suspend your studies or completely withdraw from the University, your first step is to speak to your Personal Tutor or Department about your situation. This will give you an opportunity to discuss your situation and seek guidance as to which option is best, and you can also get extra support if required. Once you have made your decision, you will need to attend a Change of Enrolment Status consultation in the MyUni Hub. During the consultation, you will discuss your options and any implications that may arise from changing your enrolment status.
EU STUDENTS Please be aware that the +1 rule detailed on the next page is also applicable to you regarding the tuition fee support you are entitled too. Likewise, EU students can also apply for additional years funding based compelling personal reasons (CPR) if applicable. 1
Key Concepts to Understand The +1 Rule Every student is entitled to tuition fee and maintenance funding for the length of their course, +1 extra year. You can use this additional year of funding if you suspend part way through the academic year or if you have to repeat a year of your course.
E.g. 3 year course + 1 extra year = 4 years of funding The number of years taken into account by your funding provider is based on your enrolment at University, not whether you have completed a full year of study or taken out student finance. E.g. Being enrolled for a few weeks will count as one full year of previous study. Typically, maintenance loans are unaffected by previous years of study. If you do not have enough funding entitlement to cover the full duration of your course you will be required to self-fund your tuition fees. (This will apply in the earlier years of your course as your funding entitlement will be applied to the last year of your new course and worked backwards.)
Last date of Attendance When suspending or withdrawing from the University, they will be required to report your last date of attendance (lectures, seminars or exams) to the Student Loans Company. Depending on when you actually complete the relevant documents, this date can make a large difference to the tuition fees you are charged and maintenance loan you are entitled to, and will often result in an overpayment that will need to be repaid.
Compelling Personal Reasons (CPR) If you feel that something out of your control had a significantly detrimental effect on your academic performance or ability to study and you had to suspend studies or repeat the year you are able to apply for additional funding on the grounds of CPR. CPR can include health-related issues, disability, family problems or bereavement but this list is not exhaustive. If you think this applies to you then please read our ‘Applying for Discretionary Funding’ booklet. There is no guarantee additional funding will be provided, as this is at the discretion of your funding provider.
Suspending on medical grounds If you are suspending your studies because of medical reasons that have affected your ability to study, then you will need to provide medical evidence to the University so that they can record the suspension as medical grounds. In this scenario you will automatically be awarded a further 60 days of funding by the Student Loans Company.
Transfer to part time mode of study If you transfer your full time study to part time, it is advised you read the ‘Transferring from full time to part time mode of study’ leaflet or contact the Money@CampusLife Team.
2
Financial Implications Tuition Fees If you transfer to a different university, suspend or withdraw from your course, the amount of tuition fees you pay will depend on your last date of attendance. As a general rule, tuition fee liability is split up as follows:
Term 1
Term 2
Term 3
25%
50%
100%
If you decide early on in the academic year that you’d like to transfer to a different course at Swansea University and are allowed to start the new course within the same academic year, you will not have to pay any extra tuition fees.
Maintenance Funding The amount of maintenance funding you are entitled to during an incomplete year is calculated on a pro rata basis using your last date of attendance. If a student is informed that they have had an overpayment and are unable to repay, it is advised that they do the following, depending on their circumstances: Withdrawal – Speak with student finance to arrange an affordable monthly repayment (or to put a hold on the account until this is possible) Suspension – As above - but suspended students need to be aware that any outstanding overpayment that has not been repaid by the time they return to their studies, will be taken from any future loan entitlements. Suspension on the grounds of CPR – Contact the Money@CampusLife Team, as if you can evidence hardship you can apply to continue receiving discretionary funding for the remainder of the academic year.
NHS Funding If you are an NHS funded student and you withdraw or suspend your studies your Bursary award will be recalculated based on the actual number of days in attendance and you will be required to repay any monies received that exceeds your actual entitlement.
Social Work Funding The Social Work Bursary and PLOA are pro rata’d based on the last date of attendance and the number of days you have been on placement. If you have been overpaid you will be requested to repay the difference. If you are repeating the year you may still be entitled to some Bursary or PLOA. The amount you will be entitled to be calculated based on the maximum amount available, minus the amount you received on your suspension year. If you completed the full year but are required to repeat, you will not be entitled to the bursary or PLOA for that repeat year. Swansea University Opportunity Award - If you are struggling financially, have suspended your studies and meet the usual eligibility criteria you are still able to apply to the Opportunity Award as you are still classed as a student. If you withdraw from your course you are no longer classed as a student and are unable to apply to the Fund. 3
University Bursaries
Any unpaid University bursaries will be cancelled if you transfer to a different university, suspend your studies or withdraw from your course before the bursary has been paid. Bursaries are also suspended for any repeat periods of study.
Excellence/Merit Scholarships
Having accepted an award, should a Scholarship holder withdraw from the University, the holder will be liable to repay to the University any award which has been made, either in whole or in part, as determined by the University.
Benefits
Students who are enrolled on a full-time course in Higher Education are not entitled to receive benefits unless they fall into one of the exemption categories – for example: single parents, students with a disability, pensioners or student couples with children. Students who suspend their studies are still classified as a student so your eligibility to benefits will not change because of the suspension. Withdrawing from University will mean that you are no longer considered to be a student and therefore depending on your circumstances, you may be entitled to claim benefits to support yourself.
Council Tax Students who are enrolled on a full-time course are not liable to pay council tax. If you’re planning to transfer to another full-time course, this will not affect your student status and therefore you will not be liable to pay council tax. If you suspend your studies you are usually still treated as a full-time student for council tax purposes, as long as you intend to return to full-time study. If you withdraw from University you will lose your student status and therefore you will be liable to pay council tax. Depending on your circumstances you may be entitled to a reduction in the amount you pay. Your local council will be able to advise you regarding the amount of council tax that you are liable to pay.
Accommodation If you have signed a tenancy agreement but you are thinking of moving out because you are suspending, withdrawing or transferring to a different university you will need to think about your liability for rent. University Accommodation – If you are suspending your studies and wish to leave your University accommodation or are withdrawing from your course you will need to submit a ‘Release from Accommodation Request Form’ to Residential Services. It is advised you contact them at accommodation@swansea.ac.uk and complete this form ASAP, as you will be charged a further 6 weeks rent from the Friday following them receiving the above form. This will allow you to stay in the accommodation for this period in order to arrange future accommodation plans. If you have agreed to your room being shown to prospective tenants, and a replacement tenant is found prior to your end date, you will be charged a tenancy substitution fee of £300 or the remainder of rent: whichever is the lesser amount. Private accommodation – First off, you should speak to your landlord. You can contact the Student Union Advice Centre by telephoning 01792 295 821 if you need help understanding your tenancy agreement or dealing with your landlord 4
Change of Circumstances – Who to tell Even if you don’t transfer, suspend or withdraw, you may experience other changes in circumstance during your time at University. It’s important to update your details as soon as possible to make sure that your information is accurate and up-to date. Change of Circumstance
Who to tell?
How to tell them?
Withdrawal/Suspension
Institution
Change of course
Institution
Change of Institution
Funding Provider
You must inform your department of your intention to Suspend or Withdraw from University and complete the necessary paperwork; as part of the process the University will inform the SLC of your amended status, your ‘last date of attendance’ and reduced Tuition Fee costs (if applicable). The university will inform the SLC of your change of course once your transfer of studies form has been submitted Log onto your Student Finance account or contact your Funding Provider to update your University details. If your ‘Student Finance’ details have not been updated to your new University by enrolment bring in your original paperwork (those assessed against your old University) in order for the University to notify the SLC of your registration and new course/University details.
Contacting your Funding Provider Your funding provider will differ depending on where you live: Student Finance England Student Finance Wales Student Finance Northern Ireland Student Awards Agency for Scotland Student Finance Services Non UK Team NHS Wales Awards Unit Care Council for Wales
0845 300 5090 www.gov.uk/student-finance 0845 6000 662 www.studentfinancewales.co.uk 0845 602 8845 www.studentfinanceni.co.uk 0300 555 0505 www.saas.gov.uk (+44) (0) 141 243 2370. www.gov.uk/contact-student-finance-england 029 2090 5380 www.nwsspstudentfinance.wales.nhs.uk/home 029 2078 0698 www.ccwales.org.uk/student-funding/
Benefits & Tax Credits If you experience any changes to your health, course, income or family status it’s important to contact the relevant agency as soon as possible to update your information in order to avoid incurring penalties or overpayments.
Council Tax If you or someone in your household becomes, or ceases to be a student, make sure you contact your local authority to inform them of this change. This will ensure that your council tax liability is correct. 5
For more information, please contact the Money@CampusLife: 01792 606699 Money.CampusLife@swansea.ac.uk Money@CampusLife Student Support Services Keir Hardie Building Swansea University Swansea SA2 8PP www.swansea.ac.uk/money-advice
CampusLifeSU
Swansea Money.CampusLife
CampusLifeSU
Money.CampusLife
This leaflet is also available in Welsh and alternate formats such as Braille, large print etc. For further information please contact: CampusLife Reception on 01792 602000.
6