Guide to Transfer and Withdrawal of External Research Students

Transfer of mode of study (full-time to part-time or part-time to full-time) is only permitted where a research student is within the minimum candidature of the programme. A transfer of mode of study will normally only be actioned at the beginning of a research student’s year of study (on their enrolment anniversary). Changes from part-time to full-time will normally only be permitted at the end of even years of part-time study (after two or four years). Exceptional circumstances may be considered as a special case by the Student Cases Board/the Progression and Awards Board on a case-by-case basis.

1.1

If a research student wishes to transfer mode of study more than once during a single candidature, they will be required to provide a detailed explanation of the need for the further transfer.

1.2

Procedure

The research student should discuss the proposed transfer of mode with their supervisor(s) to ensure that such a transfer will not be detrimental to the candidature. The research student should seek approval from their sponsor (if applicable) before requesting a transfer.

If all parties agree to the transfer in principle, the research student should request their Faculty/School to action the request via the Intranet (Change of Circumstances), for consideration by the Student Cases Board/Progression and Awards Board.

The research student and their supervisors will need to provide a short, written statement outlining the reasons for transfer. The research student will also need to provide written consent from their sponsor (if applicable).

If the request is approved, the research student’s record will be updated appropriately.

A request for a transfer of programme of study would normally come from a research student’s Faculty/School via the Progression and Awards Board as a progression recommendation. However, in certain circumstances a research student may request a transfer of programme outside of the progression system.

2.1

Transfer of programme of study is only permitted where a research student is within the minimum candidature of either the current programme or the proposed new programme. In extremely exceptional cases transfers of programme may be permitted when the research student is outside of minimum candidature for both programmes where the research student is seeking to transfer to a lower award (e.g., PhD to MPhil).

2.2

Procedure

If the transfer of programme is the result of a progression recommendation to Progression and Awards Board, it will normally be actioned to take effect from the beginning of the research student’s next year of study.

2.3

If the transfer of programme is outside of the progression system, then the research student should discuss the proposed transfer with their supervisors to ensure that such a transfer will not be detrimental to the research student’s candidature.
The research student should seek approval from their sponsor (if applicable) before requesting a transfer.

If all parties agree to the transfer in principle, the research student should request their Faculty/School to action the request via the Intranet (Change of Circumstances), for consideration by the Student Cases Board/Progression and Awards Board.

The research student and their supervisors will need to provide a short, written statement outlining the reasons for transfer. The research student will also need to provide written consent from their sponsor (if applicable).
If the request is approved the research student’s record will be updated appropriately.

2.4

If the transfer of programme entails a change of Faculty/School, approval must be granted by the Executive Dean or nominee of the releasing Faculty/School and the Executive Dean or nominee of the accepting Faculty/School.

The research student will normally be registered in the same Faculty/School as their primary supervisor.

2.5

The University restrictions placed on transfers of programme of study are that research students must:

a) satisfy the entry requirements of the proposed programme of study;
b) be accepted to the proposed programme by the Faculty/School concerned;
c) be released from their commitment of the current programme of study;
d) NOT have previously been required to withdraw from the University.

2.6

If applicable, it is the research student's responsibility to notify any sponsor of the transfer of programme and to ensure continued support from the sponsor for the duration of the programme.

2.7

In the case of international research students sponsored by the University, a transfer of programme is conditional upon holding a valid student (Student Route (previously Tier 4)) visa. At the point of transfer, an assessment will be made as to whether the transfer meets current (Student Route (previously Tier 4)) legislation before it is approved. The assessment will include reference to the level of the new programme, the student’s current period of leave, the current time limits governing Student Route (previously Tier 4) study, whether the new programme meets a research student’s “genuine career aspirations” and any other requirements specified by the UK Visa and Immigration Service (UKVI). Where the new programme cannot be completed within the period of existing (Student Route (previously Tier 4)) leave, the research student will be required to leave the UK to make an application for further leave to complete the programme. For programmes requiring ATAS Clearance, international research students must obtain clearance and provide a copy of the ATAS certificate to the University, before a transfer can be approved.

Before a research student considers transferring to another institution it is important that they discuss this with their supervisors and/or Executive Dean or nominee, and make an appointment with Education Services, so that possible alternatives are considered before a final decision is made. International research students are strongly encouraged to consult the International Student Advisory Service before making a final decision, as this may have implications with regards to immigration status. Research students are prohibited from transferring candidature to another institution after the minimum period of candidature has expired.

3.1

In order to transfer to another institution, a research student is first required to withdraw from the University (see Voluntary withdrawal below). However, research students should be advised not to withdraw until a firm offer has been made by the new institution. Research students should contact the destination institution and find out whether any period of study at the University will be counted towards the candidature period at the new institution. The destination institutions may request an academic reference and formal permission from the University to permit the transfer of candidature the research student. The research student should make sure that any Intellectual Property Rights issues are clarified before transferring to another institution.

Research students may transfer in from other institutions by submitting an application for admission in the normal way. Research students transferring in from another institution would, on the recommendation of the relevant Executive Dean or nominee, have the period of study at the other institution recognised. Irrespective of any prior period of study, research students who transfer in from another institution will be required to complete at least one year (full-time equivalent) of minimum candidature. The University will seek written confirmation from the original institution that there are no objections to the transfer of the research student.

5.1

Voluntary withdrawal

Before a research student considers withdrawing from the University it is important that they discuss this with their supervisors and/or Executive Dean or nominee, and make an appointment with Education Services, so that possible alternatives are considered before a final decision is made. The research student should also consult the Student Support Office and if applicable, their sponsor. International research students are strongly encouraged to consult the International Student Advisory Service before making a final decision, as this may have implications with regards to immigration status.

5.2

If a research student’s proposal to withdraw is the result of financial difficulties, they should first visit the money@campuslife. Research students can also contact the Finance Department to discuss making an arrangement for the payment of fees or debts to the University.

5.3

Formal notification of withdrawal has to be on a “Withdrawal from University” form, obtained from Education Services. The University must be notified of the reasons why the research student has decided to withdraw and have confirmation of the last date of attendance. If the research student is withdrawing for health reasons, a medical certificate should be attached to the form.

5.4

Upon receipt of the withdrawal form, Education Services will ensure that the research student’s record is amended (recording the reason for withdrawal) and inform the research student’s sponsor (if applicable) and all other relevant parties such as the student’s Faculty/School, the Finance Office, the Accommodation Office, the Library and, if the research student is an international research student, the Immigration authorities.

5.5

Where a research student fails to resume study by the specified return date following a period of suspension (see Guide to Suspensions and Extensions for External Research Students for more information), the Student Cases Board/the Progression and Awards Board will assume that the research student has withdrawn from the University. The procedure for a voluntary withdrawal will be followed with the exception that the “Withdrawal from University” form will be completed by Education Services in the research student’s absence.

A research student may be required to withdraw from their programme as a result of:

• failing to enroll or re-enroll on the anniversary of initial enrolment;
• failing to have candidature confirmed (see Guide to Progress Monitoring of External Research Students);
• failing to make satisfactory academic progress. [Note: The supervisors must have set clear and achievable targets for the research student and be able to provide documentary evidence of the failure of the research student to meet these targets in order for a research student to be judged as having failed to make satisfactory academic progress];
• a progression recommendation (see Guide to Progress Monitoring of External Research Students);
• failing to adhere to the University’s Engagement Policy for Research Students;
• a disciplinary issue.

6.1

Where a research student is required to withdraw, Education Services will ensure that the research student’s records are amended (recording that the research student was required to withdraw) and inform all other relevant parties such as the research student’s Faculty/School, the Finance Office, the Accommodation Office, the Library and, if the research student is an international student, the Immigration authorities. The University will also inform the research student’s sponsor (if applicable). The research student will be advised if they have the right to seek a review or appeal in relation to the withdrawal decision under the relevant process.