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Guidance for staff if a student considers suspending their studies

Advice for academic staff when a UG/PGT student is considering or needs to suspend their studies, and how to get support from other teams within the University.

Reasons students suspend or withdraw from their studies

Students may need to suspend or withdraw from their studies for several reasons:

  • financial difficulties
  • health difficulties
  • family reasons
  • immigration matters
  • changing course, or considering it
  • sporting commitments
  • maternity, paternity or adoption

There may also be times where the University requires a student to suspend or withdraw from their studies, including:

Withdrawing or going into suspension can have a significant impact on many aspects of a student’s life. Students should be encouraged to seek the appropriate advice from the relevant services before making a final decision.

While it is important that students take the appropriate time to consider their options, it is important to note that suspension and withdrawals cannot be backdated and must accurately reflect the date on which the student provides confirmation of their formal request.

We recommend signposting students to Student information which provides important information and guidance

Academic staff are not expected to advise a student on all concerns they raise, and should refer the student to the appropriate services. Students will often have queries about, or not appreciate, how suspension or withdrawal will affect their situation with respect to their academic progress, funding, housing situation, disability support, or support for physical or mental health issues, and for visa holders, their immigration status.

Please note: this advice is relevant to all academics but PGR Supervisors should follow their normal procedure to get a suspension approved.

Meeting with the student

The Director of Studies (DoS) or Academic Advisor should arrange or invite the student to a meeting as soon as possible. If a meeting is not possible then contact should be made via email or telephone in order to ensure that the correct information is gathered and the student has been provided with the opportunity to get specialist advice.

This meeting will allow you to discuss in confidence with the student, their academic progress and circumstances affecting their studies. Staff should discuss possible options for the student in relation to their studies, which can include alternative options to suspension or withdrawal.

These options could include:

Refer to specialist services for advice

A student may disclose circumstances to an academic member of staff which are affecting their studies, where specialised advice and guidance would be beneficial. The following services are available which students can be referred to:

Staff should signpost the student or make the appropriate referral themselves with the permission of the student. Staff can do this by providing the student with the contact details of the relevant service, or by calling or emailing the service to initiate contact on behalf of the student.

We strongly recommend all students seek advice from Student Money Advice (Student Support) before suspension or withdrawal to understand the impact on their funding and future studies.

International students must meet with the Student Immigration Service (SIS) for visa advice.

What to do if a student decides to suspend or withdraw

PGR Supervisors should follow their normal procedure to get suspensions and withdrawals approved.

Students must meet with their Director of Studies (DoS) to request a suspension or withdrawal. The Director of Studies will need to complete a Changes of Circumstances form which your programme administrator can generate for you from SAMIS. It is vital that staff complete the form accurately and record the correct reason for suspension or withdrawal. For student visa holders, start date of suspension should be no earlier than 5 working days before the date of approval, no backdating is possible. Advice is given on the form with respect to the importance of providing accurate dates.

For Undergraduate Student Loans Company funded students, suspension and withdrawal impacts on tuition fees and maintenance loans and should not be backdated. Please refer to the attendance points and seek advice regarding the start date of suspension or withdrawal from Academic-registry .

Once completed, the department will send the form to the Academic Registry to update the student’s record and notify UKVI/SLC. Instructions are given on the form.

The student and DoS will then receive an email confirming the suspension or withdrawal. For a suspension, this will include the date when the student is expected to resume their studies and any conditions for their return.

Returning to study

Even though students are expected to make contact with their DoS to confirm their intention to return, it is recommended that an appropriate member of staff within the student’s department contacts those students who are due to return from suspense to ask them to confirm their intention to return. This gives an opportunity to provide the student with any information and advice relevant to their return in a timely manner.

When a student returns to study following suspension, there is a process and guidance for staff. If a student has been very unwell, their support needs might be considered under the Health Wellbeing and Support to Study Procedure

For students identified as requiring extra support, Student Support will start the Return to Study process, via email, two to three months prior to the return date.

These students will be requested to complete a Self-Assessment form to help identify any support required or process that may need to be implemented in order to plan a coordinated return to their studies.

If students have additional return to study queries, the DoS should refer them to the relevant service for advice and guidance.

You can contact Student Support on 4321 if you have any queries regarding students going into suspense and the different support available.

Enquiries

If you have any questions, please contact us.

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