Quick Guide to Programme Change Request Form

Submitting a request will send an email confirming the contents of the completed form to the Student and if applicable, the email address supplied on the request. It is imperative, therefore, that the information supplied is correct, to prevent any misunderstandings.

When submitting a programme change request form for a Tier 4/Student route visa holder please also review the guidance from the Student Immigration Service as additional actions may be required:

Changes to Programme for Tier 4/Student route visa holders

Change of Programme of study

• This request should be completed if the student is changing their programme of study. Please use this part of the form if, as a result of the change of programme, the student is also changing their year and/or mode of study.
• Please use the "Additional Information" box to include any supplementary details.
• The School should be able to complete many simple UG programme changes, so it may not be necessary to submit a change request. Please view the guidance here:

Action Undergraduate Programme Changes

Year of programme

• This request should be used when a student changes only their year of study, and not the programme on which they are registered.
• A change of year of study in this context will likely mean a repeat year and does not mean the annual academic progression from one year to the next (which is automatic).
• If a UG final-year student needs to engage with their studies/assessments in the following academic year, please request a Year of Programme change rather than an Extension. You can process and publish their award when ready instead of waiting for the end of the following academic year.
• If the student's mode of study also changes, you can indicate this on the year of programme request.

UG students repeating a year on a Part-time basis

Mode of study only

• A change to the mode of study will entail a change of programme too, especially for postgraduate programmes. You are required to enter the new programme where this is the case.
• If the postgraduate research student will be studying on "mixed modes", i.e. changing from part-time to full-time or vice versa, please be sure to enter the effective start date and include your calculation for the student’s new prescribed and maximum end dates.

Interruption of study

• Interruptions of study are by definition temporary and therefore a specific start-date, and anticipated end-date, are required.
• Interruptions cannot be backdated more than 30 days.
• The School should remove a student’s courses prior to submitting an interruption programme change request. Once an interruption has been added to a student’s record the School is not able to remove the courses. Please contact Student Records via details at the bottom of the page if you have not removed the courses prior to requesting the interruption.
• Interruptions must be entered on the form as they arise, and under UKVI rules. Please click on the link below to view the rules:

UK Government Tier 4 visa guidance

Withdrawal

• Please keep in mind that Student Records will not key a withdrawal prior to the withdrawal date
• Student Records will withdraw a student from the start of the session if they are not fully matriculated

Postgraduate Leave of Absence

• As PG Leave of Absences may need to be approved by the Student Immigration Service, please be aware that processing times may be longer

Extension

• Extensions normally apply to Postgraduate students only.
• Extensions are normally made to the student's maximum end-date.
• Please ensure that the period of extension you are about to confirm runs from the end of the programme date.
• Please check the student's current programme maximum end-date. If you believe the existing programme end date is incorrect, please contact the Student Records Team  using the details at the bottom of the page.
• If a UG final-year student is undertaking an August Resit, please request a 3-month extension to their max end date and please use “Resit Exam Diet” as the reason.
• Visiting UG students resit process: guidance below

Visiting undergraduate student resit process

Thesis submitted

• When a research student submits their work, please confirm the exact date of submission so that the student's record can be amended to reflect their status as 'thesis submitted', 'corrections received' or 'resubmission received'.
• For thesis resubmissions, please notify us of the Regulation under which the thesis is being re-submitted (I.E. DRPS Regulation 4.1.8 (e) and (g)), as well as the number of months of extension: this is vital for ensuring the correct fees are charged.